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HomeMy WebLinkAbout2011-01-26 - Board of Directors Meeting Minutes 1 2011-011 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 26, 2011 1. CALL TO ORDER The January 26, 2011 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 8:33 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Robert R. Kiley Steve Conklin, Engineering Manager Gary T. Melton Lee Cory, Operations Manager Gina Knight, Human Resources Mgr ' Stephen Parker, Finance Director Damon Micalizzi, PI Officer Harold Hulbert, Operations Assistant Annie Alexander, Executive Secretary DIRECTORS ABSENT Phil Hawkins, Vice President Ric Collett I OTHER VISITORS Mark Schock, Resident 4. ADDITIONS/DELETIONS TO THE AGENDA President Beverage announced that the CRWUA Conference report and related video listed under Item No. 8.2. would be moved to the next agenda as Directors Hawkins and Collett were not in attendance. 5. PUBLIC COMMENTS None. 1 1 2011-012 6. CONSENT CALENDAR ' On a motion by Director Melton, seconded by Director Kiley, the Board voted 3-0 to approve the Consent Calendar. 6.1. Minutes of the Regular Board of Directors Meeting Held January 13, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Workshop Meeting Held January 20, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $498,486.68. 7. ACTION CALENDAR 7.1. Emergency Response & Operation Plan Update , Mr. Hulbert explained that the Employee Emergency Management Committee (EEMC) had reviewed the District's Emergency Response and Operations Plan and recommended development of a new plan to comply with the latest State and Federal guidelines. Staff contacted three consultants to assist with this process of which only one, Emergency Planning Consultants, responded with a proposal. Staff then contacted another consultant, Willdan Homeland Solutions, who also provided a proposal. The EEMC reviewed both proposals and have recommended that an agreement be entered into with Willdan Homeland Solutions to perform the update of the District's emergency response plan. Mr. Vecchiarelli then clarified that the agreement would be subject to review and approval as to form by General Counsel. On a motion by Director Kiley, seconded by Director Melton, the Board voted 3-0 to authorize the General Manager to enter into a Professional Services Agreement with Willdan Homeland Solutions to update the District's Emergency Response & Operations Plan, at a cost not to exceed $33,832. Mr. Hulbert left the meeting at this time. 2 2011-013 ' 7.2. California Employers' Retirement Benefit Trust Fund Mr. Parker explained that with the implementation of GASB 45, the District must report its annual Other Post Employment Benefits (OPEB) obligations on the District's financial statements. This year's contribution has been estimated to be approximately $110,000, which must be placed in an irrevocable trust and restricted for OPEB purposes or it will continue to accumulate as a growing liability. Mr. Parker then responded to questions from the Board regarding the number of other agencies currently participating in the program. Mr. Vecchiarelli added that the District would not be able to use this fund to gain interest on other investments as it is limited to the total liability for OPEB purposes only. On a motion by Director Kiley, seconded by Director Melton, the Board voted 3-0 on a Roll Call vote to authorize the President to: (1) execute a CERBT Program Agreement and Election of YLWD to Prefund Other Post Employment Benefits through Ca1PERS, subject to review and approval as to form by legal counsel, and (2) approve a Resolution of the Board of Directors to delegate authority to request disbursements from the trust, exclusively for payment or reimbursement of OPEB expenses. 8. REPORTS. INFORMATION ITEMS AND COMMENTS ' 8.1. President's Report President Beverage requested that those Board members who had not returned their survey responses from the Strategic Planning meeting to please do so. President Beverage then commented that a new Council member for the City of Placentia had requested a tour of the District's facilities on Thursday, February 3, 2011 at 11:00 a.m. President Beverage then suggested that this tour be agendized so that YLWD Board members could attend as well. President Beverage then reminded the Directors that their Form 460/470 was due at the end of the month. 8.2. Directors' Reports CRWUA Conference - December 15-17, 2010 (Beverage, Kiley, Melton) Video "Managing a River of Issues" (15 min) This item was moved to the next agenda. 8.3. General Manager's Report None. 3 2011-014 8.4. Future Agenda Items and Staff Tasks ' Director Melton questioned if Mr. Schock's written comments at a recent Planning-Engineering-Operations Committee had been forwarded to the Public Information-Technology (PIT) Committee for consideration. Mr. Vecchiarelli confirmed that the PIT Committee would address this matter at a future meeting. President Beverage then requested that the District's cell phone policy and budget also be reviewed at a future PIT Committee meeting. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of the meeting held January 18, 2011 were provided at the meeting. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: Alternative Work Schedule; Board of Directors and Committee Meeting Minutes; Board of Directors Compensation; Board of Directors Travel Expense Reimbursement Policy; District Purchasing Policy; Customer Service Feedback Report; Employee Productivity-Innovation-Communications Committee Activities Report; General Counsel's Monthly Summary Report; Director's and General ' Manager's Fees and Expenses (Oct-Dec 2010); and Water Conservation Ordinance. Meeting scheduled February 4, 2011 at 11:30 a.m. 9.2. Finance-Accounting Committee (Collett/Kiley) Meeting scheduled February 7, 2011 at 8:00 a.m. 9.3. Personnel-Risk Management Committee (Kiley/Beverage) Meeting scheduled February 8, 2011 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Melton/Col left) Meeting scheduled February 3, 2011 at 4:00 p.m. 9.5. Public Information-Technology Committee (Hawkins/Melton) ' Meeting scheduled February 7, 2011 at 4:00 p.m. 4 2011-015 ' 9.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) Minutes of the meeting held January 25, 2011 were provided at the meeting. Directors Beverage and Melton attended. Matters discussed during the meeting were as follows: Water Supply Conditions; MWDOC/Member Agencies Settlement Agreement Status; OC-51 Progress; and OCWD Annexation and Potential Well Sites. Meeting scheduled March 22, 2011 at 4:00 p.m. 9.7. Citizens Advisory Committee (Beverage) Minutes of the meeting held January 24, 2011 were provided at the meeting. Director Beverage attended. Matters discussed during the meeting were as follows: Citizen Advisory Committee Structure, Re- Organization and Membership; City of Yorba Linda Sewer Transfer; Board of Directors and Committee Meeting Minutes; and Alternative Work Schedule. Meeting scheduled February 28, 2011 at 8:30 a.m. ' 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - January 18, 2011 (Melton) Director Melton attended and reported that the majority of the meeting was public comments related to the proposed equestrian center. 10.2. MWDOC Board -January 19, 2011 (Melton/Staff) Director Melton attended and reported that the MWDOC Board discussed candidates for the LAFCO seat and voted to suspend an increase in Directors' compensation. The MWDOC Board also voted to re-elect the same President and Vice President for the upcoming year. 10.3. OCWD Board -January 19, 2011 (Kiley/Staff) Director Kiley attended and reported that the OCWD Board also discussed candidates for the LAFCO seat with no consensus. 10.4. YL Planning Commission - January 26, 2011 (Collett) This item will be was moved to the next agenda as Director Collett was not in attendance to provide his report. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from January 28, 2011 - February 28, 2011 The Board reviewed the listed meetings and made no additional changes. 5 2011-016 12. CONFERENCES AND SEMINARS ' 12.1. MWDOC Water Policy Forum & Dinner- February 24, 2011 (Kiley) MWDOC Inspection Trip of the State Water Project and Sacramento-San Joaquin Delta -February 25-26, 2011 (Kiley/Melton) ACWA DC Conference - March 1-3, 2011 President Beverage removed the ACWA DC conference from the agenda. On a motion by Director Melton, seconded by Director Kiley, the Board voted 3-0 to authorize Director attendance at the above listed events with the exception of the ACWA DC Conference. Mr. Schock addressed the Board and requested that when a special meeting was scheduled the minutes identify its purpose. 13. ADJOURNMENT 13.1. The meeting was adjourned at 9:34 a.m. A special meeting of the Board of Directors will be held January 29, 2011 at 9:00 a.m. The next regular ' meeting of the Board of Directors will be held February 10, 2011 at 8:30 a.m. Ke Vecchiarelli Board Secretary 1 6