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HomeMy WebLinkAbout2007-11-08 - Board of Directors Meeting Minutes2007-179 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING November 8, 2007 The November 8, 2007 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Ric Collett, President Paul R. Armstrong Michael J. Beverage William R. Mills STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Amelia Cloonan, Exec. Secretary Ken Mendum, Maintenance Supervisor Cindy Mejia, Assistant Administrator Freddie Ojeda, Maint Distribution Optr III Francisco Quintero, Maintenance Wrkr I DIRECTORS ABSENT AT ROLL CALL John W. Summerfield, Vice President INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director Sean Fitzgerald, Townsend Public Affairs Sperry Maxwell, National Community Renaissance Sean Fitzgerald spoke about Congressman Miller resubmitting the District's grant request, possibly because of the recent fires. Congressman Calvert has joined in backing the request and making it officially to the Interior Appropriations Subcommittee. Mr. Fitzgerald explained the process involved in the resubmission. On the state side, the District is working with the PYLUSD regarding synthetic turf for their school facilities. Applications for a grant will be submitted. Earmarks and timing in the legislature were briefly discussed. SPECIAL RECOGNITION Assistant General Manager Vecchiarelli introduced Cindy Mejia, Assistant Administrator. Maintenance Supervisor Mendum introduced Freddie Ojeda, Maintenance Distribution Operator III, and Francisco Quintero, Maintenance Worker I. 2007-180 Cindy Mejia, Freddie Ojeda, Francisco Quintero and Ken Mendum left the meeting at 8A5 a.m. Director Armstrong requested Item 4 be placed on the Action Calendar for discussion. CONSENT CALENDAR (Items 1 through 4) On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 4-0 to approve Consent Calendar items 1, 2 and 3. Minutes of the Regular Board of Directors meeting held October 25, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $652,598.84. 3. Progress Payment for the New Administration Building. Recommendation: Approve Progress Payment No. 8 in the net amount of $576,821.86 to J.E. Grant General Contractors for construction of the New Administration Building, Job No. 200313. ADJOURN TO CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 5. None ACTION CALENDAR 4. Terms & Conditions for Water Service with National Community Renaissance for their project located at 4672 Plumosa Drive, Yorba Linda. Director Armstrong questioned the language about extending the private system and whether the District has considered leasing out its sewer videoing equipment. Assistant General Manager Vecchiarelli deferred to Lee Cory on the question of whether the District would have the time to perform this service. The District has no rate structure, and the decision has not been made whether the District wants to compete with private industry for these services. Assistant General Manager Vecchiarelli said the issues could be discussed in committee at a later date. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 4-0 to approve the Terms & Conditions for Water Service with National Community Renaissance, Job No. 200705 -2- 2007-181 Sperry Maxwell left the meeting at 8:48 a.m. 6. Consider approval of a Ground Lease Agreement with STC One, LLC, a Delaware limited liability company, by and through its attorney in fact, Global Signal Acquisitions III LLC, a Delaware limited liability for the cell tower at the Highland Avenue Reservoir. Assistant General Manager Vecchiarelli presented the report. Legal Counsel worked to review, modify and approve the new ground lease. The lease will be paid a year in advance. Subleases would be allowed with approval of the city and the District. The District would receive some monetary benefit from subleases. The CPI will be used to calculate increases. General Counsel Kidman said the agreement was in a form that came from the cell tower company. The challenge was to determine who actually was party to the lease. Director Armstrong questioned ingress and egress. Operations Manager Cory stated the lessee would use the District's road access. Lessee notifies the District, and the access road is opened. Assistant General Manager Vecchiarelli stated there would be a lot of ongoing work on that side of the property. The lessee has infrequent need to access the property, and the District would work with them. General Counsel Kidman stated Section 8 of the agreement addresses easements. Exhibit B indicates proposed access. On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 4-0 to authorize the President and Secretary to execute the - Agreement subject to review as to form by General Counsel. 7. Consider amendments to the Board of Directors Rules of Organization and Procedures. President Collett stated this item came before the Executive-Administrative- Organizational Committee. Director Mills posed some questions. On Page 3, Item 2.1.0 states a member of the Board shall not serve as General Manager. There was discussion. On Page 8, the dollar amount for approval of change orders should be filled in. General Counsel Kidman stated this bullet item does not address Consent Calendar items, so a dollar amount should be indicated. The Board needs to approve when there is a change. Brett Barbre and Sean Fitzgerald left the meeting at 10:03 a.m. Assistant General Manager Vecchiarelli suggested "Approval of change orders with a dollar value within the General Manager's authority," so items could be placed on the Consent Calendar. -3- 2007-182 On page 11, item 9.3, last line, "Direct" should be "Director". On page 12, item 9.6, instead of "may have the privilege of closing the discussion, the line should read "may call for the question." On page 14, item 10.2, should read "Each Standing Committee shall have two Directors and an alternate, and each Director shall be assigned to two Standing Committees. On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors on a Roll Call voted 4-0 to adopt, with the noted changes, Resolution No. 07-16, Resolution of the Board of Directors of the Yorba Linda Water District Adopting Board of Directors Rules for Organization and Procedure and Rescinding Resolution No. 97-01. 8. Consider authorizing Director William R. Mills to serve as the agency delegate at the ACWA Conference. Director Mills spoke about Glen Peterson's experience. On a motion by President Collett, seconded by Director Beverage, the Board of Directors voted 4-0 to: 1) authorize Director Mills to vote at the ACWA Fall Conference on behalf of YLWD, and 2) agreed that Director Mills should vote his conscience. DISCUSSION ITEMS 9. Report on Legislative Activities - Report by Townsend Associates. This item was reported on earlier in the meeting. REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report There was no report. b. Directors Reports There were no reports. c. General Managers Report Operatons Manager Cory reported on the letter written to the owner of property located behind the Little Canyon vegetation was brought to the Directors' attention. The died off. Divers did look at this reservoir and found n Operations Manager Cory also reported the damage at the has been repaired. Divers found no debris inside the tank. President Collett by Reservoir. The lush vegetation has now o leaks in the tank. Highland Reservoir -4- d. General Counsel's Report There was nothing further to report. COMMITTEE REPORTS 11. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Meeting scheduled for November 20, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summen`ield 2007-183 1) Meeting scheduled for November 13, 4:00 p.m. has been changed to November 9, 8:30 a.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Meeting scheduled for November 13, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Meeting scheduled for November 1, - Meeting Cancelled 2) Meeting scheduled for December 6, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held November 6 will appear in the Board Agenda for November 21. President Collett reported the committee met with Cindy Mejia and received information about projects she is working on. Cindy Mejia was asked to put together a press packet. An update on the IT Director was presented. Water conservation was discussed. Director Mills asked if the District ever considered notifying people they have runoff from their irrigation. The District has not done this. 2) Meeting scheduled for December 4, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Meeting scheduled for November 15, 4:00 p.m. There was a question about the front aspect of the building. Director Beverage stated a dry bed had been decided upon. Assistant General Manager Vecchiarelli will check. -5- 2007-184 g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting to be scheduled. h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 12. a. Yorba Linda Fiesta Days, October 29 - Cancelled b. MWDOC Board, October 30 There was no report. c. WACO, November 2 No one attended. d. Yorba Linda City Council, November 6 No one attended. e. MWDOC/MWD Joint Workshop, November 7 No one attended. f. OCWD Board, November 7 No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after November 8, 2007. Agenda is available in the District office prior to meeting. November 2007 Finance-Accounting Committee, Nov 9 Mills/Beverage Observance of Veterans' Da Holiday, Nov 12 Offices Closed Personnel-Risk Management Committee, Nov 13, 4:00 .m. Summerfield/Armstron Yorba Linda Planning Commission, Nov 14, 6:30 .m. Armstrong Building Ad Hoc Committee, Nov 15, 4:00 p.m. Summerfield/Bevera e Executive-Admin-Or anizational Committee, Nov 20, 4:00 .m. Collett/Summerfield Yorba Linda City Council, Nov 20, 6:30 .m. Mills Board of Directors Meeting, Nov 21, 8:30 a.m. MWDOC Board, Nov 21, 8:30 a.m. Staff OCWD Board, Nov 21, 5:00 .m. - Cancelled Staff Observance of Thanksgiving Holidays, Nov 22 & 23 Offices Closed Yorba Linda Planning Commission, Nov 28, 6:30 .m. Summerfield -6- 2007-185 December 2007 Public Information Committee, Dec 4, 4:00 .m. Collett/Beverage Yorba Linda City Council, Dec 4, 6:30 .m. Collett MWDOC/MWD Joint Workshop, Dec 5, 8:30 a.m. Staff OCWD Board, Dec 5, 5:00 .m. Staff Planning-Engineering-Operations Committee, Dec 6, 4:00 p.m. Armstrong/Mills WACO, Dec 7, 7:30 a.m. Mills Personnel-Risk Management Committee, Dec 10, 4:00 p.m. Summerfield/Armstrong Finance-Accounting Committee, Dec 11, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, Dec 12, 6:30 .m. Armstrong Board of Directors Meeting, Dec 13, 8:30 a.m. Executive-Admin-Or anizational Committee, Dec 18, 4:00 .m. Collett/Summerfield Yorba Linda City Council, Dec 18, 6:30 .m. Mills MWDOC Board, Dec 19, 8:30 a.m. Staff OCWD Board, Dec 19, 5:00 p.m. Staff Building Ad Hoc Committee, Dec 20, 4:00 .m. Summerfield/Bevera e Observance of Christmas Holiday, December 24 & 25 Offices Closed Yorba Linda Planning Commission, Dec 26, 6:30 p.m. Summerfield CONFERENCES AND SEMINARS 13. Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. a. Orange County Water District - Groundwater Adventure tour - November 15, 2007 - 8:00 a.m. to 4:30 p.m. ADJOURNMENT On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors voted 4-0 to adjourn at 10:50 a.m. to a regular meeting of the Board of Directors scheduled for Wednesday, November 21, 2007, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. Michael A. Payne Secretary -7- 2007-186