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HomeMy WebLinkAbout2007-12-27 - Board of Directors Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 27, 2007 2007-207 The December 27, 2007 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL STAFF PRESENT John W. Summerfield, President Michael A. Payne, General Manager William R. Mills, Vice President Kenneth R. Vecchiarelli, Asst. G.M. Michael J. Beverage Pat Grady, IT Director Richard P. Collett Amelia Cloonan, Executive Secretary DIRECTORS ABSENT AT ROLL CALL Paul R. Armstrong INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION President Summerfield presented a Proclamation to Director Collett recognizing him for his service as President during 2007. President Summerfield recognized Vice President William R. Mills on his election as President of the Water Education Foundation. Director Mills briefly outlined the various functions of the foundation and encouraged the Board and Staff to sign up for the many tours they offer. CONSENT CALENDAR (Items 1 through 5) On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors voted 4-0 to approve the Consent Calendar, with Director Collett abstaining from voting on check number 40818 of Item 2. Minutes of the Regular Board of Directors meeting held December 13, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,917,578.02. 3. Consider Association of California Water Agencies (ACWA) Membership for 2008 Recommendation: That the Board of Directors approve membership in the Association of California Water Agencies for 2008 in the amount of $12,345. 2007-208 4. Progress Payment for Construction of Lakeview Reservoir. Recommendation: Approve Progress Payment No. 7 in the net amount of $892,046. 11 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. 5. Knoll Furniture Procurement - New Administration Building. Recommendation: Approve the purchase of Knoll Systems Furniture for the new Administration Building in the net amount of $792,366.33 to Systems Source Inc., a Knoll Distributor. Job No. 200313. President Summerfield requested the Closed Session be moved to the end of the Agenda. The Board members concurred. ACTION CALENDAR 7. Construction of the Lakeview Booster Pump Station. Assistant General Manager Vecchiarelli presented the report. The item was reviewed with the PEO Committee at the meeting held December 14. This is the largest pump station in the District in terms of enclosed area. The project was a modified design, bid, build, the first time for the District on this type of project. General Manager Payne noted the recommendation that appeared in the staff report is the recommendation under consideration. On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors voted 4-0 to approve Final Balancing Change Order No. 4 in the amount of $293,204.49 and Final Progress Payment No. 18 in the net amount of $281,418.28 to Schuler Engineering, Inc.; authorize staff to file the Notice of Completion and release retention thirty five days following the recordation if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the Lakeview Booster Pump Station, Job No. 200505. 8. Change Orders for Construction of the New District Administration Building. Assistant General Manager Vecchiarelli presented the item. The primary component of the change order is the upgrades to the server room. The Board has previously approved the component of these changes in Change Order No. 3. On a motion by Director Beverage, seconded by Vice President Mills, the Board of Directors voted 4-0 to approve Change Orders No. 6 and 7 to J.E. Grant General Contractors in the amount of $144,527.45 for construction of the New Administration Building, Job No. 200313. DISCUSSION ITEMS 9. None REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report -2- 2007-209 President Summerfield thanked the Board members for the opportunity to be President of the Board this year. He asked about committee assignment preferences at the last meeting and asked staff for recommendations. b. Directors Reports Vice President Mills brought the attention of the Directors to the Water Education tours and expressed his wishes to attend the Lower Colorado River Tour. c. General Managers Report 1) Report on Eastlake pressure enhancement project. Assistant General Manager Vecchiarelli gave a status report. Staff has been working with RBF getting information and exhibits together. The estimated $3.4 million is to deal with three areas of low pressure. This matter will go to the PEO Committee on January 11, and if ready, to the full Board the second meeting in January. 2) Filing California Form 460/470 The Directors were asked to complete the form by January 24. d. General Counsel's Report General Counsel was not present. COMMITTEE REPORTS 11. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Minutes of meeting held December 11 were discussed at the meeting held December 13 and reported in the minutes of that meeting. 2) Meeting scheduled for January 15, 4:00 p.m. Director Collett will attend the first City Council meeting, and Vice President Mills will attend on the 15tH b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Minutes of meeting held December 5 were reported on at the meeting held December 13 and reported in the minutes of that meeting. 2) Meeting scheduled for January 8, 4:00 p.m. Director Beverage would like to have the information brought to the committee about the interest to do a further review and come back to the -3- 2007-210 Board about where the District should be. Director Beverage stated he did not agree with the motion. General Manager Payne wants to talk about the state budget at the meeting on January 8t . Vice President Mills would like to schedule the meeting on the 8t" in the morning. The meeting was scheduled for 8:30 a.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of meeting held December 10 were discussed at the meeting held December 13 and reported in the minutes of that meeting. 2) Meeting scheduled for January 14, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Meeting scheduled for January 11, 8:30 a.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Meeting scheduled for January 4, 8:30 a.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate. Armstrong 1) Minutes of meeting held December 20 appeared in the agenda. Discussion items included: construction progress to date, server room change order request, overall building project budget, Knoll furniture proposal and critical path schedule and options for the main entry dry creek. Action items included: recommendation to authorize Change Orders 6 and 7 and purchase order for furniture systems. Information items included: power poles relocation and Miraloma/Richfield Street improvement plans. 2) The Meeting scheduled for January 17, 4:00 p.m. will be held in the EOC Room at the Richfield Plant. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Minutes of meeting held December 17 appeared in the agenda. Items discussed included: MWDOC Tier 2, LAFCO Study, water crisis messaging and grant coordination. 2) Meeting scheduled for February 26, 4:00 p.m. will need to be rescheduled -4- 2007-211 h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Minutes of meeting held December 7 appeared in the agenda. Items discussed included synthetic turf, City of Placentia sewers, Richfield Road and Miraloma Street construction. 2) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 12. a. Yorba Linda City Council, December 18 Vice President Mills attended. There were many people who wanted to comment on the landscaping assessment. Vice President Mills commented there should be a better way for a City Council meeting to progress without a great deal of misinformation. There were several speakers who called for water conservation on the medians. Vice President Mills asked how the District stands with communicating water conservation measures to the City of Yorba Linda. A meeting is set for January 23 between the Mayor, the City Manager, President Summerfield and General Manager Payne. b. MWDOC Board, December 19 General Manager Payne spoke about the items of interest on the agenda. There was an action plan approved for federal initiatives in Washington, D.C. MWDOC staff will go to Washington, D.C. six times during the year. Since the District Directors and/or staff only travel to Washington, D.C. once a year for a conference, the District does not have presence there. The water conservation resolution was passed. c. OCWD Board, December 19 No one attended. d. Yorba Linda Planning Commission, December 26 The meeting was cancelled. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after December 27, 2007. Agenda is available in the District office prior to meeting. Januarv 2008 New Year's Da Holiday, Jan 1, District offices closed Yorba Linda City Council, Jan 2, 6:30 p.m. Mills MWDOC/MWD Joint Workshop, Jan 2, 2:00 .m. Staff -5- 2007-212 OCWD Board, Jan 2, 5:00 .m. Staff- Cancelled WACO, Jan 4, 7:30 a.m. Mills Finance-Accounting Committee, Jan 8, 8:30 a.m. Mills/Beverage Public Information Committee, Jan 9, 4:00 .m. Collett/Beverage Yorba Linda Planning Commission, Jan 9, 6:30 .m. Armstrong Planning-Engineering-Operations Committee, Jan 11, 8:30 a.m. Armstrong/Mills Personnel-Risk Management Committee, Jan 14, 4:00 p.m. Summerfield/Armstrong Executive-Admin-Or anizational Committee, Jan 15, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Jan 15, 6:30 .m. Collett MWDOC Board, Jan 16, 8:30 a.m. Staff OCWD Board, Jan 16, 5:00 .m. Staff Building Ad Hoc Committee, Jan 17, 4:00 p.m. Summerfield/Bevera e Yorba Linda Planning Commission, Jan 23, 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. 2008 ACWA Washington D.C. Legislative Conference, February 26-28, 2008. General Manager Payne commented the District is preparing to award a contract for the Highland Reservoir. MWDOC staff has said once your project commences, the chance for funding by grants is nil. Director Collett asked what projects the District is planning that it could it go out for funding? There was discussion about lobbyists and lobbying efforts. General Manager Payne suggested having Townsend Public Affairs come in for an Executive Committee meeting to restrategize. Director Collett suggested partnering with MWDOC. Vice President Mills wants to attend the conference and asked that an agenda of projects be developed by staff. The District needs to build relationships. Director Beverage suggested bringing in Assemblyman Mike Duvall to discuss looking for grants. On a motion by Vice President Mills, seconded by Director Beverage, the Board of Directors voted 4-0 to approve attendance by Vice President Mills and up to two staff members at the 2008 ACWA Washington D.C. Legislative Conference. The Board of Directors adjourned to Closed Session at 9:46 a.m. All Directors were present. -6- 2007-213 ADJOURN TO CLOSED SESSION 6. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. General Manager Payne joined the Closed Session at 10:29 a.m. RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 10:41 a.m. CLOSED SESSION REPORT There was no reportable action taken in Closed Session. ADJOURNMENT On a motion by Vice President Mills, seconded by Director Beverage, the Board of Directors voted 4-0 at 10:42 a.m. to adjourn to a regular meeting of the Board of Directors scheduled for January 10, 2008, at 8:30 a.m., at the EOC Room, 913 S. Richfield Road, Placentia 92870. Michael A. Payne, ecr a -7- 2007-214