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HomeMy WebLinkAbout2005-08-11 - Board of Directors Meeting Minutes2005-115 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING August 11, 2005, 8:30 A.M. The August 11, 2005 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Michael J. Beverage at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Michael J. Beverage, President Paul R. Armstrong, Vice President Ric Collett William R. Mills John W. Summerfield STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Michael Robinson, Assistant Administrator Amelia Cloonan, Admin Secretary VISITORS PRESENT None SPECIAL RECOGNITION AND PRESENTATIONS General Manager Payne introduced Amelia Cloonan, Administrative Secretary. She was recognized for five years service to the Yorba Linda Water District. CONSENT CALENDAR (Items 1 through 5) On a motion by Vice President Armstrong, seconded by Director Mills, the Board of Directors voted 5-0 to approve Consent Calendar items 1, 2, 4 and 5. 1. Minutes of the Regular Board of Directors meeting held July 28, 2005. Recommendation: Approve minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $658,393.28 4. Approve rejecting and referring to ACWA/JPIA the claim filed by the Law Offices of Gilbert A. Moret on behalf of Maria Lira Gluntz. Recommendation: That the Board of Directors reject and refer the claim filed by the Law Offices of Gilbert A. Moret on behalf of Maria Lira Gluntz to ACWA/JPIA. -1- 2005-116 5. Approve rejecting and referring to ACWA/JPIA the claim filed by the Law Offices of Gilbert A. Moret on behalf of Adela Gluntz (a minor). Recommendation: That the Board of Directors reject and refer the claim filed by the Law Offices of Gilbert A. Moret on behalf of Adela Gluntz (a minor) to ACWA/JPIA. A question was asked about the term "wiped" used in the agenda report for Item 3. It was explained this term indicates the computer hard drives have been cleaned of any data before disposal. 3. Declare the list of District equipment outlined in the Agenda Report as surplus. On a motion by Vice President Armstrong, seconded by Director Summerfield, the Board of Directors voted 5-0 to declare the equipment listed on the exhibit as surplus and to authorize the General Manager to dispose of the equipment in accordance with District policy. The Board of Directors adjourned to Closed Session at 8:39 a.m. All Directors were present. Also present were: General Manager Payne, Assistant General Manager Vecchiarelli and General Counsel Kidman. ADJOURN TO CLOSED SESSION 6. a. Conference with Legal Counsel regarding anticipated litigation. (Justification for Closed Session is Government Code Section 54956.9(b)) (two cases) RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 10:35 a.m. Business Manager Meza, Customer Service Supervisor Stacy Bavol, Administrative Secretary Cloonan joined the meeting. Lynn Love of Wells Fargo, Carlos Oblites of Wells Capital Management and Brian Frame of Toll Brothers also joined the meeting. CLOSED SESSION REPORT There was no Closed Session report. ACTION CALENDAR General Manager Payne requested Item 9 be heard before Item 7 because of guest speakers in attendance. 9. Consider a Professional Services Agreement with Wells Capital Management for Investment Services. Beverly Meza, Business Manager, introduced Lynn Love of Wells Fargo Government Banking and Carlos Oblites of Wells Capital Management who explained what Wells would do for the District, how Wells operates and how they would interface with the District. -2- 2005-117 Lynn Love explained Wells would work with the District directly. President Beverage commented the arrangement is fee based. Mr. Oblites described the arrangement. Director Mills stated the Finance-Accounting Committee reviewed the proposed services and recommends approving a professional services agreement with Wells Capital Management. On a motion by Director Mills, seconded by Director Collett, the Board of Directors voted 5-0 to authorize the President and Secretary to execute a Consultants Agreement with Wells Capital Management, subject to review as to form by General Counsel. Lynn Love and Carlos Oblites left the meeting at 10:50 a.m. 7. Consider a Professional Services Agreement with Alliance Resource Consulting LLC for Executive Search Services. General Manager Payne presented the report and clarified some fees in the agenda report. The searches for Business Manager and IT Manager positions are required immediately. A third search has been added in order to lock in lower prices. Director Collett and President Beverage discussed this item at the Personnel-Risk Management Committee meeting. On a motion by Director Collett, seconded by Director Mills, the Board of Directors voted 5-0 to authorize the President and Secretary to execute a Consultants Agreement with Alliance Resource Consulting LLC at a cost of $41,000 plus expenses, subject to review as to form by General Counsel. 8. Consider a Professional Services Agreement with Townsend Public Affairs for Grant Services. General Manager Payne asked the Board to continue this item. Director Mills asked that a success chart on this group be provided to the Directors, and General Manager Payne agreed to provide this when the item returns. 10. Consider Employee Compensation Letter and Pay Plan for the Management, Supervisory, and Confidential Employees for the period of July 1, 2005 to June 30, 2006. General Manager Payne presented the report stating everything contained in the letter has been discussed with the Board of Directors. On a motion by Director Mills, seconded by Director Collett, the Board of Directors on a Roll Call voted with Directors Armstrong, Beverage, Collett, Mills and Summerfield voting Yes adopted Resolution No. 05-03 Adopting the Employee Compensation Letter and Pay Plan for the Management, Supervisory, and Confidential Employees. 11. Consider approving an Alternative Formula for Distributing LAFCO Fees Among the Independent Special Districts in Orange County. General Manager Payne reported that as a result of two new agencies being added to LAFCO, the fee structure should be reviewed. Staff reviewed both options and recommends staying with the alternative formula. The formula suggested is within the budgeted amount. -3- 2005-118 On a motion by Vice President Armstrong, seconded by Director Summerfield, the Board of Directors on a Roll Call vote, with Directors Armstrong, Beverage, Collett, Mills and Summerfield voting Yes, adopted Resolution No. 05-04 Approving an Alternative Formula for Distributing LAFCO Fees Among the Independent Special Districts in Orange County. 12. Consider a Professional Services Agreement with Aqua-Metric for the replacement and conversion of water meters in accordance with the Capital Meter Replacement Program. Customer Service Supervisor Bavol presented the report. There are 7600 meters older than twenty years, which creates lost revenue and maintenance issues. To replace these meters, it is more cost effective to go to an outside vendor. Other agencies are using Aqua-Metric. The date by which a vendor needs to be certified by the state is January 1, 2007. The District will continue to change the larger meter. There are 250 larger meters, 22 of which have already been changed. New meters have radio read capabilities and are GIS compatible. The District will also continue to change problem meters and is currently working on each route to determine which meters must be changed. On a motion by Vice President Armstrong, seconded by Director Summerfield, the Board of Directors voted 5-0 to authorize the President and Secretary to execute the contract with Aqua-Metric subject to review as to form by General Counsel. 13. Consider Grandview Avenue Water Pipeline Replacement. Assistant General Manager Vecchiarelli reported the developer essentially put in the majority of a District project with their money. This item is presented to reimburse their expenses. The costs went up $30,000 on the project because of requirements by the city on slurry filling. The amount is $8,000 more than originally indicated, because some costs had been inadvertently eliminated. The original project did not include paving, and the District will negotiate with our paving contractor, HPD, for this work. General Manager Payne indicated a meeting has been arranged with Tammy Gates, the Yorba Linda City Engineer, Mike Payne and Ken Vecchiarelli to resolve some issues. On a motion by Director Mills, seconded by Director Collett, the Board of Directors voted 5-0 to approve a cost reimbursement of $134,596.93 to Andrew Fisher and Paula Carmichael for construction of the Grandview Avenue Water Pipeline Replacement, Job No. 200307. 14. Consider releasing additional building permits within the Village III of the Vista Del Verde Project. A letter from Toll Brothers was received requesting this item be tabled. Brian Frame of Toll Brothers was present and requested this item be presented at the Board meeting on August 25. Staff will meet with the developer next week to determine if an agreement had been reached by both parties on the completion of the required capital improvement projects.. Brian Frame left the meeting at 11:25 a.m. -4- REPORTS, INFORMATION ITEMS AND COMMENTS 15. a. President's Report President Beverage had nothing to report. 2005-119 b. Directors Reports The Walk for Life begins Friday evening, August 12, at 5:00 p.m. and ends on Saturday at 5:00 p.m. The District will man a booth. Director Summerfield will attend Friday evening. Director Collett will attend Saturday afternoon, Director Mills will attend Friday evening, and Vice President Armstrong will attend Saturday morning. c. General Managers Report General Manager Payne is arranging to have Barry Brokaw of Sacramento Advocates attend the September 8 Board meeting to give an update on the state budget and legislative activities. d. General Counsel's Report General Counsel Kidman had nothing to report. COMMITTEE REPORTS 16. a. Executive-Administrative-Organizational Committee (Beverage/Armstrong) Minutes of meeting held July 19. President Beverage reported Item one regarding a billing services agreement with the City of Placentia for sewer maintenance fees was the only item not previously discussed at this Board meeting. General Manager Payne reported he met with Robert Dominguez of the City of Placentia. They talked about sewers, the Richfield Road improvements and storm drains. MWD is considering installing a large pipeline in Mira Loma Avenue. Also discussed were quarterly review of consultant's expenses, President Beverage Brokaw of Sacramento Advocates gave an phone. Grants were also discussed. Meeting scheduled for August 16, 4:00 p.m. Board of Directors expenses. On asked items be split out. Barry n update of legislative activities by b. Finance-Accounting Committee (Mills/Collett) Minutes of meeting held July 26. Director Mills reported the committee discussed the Wells Fargo issue covered in this meeting. Also discussed were possible changes to agenda reports. The meeting scheduled for August 9 was cancelled. A meeting is scheduled for August 16 at 9:00 a.m. c. Personnel-Risk Management Committee (Collett/Mills) Minutes of meeting held August 9 will appear in the Board agenda of August 25. Meeting scheduled for September 12, 4:00 p.m. -5- 2005-120 d. Planning-Engineering-Operations Committee (Armstrong/Summerfield) Minutes of the meeting held August 4. The committee covered: Professional Services Agreement with Aqua-Metric, Bastanchury Reservoir and Booster Station, Active Capital Projects Status Report, Import In-lieu of Groundwater Operations, Grandview Avenue Water Main Improvements and Engineering Services for Design of Highland Reservoir Replacement. Meeting scheduled for September 1, 4:00 p.m. e. Public Information Committee (Summerfield/Beverage) Minutes of the meeting held July 26. Director Summerfield said he is still trying to get a draft of the annual report. The letter in the report has been completely reworked. Upcoming events were also covered in the meeting along with the District facilities tour scheduled for September 24. Meeting scheduled for August 29, 4:00 p.m. Building Ad Hoc Committee (Beverage/Summerfield) Minutes of meeting held August 5, 4:00 p.m. will appear in the Agenda of August 25. President Beverage said the committee talked about the treatment of rain and run-off water and whether to put it underground or out on the street. Staff is looking at $66,000 of expenses for design. The money will not be spent until the District hears from the City of Placentia. President Beverage requested the architect be present at future meetings. g. MWDOC Ad Hoc Committee (Beverage/Armstrong) Minutes of meeting held July 25 will appear in the Agenda of August 25. President Beverage said the committee talked about grants and rates. The meeting scheduled for September 26 should be scheduled for the first part of October. Future MWDOC Ad Hoc Committee meetings should be scheduled in opposite months from the OCWD Ad Hoc Committee meetings. h. OCWD Ad Hoc Committee (Beverage/Mills) Meeting scheduled for September 19, 4:00 p.m. INTERGOVERNMENTAL MEETINGS 17. a. Yorba Linda City Council meeting, August 2 Vice President Armstrong attended. He reported the schedule of fees for the city's services was passed. b. WACO, August 5 No one attended. -6- 2005-121 c. Yorba Linda Planning Commission, August 10 No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after August 11, 2005. Agenda is available in the District office prior to meeting. Aunimt Yorba Linda City Council, August 2, 6:30 p.m. Collett MWDOC/MWD Joint Workshop, August 3, 8:30 a.m. Staff OCWD Board, August 3, 5:00 .m. Staff Plan nin -En ineerin -Operations Committee, August 4, 4:00 .m. Armstron /Summerfield WACO, August 5, 7:30 a.m. Mills Personnel-Risk Management Committee, August 9, 4:00 .m. Collett/Mills Yorba Linda Planning Commission, August 10, 6:30 .m. Mills Finance-Accounting Committee, August 16, 8:30 a.m. Mills/Collett Executive-Admin-Or anizational Committee, August 16, 4:00 p.m. Beverage/Armstrong Yorba Linda City Council, August 16, 6:30 .m. Summerfield MWDOC Board, August 17, 8:30 a.m. Staff OCWD Board, August 17, 5:00 .m. Staff Yorba Linda Planning Commission, August 24, 6:30 p.m. Armstrong Public Information Committee, Au ust 29, 4:00 p.m. Summerfield/Bevera e SPntamhPr Planning-Engineering-Operations Committee, September 1, 4:00 .m. Armstron /Summerfield WACO, September 2, 7:30 a.m. Mills Yorba Linda City Council, September 6, 6:30 .m. Collett MWDOC/MWD Joint Workshop, September 7, 8:30 a.m. Staff OCWD Board, September 7, 5:00 .m. Staff Personnel-Risk Management Committee, September 12, 4:00 .m. Collett/Mills Finance-Accounting Committee, September 13, 4:00 .m. Mills/Collett Yorba Linda Planning Commission, September 14, 6:30 .m. Mills Executive-Admin-Or anizational Committee, Sept. 20, 4:00 .m. Beverage/Armstrong Yorba Linda City Council, September 20, 6:30 p.m. Summerfield MWDOC Board, September 21, 8:30 a.m. Staff OCWD Board, September 21, 5:00 .m. Staff MWDOC Ad Hoc Committee, September 26, 4:00 p.m. Beverage/Armstrong Yorba Linda Planning Commission, September 28, 6:30 p.m. Armstrong ( indicates this person is substituting for the committee member. CONFERENCES AND SEMINARS 18. 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. California Special Districts Association Annual Conference Long Beach, September 27-29. -7- 2005-122 Information about the following workshop was received too late to be put in the agenda. b. Ethics Workshop at MWDOC, 6:00 p.m. Tuesday, August 16. This workshop is available to all the Directors if they want to attend. General Manager Payne will attend and will encourage staff to attend. The Board of Directors recessed at 11:45 a.m. and reconvened at 11:53 a.m. when they adjourned to Closed Session. All Directors were present. Also present were: General Manager Payne, Assistant General Manager Vecchiarelli and General Counsel Kidman. ADJOURN TO CLOSED SESSION 6. b. Conference with Legal Counsel regarding existing litigation to which the District is a party. (Justification for Closed Session is Government Code Section 54956.9(a)) Orange County Water District vs. Yorba Linda Water District. RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 11:53 p.m. CLOSED SESSION REPORT There was no Closed Session report. ADJOURNMENT On a motion by Vice President Armstrong, seconded by Director Mills, the Board of Directors voted 5-0 to adjourn at 12:02 p.m. to a regular meeting of the Board of Directors scheduled for Thursday, August 25, 2005 at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda, CA 92886. Michae~A. Payne Secretary/General M -8-