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HomeMy WebLinkAbout2006-03-23 - Board of Directors Meeting Minutes2006-41 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING March 23, 2006 The March 23, 2006 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Paul R. Armstrong at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Paul R. Armstrong, President Ric Collett, Vice President Michael J. Beverage William R. Mills DIRECTORS ABSENT AT ROLL CALL John W. Summerfield STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth Vecchiarelli, Asst. General Manager Lee Cory, Operations Manager Michael Robinson, Assistant Administrator Amelia Cloonan, Admin Secretary Stacy Bavol, Acting Business Manager John Brundahl, Acting Chief Plant Operator INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director Operations Manager Cory introduced John Brundahl, Acting Chief Plant Operator. Mr. Cory spoke about the Met shutdown, which began March 13 and went through mid-day March 18. With the diligence of the Production Department, the District went through the shutdown with no problems. Some physical pumping from Fairmont to Springfield Reservoir was done. John Brundahl commented that it was a combined cooperative effort between the Cla-Valve crew, the maintenance staff and production department. Sean Fitzgerald, Townsend Public Affairs, entered the meeting at 8:38 a.m. John Brundahl left the meeting at 8:40 a.m. Brett Barbre, MWDOC Director spoke about a dinner he, Mike Payne and Art Kidman attended where the newly appointed Metropolitan General Manager, Jeff Kightlinger, talked about the water supply and investment in Diamond Valley Lake. Mr. Barbre also commented on the shutdown. He mentioned today is the second official meeting of the Riverside Orange Corridor Association. Sean Fitzgerald, Townsend Public Affairs, talked about grants. Five to six weeks ago, the District put in the grant request. Applications are in review. The infrastructure bond has gone by the way for June, but there will be a push for it on the November ballot. Surface storage was discussed. Mr. Fitzgerald commented on the appropriations request process in Washington, D.C. through Congressman Miller's office and Senator Feinstein's office. Fire preparedness was the issue that most impressed Senator Feinstein's office. Letters of support are being gathered for the District's position. -1- 2006-42 There was discussion about the Perris Dam, responsibility for replacement and the possibility of developing it similar to Diamond Valley Lake. Affects on the hydrology are being investigated. General Manager Payne requested anyone encountering Congressman Miller speak to him about the project. Letters are being sent out to cities, fire authorities and other agencies. Brett Barbre requested a copy of the letter, because he is going to Washington, D.C. in April. General Manager Payne complimented MWDOC and Sean Fitzgerald for making arrangements for the District representatives in Washington, D.C. Brett Barbre and Sean Fitzgerald left the meeting a 8:58 a.m. CONSENT CALENDAR (Items 1 through 5) Director Collett stated he would abstain from voting on Check No. 44120 of Item 3. Director Mills questioned the water pressures mentioned in Item 4 stating there is nothing about notifying the customer they are required to maintain pressure regulators. General Manager Payne responded notification is up to the developer and the city, because city code requires the regulators. An article may be written for Waterlines regarding this subject. On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 4-0 to approve the Consent Calendar, with Vice President Collett abstaining from voting on Item 3, Check No. 44120 only. Minutes of the Regular Board of Directors meeting held March 9, 2006. Recommendation: Approve the minutes as presented. 2. Minutes of the Regular Board of Directors meeting held March 16, 2006. Recommendation: Approve the minutes as presented. 3. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,187,368.89. 4. Terms and Conditions for Water and Sewer Service with Shea Homes, Tract 17030 - Job No. 200607. Recommendation: Approve the Terms and Conditions for Water and Sewer Service for Shea Homes as presented. 5. Terms and Conditions for Water and Sewer Service with George Adams and Sepulveda Builders, Inc. for Parcel Map 2005-135, Job No. 200606. Recommendation: Approve the Terms and Conditions for Water and Sewer Service with George Adams and Sepulveda Buildings, Inc. as presented. -2- 2006-43 The Board of Directors adjourned to Closed Session at 9:04 a.m. All Directors were present. Also present were General Manager Payne and General Counsel Kidman. ADJOURN TO CLOSED SESSION 6. 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, et. al. The Board of Directors came out of Closed Session at 10:15 a.m. RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 10:22 a.m. Stacy Bavol and Amelia Cloonan rejoined the meeting. CLOSED SESSION REPORT There was no closed session report. ACTION CALENDAR 7. Financial Statements for the Seventh Month of Fiscal Year 2005-2006 Period Ending January 31, 2006. General Manager Payne presented the report. Some additional information that came out of the Finance-Accounting Committee meeting was handed out to the Directors. The format of the report will go back to the Finance-Accounting Committee for refinement. Also discussed were minimum reporting requirements and the method of delivering these reports to the Board members. General Manager Payne will look into when the report must be prepared and presented to the Board members. On a motion by Vice President Collett, seconded by Director Mills, the Board of. Directors voted 4-0 to receive and file the financial statements with the comment that the Finance-Accounting Committee will look at the issue of financial statements being mailed to the Board members. 8. Consider proposal to the City of Placentia for Sewer Maintenance Services. General Manager Payne stated the District was in the process of preparing a proposal to the City of Placentia for sewer maintenance. However, the District's proposal was too high, and the City awarded a contract to a private contractor for 27 cents a foot. The Yorba Linda Water District proposal would have come in at 50 to 60 cents a foot. The District cannot have its customers subsidizing the City of Placentia. There was discussion about the costs of sewer cleaning and emergency assistance. President Armstrong wanted the proposal to be completed. There was discussion about the District getting together with the City of Placentia to determine where the proposal varied from the one accepted. Vice President Collett asked if the District should instead find out what it costs to clean the District sewers and whether the District should contract out its cleaning rather than spending staff time completing the proposal. -3- 2006-44 As no proposal is to be issued, no action was taken by the Board of Directors. 9. Consider scheduling a Board of Directors Workshop. General Manager Payne stated much of the workshop will focus on skyrocketing construction costs. The District has many projects needing prioritization. April 19 at 8:00 a.m. was selected as the date for the Board of Directors Workshop. The workshop will be held at the Richfield plant in the EOC Room. REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report President Armstrong stated the Board tour brought home to the Board members that the District has an asset in the location of Wells 16 and 17. He asked that management develop a timeline of what needs to be done. A piping diagram was suggested. Director Mills asked that a study be conducted. General Manager Payne should report on progress at the PEO Committee meeting. The issue of seeking grants for searching for new water should be considered. b. Directors Reports There were no reports. c. General Managers Report General Manager Payne had three items to report. 1) Diane Cyganik has been hired as the new Finance Director and will start on April 3. 2) Interviews for the Human Resources Manager are being conducted today. 3) There was an incident with a home owner regarding removal of a bush by District personnel in order to work on a meter box. Staff are working on a written notification policy. d. General Counsel's Report General Counsel Kidman thanked the Board members for the opportunity to participate in the Board tour. It was the first time he had been out to the Bryant Ranch. ID No. 2 impressed him with its three dimensional topography. e. "The State of Southern California's Water Supply and the Political and Legal Challenges that Affect our Regional Water Management Activities" Metropolitan Water District - Jeffrey Kightlinger, General Manager, March 16, 2006 ( Payne & Kidman) General Manager Payne and General Counsel Kidman along with Brett Barbre, MWDOC Director, attended this event. Mr. Payne reported that MWDOC Director Barbre had already commented on the main topics of Mr. Kightlingr's speech. -4- 2006-45 COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Armstrong /Collett) Alternate: Beverage 1) The minutes of the meeting held March 21 will appear in the agenda for the Board Meeting of April 13. President Armstrong said the committee discussed: policy and practices for key control for the check signing machine and reimbursement policy on expenses with reference to AB 1234. The committee recommended the General Manager follow through on modifications to committee purpose statements. 2) Meeting scheduled for April 18, 4:00 p.m. b. Finance-Accounting Committee (Collett/Mills) Alternate: Summerfield 1) Minutes of meeting held March 13. Vice President Collett stated the minutes of the meeting are in the agenda. The committee discussed at financial reports and timing of those reports, recapped Wells Capital and timing of their presentation and discussed the cut-off audit. 2) Meeting scheduled for April 10, 4:00 p.m. c. Personnel-Risk Management Committee (Beverage/Summerfield) Alternate: Collett 1) Minutes of the meeting held March 20 will appear in the Board Agenda for April 13, 2006. Director Beverage said the committee discussed: the ACWA/JPIA property insurance and premium, property values of District properties, update on recruitments and draft performance evaluations. 2) Meeting scheduled for April 11, 4:00 p.m. d. Planning-Engineering-Operations Committee (Summerfield/Mills) Alternate: Armstrong 1) The minutes of the meeting held March 7 will appear in the Board Agenda for April 13, 2006. 2) Meeting scheduled for April 6, 4:00 p.m. -5- 2006-46 e. Public Information Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of meeting held March 6. Director Mills reported water conservation is the current topic of interest in the West Coast Magazine. Staff is choosing topics for the year and will come to the committee with topics. 2) Meeting scheduled for April 3, 4:00 p.m. Stacy Bavol left the meeting at 11:26 a.m. f. Building Ad Hoc Committee (Beverage/Summerfield) Alternate: Collett 1) Minutes of meeting held March 15. Director Beverage reported: the architects came up with location of gates, parking and entrance. The water feature, storm drainage, the administration building and increase in costs. What is the District really willing to pay? The architect is going to the City of Placentia to be sure they have what they need. The groundbreaking is targeted for the end of May. 2) No meeting scheduled. Art Kidman left the meeting at 11:36 a.m. g. MWDOC Ad Hoc Committee (Armstrong/Beverage) Alternate: Mills 1) Meeting scheduled for April 26, 4:00 p.m. INTERGOVERNMENTAL MEETINGS 13. a. Yorba Linda Planning Commission, March 15. Director Mills attended. There was nothing to report. b. Board of Directors Annual Facilities Tour, March 16 (Directors Armstrong, Beverage, Mills, and Summerfield) c. Yorba Linda City Council, March 21. Director Collett did not attend the meeting but noticed there was a motion to partially rescind eminent domain. -6- 2006-47 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after March 23, 2006. Agenda is available in the District office prior to meeting. Argil Public Information Committee, April 3, 4:00 .m. Mills/Collett Yorba Linda City Council, April 4, 6:30 .m. Collett/ Alt. Summerfield MWDOC/MWD Joint Workshop, April 5, 8:30 a.m. Staff OCWD Board, April 5, 5:00 .m. Staff Planning-Engineering-Operations Committee, April 6, 4:00 .m. Summerfield/Mills WACO, April 7, 7:30 a.m. Mills Finance-Accounting Committee, April 10, 8:00 a.m. Collett/Mills Personnel-Risk Management Committee, April 11, 4:00 p.m. Bevera a/Summerfield Yorba Linda Planning Commission, April 12, 6:30 .m. Mills/IA/t. Summerfield Yorba Linda City Council, April 18, 6:30 p.m. Collett/ Alt. Summerfield Board Goals Workshop, April 19, 8:00 a.m. EOC Room, Richfield Plant MWDOC Board, April 19, 8:30 a.m. Staff OCWD Board, April 19,5:00 .m. Staff MWDOC Ad Hoc Committee, April 25 4:00 .m. Armstrong/Beverage Yorba Linda Planning Commission, April 26, 6:30 .m. Mills/ Alt. Summerfield Mav Public Information Committee, May 1, 4:00 p.m. Mills/Collett Yorba Linda City Council, May 2, 6:30 .m. Collett/ Alt. Summerfield MWDOC/MWD Joint Workshop, May 3, 8:30 a.m. Staff OCWD Board, May 3, 5:00 .m. Staff Planning-Engineering-Operations Committee, May 4, 4:00 .m. Summerfield/Mills WACO, May 5, 7:30 a.m. Mills Finance-Accounting Committee, May 8, 4:00 .m. Collett/Mills Personnel-Risk Management Committee, May 9, 4:00 p.m. Bevera a/Summerfield Yorba Linda Planning Commission, May 10, 6:30 .m. Mills//Alt. Summerfield Executive-Admin-Or anizational Committee, May 16, 4:00 .m. Armstrong/Collett Yorba Linda City Council, May 16, 6:30 .m. Collett/ Alt. Summerfield MWDOC Board, May 17, 8:30 a.m. Staff OCWD Board, May 17, 5:00 .m. Staff Yorba Linda Planning Commission, May 24, 6:30 .m. Mills/ Alt. Summerfield CONFERENCES AND SEMINARS 14. 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. Induction Ceremony for the 2006 Honorees for the Yorba Linda Athletic Recognition Wall - Saturday April 8, 2006, 9:30 a.m. President Armstrong and Director Mills plan to attend as will General Manager Payne. -7- 2006-48 ADJOURNMENT On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 4-0 ,to adjourn to a regular meeting of the Board of Directors scheduled for Thursday, April 13, 2006 at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda, CA 92886. - ~ Michael A. Payne, Secretary/General Manager -8-