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HomeMy WebLinkAbout2012-11-21 - Board of Directors Meeting Minutes 2012-209 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, November 21, 2012, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 21, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 8:30 a.m. The meeting was held in the Board Room at the District's Administrative Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Hawkins led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Steve Conklin, Acting General Manager Gary T. Melton, Vice President Gina Knight, Human Resources and Risk Mgr Michael J. Beverage Stephen Parker, Finance Manager Ric Collett Art Vega, Interim Information Technology Mgr John DeCriscio, Chief Plant Operator DIRECTORS ABSENT Damon Micalizzi, Public Information Officer Robert R. Kiley Annie Alexander, Executive Secretary ALSO PRESENT Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Collett made a motion, seconded by Director Melton, to approve the Consent Calendar. Motion carried 4-0-1 with Director Kiley being absent. Director Collett abstained from voting on Check No. 60259 on Item No. 6.2. as he has a financial interest with the vendor. ' 6.1. Minutes of the Board of Directors Regular Meeting Held November 8, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 1 2012-210 6.2. Payments of Bills, Refunds and Wire Transfers , Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,048,640.26. 6.3. Cell Tower Modifications-Highland Site Recommendation: That the Board of Directors authorize the Acting General Manager to sign the consent letter between Crown Castle and the Yorba Linda Water District authorizing modifications of the Highland Reservoir cellular site location. 6.4. Investment Report for Period Ending September 30, 2012 Recommendation: That the Board of Directors receive and file the Investment Report for the Period Ending September 2012. 7. ACTION CALENDAR 7.1. Recommendations for Award of 2012 Waterline Replacement Project, Phase Il, Construction Contract Mr. Conklin explained the bid opening for this contract was held on October 31, 2012 with 13 bids being received. Staff received ' correspondence on November 2, 2012 from the lowest bidder, GRFCO, Inc., requesting to be relieved from their bid due to a clerical error. Following review, staff is recommending that GRFCO, Inc. be relieved from its bid, that their bid bond be released, and that the contract be awarded to the second to lowest bidder, TBU, Inc. Mr. Conklin and Mr. Kidman then responded to questions from the Board regarding the nature of the clerical error and the previous project history of TBU, Inc. Director Beverage made a motion, seconded by Director Collett, to relieve the $1,090,000 bid of the low bidder, GRFCO, Inc., due to a clerical error in its bid; release the bid bond of GRFCO, Inc.; and award the 2012 Waterline Replacement Project Phase 11 Construction Contract to TBU, Inc., for $1,359,300.11. Motion carried 4-0-1 with Director Kiley being absent. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report President Hawkins wished everyone a Happy Thanksgiving. 8.2. Directors' Report ' Directors Melton, Beverage and Collett also wished everyone a Happy Thanksgiving. 2 2012-211 8.3. Acting General Manager's Report Mr. Conklin did the same and reported that the paving was now complete for the Yorba Linda Blvd Pipeline project with the exception of the intersection at Ohio St. The contractor will complete pavement striping, replacement of traffic-signal-control loops and other work next week. Staff expects to have a Final Notice of Completion presented to the Board in January. Mr. Conklin then commended Joe Polimino, Project Engineer, and his crew for their work related to this project. Staff is in the process of reviewing the bids received for construction of the Yorba Linda Blvd Booster Station Project and plans to bring a recommendation for award of the contract for consideration by the Planning-Engineering-Operations Committee and the full Board in December. The project is expected to be completed by the end of next year. Mr. Conklin then reported on the District's participation in the Yorba Linda Fiesta Day's Parade and his attendance at a MWDOC briefing held with Natural Resources Secretary John Laird during which the Bay Delta Conservation Plan and the proposed 2014 Water Bond were discussed. President Hawkins asked about the status of the work along Fairmont Blvd ' at the Timber Ridge Booster and Pressure Regulating Station. Mr. Conklin stated that work was now complete on this project and that staff would be preparing a presentation regarding the status of all recent major construction projects for the Board at a future meeting. 8.4. General Counsel's Report Mr. Kidman wished everyone Happy Holidays and advised that a Closed Session will be necessary. 8.5. Future Agenda Items and Staff Tasks None. Upon President Hawkins' invitation, Councilmember Rikel commented on her experience attending the District's Board meetings. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of the meeting held November 19, 2012 at 4:00 p.m. will be t provided at the next regular Board meeting. Next meeting is scheduled December 17, 2012 at 4:00 p.m. 3 2012-212 9.2. Finance-Accounting Committee ' (Kiley/Hawkins) Next meeting is scheduled November 26, 2012 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held November 13, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 28, 2012 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of the meeting held November 1, 2012 at 3:00 p.m. were provided in the agenda packet. Next meeting is scheduled December 13, 2012 at 3:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) ' Minutes of the meeting held November 5, 2012 at 8:30 a.m. were provided in the agenda packet. Minutes of the meeting held November 20, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled December 3, 2012 at 3:00 p.m. 9.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled November 27, 2012 at 4:00 p.m. 9.7. Citizens Advisory Committee (Beverage) Next meeting is scheduled November 26, 2012 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council — November 6, 2012 (Hawkins) , Director Hawkins attended and noted that it was a very short meeting. 4 2012-213 ' 10.2. YL City Council — November 20, 2012 (Melton) Director Melton was unable to attend this meeting. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from November 22, 2012 — December 31, 2012 The Board reviewed the activity calendar and made no changes. 12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 12.1. MWDOC Elected Officials Forum — November 29, 2012 Director Collett made a motion, seconded by Director Beverage, to authorize Director attendance at this event. Motion carried 4-0-1 with Director Kiley being absent. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 8:50 a.m. All Directors with the exception of Director Kiley were present. Also present were Mrs. Knight and Messrs. Conklin and Kidman. 13.1. Conference with Legal Counsel — Pending Litigation ' Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court — Case No. 00595177) Name of Case: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) Name of Case: OCTA vs. Amelia De Agundez et al. (OC Superior Court — Case No. 00598169) Name of Case: OCTA vs. Tom Smith et al. (OC Superior Court — Case No. 00598177) Name of Case: OCTA vs. Issa Minassian et al. (OC Superior Court — Case No. 00598191) ' Name of Case: OCTA vs. Jack Goodman and Fraces S. Goodman, as Trustees Under the Goodman Family Trust Established June 25, 1985 et al. (OC Superior Court— Case No. 00598208) 5 2012-214 Name of Case: OCTA vs. Lakeview Industrial Park LLC et al. (OC ' Superior Court — Case No. 00599071) Name of Case: OCTA vs. Lakeview Orchard Association et al. (OC Superior Court— Case No. 00604657) Name of Case: OCTA vs. Cobblestone 1993 Ltd. et al. (OC Superior Court — Case No. 00604669) Name of Case: OCTA vs. James V. Carone et al. (OC Superior Court — Case No. 00604675) The Board reconvened in Open Session at 9:45 am. President Hawkins announced that the Board of Directors had directed Legal Counsel to defend the new OCTA cases. No other action was taken during Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT 16.1. The meeting was adjourned at 9:46 am. The next regular meeting of the Board of Directors will be held Thursday, December 6, 2012 at 8:30 a.m. 1 Annie Alexander Assistant Secretary 6