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HomeMy WebLinkAbout2004-06-24 - Board of Directors Meeting Minutes2004-89 MINUTES OF THE YORBA LINDA WATER DISTRICT REGULAR BOARD OF DIRECTORS MEETING June 24, 2004 8:30 A.M. The June 24, 2004 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President William R. Mills at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors Present at Roll Call William R. Mills, President Michael J. Beverage, Vice President Paul R. Armstrong Arthur C. Korn John W. Summerfield Staff Present: Michael A. Payne, General Manager Arthur G. Kidman, District General Counsel Lee Cory, Operations Manager Beverly Meza, Business Manager Michael Robinson, Assistant Administrator Ken Vecchiarelli, Assistant General Manager Amelia Cloonan, Administrative Secretary Diane Dalton, Leadworker Mike Kiddie, Senior Mechanic Visitors present: Brett Barbre, President, MWDOC Board of Directors SPECIAL RECOGNITION 1. General Manager Payne introduced Diane Dalton, Leadworker, and recognized her for twenty-five years' service to the District. 2. Recognize Todd Colvin, Maintenance Worker II, who is fully certified as a Water Distribution Operator III with the State of California. (Item was continued to July 8, 2004) 3. General Manager Payne introduced Lee Cory, Operations Manager, and Mike Kiddie, Senior Mechanic, and recognized them for the Certificate of Achievement presented by the California Highway Patrol to the Yorba Linda Water District. CONSENT CALENDAR ITEMS (Items 4 through 8) Vice President Beverage stated he would abstain from voting on Consent Calendar item 6. Director Armstrong stated he would abstain from voting on Consent Calendar item 4. On a motion by Vice President Beverage, seconded by Director Summerfield, the Board of Directors voted 4-0-1, with Director Armstrong abstaining, to approve Consent Calendar item 4, and the Board of Directors voted 5-0 to approve Consent Calendar items 5, 7 and 8. -1- 2004-90 On a motion by Director Armstrong, seconded by Director Summerfield, the Board of Directors voted 4-0-1, with Director Beverage abstaining, to approve Consent Calendar item 6. 4. Approve minutes of regular Board of Directors meeting of June 10, 2004. 5. Ratify and authorize disbursements in the amount of $1,162,166.17. 6. Approve Progress Payment No. 7 in the amount of $216,415.31 to Schuler Engineering Corporation for construction of the Quarter Horse Reservoir Expansion, Job No. 0316. 7. Approve Progress Payment No. 12 in the net amount of $31,330.77 and Change Order No. 5 in the amount of $1,723.97 and 36 additional calendar days to Pascal and Ludwig Constructors for construction of Well No. 15 and Well No. 18 improvements and the Richfield Plant On-Site Sodium Hypochlorite Generation (OSHG) and Disinfection System, Job No. 200209, 200104 and 200207, respectively. 8. Approve reimbursement to Cal Water for the installation of capital water system improvements at their project at 1961 Petra Lane in the amount of $9,440.51 subject to receipt of executed closing forms. ACTION CALENDAR ITEMS 9. Consider Financial Statements for the period ending April 30, 2004. Beverly Meza, Business Manager, presented the report. On a motion by Director Armstrong, seconded by Vice President Beverage, the Board of Directors voted 5-0 to receive and file the Financial Statements for the first ten months of fiscal year 2003-2004 ending April 30, 2004. Vice President Beverage declared a conflict of interest and removed himself from the meeting during discussion and voting on item 10. MWDOC President Barbre left the room. 10. Consider encroachment permit for S&S Construction - Rough Grading Tract No. 16209. Kenneth Vecchiarelli, Assistant General Manager, presented the report and background information. President Mills asked if there was a motion for discussion. Director Armstrong moved for discussion, and Director Summerfield seconded the motion. The topography of the area and the responsibility for landscaping were discussed. Director Korn asked about provisions for parking for a recreational facility at this site and stated until he is satisfied the District has made a reasonable effort to accommodate joint use on the reservoir, he is not willing to commit. Assistant Manager Vecchiarelli said there had been a redirection of thinking about joint use of reservoir sites since September 11, 2001. -2- 2004-91 President Mills asked Director Korn if he wanted to make a motion to amend this motion to commit to successful negotiation on a parking issue. Director Korn did not believe the Board is ready to consider an encroachment permit until the issue is decided. There was a question about the sufficient number of parking spaces. General Manager Payne suggested the item be continued. Staff will look at these issues and discuss the matter when he and President Mills meet with City of Yorba Linda next week. Director Armstrong asked if the District was burdening itself with the city's shortage of recreational facilities. General Manager Payne suggested another use could be the building of a garage to blend in with the surroundings where the District's backhoes and supplies could be stored. S&S is in the process of grading right now. On a motion by Director Armstrong, seconded by Director Summerfield, item 10 was continued. Director Beverage and Brett Barbre reentered the meeting at 9:05 a.m. Matt Stone, Associate General Manager, Municipal Water District of Orange County (MWDOC), entered the meeting at 9:05 a.m. 11. Consider call for nominations for California Special Districts Association Board of Directors. Michael Robinson, Assistant Administrator, presented the report. Arlene Schaffer is up for reelection, and our information is she intends to run. General Manager Payne asked if there is any Director who wishes to run. No Director expressed interest in running. DISCUSSION CALENDAR ITEMS 12. Presentation by the Municipal Water District of Orange County on their landscape irrigation "Smart Controller" rebate program. Matt Stone, Associate General Manager, Municipal Water District of Orange County, presented a written outline of his report, Pilot Weather-Based Irrigation Controller Rebate Program, to the Directors. The report included: R-3 Study Summary of Results, Organization Chart, Participation Flow Process, Local Flexibility, Firm Participating Water Agencies, Pending Water Agencies and Water Agencies Not Participating. There were some questions about the cost for valves ($9.00 per valve), other costs and savings potentials, storm run-off, the process and how to apply for a rebate. Brett Barbre, Matt Stone and Beverly Meza left the meeting at 9:47 a.m. A recess was declared at 9:47 a.m. The Board reconvened at 9:52 a.m. with all Directors present. COMMITTEE REPORTS 14. Executive-Administrative-Organizational Committee (Mills/Beverage) Summary minutes of meeting held June 15 were included in the Agenda. The Board of Directors Agenda Format, Board of Directors Committee Format, Board of Directors Committee Meeting Minutes, and the Board of Directors Goals Workshop were discussed. The District Purchasing Policy was not discussed. -3- 2004-92 The Board Members were requested to submit their comments, either verbally or in writing, to the General Manager within the next two weeks on the Board Goals Workshop Report. These comments will then be submitted to the Executive Committee and then to the full Board of Directors. A meeting is scheduled for July 20, 4:00 p.m. 15. Finance-Accounting Committee (Korn/Summerfield) A meeting is scheduled for July 13, 4:00 p.m. 16. Personnel-Risk Management Committee (Summerfield/Mills) The meeting scheduled for June 14 was not held. A meeting is scheduled for July 12, 4:00 p.m. 17. Planning-Engineering-Operations Committee (Beverage/Armstrong) A meeting is scheduled for July 14, 9:00 a.m. 18. Public Information Committee (Armstrong/Kom) A meeting is scheduled for July 6, 4:00 p.m. 19. Orange County Water District Ad Hoc Committee (Mills/Beverage) A meeting is scheduled for July 19, 4:00 p.m. 20. MWDOC Ad Hoc Committee (Mills/Kom) A meeting is scheduled for July 26, 4:00 p.m. The meeting of September 20 has been rescheduled for October 4, 4:00 p.m. GENERAL MANAGER'S REPORT 13. General Manager's oral report and comments. a) General Counsel Kidman reported District Staff requested McCormick, Kidman & Behrens to review a form of ordinance regarding the Fats, Oils and Greases (FOG) program. The requirement for the ordinance is under requirement from the Regional Water Quality Control Board. If the ordinance is in place, any fines incurred for sewer discharge would be reduced or eliminated. Restaurants are the main focus of the program. It has not yet been determined who will perform on-site inspection and carry out a training program. Enforcement is another question. The authority for the District to impose an administrative fine is scant. The District's main tool would be to shut off water to those that do not comply. There is no action to be taken at this time. b) Report on Main Street Arts & Crafts Fair. Michael Robinson, Assistant Administrator, reported 600 ice water filled water bottles were handed out. c) The District Picnic will be held on Saturday, June 26, 10:00 a.m., at Yorba Regional Park. d) District activities. There were none to report. -4- 2004-93 INTERGOVERNMENTAL MEETINGS REPORTS 21. Yorba Linda City Council, June 15. Director Armstrong reported the Greystone Development, northwest corner of Bastanchury and Lakeview just below the District's reservoir, was discussed. There are several conditions concerning the Planning Commission's interest in containment methodology for reservoirs. A discussion took place and explanations were given concerning the existing tanks, the planned four million gallon tank, berming and the role of the Yorba Linda City Engineer. Another item of discussion at the City Council meeting was the Redevelopment Agency and Placentia-Yorba Linda School District Board suit settlement. 22. MWDOC Board of Directors Meeting, June 16. General Manager Payne attended. There were three issues of concern: The MWDOC Budget was adopted; Wes Bannister was supported by MWDOC to submit a request to serve on the Met Board of Directors; and President Barbre announced he attended the YLWD Board meeting to present the poster award. 23. OCWD Board of Directors Meeting, June 16. General Manager Payne attended. The OCWD Budget was adopted and discussions were held about whether to pursue a contract proposal for operations and GWS. 23. Yorba Linda Planning Commission, June 23. No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after June 24, 2004. District office prior to meeting. WACO, July 9, 7:30 a.m. ISDOC Board, July 6, 7:30 a.m. Yorba Linda City Council, July 6, 6:30 p.m. MWDOC/Met Jt. Workshop, July 7, 8:30 a.m. OCWD Board of Directors Meeting, July 7, 5:00 p.m. Yorba Linda Planning Commission, July 14, 6:30 p.m. Yorba Linda City Council, July 20, 6:30 p.m. MWDOC Board of Directors Meeting, July 21, 9:00 a.m. OCWD Board of Directors Meeting, July 21, 5:00 p.m. Yorba Linda Planning Commission, July 28, 6:30 p.m. ISDOC Membership, July 29,11:30 a.m. ISDOC Board, August 3, 7:30 a.m. Yorba Linda City Council, August 3, 6:30 p.m. MWDOC/Met Joint Workshop, August 4, 8:30 a.m. OCWD Board of Directors Meeting, August 4, 5:00 p.m. WACO, August 6, 7:30 a.m. Yorba Linda Planning Commission, August 11, 6:30 p.m. Yorba Linda City Council, August 17, 6:30 p.m. MWDOC Board of Directors Meeting, August 18, 9:00 a.m. OCWD Board of Directors Meeting, August 18, 5:00 p.m. Yorba Linda Planning Commission, August 25, 6:30 p.m. Agenda is available in the Mills Summerfield Staff Staff Korn Armstrong Staff Staff Beverage Mills & Payne Summerfield Staff Staff Mills Korn Armstrong Staff Staff Beverage -5- 2004-94 BOARD MEMBER COMMENTS/ITEMS FOR FUTURE CONSIDERATION There were no Board Member comments. The Board of Directors went into Closed Session at 10:29 a.m. All Directors were present. Also present were General Manager Payne, Assistant General Manager Vecchiarelli and General Counsel Kidman. CLOSED SESSION ITEMS 24. Conference with Legal Counsel regarding pending litigation to which the District is a party, (Justification for Closed Session is Subsection (a) of Section 54956.9), Superior Court of California, County of Orange, Central Justice Center, Case No. 11919 Gateway Pacific Contractors, Inc. 25. Conference with Legal Counsel regarding pending litigation to which the District is a party (Justification for Closed Session is Subsection (b)(1) of Section 54956.9), Superior Court of California, County of Orange, Central Justice Center, Case No. 03CCO5867 Peters vs City of Yorba Linda, Southern California Edison; Yorba Linda Water District. 26. Conference with Legal Counsel regarding Anticipated Litigation. Significant exposure to litigation pursuant to subdivision (b) of Section 54956.9: one case. The Board of Directors came out of Closed Session at 11:09 a.m. No action was taken in Closed Session ADJOURNMENT On a motion by Director Armstrong, seconded by Director Summerfield, the Board of Directors voted 5-0 to adjourn at 11:10 a.m. The next regular meeting of the Board is scheduled for Thursday, July 8, 2004 at 8:30 a.m., at the District Headquarters. Michael A. Payne Secretary/General Manager -6-