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HomeMy WebLinkAbout2013-03-14 - Board of Directors Meeting Minutes 2013-042 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, March 14, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The March 14, 2013 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Melton at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, President Steve Conklin, Acting General Manager Robert R. Kiley, Vice President John DeCriscio, Acting Operations Manager ' Michael J. Beverage Gina Knight, HR and Risk Manager Ric Collett Stephen Parker, Finance Manager Phil Hawkins Art Vega, Acting IT Manager Damon Micalizzi, Public Information Officer Anthony Manzano, Senior Project Manager Ken Mendum, Water Maint Superintendent Bryan Melton, Human Resources Technician Francisco Quintero, Maintenance Worker I Annie Alexander, Executive Secretary ALSO PRESENT Brett Barbre, Director, Municipal Water District of Orange County Gene Hernandez, Councilmember, City of Yorba Linda Eddy Beltran, Senior Counsel, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Barbre commented on a recent inspection tour provided by MWDOC of the Colorado River Aqueduct. Director Collett, Councilmember Hernandez, Mr. ' Conklin and Mr. Micalizzi were all able to attend. On behalf of MWDOC, Director Barbre then presented the Board with a rebate check in the amount of $177,664 made out to the District from the agency's Tier II Contingency Fund. 1 2013-043 Director Barbre then responded to questions from the Board regarding ' participation of members of the District's Citizen Advisory Committee on the inspection tour as well as current snow pack and water supply conditions. President Melton thanked Director Barbre and MWDOC for sponsoring the inspection tours and commended Mr. Micalizzi for his work on the new signage that was recently installed behind the dais. 6. SPECIAL RECOGNITION 6.1. Introduce Bryan Melton, Newly Hired Human Resources Technician Mrs. Knight introduced Mr. Bryan Melton and provided the Board with an overview of his background and previous work experience. The Board welcomed Mr. Bryan Melton to the District. 6.2. Introduce Francisco Quintero, Newly Hired Maintenance Worker I Mr. Mendum introduced Mr. Quintero and provided the Board with an overview of his background and previous work experience. The Board welcomed Mr. Quintero to the District. Messrs. Mendum, Melton and Quintero left the meeting at this time. 7. COMMITTEE REPORTS ' 7.1. Citizens Advisory Committee (Beverage) • Minutes of the meeting held February 25, 2013 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and provided a report regarding matters discussed during the meeting. He stated that the Committee appreciated the opportunity to hear from Lt. Bob Wren regarding the Orange County Sheriff's Department takeover of police services for the City of Yorba Linda as well as their efforts to protect the District's infrastructure. Mr. Mole stated that Mr. Greg Meyers had submitted his resignation from the Committee as he will soon be moving out of the District's service area. Mr. Mole will also be contacting another Committee member who has not been attending meetings on a regular basis to gauge their interest in remaining on the Committee. The Committee will leave it up to the Board's discretion as to whether or not to fill this 1, and possibly 2, vacant positions. Director Kiley suggested that the District offer key staff at the Sheriffs office the opportunity to take a tour of the District's ' facilities. 2 2013-044 ' Directors Beverage and Melton and Mr. Mole further commented on Mr. Wren's presentation including the Department's unsuccessful efforts to obtain funding for the purchase of off road equipment, the high number of traffic accidents, and the increase in burglaries in the area. • Next meeting is scheduled to be held March 25, 2013 at 8:30 a.m. 8. CONSENT CALENDAR Director Hawkins made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 5-0. 8.1. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$880,409-61. 8.2. Minutes of the Board of Directors Regular Meeting held February 28, 2013 Recommendation: That the Board of Directors approve the minutes as presented. ' 8.3. Progress Payment No. 1 for the 2012 Waterline Replacement Project, Phase II Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $76,047.50 to TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase 11, Job No. 2011-20. 8.4. Request for Sole-Source Professional Services Agreement with RKI Engineering for SCADA Control Programming Services Recommendation: That the Board of Directors authorize the Acting General Manager to execute the PSA with RKI Engineering LLC, with a total cost not to exceed $48,000. 8.5. Unaudited Financial Statements for the Period Ending December 31, 2013 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending December 31, 2012. 3 2013-045 9. ACTION CALENDAR ' 9.1. Northeast Area Planning Study Mr. Conklin explained that staff was pleased to present the final version of this study which Mr. Manzano and Mr. DeCriscio had been working on with the consultant for the last 6 months. Mr. Conklin then provided a PowerPoint presentation detailing the purpose of the study and briefly responded to questions from the Board regarding the possible development of two additional properties near the proposed Esperanza Hills development. Director Beverage asked Mr. Conklin to clarify that the 1,500 GPM fire flow requirement was per residential fire. Mr. Conklin confirmed this information and stated that should the Orange County Fire Authority decide to adjust its fire flow requirements, staff would be able to use the GIS-based hydraulic model to reevaluate the projected water demands in this area. Director Beverage noted that OCFA did not have any intention of increasing the fire flow requirements for this development as the District was able to provide a greater amount of water during the Freeway Complex Fire than was required. Unfortunately, the community as a whole is not aware of this fact. Councilmember Hernandez asked if an after-action report following the ' Freeway Complex Fire had been provided by the District to the City Council, and if not, he suggested that it would be very beneficial. Mr. Conklin responded that he could not recall at the moment. Director Beverage suggested that this topic be discussed at the joint agency committee meeting scheduled April 17, 2013. Mr. Conklin continued his presentation and provided an overview of the current and recommended water storage criteria in the area, recent improvements to the region's distribution system resulting in reduced storage requirements, and recommendations for additional infrastructure that would be needed to support the proposed Esperanza Hills Estates and Sage housing developments. Mr. Conklin responded to questions from the Board regarding the size of the two recommended reservoirs and the working relationship between the developers. Mr. Conklin then concluded his presentation by reviewing the recommended improvements for the Fairmont Booster Pump Station and those related to water quality at the existing reservoirs. Director Collett asked about potential for using the hydraulic model to evaluate the District's distribution system in its entirety. Mr. Conklin responded that it was possible and could be performed at some time in ' the future either by staff or by the consultant although staff didn't see a need to do it at this time. 4 2013-046 ' Mr. Conklin stated that he would like to request to modify staff's recommendation for this item to read: "That the Board of Directors approve and file the Northeast Area Planning Study as revised." He explained that the consultant had requested some slight revisions to the study subsequent to the agenda being posted. The page containing these revisions was distributed during the meeting. Director Hawkins stated that the Planning-Engineering-Operations Committee had reviewed the draft study at its most recent meeting and recommended Board approval. Director Beverage made a motion, seconded by Director Collett, to adopt and file the Northeast Area Planning Study as revised. Motion carried 5-0. 9.2. MWDOC Board and Elected Officials' Forum —April 4, 2013 Mr. Conklin explained that MWDOC had invited the District to attend its 5`h, semi-annual Elected Officials' Forum on April 4, 2013. In addition, the agency requested that the Board designate one Director to attend as the District's official representative. Following brief discussion, it was determined that Director Melton would ' attend this event as the District's official representative. Directors Collett and Kiley will also attend. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Melton reported that he was recently asked to speak at a general meeting of the Pat Nixon Republican Women Federated. He stated that it had gone very well and that he answered some questions regarding District efforts during the Freeway Complex Fire. 10.2. Directors' Report • MWDOC Colorado River Aqueduct Inspection Tour — March 8-10, 2013 (Collett) Director Collett reported on his attendance of this tour and commented on how much effort was involved in the distribution and treatment of water. • Mesa Water Reliability Facility Ceremony — March 13, 2013 (Collett/Kiley) Directors Collett and Kiley both reported on their attendance at this ' event. Director Kiley mentioned that with construction of this facility, the agency was now 100% reliant on local water. 5 2013-047 10.3. Acting General Manager's Report ' Mr. Conklin reported that on March 4, 2013, the District had received a refund check from ACWA/JPIA in the amount of $3,514 from the organization's Retrospective Premium Adjustment Fund for the 2010/11 policy year. He also commented on his participation in the Colorado River Aqueduct Tour and remarked on the complexity involved in the provision of drinking water. Mr. Conklin further reported that the proposed project to convert approximately 120 homes from the 1000-ft to the 920-ft pressure zone would not move forward at this time as the District was unable to obtain a required easement from the property owner where the pipeline would have been constructed. This project will be removed from the Capital Improvement Project list. Mr. Conklin also commented on his attendance of the ceremony for the new Mesa Water Reliability Facility. Mr. Conklin concluded his comments by reporting that the District would be providing water for the ShamRock n' Run event over the weekend. 10.4. General Counsel's Report Mr. Beltran stated that he did not have anything to report and that the Closed Session would not be needed. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS CONTINUED ' 11.1. Executive-Administrative-Organizational Committee (Melton/Kiley) • Minutes of the meeting held February 27, 2013 at 9:00 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held March 19, 2013 at 4:00 p.m. 11.2. Finance-Accounting Committee (Hawkins/Melton) • Minutes of the meeting held February 25, 2013 at 12:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held March 25, 2013 at 12:00 p.m. 11.3. Personnel-Risk Management Committee (Collett/Beverage) • Minutes of the meeting held February 26, 2013 at 4:00 p.m. were ' provided in the agenda packet. 6 2013-048 ' • Minutes of the meeting held March 12, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 27, 2013 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) • Minutes of the meeting held March 7, 2013 at 3:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held April 8, 2013 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) • Minutes of the meeting held March 4, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held April 2, 2013 at 4:00 p.m. 11.6. YLWD-City of Placentia Joint Agency Committee ' (Melton/Hawkins) • Next meeting is scheduled to be held in May 2013. Specific date and time is yet to be determined. 11.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) • First meeting is scheduled to be held April 17, 2013 at 6:00 p.m. Councilmember Hernandez addressed the Board and expressed his gratitude for being able to attend the Colorado River Aqueduct Tour and his appreciation for the work and cost involved in the distribution of drinking water. He then briefly commented on the formation of the Landscape and Lighting Maintenance Assessment District, the proposed Esperanza and Sage developments, and community outreach efforts related to District activities during and following the Freeway Complex Fire. 11.8. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) ' • Next meeting is scheduled to be held March 26, 2013 at 4:00 p.m. 7 2013-049 12. INTERGOVERNMENTAL MEETINGS ' 12.1. WACO — March 1, 2013 (Hawkins/Kiley) Directors Hawkins and Kiley attended. Matters discussed during the meeting included MWD activities, lowering the amount of the water bond, recruitment for an Executive Officer at LAFCO, the CSDA Legislative Conference in May, and the history of California's flag. 12.2. YL City Council — March 5, 2013 (Kiley) Director Kiley attended and commented on the El Cajon Trail Right-of- Way Study which was discussed during the meeting. He asked if the District had an easement along the trail. Mr. Conklin responded that he would ask staff to look into the matter. Execution of a contract with Wildan Engineering to review and evaluate certain zones of the Landscape Maintenance Assessment District was approved at the meeting. Also discussed was the termination of the ground lease between the City and the Yorba Linda Friends Church. Councilmember Hernandez briefly responded to questions from the Board regarding issues related to termination of the ground lease. YL City Council — March 12, 2013 (Kiley) Director Kiley reported on his attendance at this special meeting which , focused on the Landscape Maintenance Assessment District. He suggested that this issue would be a good topic to discuss at the joint agency committee meeting scheduled in April. 12.3. MWDOC/MWD Workshop — March 6, 2013 (Melton/Staff) Director Melton attended. Matters discussed during the meeting included the search for a new General Manager, the State Water Project and related fish restrictions, and current water supply conditions. 12.4. OCWD Board — March 6, 2013 (Kiley/Staff) Director Kiley attended. He noted that there really wasn't any new business to report and that the Environmental Impact Report for the District's request for annexation was still expected to be released at the end of the month. 12.5. YL Planning Commission — March 13, 2013 (Melton) Director Melton attended and commented on the preservation of historic property and the acquisition of property for open space purposes which were both discussed during the meeting. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR , 13.1. Meetings from March 15, 2013 —April 30, 2013 The Board made no changes to the activity calendar. 8 2013-050 ' 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. Yorba Linda Costco Business Expo — February 23, 2013 (Ratify Director Beverage's attendance.) Mesa Water Reliability Facility Ceremony — March 13, 2013 (Ratify Director Collett and Director Kiley's attendance.) Santa Ana River Watershed Conference — April 11, 2013 California Water Policy Conference —April 18-19, 2013 Director Hawkins made a motion to authorize Director attendance at the above listed events if desired. Director Kiley requested to add his attendance at the Special Yorba Linda City Council meeting on March 12, 2013 to this list for approval. Mr. Conklin responded that staff was of the opinion that this would not be necessary as Director Kiley was assigned to attend the City Council meetings on a regular basis. Director Collett noted that he read in the newspaper that there was a City ' of Yorba Linda General Plan Advisory Committee meeting scheduled the last week of March. The motion was seconded by Director Collett and carried 5-0. (Closed Session was not held.) 15. CLOSED SESSION 15.1. 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 (OCSC — Case No. 00486884) 1 9 2013-051 16. ADJOURNMENT ' 16.1. The meeting was adjourned at 10:00 a.m. A Board of Directors Workshop Meeting has been scheduled for Thursday, March 21, 2013 at 11:00 a.m. The next Board of Directors Regular Meeting will be held Thursday, March 28, 2013 at 8:30 a.m. eve Conklin Board Secretary 1 1 10