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HomeMy WebLinkAbout2013-05-23 - Board of Directors Meeting Minutes 2013-101 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, May 23, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The May 23, 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, Operations Manager Michael J. Beverage Gina Knight, HR/Risk Manager Ric Collett Stephen Parker, Finance Manager Phil Hawkins Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Cindy Botts, Management Analyst Jorge Lopez, Maint Distribution Operator II Ken Mendum, Water Maintenance Superintendent Cody Nottingham, Maint Distribution Operator II Damon Micalizzi, Public Information Officer ALSO PRESENT Gene Hernandez, Councilmember, City of Yorba Linda 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. SPECIAL RECOGNITION 6.1. Recognition of Employees for Their Service to the District • Jorge Lopez, Maintenance Distribution Operator II (5 Years) Mr. Mendum provided an overview of Mr. Lopez's work history and the various certifications he has worked to obtain. 1 2013-102 • Cody Nottingham, Maintenance Distribution Operator II (5 Years) Mr. Mendum provided an overview of Mr. Nottingham's work history and the various certifications he has worked to obtain. The Board and audience applauded Messrs. Lopez and Nottingham for their service. Mr. Conklin presented each of them with a pin commemorating the number of years they had served the District. Messrs. Mendum, Lopez and Nottingham left the meeting at this time. 7. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Collett, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Regular Meeting held May 9, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,043,511.74. 7.3. Progress Payment No. 3 for the 2012 Waterline Replacement Project, Phase II Recommendation: That the Board of Directors approve Progress Payment No. 3 in the net amount of $15,532.50 to TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase II, Job No. 2011-20. 7.4. Terms and Conditions for Water and Sewer Service with Brandywine Homes Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Brandywine Homes, Job No., 201304. 7.5. Terms and Conditions for Water and Sewer Service with Pacific Development Group II Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Pacific Development Group II, Job No. 201309. 2 2013-103 7.6. Renewal of Uniform Contract Recommendation: That the Board of Directors authorize the Acting General Manager to make an addendum to the current agreement as part of the District's Supplier Contract with Aramark. The new term of the contract would be 12 months with service starting on July 1, 2013 and ending on June 30, 2014 with a total estimated cost of$19,000. 8. ACTION CALENDAR 8.1. Hidden Hills Rd Pipeline Emergency Repair Work Mr. Conklin explained that back in February, a leak had been detected in a 12-inch pipeline on West side Hidden Hills Road. Staff attempted to repair it but were unable to as there some difficulties in isolating nearby valves. Staff then performed a temporary repair on the line and solicited informal bids from various contractors to complete a permanent repair as well as install new isolation valves. The firm selected was TBU, Inc. who is currently performing some work for the District on another project. The total estimated cost for the work is $42,000. Director Hawkins made a motion, seconded by Director Kiley, to authorize transfers not to exceed $42,000 from Water Capital Reserves to Operations Maintenance Account 5020-0730-00, to fund $40,000 for the recently completed emergency repair work and an estimated $2,000 to refurbish washed-out horse trail base material, to be completed during June 2013, for a total current fiscal year amount of $42,000. Motion carried 5-0. 8.2. 2013 Public Heath Goals Report Mr. Conklin explained that the District was required by law to prepare this report every 3 years identifying specific water quality measurements that exceeded Public Health Goals (PHG) or Maximum Contaminant Level Goals (MCLG) set by the State. These goals are not enforceable standards and no action is required to meet them. Only 5 water constituents were detected that exceeded PHGs and MCLGs. The Board is required to accept the PHG report following a noticed public review period and a public hearing which has been scheduled for the regular Board meeting on June 27, 2013. Director Beverage remarked that the 5 constituents included in this report were all naturally occurring. Director Beverage made a motion, seconded by Director Collett, to approve the 2013 Public Health Goals Report; authorize staff to Notice the Public of its available for review and comment; and schedule a Public Hearing to respond or accept public comments, recommended for the regular Board meeting on June 27, 2013. Motion carried 5-0. 3 2013-104 8.3. Approval for Full-Time Safety and Training Coordinator Position Mr. Conklin explained that the Board previously discussed this matter at a workshop meeting held April 18, 2013. At that meeting, staff was instructed to return to the Board with additional information regarding the costs and benefits of filling this position. Since 2006, ACWA/JPIA has strongly recommended a fulltime safety position at the District due to its size and the complexity of the work performed by staff. To date this position has not been added and safety related duties are being managed by current staff with the assistance of a consultant from Aspen Risk Management Group. The consultant is currently in the office 2 days a month and is working on developing safety related policies and procedures. The proposed budget for FY 2013/14 currently includes funding for the consultant for the first 6 months of the year and funding for a full-time safety coordinator for the remainder of the year. The combined estimated cost for these two positions for the full year is $105K. When this information was presented to the Personnel-Risk Management Committee, the Directors noted that the District could have a full-time safety coordinator on staff for the entire 12 months for an additional $25K. Mrs. Knight explained that she felt that having a full-time safety coordinator would be highly beneficial for the District and its constituents. She then responded to questions from the Board concerning the degree and certifications that would be required for the position as well the assigned duties and responsibilities. Further discussion followed regarding the possibility of using the funding to train District personnel in lieu of hiring a full-time safety coordinator, how similar Districts in the region were addressing this issue, and how filling this position would help offset the safety related workload being handled by Mrs. Knight and other staff. Director Collett made a motion, seconded by Director Beverage, to approve a full-time Safety and Training Coordinator position for FY 2013/14. Motion carried 4-1 with Director Hawkins voting No. 9. DISCUSSION ITEMS 9.1. Proposed Budget for FY 2013/14 Mr. Conklin thanked the Board and staff for their work in developing the budget document. He explained that the budget identified $39.8M in total outlays (including $27.8M for expenses, $6.9M for depreciation and $5.1M for capital projects) for the upcoming fiscal year. Offsetting the $27.8M in expenses is $31.8M in anticipated revenue, resulting in a gain of $4M. The anticipated revenue includes the pass-through increases and the increase in the monthly meter charge. The Board continues to remain consistent in its decision not to fully fund deprecation which is reflected in the draft budget. The District will be operating with a planned net deficit of $2.9M despite the budget gains. On a cash basis, the operating budget will fully fund the District's reserves policy recommendations. 4 2013-105 Mr. Conklin and Mr. Parker then responded to questions from the Board regarding the pass-through increase and the increase in the monthly meter charge. Mr. Parker then clarified that the draft budget figures would be adjusted slightly to incorporate the action just taken by the Board to approve the full-time safety coordinator position for the next fiscal year. In addition, staff identified a $41K error in the anticipated revenue. These two modifications will result in a $66K difference in the final draft. Director Beverage then relayed comments provided by members of the Citizens Advisory Committee during their last meeting related to the budget. He also requested that staff notify the Board when unused funds (such as those that have been budgeted for salaries) become available prior to being transferred into reserves. Mr. Parker responded that staff would be happy to provide such a report to the Board on an annual basis. He further explained that staff was working on a draft policy that will address this matter. Mr. Conklin stated that the final draft of the budget would be presented to the Board for consideration at the regular meeting on June 13, 2013. Director Collett asked if the Board wanted to consider holding this meeting in the evening to accommodate public attendance. Following brief discussion, the Board determined to hold this meeting at its regular time of 8:30 a.m. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Melton stated that he would like to form an ad hoc committee to deal with matters related to the Organizational & Efficiency Study. Directors Beverage and Hawkins were then assigned to serve on the committee. 10.2. Directors' Report • OC Water Summit — May 17, 2013 (Collett/Kiley/Melton) Directors Collet, Kiley and Melton reported on their attendance at this event during which the management of the Colorado River and the repair and maintenance of California's water infrastructure were discussed. • City of Placentia Business Expo — May 18, 2013 (Kiley) Director Kiley reported that this event was well attended and people came from a variety of different places throughout the county. 5 2013-106 10.3. Acting General Manager's Report Mr. Conklin reported on the District's participation in the City of Placentia Business Expo and the OC Water Summit. He further stated that staff was preparing for a series of meetings with Koff & Associates for the Organizational & Efficiency Study scheduled June 4-5, 2013. An all-hands meeting will be held the morning of June 5, 2013 at which staff will receive a questionnaire regarding their assigned duties. Construction on Richfield Road is continuing to go well and 14 comment letters were submitted in response to the EIR for the District's annexation request to OCWD. Mr. Conklin and Mr. Kidman then briefly responded to questions from the Board in regards to the comment letters and the concerns raised regarding the potential economic impact on other water agencies. Mr. Conklin then concluded his report and reminded the Board of the facilities tour scheduled June 20, 2013 and mentioned that the 60-day response period for agencies to formally express an interest in leasing or buying the Plumosa property would end May 28, 2013. 10.4. General Counsel's Report Mr. Kidman stated that a Closed Session would be necessary. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS 11.1. Executive-Administrative-Organizational Committee (Melton/Kiley) • Minutes of the meeting held May 21, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held June 18, 2013 at 4:00 p.m. 11.2. Finance-Accounting Committee (Hawkins/Melton) • Next meeting is scheduled to be held May 31, 2013 at 8:30 a.m. 11.3. Personnel-Risk Management Committee (Collett/Beverage) • Minutes of the meeting held May 8, 2013 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held May 14, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held June 11, 2013 at 4:00 p.m. 6 2013-107 11.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) • Minutes of the meeting held May 6, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held June 6, 2013 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) • Minutes of the meeting held May 7, 2013 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held May 22, 2013 at 3:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held June 3, 2013 at 3:00 p.m. 11.6. YLWD-City of Placentia Joint Agency Committee (Melton/Hawkins) • Next meeting is scheduled to be held June 17, 2013 at 9:30 a.m. 11.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) • Minutes of the meeting held April 17, 2013 at 6:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held June 19, 2013 at 6:00 p.m. 11.8. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) • Next meeting is scheduled to be held May 28, 2013 at 4:00 p.m. 11.9. Citizens Advisory Committee (Beverage) • Minutes of the meeting held May 20, 2013 at 8:30 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held June 24, 2013 at 8:30 a.m. 7 2013-108 12. INTERGOVERNMENTAL MEETINGS 12.1. MWDOC Board — May 15 2013 (Melton/Staff) Director Melton was unable to attend this meeting due to a schedule conflict. 12.2. YL Planning Commission — May 15, 2013 (Melton) Director Melton attended and reported that the permits for the new Fresh Market and 24-Hour Fitness had been approved during the meeting. 12.3. OCWD Board — May 22, 2013 (Kiley) Director Kiley attended but did not have any District related business to report. 12.4. YL City Council — May 21, 2013 (Collett) Director Collett attended and reported that it was a very dynamic meeting which included a presentation by OC LAFCO regarding the stakeholder process for the Cielo Vista/Esperanza Hills developments. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from May 24, 2013 — June 30, 2013 The Board reviewed the activity calendar. Director Collett stated that he would not be able to attend the ISDOC quarterly meeting scheduled May 30, 2013. Directors Hawkins and Kiley expressed an interest in attending this meeting. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 10:08 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin and Kidman. 14.1. 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) 14.2. Conference with Legal Counsel —Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Related to Line Break at 1301 North Rose Drive, Placentia CA 92870 Number of Potential Cases: One 8 2013-109 The Board reconvened in Open Session at 10:28 a.m. President Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 10:28 a.m. The next Regular Board of Directors Meeting will be held Thursday, June 13, 2013 at 8:30 a.m. Steve Conklin Board Secretary 9