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HomeMy WebLinkAbout2013-11-14 - Board of Directors Meeting Minutes2013 -214 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, November 14, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 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 Gary T. Melton, President Robert R. Kiley, Vice President Michael J. Beverage Ric Collett Phil Hawkins STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources /Risk Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Bryan Arnado, Instrumentation Technician Dave Barmer, Sr. Maint. Dis. Operator John Brundahl, Senior Plant Operator Lorena Isais, Safety and Training Coordinator Damon Micalizzi, Public Information Officer Tiffany Ngyuen, Senior Accountant ALSO PRESENT Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Partner, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS /DELETIONS TO THE AGENDA None. 1 2013 -215 5. PUBLIC COMMENTS Director Barbre addressed the Board and reported that MWDOC had recently approved a request to provide the District with a potable drinking water trailer. MWDOC staff will be in touch with Mr. Conklin to make arrangements for pickup of the equipment. Director Barbre then briefly commented on the current water supply situation and the results from the California Coastal Commission meeting during which the permit for the Poseidon Water desalination project in Huntington Beach was discussed. 6. SPECIAL RECOGNITION 6.1. Introduction of Lorena Isais, Newly Hired Safety and Training Coordinator Mrs. Knight introduced Ms. Isais and provided the Board with an overview of her background and work experience. The Board welcomed Ms. Isais to the District. 6.2. Recognition of John Brundahl, Senior Plant Operator, for Completion of the ACWA/JPIA Operations Certification Program Mr. DeCriscio introduced Mr. Brundahl and provided the Board with an overview of his background and work experience. The Board congratulated Mr. Brundahl on his accomplishment. 6.3. Recognition of Bryan Arnado, Instrumentation Technician, and Dave Barmer, Sr. Maintenance Distribution Operator, for Completion of the Certified Occupational Safety Specialist (COSS) Program Mrs. Knight introduced Messrs. Arnado and Barmer and explained the purpose of having these staff members obtain the COSS certificate and the work involved. The Board commended Messrs. Arnado and Barmer for their accomplishments. Ms. Isais and Messrs. Brundahl, Arnado and Barmer left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) ■ Minutes of the meeting held October 28, 2013 at 8:30 a.m. were provided in the agenda packet. Mr. Mole commended the District for its safety training efforts. Mr. Mole then provided a report regarding matters discussed during the meeting including a presentation regarding hydraulic fracturing in California, the status of the District's request for annexation to OCWD, and the results of the YLWD /City of Yorba Linda Town Hall Meeting. ■ Next meeting is scheduled to be held November 25, 2013 at 8:30 a. m. N 2013 -216 8. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Collett, to approve the Consent Calendar. Director Collett abstained from voting on the Credit Card Summary included in Item No. 8.3. as he has a financial interest with one of the listed vendors. Motion carried 5 -0. 8.1. Minutes of the Board of Directors Regular Meeting held October 24, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special Meeting held October 29, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,882,357.92. 9. ACTION CALENDAR 9.1. Voting Delegate for the Upcoming Election of ACWA Officers Mr. Conklin explained that the next ACWA officer election was scheduled to be held during the general session of the ACWA Fall Conference on December 4, 2013. The slate of candidates consists of current Vice President John Coleman for President, and current Region 10 Vice Chair Peer Swan for Vice President. Director Kiley will be attending this meeting and staff is requesting that the Board authorize him to serve as the District's voting delegate during the election and provide him with voting instructions. Mr. Conklin further explained that the District had received a request to support a floor nomination of Kathleen Tiegs for the office of Vice President. This related matter will be discussed at the next Executive - Administrative - Organizational Committee scheduled November 22, 2013 and will be brought to the Board for consideration at the next regular meeting. Director Barbre addressed the Board and commented on the upcoming ACWA election of officers and the nominations being put forward in support of Ms. Tiegs for Vice President. Director Hawkins made a motion, seconded by Director Collett, to authorize Director Kiley to serve as the District's voting delegate for the upcoming ACWA officer election. Motion carried 5 -0. 3 2013 -217 9.2. Revised Budgeted Positions for Fiscal Year 2013/2014 Mrs. Knight explained that early on in the current fiscal year, staff became aware through an internal assessment of the need for a full -time Records Management Specialist. Previously In August 2012, the District engaged a consultant to conduct a Records Management Needs Assessment which once completed, included a recommendation to hire a full -time limited term employee to assist the Executive Secretary with various records management duties. This recommendation was presented to the Personnel -Risk Management Committee who in turn recommended a part -time limited term Records Management Clerk position for approval by the Board of Directors which is now presently filled. Mrs. Knight further explained that staff is proposing that the Board consider reclassifying the current part -time Records Management Clerk position to a full -time Records Management Specialist position at Range 19 under the Supervisory and Confidential Employees. Mrs. Knight then summarized the need for this full -time position and the benefits to be provided to the District. Director Collett noted that the Personnel -Risk Management Committee discussed this matter and supported staff's recommendation. Mrs. Knight and Ms. Alexander then responded to questions from the Board. Mr. Kidman addressed the Board and expressed his support for a robust records management program within the District. Director Collett made a motion, seconded by Director Beverage, to approve Resolution No. 13 -15 Approving the Revised Budgeted Positions for the remainder of Fiscal Year 201312014 and Rescinding Resolution No. 13 -09. Motion carried 3 -0 -2 on a Roll Call vote with Directors Hawkins and Kiley abstaining. 9.3. Extension of "Maturity Date" for Existing Line of Credit with Wells Fargo Bank Mr. Conklin explained that the District had previously established a line of credit with Wells Fargo Bank in the amount of $7M. These funds have been drawn down by approximately $2.1M to meet capital improvement project obligations. The principle and accrued unpaid interest will be due September 30, 2015. The Finance - Accounting Committee discussed this matter and has recommended that the District pursue an extension of the maturity date for one year to September 30, 2016. Updates regarding the status of the line of credit are regularly provided to this same committee for review. Director Hawkins affirmed that the Finance - Accounting Committee had reviewed this matter and supported the extension. Director Kiley made a motion, seconded by Director Hawkins, to approve Resolution No. 13 -16 Extending the Maturity Date of the Wells Fargo Line of Credit to September 30, 2016. Motion carried 5 -0 on a Roll Call Vote. n 2013 -218 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report None. 10.2. Directors' Report • Diemer 50th Anniversary & Ozone Facility Dedication — October 25, 2013 (Beverage /Collett/Hawkins /Kiley) • WEROC South EOC Open House — November 6, 2013 (Collett) • Weymouth Treatment Plant Inspection Trip — November 8, 2013 (Collett /Kiley) Directors Collett, Hawkins and Kiley reported on their attendance at the above listed events. ■ MWDOC Elected Officials Forum —November 7, 2013 (Kiley) Director Kiley did not attend this event. 10.3. Acting General Manager's Report Mr. Conklin reported that the process for the OCWD annexation was continuing to move forward. The draft EIR for the Cielo Vista Project has been released for public comment. Staff is reviewing the document and will be preparing a response. The draft EIR for the Esperanza Hills Project is also expected to be released for public comment next week. The Coastal Commission released a statement this morning following a public hearing held last night for a permit to construct and operate the Seawater Desalination Project in Huntington Beach. The statement indicated that the Commission had voted unanimously to continue consideration of the permit to afford Poseidon the opportunity to refine and enhance evaluation of alternative subsurface intakes. Construction work is continuing on schedule for the 2012 Pipeline Replacement Project and the Yorba Linda Booster Station Project. Construction has begun on the discharge structure into OCWD's Conrock Basin for the pump -to -waste flowline for the Well 21 project. Construction of the lower end of the rip rap structure has been deleted from the project to allow prompt filling of the recharge basin. Mr. Conklin then responded to questions from the Board regarding the need for this change in construction. Mr. Conklin then asked Mr. DeCriscio to provide the Board with an update regarding activities in the Operations Department. Mr. DeCriscio reported that the month of October had been a very busy month for the Leak Crew with 29 water service replacements. The Valve Crew has a job scheduled November 19, 2013 for an 8" valve repair that will require a shut down near Via Canon, Ramona Rd and Dominguez Ranch Rd. This will cause 16 homes to be without water service for approximately half a day. The Collection Crew is still continuing sewer -line cleaning work on Yorba Linda Blvd at night. There are still several more weeks of cleaning required until 67 2013 -219 completion. Staff is also preparing for the 10 -day MET AMP shutdown scheduled January 13, 2013. Director Beverage suggested that staff provide those customers that would be without water service due to a shutdown with a case of the District's bottled water if available. Staff is currently working on a policy related to this proposal. Mr. Conklin concluded his comments with inviting the Board to participate in a staff potluck lunch scheduled November 26, 2013. 10.4. General Counsel's Report Mr. Beltran commented on recently approved legislation (SB 751) requiring local agencies to publicly report any action taken and the vote or abstention on that action of each member of the governing body present in their meeting minutes. He stated that the District's minutes were already in compliance with this new requirement. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS CONTINUED 11.1. Executive - Administrative - Organizational Committee (Melton /Kiley) ■ Next meeting is scheduled to be held November 22, 2013 at 12:00 p.m. 11.2. Finance- Accounting Committee (Hawkins /Melton) ■ Minutes of the meeting held October 28, 2013 at 9:00 a.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 25, 2013 at 12:00 p.m. 11.3. Personnel -Risk Management Committee (Collett /Beverage) ■ Minutes of the meeting held November 12, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held December 10, 2013 at 4:00 p.m. (Director Collett noted that this Committee had scheduled an additional meeting on December 3, 2013 at 4:00 p.m.) 2013 -220 11.4. Planning- Engineering- Operations Committee (Kiley /Hawkins) • Minutes of the meeting held November 13, 2013 at 2:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held December 9, 2013 at 12 :00 p.m. 11.5. Public Affairs - Communications - Technology Committee (Beverage /Collett) • Minutes of the meeting held November 4, 2013 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held December 2, 2013 at 4:00 p.m. 11.6. Organizational and Efficiency Study Ad Hoc Committee (Beverage /Hawkins) • Next meeting is scheduled to be held November 19, 2013 at 4:00 p.m. 11.7. YLWD -City of Placentia Joint Agency Committee (Melton /Hawkins) ■ Minutes of the meeting held October 14, 2013 at 9:30 a.m. will be provided at the next regular Board meeting. ■ Next meeting to be scheduled. 11.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley /Beverage) ■ Minutes of the meeting held October 16, 2013 at 7:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held December 18, 2013 at 6:00 p.m. 11.9. YLWD - MWDOC -OCWD Joint Agency Committee (Beverage /Melton) ■ Next meeting is scheduled to be held November 26, 2013 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS The following items were taken out of order. 7 2013 -221 12.6. Yorba Linda LMAD CAC — November 7, 2013 (Beverage) Director Beverage briefly reported on his attendance at this meeting and noted that the Committee was having difficulty in scheduling a space at the Community Center to hold their January meetings. Director Beverage offered the use of the District's facilities for their meetings scheduled January 15 and 23, 2013. District staff will be working with City staff to make the needed arrangements. 12.1. ISDOC — October 31, 2013 (Collett /Kiley) Directors Collett and Kiley attended commented on activities of the Orange County Council of Governments and California voting trends which were discussed during the meeting. 12.2. WACO — November 1, 2013 (Hawkins /Kiley) Directors Hawkins and Kiley attended and noted that the agenda format had been changed. They also commented on new technology being used to measure snow pack which was presented during the meeting. 12.3. YL City Council — November 5, 2013 (Kiley) Director Kiley attended and commented on Measures H & I which were discussed during the meeting. 12.4. MWDOC Board — November 6, 2013 (Melton) Director Melton was unable to attend this meeting. 12.5. OCWD Board — November 6, 2013 (Kiley) Director Kiley attended and noted that attendance was very high due to a Closed Session regarding a proposed power plant to be constructed on Ball Rd in Anaheim. A large number of individuals were present in order to provide public comment related to this matter. 12.7. YL Planning Commission — November 13, 2013 (Melton) Director Melton was unable to attend this meeting. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from November 15, 2013 — December 31, 2013 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES SEMINARS AND SPECIAL EVENTS 14.1. MWDOC Elected Officials Forum — November 7, 2013 Ratification of Director attendance at this event was not needed as Director Kiley was unable to attend. 2013 -222 15. CLOSED SESSION The meeting was adjourned to Closed Session at 9:41 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman and Beltran. 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 (OC Superior Court — Case No. 00486884) 15.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA, Sacramento — Case No. 34- 2013- 80001529) 15.3. 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 15.4. 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 written communications from potential plaintiffs threatening litigation. Number of Potential Cases: One Mr. Conklin left the Closed Session prior to discussion of Item No. 15.5. 15.5. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:15 a.m. President Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 9 2013 -223 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:16 a.m. The next Regular Board of Directors Meeting will be held Wednesday, November 27, 2013 at 8:30 a. m. Steven R. Conklin Board Secretary 10