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HomeMy WebLinkAbout2002-08-15 - Board of Directors Meeting Minutes2002-89 MINUTES OF THE YORBA LINDA WATER DISTRICT REGULAR BOARD OF DIRECTORS MEETING August 15, 2002 8:30 A.M. The August 15, 2002 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Arthur C. Korn at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors Present at Roll Call Arthur C. Korn, President John W. Summerfield, Vice President Michael J. Beverage Directors Absent at Roll Call Mark Abramowitz Paul R. Armstrong Staff Present: William J. Robertson, General Manager Arthur G. Kidman, District General Counsel Beverly Meza, Business Manager Michael Payne, Assistant General Manager Kenneth Vecchiarelli, Engineering Manager Amelia Cloonan, Executive Secretary Visitors present: None CONSENT CALENDAR On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 3-0 to approve the Consent Calendar. Approve minutes of regular meeting, July 25, 2002. 2. Authorize directors to leave the State of California prior to next meeting. 3. Approve disbursements of $1,856,066.47. 4. Approve payment in the amount of $18,790.06 to Mr. and Mrs. Sam Assad, Jr., for the Mountain View Avenue Sewer Main, Job No. 0109. Authorize the General Manager to approve two purchase orders: 1) Radio Communication Services to ComSerCo in the amount of $11,311.35, and 2) for Telecommunication System Services to CommWorld Orange Coast in the amount of $10,801.84 for the Richfield Plant Renovation Project, Job No. 9318. Director Mark Abramowitz joined the meeting at 8:32 a.m. -1- 2002-90 ACTION CALENDAR 6. Consider Security Vulnerability Assessment. Michael A. Payne, Assistant General Manager, presented the report by explaining the need to conduct a vulnerability assessment. Mr. Payne also suggested that for reasons of security, the actual process of reviewing and approving the assessment may need to be held in closed session. There were questions regarding the current leases, radio antennas, and access to the sites by the lessees. Director Abramowitz requested a copy of the Recreation Policy, and he asked about security assessments already made by the District. Michael Payne explained that immediately following the terrorist attacks of September 11, District staff conducted a thorough review of the facilities and procedures. This new requirement was imposed by President Bush in June. Staff recommended until the assessment is complete and the results known, the Board approve placing a temporary hold on implementing the Recreational Use of Facilities policy with the exception of the Valley View reservoir site, since the developer is nearly completed and adequate fencing is in place. Vice President Summerfield asked about the time frame, specifically the December 31, 2003 deadline. Michael Payne explained the assessment report should be completed by June 2003. Once the assessment is completed, the District has six months to implement changes to the District's Emergency Response Plan. The actual improvements do not have to be completed by December 31, 2003. President Korn questions whether security is a closed session matter. General Counsel Kidman stated it can be a closed session item, but it depends on the circumstances. Obviously the District does not want to discuss in public anything that would defeat the purpose of what is being done with security. Director Abramowitz asked about Elk Mountain, where improvements have not started. Michael Payne stated improvements planned for that site include turf, irrigation systems, and additional fencing. Staff recommended the developer continue with installing the improvements since the improvements need to be done because of its location within a residential area. On a motion by Director Abramowitz, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to: 1) authorize staff to request proposals for conducting a Security Vulnerability Assessment of District facilities; 2) approve placing a hold on implementing the District's Recreation Policy; and 3) defer approving any new leases of District properties until the Security Vulnerability Assessment has been completed. Michael Robinson, Assistant Administrator joined the meeting at 8:36 a.m. 7. Consider Plumosa Pipeline Emergency Abandonment, Job No. 0223. Kenneth Vecchiarelli, Engineering Manager, presented the report and pictures of both the 1936 pipeline and an older abandoned redwood pipeline. Staff will be coming back to the Board with costs. Vice President Summerfield asked Mr. Vecchiarelli to tell the Board about what Nemesciano Ochoa, Senior Project Engineer, did with respect to coming up with a way to accomplish what needs to be done. Kenneth Vecchiarelli explained. -2- 2002-91 On a motion by Director Beverage, seconded by Director Abramowitz, the Board of Directors voted 4-0 to ratify staff's action for an emergency pipeline abandonment and street reconstruction in Plumosa Drive. 8. Consider Richfield Plant Renovation Project, Phase II, Job No. 9318. Kenneth Vecchiarelli, Engineering Manager, presented the report. It was reported at the Planning- Engineering-Operations Committee meeting that the contractor believes he will be ready to hand over the buildings by the end of August. The landscaping will be delayed until October because of hot weather considerations. Questions were asked regarding additional grading and ribbing gutters. A discussion was held about contractors. On a motion by Director Abramowitz, seconded by Director Beverage, the Board of Directors voted 4-0 to approve Progress Payment No. 11, in the net amount of $105,405.68, and Change Order No. 11, in the amount of $33,816.66, to International Custom Enterprises (ICE) for construction, and a contract amendment for $66,183.00 to Osborn Architects for construction management of the Richfield Plant Renovation Project, Phase H. 9. Consider Fairmont and Bastanchury Booster Station Engine Replacements, Job No.'s 9805 and 0118. Kenneth Vecchiarelli, Engineering Manager, presented the report. This item was discussed at the Planning-Engineering-Operations Committee. Questions were asked, and a discussion was held about contractors. On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to authorize the award of a construction contract to S.S. Mechanical Corporation for Construction of the Fairmont and Bastanchury Booster Station Engine Replacements, Job No.'s 9805 and 0118. 10. Consider accepting the Financial Statements for eleven months ended May 31, 2002. Beverly Meza, Business Manager, presented the report. Questions were asked, and a discussion was held regarding increased water rates, staffing, the budget, and the reserve fund. On a motion by Director Beverage, seconded by Director Abramowitz, the Board of Directors voted 4-0 to accept the Financial Reports for eleven months ended May 31, 2002. 11. Consider accepting the Investment Report for quarter ending June 30, 2002. Beverly Meza, Business Manager, presented the report. Questions were asked, and a discussion was held regarding checking cash account, sweep accounts, the amount of interest the District can earn, and Wells Fargo Bank vs. Bank of Yorba Linda. On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to receive and, file the Investment Portfolio Report for the quarter ending June 30, 2002. A recess was called at 9:28 a.m. Beverly Meza left the meeting. The meeting reconvened at 9:39 a.m. with all Board Members present. -3- 2002-92 GENERAL MANAGER'S REPORT 12. General Manager's oral report and comments. a) General Counsel Kidman commented that the positions outlined in the letter to Mr. Scott Denton regarding Highland Avenue are entirely correct. With respect to agenda item 6, General Counsel Kidman will look into the confidentiality aspect. The assessment process puts the responsibility on the District to keep that information close. General Counsel Kidman reported the Colorado River is being kept at a high level from Lake Powell. He believes this is primarily for purposes of hydroelectric power generation and not for water supply in California. The water is being released from Lake Powell at quite a deep level to keep the water cold in the canyon for control of fish. b) The auditors were at the District from August 5-16, 2002. c) District activities. William J. Robertson, General Manager, spoke about the nitrification issue. It occurs in only the west bay of the Fairmont Reservoir, not in the east bay. The questions of nitrifying bacteria, exposure to the atmosphere, staleness of import water, location of reservoir inlet and outlet pipes, and chlorinated water were addressed. William J. Robertson thanked Michael Payne, Assistant General Manager, for his recent actions while Mr. Robertson was on vacation. COMMITTEE REPORTS 13. Executive-Administration Committee (Korn/Summerfield) 14. Finance-Accounting Committee (Beverage/Korn) 15. Personnel-Risk Management Committee (Abramowitz/Armstrong) A meeting is scheduled for August 26, 4:00 p.m. Liability insurance. 16. Planning-Engineering-Operations Committee (Summerfield/Beverage) Oral report of meeting held August 13, 2002. Richfield Plant project update, Hidden Hills Reservoir status, Plumosa Drive pipeline break and street repair, Mountain View sewer reimbursement, Well #18 update, sodium hypochloride generator, follow-up on I.D. No. 1 pressure issues. Kenneth Vecchiarelli, Engineering Manager, will follow up with written minutes. 17. Public Information Committee (Armstrong/Abramowitz) 18. Orange County Water District Ad Hoc Committee (Beverage/Korn) A meeting is scheduled for September 23, 4:00 p.m. OCWD activities. -4- 2002-93 19. MWDOC Ad Hoe Committee (Korn/Abramowitz) The minutes of the meeting held August 5, 2002 were included in the agenda. MWD representation, MWDOC rates, Colorado River supply, OCWD Basin Production Percentage. A meeting is scheduled for October 14, 4:00 p.m. Report on MWDOC Manager's meetings and GM reports, Report on MWD activities, Report on MWDOC activities. INTERGOVERNMENTAL MEETINGS 20. Yorba Linda City Council, August 6, 6:30 p.m. President Korn reported that an item of discussion was the banning of campaign signs from street medians. The item was continued. 21. OCWD, August 7, 6:00 p.m. Director Abramowitz did not attend. He requested agendas be provided for meetings if a director states he will attend a particular meeting. 22. Yorba Linda Planning Commission, August 14, 7:30 p.m. The Brewster's easement issue was decided prior to the meeting, therefore, Director Beverage did not attend. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after August 15 and before August 29, 2002. Agenda is available in the District office prior to meeting. Yorba Linda City Council, August 20, 6:30 p.m. MWDOC, August 21, 9:00 a.m. OCWD, August 21, 6:00 p.m. Yorba Linda Planning Commission, August 28, 7:30 p.m. Korn No No Beverage BOARD MEMBER COMMENTSATEMS FOR FUTURE CONSIDERATION Director Abramowitz asked Michael Payne if he spoke to the City of Yorba Linda regarding the recent sewer rate report presented to the City Council. Mike Payne reported he had discussed the issue with Jack Baecker and recapped the history of the sewer cleaning contract and rates with the City of Yorba Linda. When the District notified the city that the rates would rise from 15 to 17 cents a foot, the city went out for bids. The District did not participate. A contract was awarded to the firm that bid 13 cents, not 8 cents as stated at the City Council meeting. The District's rates included all the work including administrative work, for the 17 cents a foot. The other firm does not do all the work and does not complete the required forms. The city has stated they will go out to bid in one to two months. Director Abramowitz hopes the city will correct their reported history of events. -5- 2002-94 President Korn reported a customer in the Locke Ranch area was upset at the increase in the sewer charge. This charge is billed through the tax assessor, because the District has no way to bill. The service is provided as a favor to another agency. President Korn explained the rate and system to the customer. No Closed Session was held. CLOSED SESSION 23. Discussion of pending litigation to which the District is a party, (Subsection (a) of Section 54956.9), Superior Court of California, County of Orange, Central Justice Center, Case No. 815921 Huntington Beach vs. OCWD, and Case No. 818852 Fountain Valley vs. OCWD. ADJOURNMENT On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to adjourn at 10:17 a.m. The next meeting of the Board is scheduled for Thursday, August 29, 2002 at 8:30 a.m., at the William J. Robertson Secretary/General Manager -6-