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HomeMy WebLinkAbout2014-06-12 - Board of Directors Meeting Minutes 2014-107 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, June 12, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The June 12, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley 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 Kiley led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Robert R. Kiley, President Steve Conklin, Acting General Manager Ric Collett, Vice President John DeCriscio, Operations Manager Michael J. Beverage Gina Knight, Human Resources / Risk Manager Phil Hawkins Delia Lugo, Finance Manager Gary T. Melton Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Cindy Botts, Management Analyst Bryan Hong, Associate Engineer Damon Micalizzi, Public Information Officer Alex Thomas, Water Quality Engineer ALSO PRESENT Tom Lindsey, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Conklin requested that Item No. 7.9. be removed from the Consent Calendar for separate action. 5. PUBLIC COMMENTS None. 1 2014-108 6. SPECIAL RECOGNITION 6.1. Introduction of Recently Hired Employees • Alex Thomas, Water Quality Engineer • Bryan Hong, Associate Engineer Mr. Conklin introduced Mr. Thomas and Mr. Hong and provided the Board with an overview of their background and work experience. The Board welcomed Mr. Thomas and Mr. Hong to the District. Mr. Thomas and Mr. Hong left the meeting at this time. 7. CONSENT CALENDAR Director Beverage 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 22, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting held May 30, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$719,107.81. 7.4. Unaudited Financial Statements for the Period Ending March 31, 2014 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending March 31, 2014. 7.5. Progress Payment No. 2 for Well 21 Drilling Contract Recommendation: That the Board of Directors approve Progress Payment No. 2 in the net amount of$366,903.30 to Bakersfield Well and Pump, Co. for Drilling of Well No. 21, Job No. 2009-22. 2 2014-109 7.6. No-Cost Change Order No. 1 for Well 21 Drilling Contract Recommendation: That the Board of Directors approve Change Order No. 1 in the amount of $0.00 and 70 additional calendar days to Bakersfield Well and Pump Co., for construction of the Well 21 Drilling Project, Job No. 2009-22. 7.7. Construction Contract for the YLHS Park Pipeline Relocation Project Recommendation: That the Board of Directors award the Construction Contract for the YLHS Park Pipeline Relocation Project to Vido Samarzich, Inc. for$345,780, Job No. 2012-13. 7.8. Awarding of Uniform-Supply Contract Recommendation: That the Board of Directors authorize the Acting General Manager to enter into a Uniform Supplier Contract with Aramark. The term of the contract will be 36 months with service starting on July 1, 2014 and ending on June 30, 2017, with a total estimated contract cost of $30,000. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.9. Renewal of Janitorial Contract Mr. DeCriscio stated that staff had discovered a calculation error in the agenda report that was included in the agenda packet. A revised report was distributed at the meeting. He explained that the cost to renew the contract would be $4,911.48 per month with an estimated annual cost of $58,937.76. This amount is lower than what was previously listed. Director Collett made a motion, seconded by Director Hawkins, to authorize the Acting General Manager to renew the Janitorial Service Contract with SC Primesource, Inc. The term of the contract would be 12 months with service starting on July 1, 2014 and ending on June 30, 2015, with a total estimated 12-month contract cost of $58,937.76. Motion carried 5-0. 8. ACTION CALENDAR 8.1. Appropriations Limit for FY 2014/15 Mrs. Lugo explained that the District is required to adopt an Appropriations Limit and factors used to calculate this number on an annual basis. This limit assures that government agencies do not assess and collect taxes in excess of controlled limits. The District's property tax revenue of $1,283,642, budgeted for FY 2014/15 is substantially lower than the calculated limit of $6,025,347. Therefore, there are no excess appropriations that must be returned to the taxpayers. 3 2014-110 Director Hawkins made a motion, seconded by Director Melton, to approve Resolution No. 14-03 Adopting the Appropriations Limit for Fiscal Year 2014/15. Motion carried 5-0 on a Roll Call vote. 8.2. Proposed Budgeted Positions for Fiscal Year 2014/2015 Mrs. Knight explained that subsequent to the agenda being posted, staff had made a revision to Exhibit A in regards to the position of Safety and Training Coordinator. The range for this position is being proposed at 27 with the new title of Safety and Training Analyst. A revised copy of Exhibit A was distributed at the meeting. Mrs. Knight then responded to questions from the Board regarding the purpose of this change and the duties of the position. Director Melton made a motion, seconded by Director Hawkins, to approve Resolution No. 14-04 Approving the Budgeted Positions for Fiscal Year 2014/2015 and Rescinding Resolution No. 13-18. Motion carried 5-0 on a Roll Call vote. 8.3. Adopting a Public Investment Policy Mrs. Lugo explained that the District is required to review and adopt an investment policy on an annual basis. Staff has recommended no changes from the policy. Director Collett made a motion, seconded by Director Hawkins, to approve Resolution No. 14-05 Setting a Forth a Public Funds Investment Policy and Rescinding Resolution No. 13-06. Motion carried 5-0 on a Roll Call vote. 8.4. Financial Reserves Policy for FY 2014/15 Mrs. Lugo explained that the District is required to review its reserves policy on an annual basis. Staff has recommended only minor changes related to the account balances in the Employee Liabilities Reserve. Director Melton made a motion, seconded by Director Hawkins, to approve Resolution No. 14-06 Adopting the Financial Reserves Policy and Rescinding Resolution No. 13-07. Motion carried 5-0 on a Roll Call vote. 8.5. FY 2014/15 Water Rate Increase Mr. Conklin explained that in June 2012, the Board held a meeting in accordance with Proposition 218 requirements to consider a 3-year rate increase. The Board elected to approve the proposed 3-year rate increase and move forward with a 1.5% rate increase for Fiscal Year 2012/13 at that time. A second rate increase of 2.5% for Fiscal Year 2013/14 was then considered and approved by the Board in June 2013. 4 2014-111 During the most recent budget preparation process, it became evident to staff that a third rate increase of 2.5% for Fiscal Year 2014/15 would still be necessary. Mr. Conklin then responded to questions from the Board in regards to the proposed rate increase. Director Collett made a motion, seconded by Director Beverage, to approve Resolution No. 14-07 Setting Water Rates Effective July 1, 2014 and Rescinding Resolution No. 13-13. Motion carried 5-0 on a Roll Call vote. 8.6. Proposed Budget for FY 2014/15 Mr. Conklin explained that staff had incorporated comments received from the Board in the most recent draft of the proposed budget. He thanked staff for their collaborative efforts in putting this document together. The Board also thanked staff and commended them for their significant efforts. Director Hawkins made a motion, seconded by Director Beverage, to approve Resolution No. 14-08 Adopting the Budget for Fiscal Year 2014/15 and Rescinding Resolution No. 13-10. Motion carried 5-0 on a Roll Call vote. 9. REPORTS, INFORMATION ITEMS AND COMMENTS 9.1. President's Report • OCSD 60th Anniversary Video Presentation President Kiley presented a video issued by OCSD regarding its 60th anniversary celebration to the Board. 9.2. Directors' Reports None. 9.3. Acting General Manager's Report Mr. Conklin reported on the status of various construction projects in progress including the Yorba Linda Booster Station and Well 21. He explained that in order for the District to get the full benefit of the combined flow from Wells 20 and 21 a second parallel pipeline will need to be constructed in Richfield Rd. Funding for this pipeline was included in the FY 2014/15 budget and staff plans to design this pipeline at the same time the wellhead facilities for Well 21 are to be designed. Mr. Conklin further reported that with the wrap up of the budget, staff will turn their attentions to updating the District's policies. Following brief discussion, it was determined that a Board workshop would be held July 31, 2014 at 8:00 a.m. to discuss this project. The District's financial model and future planning will also be discussed. 5 2014-112 Mr. DeCriscio reported that there had been a small brush fire behind MWD's Diemer Water Filtration Plant that was handled by the Brea Fire Department. Staff made appropriate preparations in regards to water storage during this event. In addition, Well 1 is down due to extensive damage. Repairs should be complete mid-July. 9.4. General Counsel's Report Mr. Kidman commented on his most recent report regarding legislative activities including the status of the water bond and groundwater management. He also commented on a public records request submitted to the District requesting employees' names and salaries. Legal counsel will be working with staff on a response. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held June 9, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held July 14, 2014 at 4:00 p.m. 10.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held May 20, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held June 23, 2014 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held June 10, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held July 8, 2014 at 4:00 p.m. 6 2014-113 10.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Minutes of the meeting held June 5, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held July 3, 2014 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Minutes of the meeting held May 14, 2014 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held June 11, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held July 7, 2014 at 4:00 p.m. 10.6. Organizational Performance Review Ad Hoc Committee (Beverage / Hawkins) • Next meeting is yet to be scheduled. Director Beverage mentioned that Koff & Associates had submitted another draft report for which a committee meeting would need to be scheduled to discuss. Directors Beverage and Hawkins will work together to set a date and time. (This meeting was subsequently scheduled for June 17, 2014 at 4:00 p.m.) 10.7. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Minutes of the meeting held May 12, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is yet to be scheduled. 10.8. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held April 22, 2014 at 5:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held June 24, 2014 at 5:00 p.m. 7 2014-114 10.9. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held May 27, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held July 22, 2014 at 4:00 p.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL Planning Commission - May 28, 2014 (Melton) Director Melton attended and noted that it was a very short meeting. 11.2. OCSD - May 28, 2014 (Kiley) Director Kiley attended and commented on certificates of commendation and a safety award that were presented during the meeting. He also noted that Tom Beamish and John Nielsen had been elected as Board Chair and Vice Chair respectively. 11.3. ISDOC - May 29, 2014 (Hawkins) Director Hawkins attended and commented on a presentation regarding campaign contributions which was provided by the guest speaker, Dan Schnur, a candidate for California Secretary of State. 11.4. YL City Council - June 3, 2014 (Kiley) Director Kiley attended and commented on certificates of recognition to Medal of Merit recipients which were presented during the meeting. A presentation regarding the status of law enforcement services was also provided. 11.5. MWDOC Board - June 4, 2014 (Melton) Director Melton attended and commented on the status of drought conditions in northern California. 11.6. OCWD Board - June 4, 2014 (Kiley) Director Kiley attended and noted that the OCWD Board had voted 7-1 to defer consideration of the agreements for financial analysis of Poseidon's proposed Ocean Desalination Project in Huntington Beach. OC Grand Jury's report regarding desalination was also discussed. 11.7. YL LMCAC - June 5, 2014 Director Beverage attended and noted that the majority of the meeting consisted of a discussion regarding Willdan's Annual Engineer's Report for 2014/15. 8 2014-115 11.8. WACO - June 6, 2014 (Kiley/Hawkins) Director Kiley attended and commented on a presentation regarding the status of the Bay Delta Conservation Plan which was provided during the meeting. 11.9. YL Planning Commission - June 11 , 2014 (Beverage) Director Beverage attended and commented on several conditional use permits which were considered during the meeting. He noted that a request to amend the City's parking regulations for multi-family residential developments was also discussed. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from June 13, 2014 — July 31 , 2014 The Board reviewed the activity calendar and made no additional changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. MWDOC Water Policy Forum & Dinner— July 30, 2014 Directors Collett, Hawkins, Kiley and Melton expressed a desire to attend this event. Director Hawkins made a motion, seconded by Director Collett, to authorize Director attendance at this event if desired. Motion carried 5-0. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:40 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, and Beltran. 14.1. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda CA Agency Negotiators: Steve Conklin Negotiating Parties: To Be Determined Under Negotiation: Price and Terms of Payment 9 2014-116 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 14.3. 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 potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 14.4. 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 potential claim submitted on behalf of Christopher and Milany Pineda. Number of Potential Cases: One 14.5. 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 communication received by the District. Number of Potential Cases: One 14.6. 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 Number of Potential Cases: One Mr. Conklin left the Closed Session prior to discussion of Item No. 14.7. 14.7. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager 10 2014-117 The Board reconvened in Open Session at 10:40 a.m. President Kiley reported 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 10:41 a.m. The next Regular Board of Directors Meeting will be held Thursday, June 26, 2014 at 8:30 a.m. Steven R. Conklin Board Secretary 11