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HomeMy WebLinkAbout2014-08-14 - Board of Directors Meeting Minutes 2014-151 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, August 14, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 14, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by Vice President Collett at 8:32 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 Vice President Collett led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, Vice President Steve Conklin, Acting General 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 DIRECTORS ABSENT Ken Mendum, Water Maintenance Superintendent Robert R. Kiley, President Marcus Millen, Records Management Specialist Ryan Pace, Maintenance Worker I ALSO PRESENT Gene Hernandez, Mayor Pro Tern, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Andrew Gagen, Partner, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. SPECIAL RECOGNITION 6.1. Introduction of Recently Hired Employees • Ryan Pace, Maintenance Worker I 1 • 2014-152 Mr. Mendum introduced Mr. Pace and provided the Board with an overview of his background and work experience. The Board welcomed Mr. Pace to the District. Mr. Pace left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) • Minutes of the meeting held July 28, 2014 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and congratulated Directors Kiley and Melton on their uncontested campaign filings for the November election. He then provided a report regarding matters discussed during the previous Citizens Advisory Committee including the Bay Delta Conservation Plan and the statewide drought. • Next meeting is scheduled to be held September 22, 2014 at 8:30 a.m. Mr. Mole left the meeting at this time. 8. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 4-1 with Director Kiley being absent. Director Collett abstained from voting on Item No. 8.4. as he has a financial interest with one of the listed vendors. 8.1. Minutes of the Board of Directors Regular Meeting held July 10, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special Meeting held July 17, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Special Meeting held July 18, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 2 2014-153 8.4. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,679,796.51. 8.5. Progress Payment No. 1 for the Deville Drive Waterline Project Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of$36, 147.50 to Valverde Construction, Inc. for construction of the Deville Drive Waterline Project, Job No. 2013- 20. 8.6. Investment Report for Period Ending June 30, 2014 Recommendation: That the Board of Directors receive and file the Investment Report for the Period Ending June 30, 2014. 9. ACTION CALENDAR 9.1. Proposed Resolution Instituting Stage 1 Water Conservation Measures Mr. Conklin explained that this resolution had been prepared in response to the continuing drought conditions throughout the state. If passed, it would institute Stage 1 effective September 2, 2014 limiting outdoor irrigation to 3 calendar days per week in addition to the permanent water waste restrictions set forth in Ordinance No. 09-01. Mr. Conklin then responded to questions from the Board regarding methods of customer notification and circumstances that would require institution of Stage 2. Director Beverage suggested that additional clarification be provided to District customers regarding the water-use reduction goal of up to 10%. Mr. Kidman and Mr. Gagen briefly commented on the emergency statewide water regulations and new reporting requirements to the State Water Resources Control Board. Director Beverage noted that trees would still require sufficient watering in order to survive. Mr. Conklin stated that the District's first report to the SWRCB had already been submitted. Director Beverage made a motion, seconded by Director Hawkins, to adopt Resolution No. 14-11 Instituting Stage 1 Watering Restrictions, to be effective September 2, 2014. Motion carried 4-1 on a Roll Call vote with Director Kiley being absent. Director Collett suggested that as YLWD would not be paying for the cost of an election this year, the budgeted funds could be used to further the District's conservation efforts. Staff was asked to provide suggested ideas to the Board once reviewed by the Public Affairs-Communications- Technology Committee. Director Melton suggested that Mr. Micalizzi 3 2014-154 attend meetings of various local community organizations to assist in the District's education efforts in regards to water conservation. 9.2. Amendment No. 1 to the Professional Services Agreement with Stantec Consulting for the Well 21 Wellhead Equipping Project Mr. Conklin explained that staff had requested a proposal from Stantec to provide additional engineering design services, bidding support and construction management of a well collection pipeline running along Richfield Road from a tie-in location south of La Palma to a tie-in location at the northeast boundary of the Richfield Plant. Staff has reviewed the proposed increased contract costs in relation to the expanded scope of work and found them to be necessary and reasonable. Mr. Conklin then responded to questions from the Board in regards to pipeline size, wells being serviced by these lines, impact of OCTA's bridge project on Lakeview Avenue, and potential well locations. Mayor Pro Tem Hernandez left the meeting at this time. Director Melton made a motion, seconded by Director Hawkins, to approve Amendment No. 1 to the PSA with Stantec Consulting Services, Inc., in the amount of $87,966 which will increase the original contract amount of $147,258 to a total revised contract amount not to exceed $235,224. Motion carried 4-1 with Director Kiley being absent. 9.3. Reject Claim for Damages Mrs. Knight explained that staff had received a claim from Ms. Caron Taylor on behalf of the Coldren Family Trust for damage to a water heater occurring on June 11, 2014. The plumber who was hired by the claimant to address the issue indicated that the damage was due to high water pressure. Following investigation, staffed discussed the claim with an ACWA/JPIA Sr. Claims adjuster who recommended the District deny and reject the claim. A denial letter was sent to Ms. Taylor on July 22, 2014. The Personnel-Risk Management Committee discussed this matter at its August 12, 2014 meeting and support staff's recommendation. Director Hawkins made a motion, seconded by Director Beverage to reject the claim field by Caron Taylor on behalf of the Coldren Family Trust. Motion carried 4-1 with Director Kiley being absent. 9.4. Sponsorship of Table for Yorba Linda State of the City Address Mr. Conklin explained that the City of Yorba Linda and the Yorba Linda Chamber of Commerce would be hosting the Mayor's State of the City Address and Luncheon on September 25, 2014. The Chamber has requested that the District consider sponsoring the event. The Public Affairs-Communications-Technology Committee discussed this matter at its meeting held August 4, 2014 and support staff's recommendation. 4 2014-155 Director Beverage made a motion, seconded by Director Hawkins, to authorize staff to purchase a $1,000 table sponsorship for this event and approve Director attendance if desired. Motion carried 4-1 with Director Kiley being absent. 10. REPORTS, INFORMATION ITEMS AND COMMENTS 10.1. President's Report None. 10.2. Directors' Reports • MWDOC Water Policy Forum — July 30, 2014 (Collett/Hawkins/Kiley) Directors Hawkins and Collett attended and commented on a presentation by Mr. Randy Record, newly-elected Chairman of MWD, which was provided during the meeting. • MWD Community Leaders Briefing —August 12, 2014 (Collett) Director Collett attended and commented on the region's water reserves and water supply reliability which were discussed during the meeting. 10.3. Acting General Manager's Report Mr. Conklin reported on the status of various construction projects in progress including the Yorba Linda Boulevard Booster Pump Station Project, and the Pipeline Replacement Project on Lakeview Boulevard, He noted that OCWD's Speakers' Bureau would be providing a presentation regarding local water issues to the Placentia Rotary Club on September 10, 2014 at 7:00 a.m. They have offered to provide this same presentation to YLWD's Board of Directors and other local community organizations by request. Mr. Mendum reported on groundwater production and water demands for the month of July as well as preventive maintenance activities for the upcoming fiscal year. 10.4. General Counsel's Report Mr. Kidman reported that the Governor had signed AB 1471 and vetoed SB 866 as they were identical. This legislation will be placed on the ballot for the upcoming November 2014 general election. 10.5. Future Agenda Items and Staff Tasks None. 5 2014-156 11. COMMITTEE REPORTS CONTINUED 11.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held August 11, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held September 8, 2014 at 4:00 p.m. 11.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held July 29, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held August 25, 2014 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held July 8, 2014 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held July 21, 2014 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held August 12, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ▪ Next meeting is scheduled to be held September 15, 2014 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Minutes of the meeting held July 15, 2014 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held August 11, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held September 4, 2014 at 4:00 p.m. 6 2014-157 11.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Minutes of the meeting held August 4, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held September 2, 2014 at 4:00 p.m. 11.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Next meeting is yet to be scheduled. 11.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Next meeting is scheduled to be held August 26, 2014 at 5:00 p.m. 11.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held July 22, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held September 23, 2014 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL LMCAC - July 24, 2014 (Collett) Director Collett attended and reported that the majority of the meeting dealt with the selection of subzones for outreach action. 12.2. ISDOC - July 31, 2014 (Hawkins) Director Hawkins was unable to attend this meeting. 12.3. WACO - August 1, 2014 (Kiley/Hawkins) Director Hawkins attended and commented on a presentation regarding seismic upgrades at the Deimer Water Treatment Plant which was provided during the meeting. 12.4. YL City Council - August 5, 2014 (Collett) Director Collett attended and commented on a Public Hearing regarding an amendment to the Zoning Code for multi-family residential parking standards which was held during the meeting. 7 2014-158 12.5. MWDOC Board - August 6, 2014 (Melton) Director Melton attended and commented on the Local Resources Program and water levels at Lake Mead which were discussed during the meeting. 12.6. OCWD Board - August 6, 2014 (Collett) Director Hawkins attended in place of Director Collett. He noted there was a large number of attendees present and commented on the results of the Groundwater Replenishment System shutdown and pipeline inspection which was discussed during the meeting. 12.7. YL Planning Commission - August 13, 2014 (Melton) Director Melton attended and commented on a number of conditional use permits which were considered during the meeting. He also noted Sprint/Nextel had requested to modify an existing cell tower located near the United Methodist Church on Yorba Linda Boulevard. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from August 15, 2014 T September 30, 2014 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. MIND Community Leaders' Briefing - August 12, 2014 Director Hawkins made a motion, seconded by Director Melton, to ratify Director Collett's attendance at this event. Motion carried 4-1 with Director Kiley being absent. 14.2. CASA Annual Conference - August 20-22, 2014 CSDA Annual Conference - September 29-October 2, 2014 Director Hawkins made a motion, seconded by Director Melton, to authorize Director attendance at these events if desired. Motion carried 4- 1 with Director Kiley being absent. 15. CLOSED SESSION The meeting was adjourned to Closed Session at 9:46 a.m. All Directors in attendance were present. Also present was Mrs. Knight and Messrs. Conklin, Kidman and Gagen. 8 2014-159 15.1. 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 The Board reconvened in Open Session at 10:01 a.m. Vice President Collett announced that the Board of Directors had voted 4-1 with Director Kiley being absent, to reject a claim submitted by Mr. Eric Helmle presented on May 22, 2014. No other action was taken during Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT • 16.1. The meeting was adjourned at 10:02 a.m. The next Regular Board of Directors Meeting will be held Thursday, August 28, 2014 at 8:30 a.m. Annie Alexander Assistant Board Secretary 9