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HomeMy WebLinkAbout2014-09-25 - Board of Directors Meeting Minutes 2014-176 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, September 25, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The September 25, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley 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 President Kiley led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Robert R. Kiley, President Marc Marcantonio, General Manager Ric Collett, Vice President Steve Conklin, Engineering Manager Michael J. Beverage John DeCriscio, Operations Manager Phil Hawkins Gina Knight, Human Resources / Risk Manager Gary T. Melton Kelly McCann, Senior Accountant Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Damon Micalizzi, Public Information Officer ALSO PRESENT Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Mayor Pro Tem, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP (Arrived at 8:37 a.m.) Eddy Beltran, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Collett made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 1 7014-177 6.1. Minutes of the Board of Directors Regular Meeting held August 14, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Regular Meeting held August 28, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Minutes of the Board of Directors Special Meeting held September 3, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.4. Minutes of the Board of Directors Special Meeting held September 4, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.5. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,649,651.19. 7. ACTION CALENDAR 7.1. Revised Budgeted Positions for Fiscal Year 2014/2015 Mr. Marcantonio explained that purpose of this item was to consider a revision to the classification of the Public Information Officer position. If approved, Resolution No. 14-13 would create a new management position titled "Public Information Manager" at range 33 and eliminate the Public Information Officer position. This change would be in alignment with the District's goal to better inform its constituents regarding important issues such as the drought response. It would also enable the District to retain a highly qualified individual on the management team as well as more fairly compensate the position for its increased role in taking the District to the next level. Mr. Marcantonio and Mrs. Knight responded to questions from the Board regarding the proposed salary range for this position and the related assessment. Mr. Kidman joined the meeting at this time. 2 2014-178 Director Collett made a motion, seconded by Director Hawkins, to adopt Resolution No. 14-13 Approving the Revised Budgeted Positions for the Remainder of Fiscal Year 2014/2015 and Rescinding Resolution No. 14- 04. Directors Collett, Kiley, Hawkins and Melton voted "Aye". Director Beverage voted "No". Mr. Beltran indicated that the vote for this resolution would need to be taken by roll call. He also noted that if the vote had been unanimous, it would not be required to be taken by roll call due to a special provision in the water code. Mr. Marcantonio then responded to additional questions regarding the proposed salary range for this position. Motion carried 3-2 on a Roll Call vote with Directors Beverage and Melton voting No. 7.2. Progress Payment No. 1 and Change Order No. 1 for the YLHS Park Bryant Cross Feeder Pipeline Relocation Project Mr. Conklin explained that the contractor had ordered all the necessary pipe for this project. This progress payment is for 50% of the cost of manufacturing, the remainder of which will be paid after the pipe is delivered to the project site. Pre-ordering of these materials was necessary due to the short duration for construction being allowed by PYLUSD. This has also made it necessary for the contractor to submit a change order requesting to add an additional 98 days to the contract for submittal review and manufacturing ahead of the construction window. Director Beverage made a motion, seconded by Director Hawkins, to approve Progress Payment No. 1 in the net amount of $58,723.11 and Change Order No. 1 adding an additional 98 calendar days to Vido Samarzich, Inc. for construction of the YLHS Park Bryant Cross Feeder Pipeline Relocation Project, Job No. 2012-13. Motion carried 5-0. 7.3. JPIA Liability Program Rate Decrease Mrs. Knight explained that JPIA's Executive Committee had approved a 10% reduction in the rate used to calculate deposit premiums for participants in its liability insurance program. This is due to a decrease in excess insurance costs relative to last year's projected excess insurance costs and a change in the formula used to allocate JPIA's overhead expenses. The District's basic premium was $190,808 with an experience modification factor of 1.14 equaling a gross premium of $217,521. With a 0.95 multiple program discount, the District's adjusted deposit premium is $206,645. Director Hawkins noted that the Personnel-Risk Management Committee had discussed this matter at its most recent meeting. 3 2014-179 Mrs. Knight then responded to questions from the Board regarding the budgeted amount for this expense and various anticipated claims. Director Beverage made a motion, seconded by Director Collett, to approve the payment to JPIA for the Auto and General Liability Program Invoice dated 08/21/2014 for the Policy Year 10/1/2014 through 10/1/2015. Motion carried 5-0. 7.4. Election of Independent Special District of Orange County (ISDOC) Officers Mr. Marcantonio explained that ISDOC was conducting a vote of regular special district members for its election of officers. At this time, there is only one nomination per position as indicated on the ballot. However, any elected or appointed official from a regular member district has the ability to run for an officer position as a write-in candidate. Director Hawkins made a motion, seconded by Director Melton, to vote for the previously nominated individuals as listed on the ballot. Motion carried 5-0. 7.5. Reschedule Board and Committee Meetings Mr. Marcantonio explained that there were a few conflicts with upcoming meetings due to holidays in November and December. Staff is proposing • that the Board consider rescheduling these meetings. Director Beverage made a motion, seconded by Director Collett, to reschedule the Personnel-Risk Management Committee Meeting on Tuesday, November 11, 2014 to Wednesday, November 12, 2014 at 4:00 p.m.; reschedule the Regular Board of Directors meeting on Thursday, November 27, 2014 to Wednesday, November 26, 2014 at 8:30 a.m.; and reschedule the Regular Board of Directors meeting on Thursday, December 25, 2014 to Tuesday, December 23, 2014 at 8:30 a.m. Motion carried 5-0. 8. REPORTS, INFORMATION ITEMS AND COMMENTS 8.1. President's Report None. 8.2. Directors' Reports None. 8.3. General Manager's Report Mr. Marcantonio reported that the District's tapping team had placed first in Orange County Water Association's (OCWA) annual pipe tapping contest. 4 2014-180 Representatives from OCWA will be in attendance at the next regular Board meeting to formally present the participants with their award. He noted that he had been attending a number of meetings since his arrival and began a tour of the District's facilities. Mr. Conklin reported on the status of various construction projects in progress including the Yorba Linda Boulevard Booster Pump Station, demo of the Palm Avenue Pump Station, design of the Fairmont Booster Pump Station, design of Well 21, and determination of a site location for Well 22. Mr. DeCriscio reported that water production had decreased by 1 million gallons per day on average. Staff will be conducting dead end flushing shortly. Mr. Conklin noted that the District had received 61 applications for participation in the turf removal program, the largest response so far among special districts. 8.4. General Counsel's Report Mr. Beltran commented on a provision in the water code that allows a unanimous vote by the Board not to be taken by roll call. 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held September 8, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held October 13, 2014 at 4:00 p.m. 9.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held August 25, 2014 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held September 18, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held October 27, 2014 at 4:00 p.m. 5 2014-181 9.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held September 15, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held October 14, 2014 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Minutes of the meeting held September 4, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held October 8, 2014 at 4:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Minutes of the meeting held September 2, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held October 6, 2014 at 4:00 p.m. 9.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Next meeting is yet to be scheduled. Director Beverage commented on the size of the signage at the joint agency turf removal demonstration project. Mr. Conklin noted that he had contacted City staff to schedule the next joint agency committee meeting. 9.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held August 26, 2014 at 5:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held October 28, 2014 at 5:00 p.m. 9.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held September 23, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. 6 2014-182 • Next meeting is scheduled to be held November 25, 2014 at 4:00 p.m. 9.9. Citizens Advisory Committee (Kiley) • Minutes of the meeting held September 22, 2014 at 8:30 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held October 27, 2014 at 8:30 a.m. President Kiley noted that beginning in October, he would like to ask each Committee Chair to provide a brief report on 3 of the top issues being discussed in their respective committees. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL LMCAC - September 11, 2014 (Beverage) Director Beverage attended and commented on the various outreach meetings, potential policy changes, a water conservation pilot project, and the Engineer's report which were discussed during the meeting. 10.2. YL City Council - September 16, 2014 (Kiley) Director Kiley attended and reported that Mr. Marcantonio had been introduced to the Council, Mr. Conklin was recognized for his service as Acting General Manager, and staff provided an overview of the statewide drought. Director Kiley also commented on a business permit and zoning code amendment that were discussed during the meeting. 10.3. MWDOC Board - September 17, 2014 (Melton) Director Melton attended and noted that their Board had voted in favor of supporting Proposition 1 on the November ballot. Director Melton and Director Barbre briefly commented on legislation being pushed by Assemblymember Diane Harkey related to special district property tax allocations. 10.4. OCWD Board - September 17, 2014 (Collett) Director Collett attended and commented on a presentation provided by Townsend Public Affairs regarding Proposition 1. Also discussed was the status of the groundwater basin, the potential lowering of the Basin Production Percentage, and the recent shutdown of the Groundwater Replenishment System. Director Collett noted that he would not be able to attend the next meeting on October 1, 2014. 7 2014-183 10.5. YL Planning Commission - September 24, 2014 (Melton) Director Melton attended and commented on a presentation provided by OCTA regarding the Lakeview Avenue Railroad Overcrossing Project and the denial of a permit for a deck addition. 10.6. OCSD - September 24, 2014 (Kiley) Director Kiley attended and commented on predetermined bid qualifications and the proposed increase of security services which were discussed during the meeting. Mayor Pro Tem Hernandez briefly commented on a previous threat assessment performed by Pinkerton Security. YL Planning Commission — September 15, 2014 (Beverage) Director Beverage attended and commented on a continued public hearing to consider a Conditional Use Permit for a residential development being designed by Brandywine Homes. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from September 26, 2014 -- October 31, 2014 The Board reviewed the activity calendar and made no additional changes. Ms. Alexander will distribute an updated calendar following the meeting. 12. CONFERNCES, SEMINARS, AND SPECIAL EVENTS 12.1. Placentia Chamber of Commerce Meet the Mayor Luncheon - October 8, 2014 CSDA Special District Leadership Academy Conference - November 17- 19, 2014 ACWA/JPIA Fall Conference - December 1-2, 2014 ACWA Fall Conference - December 2-5, 2014 CRWUA Annual Conference - December 10-12, 2014 Director Melton encouraged the Directors to attend CSDA's Special District Leadership Academy Conference. Director Beverage made a motion, seconded by Director Hawkins, to authorize Director attendance at these events if desired. Motion carried 5-0. 8 2014-184 Director Beverage expressed an interest in attending the CRWUA conference. 13. ADJOURNMENT 13.1. The meeting was adjourned at 9:25 a.m. The next Regular Board of Directors Meeting will be held Thursday, October 9, 2014 at 8:30 a.m. Annie Alexander Assistant Board Secretary 9