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Home My WebLink About2003-09-25 - Board of Directors Meeting Minutes2003-83 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS MEETING September 25, 2003 8:30 A.M. The September 25, 2003 meeting of the Yorba Linda Water District Board of Directors was called to order by President John W. Summerfield at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors Present at Roll Call John W. Summerfield, President Paul R. Armstrong Michael J. Beverage Arthur C. Korn Directors Absent at Roll Call William R. Mills, Vice President Staff Present: William J. Robertson, General Manager Arthur G. Kidman, District General Counsel Michael Payne, Assistant General Manager Beverly Meza, Business Manager Michael Robinson, Assistant Administrator Ken Vecchiarelli, Engineering Manager Amelia Cloonan, Administrative Secretary Visitors present: Kane Barber, The Orange County Register CONSENT CALENDAR Item number 5 was pulled for discussion. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 4-0 to approve Consent Calendar items 1, 2, 3 and 4. 1. Approve minutes of regular meeting, September 11, 2003. 2. Authorize directors to leave the State of California prior to next meeting. 3. Approve disbursements of $1,307,732.04. 4. Approve Progress Payment No. 3 in the net amount of $69,312.74 to Pascal and Ludwig Constructors for construction of Well No. 15 and Well No. 18 Improvements, and the Richfield Plant On-Site Sodium Hypochlorite Generation and Disinfection System, Projects, Job Nos. 200209, 200104, and 200207 respectively. -1- 2003-84 ACTION CALENDAR 5. Approve (1) Progress Payment No. 6 in the net amount of $14,850.00 to SS Mechanical Corporation; (2) authorize staff to file a Notice of Completion for construction of the Fairmont and Bastanchury Booster Station Engine Replacements; (3) release retention totaling $42,744.40 and the Labor and Materials bond 35 days after the Notice of Completion has been recorded if no liens have been filed; and (4) release the Faithful Performance Bond in one year if no defects have been found, Job Nos. 9805 and 0118. There was a discrepancy between days of completion and actual days. The agenda report indicates 103%. President Summerfield wanted to verify this number as 350 days divided by 289 days equals 121%. Ken Vecchiarelli, Engineering Manager, explained the difference. The engines were tested, placed in service and in use, but there were some remaining punch list items and a final job walk. The project took 21% longer, and although the date of substantial completion was in July, actual completion was September 16. On a motion by President Summerfield, seconded by Director Armstrong, the Board of Directors voted 4-0 to approve (1) Progress Payment No. 6 in the net amount of $14,850.00 to SS Mechanical Corporation; (2) authorize staff to file a Notice of Completion for construction of the Fairmont and Bastanchury Booster Station Engine Replacements; (3) release retention totaling $42,744.40 and the Labor and Materials bond 35 days after the Notice of Completion has been recorded if no liens have been filed; and (4) release the Faithful Performance Bond in one year if no defects have been found, Job Nos. 9805 and 0118 with the change in completion date noted as 121%. 6. Consider Draft text of the 2003-2004 Annual Report. Michael Robinson, Assistant Administrator, presented the report. Questions were asked about the language in paragraph 4 of the President's letter, telephone numbers listed in the report, the cost of a gallon of water, the reference in the 3r paragraph of the President's letter to another paragraph discussing additional services taken on because of federal mandates. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 4-0 to table item 6. GENERAL MANAGER'S REPORT 7. General Manager's oral report and comments. William J. Robertson, General Manager, stated the item concerning International Custom Enterprises and Mr. Tonelli will be tabled. a) General Counsel Kidman expressed the hope a full board would be present on October 9`h, because the Quarter Horse Reservoir item will be back on the agenda that day. Two directors previously excused themselves, and the District needs the three remaining directors to vote. Director Beverage asked directors to let staff know the dates when they will be unable to attend a board meeting. Director Beverage will be unable to attend on October 23. -2- 2003-85 William Robertson, General Manager, mentioned the OCWD Annexation and ICE issues will also be coming up on the agenda for the October 9th Board meeting. b) Yorba Linda Chamber of Commerce Mixer, September 18. Director Armstrong thought everything went quite well. He was disappointed in the number of people who attended. There were about 50 people present. c) District activities. William Robertson, General Manager, stated the District is working on participation in Heritage Days and Fiesta Days. Mr. Robertson gave an account of the September 11 leak on Bastanchury when Zone 2 sagged in pressure and the series of subsequent events. The end result was eleven failures in the system in Zone 2. The leak on Bastanchury was the genesis event, which caused everything. Valverde Construction mobilized two crews to the District. The District crews took care of leaks on Grandview. By 11 o'clock p.m., everyone was back in service. All leaks were longitudinal cracks in old pipe. There were two additional leaks on September 12. A few homeowners had water leak into their yards. The Customer Service staff was kept in office until 9:00 p.m. on September 11 taking calls. COMMITTEE REPORTS 8. Executive-Administration Committee (Summerfield/Mills) The meeting of September 16 was cancelled. Schedule a meeting for October 1, 4:00 p.m. OCWD Annexation, fill G.M. position. William J. Robertson, General Manager, stated someone would need to fill in for Vice President Mills, as he will be unable to attend. Director Armstrong will attend in place of Vice President Mills. General Counsel Kidman will be in attendance. 9. Finance-Accounting Committee (Korn/Beverage) Summary Minutes of meeting held September 17, 9:00 a.m. Schedule meeting for October 1, 9:00 a.m. Water Rates. Schedule meeting for October 15, 9:00 a.m. Water Rates 10. Personnel-Risk Management Committee (Summerfield/Korn) 11. Planning-Engineering-Operations Committee (Armstrong/Mills) -3- 2003-86 12. Public Information Committee (Beverage/Armstrong) Summary Minutes of meeting held September 18, 9:00 a.m. Michael Robinson, Assistant Administrator II, handed out the final draft of Water Lines. A discussion took place. The Directors will call Michael Robinson to provide comments. There was also a discussion about a request by Lynn Daucher's office for language to be added to Water Lines. General Counsel Kidman spoke about equal access, issues of payment, tiered R.A., benefits to different areas, coastal zone protection. 13. Orange County Water District Ad Hoc Committee (Summerfield/Beverage) Summary Minutes of meeting held September 15, 4:00 p.m. 14. MWDOC Ad Hoc Committee (Summerfield/Kom) A recess was called at 9:47 a.m. The meeting reconvened at 9:57 a.m. with all Directors in attendance, except Vice President Mills who was absent. INTERGOVERNMENTAL MEETINGS 15. Yorba Linda City Council, September 16, 6:30 p.m. Director Armstrong attended. A public hearing was postponed by the City Council to the next meeting, because a portion of those in the area had not been notified by mail. The Downtown Redevelopment Agency consultants presented their plans of what to do with outlying portions of downtown. Of concern to the District is the triangle of land where Lemon, Plumosa and Imperial Highway converge. A two-story library parking lot is planned. The District has a main running through the area. 16. OCWD's Santa Ana River Watershed Tour, Sept 18-19, 2003. President Summerfield gave an overview of what the tour encompassed. 17. Yorba Linda Planning Commission, September 24, 7:30 p.m. Director Korn attended. A topic of discussion was the 300 foot rule. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after September 25, 2003 and before October 9, 2003. Agendas are available at District office prior to meeting. MWDOC/Met Jt. Workshop, October 1, 8:30 a.m. OCWD, October 1, 6:00 p.m. WACO, October 3, 7:30 a.m. ISDOC Board, October 7, 7:30 a.m. Yorba Linda City Council, October 7, 6:30 p.m. Yorba Linda Planning Commission, October 8, 7:30 p.m. MWDOC, October 15, 9:00 a.m. OCWD, October 15, 6:00 p.m. Yorba Linda City Council, October 21, 6:30 p.m. Mills Beverage Armstrong -4- 2003-87 Yorba Linda Planning Commission, October 22, 7:30 p.m. ISDOC Membership, October 30,11:30 a.m. ISDOC Board, November 4, 7:30 a.m. Yorba Linda City Council, November 4, 6:30 p.m. MWDOC/MWD Jt Workshop, November 5, 8:30 a.m. OCWD, November 5, 6:00 p.m. WACO, November 7, 7:30 a.m. Yorba Linda Planning Commission, November 12, 7:30 p.m. Yorba Linda City Council, November 18, 6:30 p.m. MWDOC, November 19,9:00 a.m. OCWD, November 19, 6:00 p.m. Yorba Linda Planning Commission, November 26, 7:30 p.m. BOARD MEMBER COMMENTS/ITEMS FOR FUTURE CONSIDERATION Director Beverage spoke regarding the item in the Yorba Linda Star. He stated the Board of Directors has yet to look at water rates. He clarified that when Kane Barber wrote the article, he understood in the short term water rates would not rise during the current year. Mr. Barber will correct the misinformation. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 3-1, with Director Korn voting No, to reconsider Item 6, which had been tabled. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 4-0 to approve publication of the 2003-2004 Yorba Linda Water District Annual Report as presented. No Closed Session was held. ADJOURNMENT On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 4-0 to adjourn at 10:23 a.m. meeting of the Board is scheduled for Thursday, October 9, 2003 at 8:30 a.m., Manager -5- 2003-88