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HomeMy WebLinkAbout2014-12-23 - Board of Directors Meeting Minutes 2014-225 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, December 23, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The December 23, 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 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 Delia Lugo, Finance Manager Damon Micalizzi, Public Information Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Malissa Tem, Public Affairs Specialist ALSO PRESENT Brett Barbre, Director, MWDSC and MWDOC Tom Lindsey, Mayor Pro Tem, City of Yorba Linda Eddy Beltran, Partner, Kidman Law LLP Connie Almond, Attorney, Liebert Cassidy Whitmore (Arrived at 9:08 a.m.) Daniel Mole, Chair, YLWD Citizens Advisory Committee (Arrived at 8:58 a.m.) 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Marcantonio requested that the Board consider adjourning this meeting to the Regular Public Financing Corporation meeting prior to going into Closed Session. He also noted that Ms. Almond was planning to arrive at 9:30 a.m. to participate in the Closed Session. 1 2014-226 5. SEATING OF DIRECTORS 5.1. Reorganization of the Board of Directors and Appointment of Officers Director Kiley opened the floor for nominations. Director Melton nominated Director Collett to serve as President and Director Beverage as Vice President for the next calendar year. Director Hawkins seconded these nominations. The Board of Directors voted 5-0 in regards to the nomination of Director Collett as President and 3-1-1 (with Director Beverage abstaining and Director Kiley voting No) in regards to the nomination of Director Beverage as Vice President. The floor was then opened for nominations for Secretary, Assistant Secretary, and Treasurer. Marc Marcantonio was nominated to serve as Secretary, Annie Alexander as Assistant Secretary, and Delia Lugo as Treasurer for the next calendar year. Director Hawkins suggested that these offices be listed separately on the agenda for next year's reorganization. These nominations were then approved by the Board of Directors on a 5-0 vote. The meeting was then turned over to President Collett as the presiding officer. 6. PUBLIC COMMENTS None. Mr. Marcantonio suggested that Item No. 7.1. be deferred to the next meeting as Mr. Mole was not yet in attendance to provide a report. 7. COMMITTEE REPORTS T1. Citizens Advisory Committee (Kiley) • Minutes of the meeting held November 24, 2014 at 8:30 a.m. were provided in the agenda packet. • Minutes of the meeting held December 15, 2014 at 8:30 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held January 26, 2015 at 8:30 a.m. 2 2014-227 8. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 8.1. Minutes of the Board of Directors Regular Meeting held November 13, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,012,503.14. 8.3. Progress Payment No. 3 for the YLHS Park Bryant Cross Feeder Pipeline Relocation Project Recommendation: That the Board of Directors approve Progress Payment No. 3 in the net amount of $65,141.88 to Vido Samarzich, Inc. for construction of the YLHS Park Bryant Cross Feeder Pipeline Relocation Project, Job No. 2012-13. 8.4. Terms and Conditions for Water and Sewer Service with Land Company Development, Inc. Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Land Company Development, Inc. Job 2014-19S. 9. ACTION CALENDAR 9.1. Amendment No. 2 to Professional Services Agreement for Fairmont Booster Station Upgrade Project Mr. Marcantonio explained that due to a potential reduction in OCWD's Basin Production Percentage (BPP), staff had determined that the design of the Fairmont Booster Station Upgrade Project needed to include the equipping of 2 additional pumps to deliver water from the 780 Zone to the 1000 Zone. Additional design and construction-phase efforts will be required which are not included in the current scope of work for the project. At staff's request, MWH has prepared a proposal for these additional engineering services. Staff is recommending a second amendment to the original agreement with MWH in the amount of $49,004 which would increase the total fee from $608,584 to $657,588. 3 2014-228 Mr. Conklin and Mr. DeCriscio then responded to questions from the Board regarding the original design for the project, the need for additional pumps, the impact on the budget, and the ability to blend groundwater with imported water at this facility. Director Kiley made a motion, seconded by Director Hawkins, to approve Amendment No. 2 to the Professional Services Agreement with MWH, in the amount of $49,004, for additional engineering services for the Fairmont Booster Station Upgrade Project, increasing the total fee from $608,584 to the new total of$657,588, for engineering design, bid-phase services, and services during construction. Motion carried 5-0. 9.2. Board of Directors Compensation Mr. Marcantonio explained that the Board had an opportunity to consider an increase in the Directors' compensation rate for the next calendar year. The amount is currently set at $150 per day for each day's attendance at meetings of the Board and other meetings attended at the request of the Board, not to exceed 10 days per calendar month. Section 20202 of the California Water Code allows for an increase in the amount of compensation up to 5% for each calendar year following the operative date of the last adjustment. As the last adjustment was effective March 24, 2003, the Board would be eligible for an increase in their current compensation rate up to $256.56 per day. Director Beverage made a motion, seconded by Director Hawkins, to keep the Directors' compensation rate the same for the next calendar year. Motion carried 5-0. The Board then briefly discussed the current travel expense reimbursement policy. Director Barbre indicated that he would be happy to share MWDOC's travel expense reimbursement policy with the District if it would be helpful. The Board requested staff to review the District's current policy and provide suggested revisions to the Executive- Administrative-Organizational Committee for consideration and recommendation to the Board. 10. DISCUSSION ITEMS 10.1. Committee, Agency and Intergovernmental Meeting Assignments President Collett suggested that the finalization of these assignments be postponed until after a Board workshop meeting can be arranged to discuss the purpose and function of the District's committees. He stated that it might be helpful for the Board to consider engaging a consultant to facilitate the workshop. 4 2014-229 He also recommended that the with the exception of the Executive- Administrative-Organizational (EAO) Committee, the current committee and intergovernmental meeting assignments remain the same through the end of January. The new President and Vice President would be assigned to the EAO Committee for the next calendar year. Director Melton made a motion, seconded by Director Hawkins, to keep the current committee and intergovernmental meeting assignments the same, with the exception of the Executive-Administrative-Organizational Committee, through the end of January. President Collett and Vice President Beverage would be assigned to the EAO Committee. Motion carried 5-0. 10.2. ACWA Joint Powers Insurance Authority President's Special Recognition Award Mrs. Knight explained that at its Fall Conference each year, ACWA/JPIA recognizes participating members with a loss ratio of 20% or less in their liability, property, and workers' compensation insurance programs. The District recently received two President's Special Recognition Awards for achieving a low ratio of "Paid Claims and Case Reserves" to "Deposit Premiums" in both the property and workers' compensation programs. 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. President's Report President Collett wished everyone a happy holiday season. 11.2. Directors' Reports • CRWUA Annual Conference - December 10-12, 2014 Directors Beverage and Melton reported on their attendance at this conference. Mr. Mole joined the meeting at this time. 11.3. General Manager's Report Mr. Marcantonio reported on his activities and meeting attendance and expressed his gratitude to MWDOC for its efforts in explaining and implementing the Water Supply Allocation Plan. He then asked each manager in attendance to provide a report regarding activities within their respective departments. • Orange County Grand Jury Request for Information A copy of this request was provided in the agenda packet. Ms. Almond joined the meeting at this time. 5 2014-230 11.4. General Counsel's Report Mr. Beltran wished everyone a Merry Christmas and Happy New Year's. 11.5. Future Agenda Items and Staff Tasks Mr. Marcantonio noted that the Board would need to select the Active and Alternate Directors for OCSD at the next regular Board meeting. He further stated that the assigned Directors would need to attend one of two orientation sessions scheduled on January 14, 2015 or January 28, 2015. The following item was taken out of order. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) • Minutes of the meeting held November 24, 2014 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and provided an overview of matters discussed during the meeting including the statewide drought, the water supply situation, and the District's water conservation ordinance. • Minutes of the meeting held December 15, 2014 at 8:30 a.m. were provided in the agenda packet. Mr. Mole reported that the drought and status of the current water supply was also discussed during this meeting. He noted that the Committee had voted to appoint him to continue in his role as Chair. • Next meeting is scheduled to be held January 26, 2015 at 8:30 a.m. 12. COMMITTEE REPORTS CONTINUED 12.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held December 9, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held January 12, 2015 at 4:00 p.m. 12.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held December 17, 2014 at 10:00 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held January 26, 2015 at 4:00 p.m. 6 2014-231 12.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held November 12, 2014 at 8:30 a.m. were provided in the agenda packet. • Minutes of the meeting held December 16, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held January 13, 2015 at 4:00 p.m. 12.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Next meeting is scheduled to be held January 5, 2015 at 4:00 p.m. 12.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Minutes of the meeting held December 9, 2014 at 10:30 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held January 5, 2015 at 2:00 p.m. 12.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Minutes of the meeting held November 10, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is yet to be scheduled. 12.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held October 28, 2014 at 5:00 p.m. will be provided at the next regular Board meeting. • Next meeting is tentatively scheduled to be held January 13, 2015 at 5:00 p.m. at YL City Hall. 12.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Next meeting is scheduled to be held January 27, 2015 at 4:00 p.m. 7 2014-232 13. INTERGOVERNMENTAL MEETINGS 13.1. OCWD Board (Special) - December 10, 2014 (Collett) Director Collett was unable to attend this meeting. 13.2. YL Planning Commission - December 10, 2014 (Hawkins) Director Hawkins attended and commented on a presentation provided during the meeting regarding a site plan for a proposed 48 single family home project. 13.3. YL LMCAC - December 11, 2014 (Collett) Director Collett attended and commended on landscaped areas in Zone L1-A which were discussed during the meeting. 13.4. WACO - December 12, 2014 (Kiley/Hawkins) Director Hawkins attended and commented on a presentation regarding disaster preparedness which was provided during the meeting. 13.5. YL City Council - December 16, 2014 (Kiley) Director Kiley attended and commented on the number of public comments provided in relation to the Esperanza Hills development. Mayor Pro Tern Lindsey addressed the Board and congratulated President Collett on his appointment. He reported that he had been assigned to act as the City's liaison to the District for the upcoming year. He also commented on the District's quarterly reports to be provided to the City Council and the application process for various commissions. Director Hawkins thanked Mayor Pro Tern Lindsey for his comments. 13.6. MWDOC Board - December 17, 2014 (Melton) Director Melton attended and commented on MWD's allocations which were discussed during the meeting. 13.7. OCWD Board - December 17, 2014 (Collett) Director Collett attended and commented on the reorganization of their Board of Directors which took place during the meeting. 13.8. OCSD - December 17, 2014 (Kiley) Director Kiley attended and commented on some special presentation and commendations which took place during the meeting. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from December 24, 2014 -- January 31, 2015 The Board reviewed the activity calendar and made no changes. 8 2014-233 15. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 15.1. LSI Municipal Water Ratemaking in California Seminar - January 7, 2015 CSDA Introduction to Good Governance Principles - January 15 & 22, 2015 Director Beverage made a motion, seconded by Director Hawkins, to approve Director attendance at these events if desired. Motion carried 5-0. The Board of Directors meeting was adjourned to the Public Financing Corporation Regular meeting at 9:43 a.m. (Minutes of the Public Financing Corporation meeting have been recorded separately.) The Public Financing Corporation meeting was adjourned and the Board of Directors meeting was reconvened at 9:45 a.m. 16. CLOSED SESSION The meeting was adjourned to Closed Session at 9:45 a.m. All Directors were present. Also present was Mr. Beltran, Mr. Marcantonio and Mrs. Knight. 16.1. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Gina Knight, Human Resources/Risk Manager, and Connie Almond, Attorney, Liebert Cassidy Whitmore Employee Organization: Yorba Linda Water District Employees Association Mrs. Knight left the Closed Session at this time. 16.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager/Engineering Manager 9 2014-234 The following Closed Session was not held. 16.3. Public Employee Performance Evaluation (Goals) Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 11:19 a.m. President Collett reported that no action was taken during Closed Session that was required to be reported under the Brown Act. 17. ADJOURNMENT 17.1. The meeting was adjourned at 11:20 a.m. The next Regular Board of Directors Meeting will be held Thursday, January 8, 2015 at 8:30 a.m. Annie Alexander Assistant Board Secretary 10