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HomeMy WebLinkAbout2015-01-22 - Board of Directors Meeting Minutes 2015-008 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 22, 2015, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The January 22, 2015 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett 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 Director Beverage led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Michael J. Beverage, Vice President Steve Conklin, Engineering Manager Phil Hawkins John DeCriscio, Operations Manager Gary T. Melton Gina Knight, Human Resources / Risk Manager Delia Lugo, Finance Manager DIRECTORS ABSENT Damon Micalizzi, Public Information Manager Robert R. Kiley Art Vega, IT Manager Annie Alexander, Executive Secretary Javier Martinez, Water Production Superintendent ALSO PRESENT Eddy Beltran, Partner, Kidman Law LLP Connie Almond, Attorney, Liebert Cassidy Whitmore Tom Lindsey, Mayor Pro Tem, City of Yorba Linda (Arrived at 9:00 a.m.) 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. Mr. Martinez left the meeting at this time. 6. CLOSED SESSION The meeting was adjourned to Closed Session at 8:45 a.m. All Directors in attendance were present. Also present were Messrs. Marcantonio and Beltran and Mmes. Knight and Almond. 1 2015-009 6.1. 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 The Board reconvened in Open Session at 9:26 a.m. President Collett stated that no action was taken during Closed Session that was required to be reported under the Brown Act. Mmes. Knight and Almond left the meeting at this time. 7. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 4-0-0-1 with Director Kiley being absent. 7.1. Minutes of the Board of Directors Regular Meeting held November 26, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting held December 8, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held December 23, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,344,208.72. 2 2015-010 7.5. Change Order No. 2 for the YLHS Park Bryant Cross Feeder Pipeline Relocation Project Recommendation: That the Board of Directors approve Change Order No. 2 in the amount of$29,750.85 and 30 additional days to Vido Samarzich, Inc. for construction of the YLHS Park Bryant Cross Feeder Pipeline Relocation Project, Job No. 2012-13. 7.6. Terms and Conditions for Sewer Service with Bryan Hooper, 19076 Oriente Drive Recommendation: That the Board of Directors approve the Terms and Conditions for Sewer Service with Mr. Bryan Hooper, 19706 Oriente Drive, Yorba Linda, Job No. 2014-24S. 8. ACTION CALENDAR 8.1. Purchase of Two (2) Chevrolet Pickup Trucks Mr. Marcantonio explained that this item was mistakenly placed on the Action Calendar rather than the Consent Calendar. He stated that funds for the purchase of these two vehicles were included in the current budget as part of the District's vehicle replacement program. After reviewing the quotes received, staff has recommended that the Board authorize the purchase of these vehicles from the lowest dealer, George Chevrolet. Director Beverage made a motion, seconded by Director Hawkins, to authorize the General Manager to purchase two (2) 2015 Chevrolet Silverado 1500 pickup trucks from George Chevrolet in the amount of $50,266.68. Motion carried 4-0-0-1 with Director Kiley being absent. 8.2. Clarify the Salaries, Benefits and Special Conditions Offered by the District to Management, Supervisory and Confidential Employees Mr. Marcantonio explained that with the recent promotion of the Public Information Officer to a Public Information Manager position, staff revised the authorized classification lists for both the Management and Supervisory and Confidential Employee Letters. In addition, staff reviewed both compensation letters for clarification purposes and discovered that both documents needed additional modification to clarify the salaries, benefits and special conditions offered by the District for these two groups of employees for the remainder of the current fiscal year. Director Hawkins made a motion, seconded by Director Melton, to approve Resolution No. 15-01 Amending Resolution Nos. 12-07 and 12- 08 to Modify and Further Clarify the Salaries, Benefits and Special Conditions Offered by the District to Management, Supervisory and Confidential Employees for the Remainder of Fiscal Years 2012-2015. Motion carried 4-0-0-1 on a Roll Call Vote with Director Kiley being absent. 3 2015-011 Mrs. Knight rejoined the meeting at this time. 8.3. Temporary Suspension of Internal Committee Meetings, Assignments for External Committees and Intergovernmental Meetings, and Scheduling of Future Workshop Meetings President Collett explained that in light of the material covered during the Board of Directors Workshop meeting held January 12, 2015, the Executive-Administrative-Organizational Committee has suggested the temporary suspension of some of the District's internal committee meetings as well as Director assignments to these committees until after March 2015. This temporary suspension would help facilitate the scheduling of two Board workshop meetings in February and March to discuss the development of a strategic plan and the draft budget for the next fiscal year. In addition, President Collett stated that he had submitted proposed assignments for the remaining external committees and attendance at intergovernmental meetings for the next calendar year for consideration of the Board. Director Beverage made a motion, seconded by Director Hawkins, to temporarily suspend the Finance-Accounting, Personnel-Risk Management, Planning-Engineering-Operations, and Public Affairs- Communications-Technology committee meetings and defer Director assignments to these committees until after March 2015. Staff then responded to questions from the Board regarding the time required to support committee meetings as well as a possible mechanism to continue to receive information from staff regarding District activities. Mr. Marcantonio stated that he would continue to provide regular updates to the Board. Director Hawkins explained that both he and Director Beverage had been working with staff in previous Finance-Accounting Committee meetings regarding potential enhancements to the District's investment policy. He asked if the Board would consider allowing himself and Director Beverage to continue to work with staff regarding this matter as a presentation was scheduled to occur shortly. Mr. Beltran suggested that it might be appropriate for President Collett to appoint Directors Hawkins and Beverage to an ad hoc committee for this purpose. President Collett suggested that the original motion be amended to include the appointment of Directors Hawkins and Beverage to an Investment Ad Hoc Committee for continuity purposes. 4 2015-012 Director Beverage agreed to amend the original motion to include the appointment of Directors Hawkins and Beverage to an Investment Ad Hoc Committee as well as temporarily suspend the Finance-Accounting, Personnel-Risk Management, Planning-Engineering-Operations, and the Public Affairs-Communications-Technology committee meetings and defer Director assignments to these committees until after March 2015. Director Hawkins seconded the amended motion which was carried 4-0-0-1 with Director Kiley being absent. Director Hawkins made a motion, seconded by Director Beverage to approve President Collet's proposed Director assignments for the joint agency/interagency committees with the City of Placentia, City of Yorba Linda and MWDOC/OCWD and attendance at intergovernmental meetings for the calendar year. Motion carried 4-0-0-1 with Director Kiley being absent. President Collett clarified that as Director Beverage was appointed as the alternate Director on the Orange County Sanitation District (OCSD) Board of Directors, he'd like for him to be given the opportunity to attend future OCSD Board meetings for continuity purposes and to be remunerated for his attendance by YLWD. The Board agreed. President Collett then explained that the Executive-Administrative- Organizational Committee was also recommending that the Board consider scheduling two workshop meetings. One on February 19, 2015 to discuss the development of a strategic plan and the other on March 19, 2015 to discuss the draft budget for FY 2015/16 and future rates and fees. He also noted that the Board would be meeting along with the Citizens Advisory Committee on Monday, January 26, 2015 at 8:30 a.m. in order to participate in a presentation being provided by Mr. Marcantonio regarding security issues in the water industry. Following discussion, the Board determined to schedule the previously mentioned workshops from 8:30 a.m. to 12:00 p.m. Mrs. Lugo asked if Directors Hawkins and Beverage would be available to attend an Investment Ad Hoc Committee meeting immediately following the next regular Board meeting on February 12, 2015 in order to participate in a conference call. Directors Hawkins and Beverage indicated that they would be available. President Collett further explained that BHI Management Consulting had provided a proposal to assist with the development of a Board of Directors policies and procedures manual. President Collett then distributed a memo from BHI Management Consulting which included Mr. Aranda's observations and recommendations from the previous workshop meeting. Director Beverage asked if development of a Board policies and procedures manual had to be performed by BHI or if it was something that 5 2015-013 could be performed in house. Mr. Marcantonlo responded that it could be accomplished in house if so desired by the Board. President Collett requested that review and consideration of BHI's memo and proposal be placed on the agenda for the next regular Board meeting. Mr. Conklin left the meeting at this time. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report • Combined Board of Directors/Citizens Advisory Committee Meeting — January 26, 2015 at 8:30 a.m. President Collett asked Mr. Marcantonio to provide the Board with a summary of what he'd be presenting at the Citizens Advisory Committee meeting. Mr. Marcantonio explained that he'd be speaking about various security concerns and vulnerability issues as related to public water systems. He extended an invitation to Mayor Pro Tem Lindsey and the other members of the City Council to attend and stated that he'd be willing to provide the presentation at a future City Council meeting if there was an interest. President Collett noted that as a quorum of the Directors would be in attendance, the meeting would be publicly noticed accordingly. Mayor Pro Tern Lindsey left the meeting at this time. 9.2. Directors' Reports • SDLF Good Governance Principles Seminar - January 15, 2015 Directors Hawkins and Beverage reported on their attendance at this seminar and commented on various points discussed including the need for a policy on public comments during Board meetings, roles of the Board, General Manager and Attorney, unnecessary rotation of the Board chair, and the need for regular and comprehensive facility tours. Mr. Marcantonio thanked the Board for their participation in these trainings which supports the District's initiative to qualify and apply for SDLF's District of Distinction accreditation. 9.3. General Manager's Report Mr. Marcantonio provided the Board with an overview of his activities and meeting attendance. He then asked each manager in attendance to provide a report regarding activities within their respective departments. He also read a report provided by Mr. Conklin as he had left in order to attend another meeting. 6 2015-014 9.4. General Counsel's Report Mr. Beltran briefed the Board on the outcomes of two recent cases (not involving the District). The first was related to the status of confidential records that may be released unintentionally in response to a Public Records Act request or subpoena for records. The second was related to the rights of a governmental agency to draw upon securities held in escrow in the event of default by a public works contractor. 9.5. Future Agenda Items and Staff Tasks Director Collett commented on the need for a formal policy on public comments and the time allotted. Mr. Marcantonio noted that discussion of this matter could be included during development of the Board of Directors policy and procedures manual. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Collett / Beverage) • Minutes of the meeting held December 9, 2014 at 10:00 a.m. were provided in the agenda packet. • Minutes of the meeting held January 13, 2015 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held February 9, 2015 at 4:00 p.m. 10.2. Finance-Accounting Committee (Hawkins / Beverage) • Next meeting is scheduled to be held January 26, 2015 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Hawkins / Melton) • Next meeting is scheduled to be held February 10, 2015 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Minutes of the meeting held January 5, 2015 at 4:00 p,m. were provided in the agenda packet. • Next meeting is scheduled to be held February 5, 2015 at 4:00 p.m. 7 2015-015 10.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Minutes of the meeting held January 5, 2015 at 2:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held February 2, 2015 at 4:00 p.m. 10.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Minutes of the meeting held November 10, 2014 at 10:00 a.m. were provided in the agenda packet. • Next meeting is yet to be scheduled. 10.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held October 28, 2014 at 5:00 p.m. were provided in the agenda packet. • Next meeting is yet to be scheduled. 10.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Next meeting is scheduled to be held January 27, 2015 at 4:00 p.m. 10.9. Citizens Advisory Committee (Kiley) • Next meeting is scheduled to be held January 26, 2015 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL LMCAC - January 8, 2015 (Beverage) Director Beverage did not attend this meeting and noted that he would only be attending future meetings as needed. 11.2. WACO - January 9, 2015 (Kiley/Hawkins) Director Hawkins attended and commented on the condition of the Salton Sea, Owens Valley, and the current water supply situation which were discussed during the meeting. 8 2015-016 11.3. YL Planning Commission - January 14, 2015 (Melton) Director Melton attended and commented on the election of officers which was held during the meeting. 11.4. YL City Council - January 20, 2015 (Kiley) Director Collett attended in place of Director Kiley and commented on a quarterly report regarding the City's Landscape Maintenance Citizen Advisory Committee which was provided at the meeting. 11.5. MWDOC Board - January 21, 2015 (Melton) Director Melton attended and commented on the high probability of water supply allocations being issued sometime between February and July. 11.6. OCWD Board - January 21, 2015 (Collett) Director Collett attended and commented on the potential internet video streaming of the agency's Board meetings which was discussed during the meeting. He also noted that LAFCO was in the process of reviewing a reorganization application from the East Orange County Water District to provide local sewer service for an area currently being maintained by the Orange County Sanitation District. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from January 23, 2015 — February 28, 2015 The Board reviewed the activity calendar and made no additional changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. MWDOC Water Policy Forum - February 5, 2015 CA-NV AWWA Emergency Preparedness Workshop - February 11, 2015 UWI Spring Water Conference - March 4-6, 2015 Director Beverage made a motion, seconded by Director Hawkins, to authorize Director attendance at these events if desired. Motion carried 4- 0-0-1 with Director Kiley being absent. 14. CLOSED SESSION CONTINUED The meeting was adjourned to Closed Session at 10:34 a.m. All Directors in attendance were present. Also present was Mr. Marcantonio. 14.1. Public Employee Performance Evaluation (Goals) Pursuant to Section 54957 of the California Government Code Title: General Manager 9 2015-017 The Board reconvened in Open Session at 11 :15 a.m. President Collett stated 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 11:15 a.m. The next Regular Board of Directors Meeting will be held Thursday, February 12, 2015 at 8:30 a.m. Annie Alexander Assistant Board Secretary 10