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HomeMy WebLinkAbout2001-02-22 - Board of Directors Meeting MinutesPage 4054 February 22. 2001 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 22, 2001 The February 22, 2001 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Paul Armstrong at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors present at roll call: President Paul Armstrong Vice President Arthur C. Korn Mark Abramowitz Michael J. Beverage John W. Summerfield Staff Present: William J. Robertson, General Manager Amelia Cloonan, Secretary to G.M. Lee Cory, Operations Manager Beverly Meza, Business Manager Michael Payne, Assistant General Manager Kenneth Vecchiarelli, Engineering Manager Ruben Gonzalez, Facilities Maintenance Nemesciano Ochoa, Project Manager Visitors present: None PUBLIC PARTICIPATION: None SEAT NEW DIRECTOR: President Paul Armstrong announced he was privileged to seat new Director John Summerfield. SPECIAL RECOGNITION 2. Ruben Gonzalez, Operations Department, was introduced and recognized on his promotion to Facilities Maintenance. 3. New employee Nemesciano Ochoa, Project Manager, was introduced. CONSENT CALENDAR Items 4, 8 and 9 were pulled from the Consent Calendar. On a motion by Director Abramowitz, seconded by President Armstrong, the Board of Directors voted 5-0 to approve the remaining consent calendar items. 5. Authorize directors to leave the State of California prior to next meeting. 6. Approve disbursements of $1,015,361.30. 7. Approve Payment of Invoices for Rehab 4622 Plumosa Drive. Page 4055 February 22, 2001 10. Approve Replacement of Copier in Engineering Department. Items pulled for discussion: 4. Approve minutes of regular meeting, February 8, 2001, continued meeting of February 9, 2001 and special meeting of February 15, 2001. On a motion by President Armstrong, seconded by Director Abramowitz, the Board of Directors voted 5-0 to approve the minutes of regular meeting, February 8, 2001, continued meeting of February 9, 2001 and the special meeting of February 15, 2001 with the comment that the names of those interviewed for the board vacancy should be entered in the minutes of the meeting of February 15, 2001. 8. Approve Terms and Conditions for Water and Sewer Service - Job No. 0101. There were some questions about the terms and conditions, the use of the word successor, about the existing line and replacement line, the fees being imposed, and the piping that is being installed. Director Beverage reported this had been brought to the PEO Committee, and he pulled it so the Board could be apprised of all the issues involved. On a motion by Director Beverage, seconded by Director Abramowitz, the Board of Directors voted 5-0 to approve the Terms and Conditions for Water and Sewer Service - Job No. 0101. 9. Ratify Staff Action to Construct Water Pipeline Improvements in Imperial Highway at Casa Loma Avenue and Garden Place. Director Beverage pulled this item for discussion and clarification. Ken Vecchiarelli, Engineering Manager, reported this item was not discussed in the PEO Committee meeting but was mentioned at the Board of Directors meeting on February 8. The wrong 5-year plan was used in putting the report together, so the dollar amount and timing are incorrect. The estimated budget is $170,000, not $100,000. The dates need to be changed to reflect the appropriate fiscal year, and the staff report needs to be corrected in the archive copy. On a motion by Director Abramowitz, seconded by Director Beverage, the Board of Directors voted 5-0 to approve ratification of staff action to construct water pipeline improvements in Imperial Highway at Casa Loma Avenue and Garden Place, with a corrected copy of the staff report to be inserted in the archives. ACTION CALENDAR 11. Consider Progress Payment No. 8 and Change Order No. 3 to Albert W. Davies for construction of the Richfield Transmission Main Project; Amendment to the Consultants Agreements with Parsons Engineering Science, Inc. and Lowney Associates for construction management and inspection services and geo-technical services, respectively, of the Richfield Transmission Main Project; and Construction of Highland Reservoir drain Page 4056 February 22, 2001 and overflow structure modifications. Kenneth Vecchiarelli, Engineering Manager, presented the item. A discussion was held, and questions were asked and responded to regarding signage, loose gravel, phasing and timing by contractor, connection location by contractor, and progress payments with respect to the pace of the contractor. Director Beverage mentioned this item had been discussed at the PEO Committee meeting on February 1, 2001. On a motion by Director Beverage, seconded by President Armstrong, the Board of Directors voted 5-0 to: 1. Approve Progress Payment No. 8 in the amount of $368,885, less 10% retention of $36,888.50 for a net payment of $331,996.50, Change Order No. 3 in the amount of $29,454 and time extensions of 21 and 22 working days for Phase 1 and Phase 2 respectively to Albert W. Davies for construction of the Richfield Transmission Main project; 2. Approve amendments to the Consultants Agreements with Parsons Engineering Science, Inc. in the amount of $102,500 for project management and inspection services and with Lowney Associates in the amount of $15,738 for geo-technical engineering services for construction of the Richfield Transmission Main; 3. Approve construction of Highland Reservoir overflow and drain structure modifications in an amount not to exceed $53,000. 12. Consider the Update to the District's Five Year Vehicle & Equipment Plan. Lee Cory, Operations Manager, presented the report. A discussion was held, and questions were asked about requirements for clean vehicles. Lee Cory gave an explanation of Air Quality Management District (AQMD) Rules 1191 and 1196 and how they apply to the Yorba Linda Water District and reported the District is in compliance. The Board noted this issue came before the PEO Committee and requested that Mr. Cory put his explanation regarding compliance with AQMD rules in a report for future reference. On a motion by Director Beverage, seconded by Vice President Korn, the Board of Directors voted 5-0 to accept the updated Five Year Vehicle and Equipment Plan. President Armstrong declared a recess at 9:40 a.m. Kenneth Vecchiarelli left the meeting. The Board of Directors came back into session at 9:50 a.m. 13. Consider the Update to the District's Five Year Gas Engine Schedule. Lee Cory, Operations Manager, presented the report. A discussion was held, and questions were asked. Director Beverage noted this item had been brought before the PEO Committee. On a motion by Director Abramowitz, seconded by Vice President Korn, the Board of Directors voted 5-0 to accept the updated Five Year Natural Gas Engine Overhaul and Replacement Plan. 14. Consider Accepting the Financial Statements for Six Months Ended December 31, 2000. Beverly Meza, Business Manager, presented the report. A discussion was held, and questions were asked. Page 4057 February 22, 2001 On a motion by Director Beverage, seconded by Vice President Korn, the Board of Directors voted 5-0 to accept the Financial Reports for six months ended December 31, 2000. 15. Consider Contracting with Moreland & Associates, Inc. to be the District's Independent Auditors for Fiscal Years Ending 2001, 2002 and 2003. Beverly Meza, Business Manager, presented the report. A discussion was held, and questions were asked. President Armstrong requested that in future reports to the Board of Directors acronyms be spelled out the first time they are used. Vice President Korn noted that fiscal oversight by the Finance Committee is necessary in addition to the audit. On a motion by Director Beverage, seconded by Vice President Korn, the Board of Directors voted 5-0 to authorize the President and Secretary to execute the Consultant Agreement with Moreland & Associates, Inc. to perform independent auditor services for 2001, 2002 and 2003. 16. Consider Consultant Agreement with Charles Gray continued from February 8, 2001 Board of Directors Meeting. William J. Robertson, General Manager, presented the item. A discussion was held. Questions were asked. Director Beverage commented that he would like Mr. Gray to spend more time at the District to assist with problems arising in the Engineering Department. On a motion by Director Beverage, seconded by President Armstrong, the Board of Directors voted 4-1, with Vice President Korn dissenting, to authorize the General Manager to execute a Consultant Agreement with Charles A. Gray. Beverly Meza left the meeting at 10:58 a.m. GENERAL MANAGER'S REPORT 17. General Manager's oral report and comments. a) Report by General Counsel. General Counsel Kidman offered to give a presentation to John Summerfield on the rules and prerogatives of a director. On another issue, Mr. Kidman mentioned reserves and the justification for reserves and their policies. In the last year, pressure was brought in the legislature because of what appeared to be bloated reserves at the Water Replenishment District of Southern California. The Hoover Commission cited this situation as being present in many special districts. At a future meeting, Director Abramowitz and Vice President Korn wish to schedule a review by General Counsel Kidman It was agreed that when legal questions arise, they should be routed to the General Counsel through the General Manager. Page 4058 February 22, 2001 b) Palm Springs Urban Water Conference, March 21-23, 2001, California's Twin Crises, Water and Power. William Robertson asked if any Directors wish to attend, they need to inform Amelia Cloonan. c) District activities. 1) The Bus Tour is planned for Saturday, February 24 at 8:00 a.m. The Tour is full. 2) On March 15, a Goal Workshop for the Board of Directors will be held at the District offices commencing at 8:30 a.m. Mike Payne, Assistant General Manager, will act as the facilitator. Each department manager has been asked to prepare a list of their top five issues. d) Lee Cory reported the work at the Highland Reservoir is complete. A video of the process has been prepared. An inspection was done. Some cracks in the cement were noted, but they did not affect the structural integrity of the tank. The tank is clean, and recovered material is being prepared for disposal. The structure erected for the work will be removed February 22. President Armstrong commented the roof needs to be replaced. Lee Cory departed the meeting at 11:08 a.m. COMMITTEE REPORTS There was some discussion held about conflict of interest issues. New Board Member John Summerfield was appointed by President Armstrong to the Planning-Engineering-Operations Committee and the Finance Committee. 18. Executive-Administration Committee (Armstrong/Kom) Schedule meeting for March 1, 2001, 9:00 a.m. a. Pulte 19. Finance-Accounting Committee (Korn/President) The meeting scheduled for February 14, 2001, 9:00 a.m., was not held. General Counsel Kidman departed the meeting at 11:50 a.m. Before departing, he reported the Huntington Beach matter is under submission and is now before the judge. President Armstrong called a recess at 11:50 a.m. The meeting reconvened, with all Directors present, at 11:58 a.m. 20. Personnel-Risk Management Committee (Abramowitz/Armstrong) The meeting scheduled for February 16, 2001, 9:00 a.m., was not held. Schedule meeting for March 7, 2001, 9:00 a.m. a. Salary ranges b. Consulting contracts c. Engineering staff needs Page 4059 February 22, 2001 21. Planning-Engineering-Operations Committee (President/Beverage) 22. Public Information Committee (Beverage/Abramowitz) 23. Orange County Water District Ad Hoc Committee (Korn/Beverage) Meeting scheduled for March 5, 2001, 4:00 p.m. INTERGOVERNMENTAL MEETINGS 24. Yorba Linda Planning Commission, February 14, 2001, 7:30 p.m. President Armstrong attended. He reported that on February 28th the Planning Commission will hear Casino Ridge, Pulte, and the City of Yorba Linda annexation of the country club. 25. Yorba Linda City Council Meeting, February 20, 2001, 6:30 p.m. Vice President Korn attended. He will keep track of the Oversight Committee. The water reclamation project was discussed with Mr. Gullixson. Discussion about Yorba Linda Water District representation on the Orange County Sanitation District Board of Directors. President Armstrong asked staff to get an opinion on why the Yorba Linda Water District cannot participate. 26. MWDOC, February 21, 2001, 9:00 a.m. Director Abramowitz attended. There was discussion of the potential dangers of the Dauscher Bill; MWDOC will send a letter to the Orange County delegation. Director Abramowitz requested a copy of this letter, so he may distribute to YLWD Board members; MWDOC is authorizing a number of contracts for which there will be some cost sharing with the Feds on a water reliability study; and an action plan for budget and strategic plan update wad discussed. 27. Orange County Water District, February 21, 2001, 6:00 p.m. Director Korn could not attend. BOARD OF DIRECTORS ACTIVITY CALENDAR President Armstrong will attend the Planning Commission meeting on February 28th Vice President Korn will take Director Summerfield to some city council meetings. Director Abramowitz will take him to some MWDOC meetings and offered to take Director Summerfield to a WACO meeting. Page 4060 February 22, 2001 BOARD MEMBER COMMENTSATEMS FOR FUTURE CONSIDERATION President Armstrong noted the City of Stanton Council voted a pay raise to be effective when all present members have stood for election. Vice President Korn mentioned philosophical items that need to be addressed in committee and hoped staff had been taking note of these items. CLOSED SESSION: No closed session was held. ADJOURNMENT On a motion by Director Beverage, seconded by Vice President Korn, the Board of Directors voted 5-0 at 12:23 p.m. to adjourn the meeting. The next regularly scheduled meeting of the Board of Oirewill be held Thursday, March 8, 8:30 a.m., at the District Headquarters. Secretary7General Manager