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Home My WebLink About2016-01-28 - Board of Directors Meeting Minutes 2016-010 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 28, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The January 28, 2016 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 President Collett 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 Robert R. Kiley John DeCriscio, Operations Manager Gary T. Melton Gina Knight, Human Resources/Risk Manager Damon Micalizzi, Public Information Manager DIRECTORS ABSENT Art Vega, Information Technology Manager Phil Hawkins Kelly McCann, Senior Accountant Annie Alexander, Executive Secretary ALSO PRESENT Alex Thomas, Water Quality Engineer Art Kidman, Partner, Kidman Law LLP Gene Hernandez, Councilmember, City of Yorba Linda 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Kidman requested that the Board consider adjourning to Closed Session (Item No. 12.1.) at 9:40 a.m. to accommodate a conference call with special counsel. The Board agreed. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 4-0-0-1 with Director Hawkins being absent. Minutes of the YLWD Board of Directors Regular Meeting Held January 28,2016 at 8:30 a.m. 1 2016-011 6.1. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,840,525.24. 6.2. Investment Report for Period Ending December 31, 2015 Recommendation: That the Board of Directors receive and file the Investment Reports for the Period Ending December 31, 2015. 6.3. Directors and General Manager Fees and Expenses Report for Second Quarter FY 2015/16 Recommendation: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for Second Quarter FY 2015/16. 6.4. Progress Payment No. 1 for Construction of the Well No. 21 Well Head Equipping Project Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $28,120.00 to Pascal & Ludwig Constructors for construction of the Well No. 21 Well Head Equipping Project, Job No. 2009-22. 6.5. Terms and Conditions for Water and Single Sewer Service with ActivCare Living, Inc. Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Single Sewer Service with ActivCare Living, Inc., Job No. 2016-01. 7. ACTION CALENDAR 7.1. Construction Contract Award for the 2016 Sewer Main CIPP Rehabilitation Project Mr. Conklin noted that a revised agenda report for this item had been distributed to the Board and made available to the public in attendance. He then explained that staff had been working with legal counsel regarding an issue that came to light following the bid opening for this project. Mr. Conklin provided an overview of the matter and responded to questions from the Board. Minutes of the YLWD Board of Directors Regular Meeting Held January 28,2016 at 8:30 a.m. 2 2016-012 Director Beverage made a motion, seconded by Director Melton, to: (1) find that the bid package of Burtech Pipeline, Inc. substantially complies with the purposes and requirements of State law and the bid documents; (2) waive any informality in the Burtech Pipeline bid documents; and (3) award the Construction Contract for the 2016 Sewer Main CIPP Rehabilitation Project to Burtech Pipeline, Inc. for $189,823.75, Job No. 2015-10S. Motion carried 4-0-0-1 with Director Hawkins being absent. 7.2. Agreement for Water Loss Control Services Mr. Conklin explained that MWDOC's Board recently approved a contract with Water Systems Optimization, Inc. to provide water loss control technical assistance to its member agencies. This assistance is intended to help agencies get a head start on compliance with SB 555 which mandates that each urban retail water supplier complete a validated distribution system water audit by October 1, 2017 and every subsequent year thereafter. This effort will also help agencies comply with SB 1420 which requires a water audit in the 2015 Urban Water Management Plan that is currently under preparation. MWDOC staff would provide oversight management of the consultant and work is scheduled to begin in February. Mr. Conklin and Mr. Marcantonio then responded to questions from the Board regarding the contract arrangements and information to be included in the audit. Director Beverage made a motion, seconded by Director Kiley, to approve the Agreement for Sharing of Consultant Costs with the Municipal Water District of Orange County dated January 4, 2016 at a cost of$34,292, and direct the General Manager to execute that agreement. Motion carried 4-0-0-1 with Director Hawkins being absent. 7.3. Audit Services for Fiscal Year Ending June 30, 2016 Mr. McCann explained that an independent audit of the District's financial statements is required to be performed at the end of each fiscal year. Due to the current workload, staff will not be able to complete a traditional RFP process for these services at this time. As such, staff is proposing that the Board consider executing an agreement with White, Nelson, Diehl, Evans LLP for an additional year of audit services. Director Kiley made a motion, seconded by Director Beverage, to authorize the General Manager to execute a Professional Services Agreement with White, Nelson, Diehl, Evans LLP in the amount of $22,575 for an additional year of audit services for the fiscal year ending June 30, 2016. Motion carried 4-0-0-1 with Director Hawkins being absent. Minutes of the YLWD Board of Directors Regular Meeting Held January 28,2016 at 8:30 a.m. 3 2016-013 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report President Collett reported on his attendance at the Water Policy Forum. 8.2. Directors' Reports • MWDOC Water Policy Forum — January 22, 2016 The remaining Directors also reported on their attendance at this event. 8.3. General Manager's Report Mr. Marcantonio thanked members of the Yorba Linda City Council who were also in attendance at the Water Policy Forum. He then asked each of the managers (or their designee) to provide a report regarding activities within their respective departments. Mr. Marcantonio then provided the Board with an overview of his meetings and activities. The following item was taken out of order. 12. CLOSED SESSION The meeting was adjourned to Closed Session at 9:36 a.m. All Directors in attendance were present. Also present were Mrs. Knight and Messrs. Marcantonio, Micalizzi and Kidman. 12.1. Conference with Legal Counsel - Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Number of Potential Cases: One The Board reconvened in Open Session at 10:35 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 8.4. General Counsel's Report None. 8.5. Future Agenda Items and Staff Tasks President requested that staff look into installing a security camera facing the back of the room. Minutes of the YLWD Board of Directors Regular Meeting Held January 28, 2016 at 8:30 a.m. 4 2016-014 9. COMMITTEE REPORTS 9.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) • Minutes of the meeting held January 26, 2016 at 4:00 p.m. will be provided at the next regular Board meeting. • The next meeting is scheduled to be held March 22, 2016 at 4:00 p.m. 9.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) • Minutes of the meeting held January 19, 2016 at 9:00 a.m. will be provided at the next regular Board meeting. • The next meeting is scheduled to be held February 23, 2016 at 9:00 a.m. at YL City Hall. 9.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett / Kiley) • Minutes of the meeting held December 8, 2015 at 2:00 p.m. will be provided at the next regular Board meeting. • The next meeting is scheduled to be held February 9, 2016 at 2:00 p.m. at Golden State Water Company in Placentia. 9.4. Citizens Advisory Committee (Melton) • Minutes of the meeting held January 25, 2016 at 8:30 a.m. will be provided at the next regular Board meeting. • The next meeting is scheduled to be held February 22, 2016 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. 10.1. YL City Council - January 19, 2016 (Collett) 10.2. MWDOC Board - January 20, 2016 (Melton) Minutes of the YLWD Board of Directors Regular Meeting Held January 28,2016 at 8:30 a.m. 5 2016-015 10.3. OCWD Board - January 20, 2016 (Kiley) 10.4. OCSD - January 27, 2016 (Kiley/Beverage) 10.5. YL Planning Commission - January 27, 2016 (Hawkins) Director Melton attended this meeting in Director Hawkins'place. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from January 29, 2016 — February 29, 2016 The Board reviewed the activity calendar and made no changes. President Collett noted that a workshop meeting had been scheduled for Tuesday, February 16, 2016 at 2:00 p.m. 13. ADJOURNMENT 13.1. The meeting was adjourned at 10:59 a.m. The next Regular Board of Directors Meeting will be held Thursday, February 11, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held January 28,2016 at 8:30 a.m. 6