Board Meeting - 12/12/2017
MINUTES OF THE BOARD OF DIRECTORS OF SERRANO WATER DISTRICT
The Board of Directors of the Serrano Water District met in a regularly scheduled board meeting on Tuesday, December 12, 2017. The meeting was held at the District Office located at 18021 Lincoln Street, Villa Park, California.
CALL TO ORDER: President Bryant called the meeting to order at 8:30 a.m.
ROLL CALL:
BOARD OF DIRECTORS MEMBERS PRESENT:
Frank Bryant President
Greg Mills Vice President
C.L. “Larry” Pharris, Jr. Board Member
Jerry Haight Board Member
Brad Reese Board Member
BOARD OF DIRECTORS MEMBERS ABSENT:
STAFF PRESENT:
Jerry Vilander General Manager
Ann Michel Director, Finance & Administration
Laura Heflin Administrative Assistant
Joel Kuperberg Legal Counsel
GUESTS PRESENT:
Katie Pringle Curt Pringle & Associates
Diana Fascenelli Villa Park Council Woman
Malcolm Cortez Irvine Ranch Water District
Jeff Smythe Irvine Ranch Water District
DAM TOWER OUTLET REPLACEMENT DESIGN CONSULTANT SELECTION
Following discussion and presentation by Jeff Smythe of Irvine Ranch Water District, it was moved (Director Pharris), seconded (Director Mills), and unanimously carried to authorize the General Manager, in cooperation with Irvine Ranch Water District, to execute a professional services agreement in the amount of $787,625 (SWD cost share of 25%, or $196,906) with AECOM to complete the preliminary and final designs for the Santiago Creek Dam outlet tower replacement. Highlighted items included background, DSOD response to recommended alternative, consultant selection, next steps, spillway assessment update, and emergency action plan/inundation map update.
ANNUAL BOARD REORGANIZATION
Following discussion, it was moved (Director Haight), seconded (Director Mills), and unanimously carried with Directors Haight, Mills, Pharris, Bryant, and Reese voting yes to leave appointments status quo – Board President – Frank Bryant, Board Vice President – Greg Mills, Board Secretary – Jerry Vilander.
PUBLIC COMMENT
Councilwoman Fascenelli reported that the next City Council meeting is on December 19th. Three new committees have been added. The Infrastructure Committee has increased the engineering budget by $30,000. This is the first year that the City of Villa Park has not increased their reserves.
BOARD MINUTES
Consideration of Serrano Water District Board Meeting minutes of November 14, 2017. Director Haight moved that the minutes of the November 14, 2017 meeting be approved as submitted, Director Mills seconded the motion, and the motion was unanimously carried with Directors Bryant, Mills, Reese, Haight and Pharris voting yes.
GENERAL MANAGER REPORT
General Manager Vilander summarized the status of Board Committee and management matters as agendized for the month of December. Highlighted items included discussion relating to the Orange intertie, an update on Well #5, and the debris flow task force meeting. Director Mills requested additional information regarding the schedule for ISDOC meetings. Additionally, he requested that the names of attendees be placed on the Committee meeting talking points. Director Mills thanked staff for including detail (flow rates) in the operational portion of the General Manager report.
FINANCIAL REPORT
Director Haight requested that the budget be adjusted to include a 7.5% salary increase at the mid-year budget review. Director Reese questioned the fees charged by IT Problem Solver and requested a detailed breakdown for charges. Director Reese noted that staff had made good headway with reducing phone charges but stated that he is not completely satisfied with the reduction. General Manager Vilander remarked that he would present the information on I.T. Problem Solver to the Finance Committee for their review. Following presentation of the financial report by Ann Michel, Director of Finance and Administration, it was moved (Director Haight), seconded (Director Reese), and unanimously carried with Directors Bryant, Pharris, Haight, Mills, and Reese voting yes to approve the disbursements in the amount of $371,159.85.
WATER REPORT
Ann Michel, Director of Finance and Administration, presented the water report. It was moved (Director Pharris), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Mills, Haight and Reese voting yes to receive and file the water report. Director Haight noted that the usage/production sheet had been left out of the water report. Staff responded that this was an oversight and would be included going forward. Also, the MWDOC pages will be removed from the water report in the future.
OZONE SYSTEM MAINTENANCE CONTRACT – AWARD CONTRACT TO ZYLEM INC. IN THE AMOUNT OF $17,770
Following discussion led by General Manager Vilander, it was moved (Director Reese), seconded (Director Haight), and unanimously carried with Directors Reese, Bryant, Mills, Pharris and Haight voting yes to authorize the General Manager to issue a purchase order in the amount of $17,770 to Xylem Inc. and enter into a one-year maintenance contract with a proviso that the General Manager will attempt to reduce the cost of the contract by entering into a two-year agreement. The findings will be reported back at the next Board meeting.
UNCLAIMED MONEY
Following discussion led by General Manager Vilander, it was moved (Director Pharris), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Mills, Haight and Reese voting yes to take no action at this time as the cost to transfer into public funds is less than the advertising cost.
CORRESPONDENCE
Correspondence was reviewed as agendized.
DIRECTOR COMMENTS AND REPORTS
Director Haight requested that staff provide him with a listing of each position at the District (listed as Employee A, Employee B., etc.,) and the base salary associated for the last three years. Director Reese remarked that he would like to see this information as well.
ATTORNEY’S REPORT
None.
GENERAL MANAGER COMPENSATION ADJUSTMENT
Following discussion, it was moved (Director Haight), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Mills, Haight and Reese voting yes to grant General Manager Vilander a 5% merit increase and 2.5% COLA retroactive to the first pay period in December.
It was announced that there wasn’t a need to enter into closed session.
RECESS TO CLOSED SESSION
Conference with real property negotiators (Government Code Section 54956.8)
Property: Santiago Reservoir (Irvine Lake), adjacent to 4621 Santiago Canyon Road, Silverado Canyon, CA 92676.
Agency Negotiator: Jerry Vilander
Negotiating Parties: County of Orange
Under Negotiation: Price and terms
ADJOURNMENT
The meeting was formally adjourned at 10:15 a.m. The next regularly scheduled meeting will be held on Tuesday, January 9, 2018 @ 8:30 a.m. at the District office.
Laura Heflin, Administrative Assistant