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HomeMy WebLinkAbout1998-01-22 - Board of Directors Meeting MinutesPage 3703 January 22, 1998 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 22, 1998 The January 22, 1998, Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Sterling Fax at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors present at Roll Call: President Sterling L. Fox Vice President Carl T. Scanlin Paul R. Armstrong Michael J. Beverage Arthur C. Korn Directors absent at roll call none Staff present: William J. Robertson, General Manager Lee Cory, Operations Superintendent Charles Gray, Engineering Manager Raquel Lazo, Secretary to the General Manager Beverly Meza, Business Manager Michael Payne, Assistant General Manager Michael Robinson, Assistant Administrator Visitors Richard Freemen Heather McRae, Orange County Register CONSENT CALENDAR Item No. 4 and 5 were removed from the Consent Calendar. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0 to approve Consent Calendar items 1, 2 and 3. Item 1. Approve minutes of regular meeting, January 8, 1998. Item 2. Authorize Directors to leave the State of California prior to next meeting. Item 3. Disburse checks and wire transfers totaling $349,223.48 Item 4. Consideration of consultant agreement with Reynold Harsma. Director Armstrong requested that the agreement include a sunset clause. Staff recommended that a sunset clause coincide with the two year budget cycle. Page 3704 January 22, 1998 On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0 to authorize the General Manager to execute the amended consultant agreement with Reynold Harsma. Item 5. Damage claim filed by Michael Wakefield to Joint Powers Insurance Authority. Director Armstrong discussed the procedure for setting meter boxes and how long this box has been in the ground. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0 to reject and refer the claim filed by Michael Wakefield to the Joint Powers Insurance Authority. ACTION CALENDAR Item 6. Report on Monthly Billing. General Manager William J. Robertson reported to the Board that staff studied monthly billing several times over the past 15 years, however high implementation costs precluded it. Creative solutions to postage, printing, meter reading and staffing problems, and recent technology now permit implementation of monthly billing at an incremental cost of less than S 1.20 per customer per year. This matter was reviewed at the Public Information Committee meeting on January 13, at the Finance Committee meeting on January 14. Mr. Robertson also reported that since January 1, over 6,000 monthly bills have been mailed. A majority of customers that have commented on it like it while some do not. The Board discussed the report. Director Korn noted the report addressed the history and issues regarding monthly billing and complimented staff for their effort. Director Armstrong asked staff to make copies of the report available to the general public. There were no questions or comments from the public. On a motion by Director Korn, seconded by Director Beverage, the Board of Directors voted 5-0 to receive and file this report. Item 7. Consider Sewer Rules and Regulations. Engineering Manager Chuck Gray reported that the current rules were amended by Resolution 95-14, and that the Board conducted a workshop on September 4, 1997, to review the District's Sewer Rules and Regulations. They discussed: eliminating the 300 foot rule and returning to the 200 foot rule, except when property is subdivided for development; District participation in Sewer Main Construction; and financial assistance for sewer connection fees. This matter was reviewed by the Planning-Engineering- Operations Committee a their September 18, 1997 and January 12, 1998 meetings. On a motion by Director Korn, seconded by Director Armstrong, the Board of Directors voted 5- 0 on a roll call vote, to adopt Resolution 98-01, which amends the rules and regulations for the rendition of sanitary sewer service, and rescinds Resolution 95-14. Page 3705 January 22, 1998 Item 8. Consider consultant agreement with Sacramento Advocates. General Manager William J. Robertson reported that the District's contract with Sacramento Advocates expired December 31, 1997, and that staff recommends retaining them for the 1998 legislative session. Mr. Robertson noted a change in Section 2.a to read "$36,000 per year or $3,000 per month for twelve months." This matter was reviewed by the Legislative ad-hoc Committee at their meetings on January 12 and January 14. Mr. Freeman asked where the funds were budgeted. General Manager Robertson replied it was in Administration's budget. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the General Manager to execute a consultant agreement with Sacramento Advocates. Item 9. Consider financial statements for the four months ended October 31, 1997. Business Manager Beverly Meza reported that the Water Fund showed a net loss of $108,758 and the Sewer Fund a net loss of $52,696 for the four months ended October 31, 1997. ID 1 showed a net income of $63,970, and ID 2 a net income $621,114 for the same period. Total assets of $95,887,046 exceed total liabilities of $20,829,642 for a fund equity of $75,057,404. On a motion by Director Scanlin, seconded by Director Korn, the Board of Directors voted 5-0 to accept the financial statements for the four months ended October 31, 1997. Item 10. Consider Board of Directors Goals Setting Workshop. General Manager William J. Robertson reviewed the calendar of key events with the Board and suggested a date of February 5 for the Board's annual Goals Setting Workshop. On a motion by Director Korn, seconded by Director Beverage, the Board of Directors voted 5-0 to hold their goal setting workshop on February 5, 1998 at 8:30 a.m. President Fox declared a recess beginning at 9:14 a.m. The meeting resumed at 920 a.m. with all Board members present. Item 11. Consider change to District letterhead. General Manager William J. Robertson recommended a change in the design of the District's letterhead stationery. Discussion about using "YLWD" in the phone number and then having the digits just below it, and inconsistency of phone number on business cards and other printed materials. The Board requested that staff review all documents with the District phone number and prepare a plan so the primary phone number is consistent. This matter was referred to the Public Information Committee for further review. On a motion by Director Armstrong, seconded by Director Korn, the Board of Directors voted 5- 0 to authorize staff to change the District's letterhead design. Page 3706 January 22, 1998 DISCUSSION CALENDAR Item 12. Report on Eastside Reservoir Tour. Assistant Administrator Michael Robinson reported that the District has arranged with MWDOC and Met to tour the Eastside Reservoir on Wednesday, April 8, 1998. This item was for information only; no Board action was required. GENERAL MANAGER'S REPORT Item 13. General Manager's oral report and comments: a) District activities. Mr. Robertson reported that Conflict of Interest forms are due before April 1. COMMITTEE REPORTS Item 14. Legislative Ad-Hoc Committee. The Committee met January 12 and 14, 1998. Attending were Directors Beverage and Fox, and staff member William J. Robertson. The Committee discussed possible changes to the Cortese-Knox act and adjourned to January 14. At that meeting Mr. Robertson reported on discussions with the District's legislative consultant regarding changes to Cortese-Knox. Item 15. Executive-Administration Committee. Attending the January 15 meeting were Directors Fox and Scanlin, and staff member Robertson. The Committee discussed the Board's calendar of major 1998 activities; destruction of records; the impending Board Goals Workshop; and the District letterhead. Item 16. Finance-Accounting Committee. Attending the January 14, meeting were Directors Korn and Fox, and staff member Robertson. The Committee reviewed financial aspects of the monthly billing report and offered advice to staff. Item 17. Personnel-Risk Management Committee. Will meet January 28, at 3:30 p.m. Item 18. Planning-Engineering-Operations Committee. Attending the January 12, meeting were Directors Korn and Scanlin, and staff member Robertson. The Committee discussed safety stairs; sewer rules; a paving contract; and vehicle, equipment, and gas engine replacements. The Committee will meet February 19 at 8:30 a.m. and Director Fox will replace Director Armstrong. Item 19. Public Information Committee. Attending the January 13, meeting were Directors Beverage and Fox, and staff members Robertson, Payne, and Robinson. The Committee discussed the Waterlines Newsletter; public information activities, and monthly billing. Item 20. Shell Ad-Hoc Committee. The committee will meet February 4, at 8:30 a.m. Page 3707 January 22, 1998 INTERGOVERNMENTAL MEETINGS Item 21. WACO meeting, January 9 (Fox): The Cal-Fed process will cost $8 billion over the next 25 years. Item 22. Yorba Linda Planning Commission, January 14 (Scanlin): Workshop on Shell Master Plan was discussed. Item 23. Yorba Linda City Council meeting, January 20 (Korn): Easy Street development reduced from nine to five units; and Fire Authority fees were discussed. An easement to the Yorba Linda Water District was approved. Item 24. OCWD meeting, January 21 (Scanlin): the Board narrowly approved the Shell annexation. It now goes back to LAFCO for action, then back to OCWD for final approval. BOARD MEMBER COMMENTS/ITEMS FOR FUTURE CONSIDERATION Director Armstrong: the JPIA publication reports that homicide is the second leading cause of problems in the workplace and asked about the status of bullet-proof windows for the lobby. General Manager Robertson presented a status report on this project. Director Scanlin: out of town from February 6 to February 10. Director Beverage: S&S is purchasing the Brighton property east of Shell's development. President Fox: gave a brochure on groundwater replenishment to the General Manager. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board of Directors reviewed the Activity Calendar and made assignment changes. ADJOURNMENT On a motion by Director Kom, seconded by Director Beverage, the Board of Directors voted 5-0, at 10:25 a.rp., to adjourn to Thursday, February 5, 1998 at 8:30 a.m. in the District Boardroom. Secretary/General Manager