HomeMy WebLinkAbout1996-12-12 - Board of Directors Meeting MinutesPage 3580
December 12, 1996
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
December 12, 1996
The December 12, 1996 regular meeting of the Yorba Linda Water District Board of Directors
was called to order by President Michael J. Beverage at 8:30 a.m. The meeting was held at
District Headquarters, 4622 Plumosa Drive, Yorba Linda.
Directors present at Roll Call:
President Michael J. Beverage
Sterling L. Fox
Arthur C. Korn
Carl T. Scanlin
Directors absent at roll call
Vice President Paul R. Armstrong
Visitors
Richard Freeman
Staff present:
Michael Payne, Assistant General Manager
Charles Gray, Engineering manager
Ray Harsma, Operations Superintendent
Raquel Lazo, Secretary to the General Manager
Roger Lubin, Exec. Asst. to the General Manager
Beverly Meza, Business Manager
Michael J. Robinson, Assistant Administrator
ANNUAL REORGANIZATION OF THE BOARD OF DIRECTORS
Item 1. Seat Directors Beverage and Korn. Assistant General Manager Michael Payne
reported that the Registrar of Voters transmitted the County's Certificate of Appointment in lieu
of election and oath of office forms for Directors Beverage and Korn, and noted that their term of
office ends December 1, 2000.
CONSENT CALENDAR
On a motion by Director Fox, seconded by Director Scanlin, the Board of Directors voted 4-0 to
approve Consent Calendar items 3-6. On a motion by Director Fox, seconded by Director
Scanlin, the Board of Directors voted 3-0-1 (abstention: Korn) to approve item 2.
Item 2. Minutes of adjourned regular meeting, November 26, 1996.
Item 3. Authorize Directors to leave the State of California prior to next meeting.
Item 4. Disburse $89,268.84 on Checks 20854, 21470-71; 2155021619; one wire to
MWDOC in the amount of $401,298.73 dated 12/11/96; and Payroll 24 for $96,777.55 on checks
12089 through 12158.
Item 5. Approve purchasing one light-duty truck, three 4-wheel drive Explorer-class vehicles,
and one 1-ton cab and chassis.
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December 12, 1996
Item 6. Approve final progress payment of $17,490.78 to Shook Building Systems,
Incorporated; authorize staff to file a Notice of Completion, release the labor and materials bond
payment of $20,126.23, thirty-five days subsequent to the Notice of Completion if no liens have
been filed; and release the faithful performance bond in one year if no defects have been found in
the design and construction of the District's new warehouse, Job 9416.
General Manager William J. Robertson joined the meeting at the conclusion of this item.
ACTION CALENDAR
Item 7. Consider Engineering Consultants. Engineering Manager Chuck Gray reported that the
District solicited statements of qualifications from local engineering firms with water and sewer
engineering capabilities. Seventeen firms were interviewed, with thirteen proposed for the
District's prequalified list of consultants.
This matter was reviewed by the Planning-Engineering-Operations Committee during their
October 30 meeting.
On a motion by Director Fox, seconded by Director Scanlin, the Board of Directors voted 4-0 to
approve the 1997 and 1998 list of prequalified engineering consultants.
Item 8. Consider construction service agreements for the Well 11 transmission pipeline, Job
9317. Engineering Manager Chuck Gray reported that the District received 10 bids to construct
the Well 11 transmission pipeline. Robert Bein, William Frost & Associates, the District's
design engineer for the project, reviewed the bids and determined that the low bidder, A. A.
Portanova & Sons, Inc. is qualified for the project.
On a motion by Director Fox, seconded by President Beverage, the Board of Directors voted 4-0
to:
• Award a construction contract to A. A. Portanova & Sons, Inc. in the amount of $573,723;
• Authorize the President and Secretary to execute the contract subject to approval as to form
by legal counsel;
• Return bid security bonds to other contractors following execution of a contract with A. A.
Portanova & Sons, Inc.;
• Amend the consultant agreement with Robert Bein, William Frost & Associates in the
amount of $9,336 for additional design, construction management, and inspection services;
• Approve the construction budget of $659,123; and approve a transfer of $259,123 from the
Richfield Road Transmission Pipeline project, Job 9414.
At the direction of the Chair, the Board considered Items 10-14 next.
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December 12, 1996
Item 10. Consider financial statements for the three months ended September 30, 1996. Business
Manager Beverly Meza reported that the Water Fund showed a net income of $439,113, and the
Sewer Fund a net income of $31,428 for the same period. ID 1 showed a net income of $92,302,
and ID 2 a net income $738,341 for the same period. Total assets of $93,714,820 exceed total
liabilities of $22,350,357 for a fund equity of $71,364,463.
On a motion by Director Fox, seconded by President Beverage, the Board of Directors voted 4-0
to accept the financial statements for the three months ended September 30, 1996.
Item 11. Consider investment portfolio report for September 30, 1996. Business Manager
Beverly Meza reported that the average portfolio yield, excluding Improvement District No. 2
Series C General Obligation bond funds, was 5.65 percent.
On a motion by President Michael J. Beverage, seconded by Director Fox, the Board of Directors
voted 4-0 to accept the investment portfolio report for September 30, 1996.
Item 12. Consider proposal to adopt Board of Directors' Guidelines for Personal Conduct. At
the direction of the Chair, this item was continued to January 9, 1997.
Item 13. Consider declaring excess computer equipment surplus. General Manager William J.
Robertson reported that an Intel-based Personal Computer network is in place, which obviates
the Macintosh computers. District policy requires the Board of Directors to first declare such
equipment "surplus," before disposal. Staff recommends a sealed bid process for disposal.
On a motion by Director Scanlin, seconded by President Beverage, the Board of Directors voted
4-0 to declare the equipment surplus and dispose of it as recommended.
GENERAL MANAGER'S REPORT
Item 14. General Manager William Robertson reported:
a) CRWUA Winter Conference - December 18-20, in Las Vegas: Raquel Lazo reported on
itinerary and arrangements for attending members.
b) Employee Recognition Dinner, December 13 Michael Robinson reported that more than
100 guests were expected to attend.
c) After hours telephone numbers: A new list is being prepared.
d) District Activities: An employee pot luck lunch is scheduled for Tuesday, December 17,
at the office.
Item 9. Consider terms and conditions for a lease agreement with Cox California PCS. Vice-
president Armstrong joined the meeting. Scott Longhurst and Flo Mead, from JM Consulting
Group, Inc., joined the meeting for this item.
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December 12, 1996
Assistant General Manager Michael Payne reported that Cox Communications area survey
determined that the District's Highland Reservoir is an ideal location for a communications
antenna. Staff presented Cox Communications' request to the Executive-Administration
Committee, which requested staff to have Cox solicit approval from the City of Yorba Linda
Planning Commission. The City's Planning Commission chose a conifer type tree design to
camouflage the monopole antenna, and District staff identified a variety of terms and conditions
with which Cox has indicated they will comply.
Mr. Longhurst and Ms. Mead presented information about the antenna, Cox Communication's
cellular phone activities and plans to build a digital cellular network.
On a motion by Director Fox, seconded by Vice President Armstrong, the Board of Directors
voted 5-0 to:
• Approve terms and conditions for the installation and operation of a wireless
communications antenna facility at the District's Highland Reservoir by Cox
Communications PCS as amended to include Director Kom's recommendation that Cox
maintain the landscaping around the antenna for the life of the lease;
• Approve modifications to conditions 2 and 5, and the addition of condition 16;
• Authorize the General manager to issue a task order to McCormick, Kidman & Behrens, to
prepare a lease agreement.
Mr. Longhurst and Ms. Mead left the meeting at the conclusion of this item.
President Beverage declared a recess at 9:45 a.m. The meeting reconvened at 10:00 a.m.
GENERAL COUNSEL'S REPORT
Item 15. General Counsel Arthur G. Kidman: No report was given.
COMMITTEE REPORTS
Item 16. Legislative Ad Hoc Committee. Meeting set for December 23 at 8:30 a.m.
Item 16a. Legislative Ad Hoc Committee. Met December 10. Attending were President
Beverage and Director Fox, along with staff member William J. Robertson. The Committee
discussed a letter from Assemblyman Pringle asking for input on his successor legislation to AB
2109. A letter providing the District's input was sent to Assemblyman Pringle that day, with
copies to other selected legislators.
Item 17. Executive-Administration Committee. Met December 2 at 9:00 a.m. Attending were
Board President Michael Beverage, Vice-president Paul Armstrong, and General Manager
William J. Robertson. The committee discussed issues related to the Yorba Linda Water District,
City of Yorba Linda, and City of Placentia.
Meeting scheduled for December 17 at 10:30 a.m.
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December 12, 1996
Item 18. Finance-Accounting Committee. Met November 27 at 9:00 a.m. Attending were
Directors Sterling Fox, and Arthur Korn, and staff member William J. Robertson. They
discussed water rate policies, and Mr. Robertson reported that staff will solicit proposal from
outside auditors to perform the annual District audit for the next three years. The Committee
also discussed changes to the format of District financial statements.
Item 19. Personnel-Risk Management Committee.
Item 20. Planning-Engineering-Operations Committee.
Item 21. Public Information Committee. Met November 25 at 3:00 p.m. Attending were
Directors Korn and Beverage, along with staff members Robertson, Robinson, and public
information consultant Laer Pearce of Laer Pearce Associates. The Committee discussed
Community Pipeline meetings, and a public opinion survey.
Meeting scheduled for December 16 at 9:00 a.m.
INTERGOVERNMENTAL MEETINGS
Item 22. Special Districts Workers Compensation Authority meeting, Ontario, December 2
(Korn): Nothing of concern to the District transpired.
Item 23. Yorba Linda City Council, December 3, (Korn): Reported that the oath of office was
administered to new council members. Councilman Wedaa asked that legal counsel prepare a
report on the process of consolidating the water district into the city, but the motion failed on a 2-
3 vote, following Councilman Wisner's statements about how good a job the water district did.
Item 24. ACWA Fall Conference, December 4-6, (Armstrong/Fox/Scanlin): Vice-president
Armstrong commented on the presentation by the State Controller; Director Fox attended the
ACWA Region X meeting; Director Scanlin reported on a presentation dealing with the expected
effect of Proposition 218 on special districts.
Item 25. ISDOC Board, December 10, (Fox): Discussed LAFCO workshop attended by
Director Fox; reviewed a position paper on consolidation; reviewed LAFCO's policies on
consolidation; and noted that Ralph Heim, the California Special District Association's
legislative advocate, will speak at their February meeting.
Item 26. OCWD Groundwater meeting, December 11, (Armstrong): Reviewed annexation
policies; heard a presentation on various methods to establish the financial value of districts
during a merger or consolidation process.
Item 27. Yorba Linda Planning Commission, December 11, (Armstrong): Nothing of concern to
the District transpired.
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December 12, 1996
BOARD MEMBER COMMENTS/ITEMS FOR FUTURE CONSIDERATION
Paul Armstrong: Reported that the Yorba Linda City Council will discuss landscape meter costs
at their next meeting. Director Armstrong also stated that he believes it is time to begin
conditioning citizens about the inevitable rise in water rates.
BOARD OF DIRECTORS ACTIVITY CALENDAR
The Board of Directors reviewed the Activity Calendar and made assignment changes.
CLOSED SESSION
Item 28. The Board of Directors entered into closed session at 11:30 a.m. Discussion of
personnel matters pursuant to Section 54957.6 of the California Government Code,
unrepresented employee: General Counsel. The Board of Directors exited closed session at
12:15 p.m., and instructed staff to prepare a contract for services and bring it to the next meeting.
ADJOURNMENT
On a motion by Director Fox, seconded by Director Scanlin, the Board of Directors voted 5-0, at
12:11 p.m., to adjourn to Tuesday, December 24, at 8:30 a.m., at the District's headquarters on
x
Secretary/General Manager