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HomeMy WebLinkAbout1994-10-13 - Board of Directors Meeting MinutesPage 3JAW October 13, 1994 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS' REGULAR MEETING October 13, 1994 The October 13, 1994, Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Carl T. Scanlin at 8:30 a.m. The meeting was held at the District Headquarters located at 4622 Plumosa Drive, Yorba Linda. ROLL CALL Directors present at Roll Call: Staff present: President Carl T. Scanlin William J. Robertson, Secretary/General Manager Vice President Arthur C. Dorn Arthur G. Kidman, General Counsel Paul R. Armstrong Barbara Bower, Secretary to the General Manager Sterling L. Fox Jeff Coplen, Engineering Technician Directors Absent at Roll Call Michael J. Beverage Vii r Rod McDaniel; Diehl, Evans & Company Alan Coplen Charles Gray, Engineering Manager Ray Harsma, Operations Superintendent Ricardo Hipolito, Engineering Technician Roger Lubin, Exec. Asst. to the General Manager Beverly Meza, Business Manager Michael Robinson, Assistant Administrator SPECIAL RECOGNITION BY THE BOARD Item 1. Presentation of Awards of Merit to Engineering Technicians Jeff Coplen and Ricardo Hipolito for rendering first aid and emergency medical assistance to victims of a serious automobile collision they encountered while on District business. Jeff Coplen, his father Alan Coplen, and Rick Hipolito left the meeting at the conclusion of this item. CONSENT CALENDAR At the request of staff, Item 8 was pulled from the Consent Calendar for discussion as an action item. On a motion by Director Armstrong, seconded by Director Fox, the Board of Directors voted 4-0, to approve consent calendar items as follows: Item 2. Approval of the minutes of the regular meeting of September 22, 1994. Item 3. Authorization for the Directors to leave the State of California prior to next meeting. Item 4. Approval of disbursement in the amount of $168,631.38 on Check Nos. 16507, and 16551 through 16665 and $178,441.62 for Payrolls 19 and 20 on Check Nos.7920 through 8066; and one wire to MWDOC in the amount of $496,375 dated 10-12-94. Item 5. Approval to release the Cash Bonds totaling $3,800 for construction of water facilities. installed by the Developers identified in this report. Item 6. Approval of the Terms and Conditions for Sewer Service with the First Baptist Church of Yorba Linda for property located at 4848 Main Street, Job No. S-9427. Page' October 13, 1994 Item 7. Approval of the Terms and Conditions for Water Service with the Girl Scout Council of Orange County for the property located at 4652 Casa Loma Avenue, Job No. 9426. Item 9. Approval of Progress Payment No. 2 in the amount of $2,699.10 to B.K. Baker Company, Inc. for construction of the San Antonio Road Transmission Pipeline project, Job No. 9301. Item 10. Acceptance of the Investment Portfolio Report for August 31, 1994. ACTION CALENDAR Item 8. Approval of a contract with Engine & Equipment Company for installation of emissions control equipment, Job No. 9402. Engineering Manager Charles Gray reported that District procedures require the contractor's worker's compensation carrier to give 30 days notice if they or the contractor cancel their worker's compensation insurance. The contractor asked that the District's requirements be amended to 10, rather than 30 days. The Board of Directors noted that there is some urgency about awarding this contract, since the work to be performed must be completed by December to meet the requirements of the Southern California Air Quality Management District. On a motion by Director Armstrong, seconded by Director Fox, the Board of Directors voted 4-0, to approve bid acceptance, and change the 30 day cancellation period notification to a 10 day notification, based on the need to meet AQMD requirements for completion. Item 11. Consideration of Audited Financial Statements for the fiscal year ended June 30, 1994. Business Manager Beverly Meza noted that the District is required by law to have their books and records audited annually by an independent Certified Public Accountant. Rod McDaniel of Diehl, Evans & Company indicated that their firm "...found no matters involving the internal control structure and its operation that we consider to be material weaknesses." He summarized the year end financial statements, fund balances, cash investments, bonds payable and maturities, loans, water refund agreements, the defined benefit (PERS) plan, self insurance programs, and post retirement benefits. Mr. McDaniel described the combined financial statements which roll up all funds. He also reviewed two Independent Auditor Reports, one on Internal Control Structure and the other dealing with Compliance. Although their annual audit is complete, Mr. McDaniel mentioned that, as a recipient of FEMA money, the District will be required by the Federal Emergency Management Authority to undergo a special audit. The Audited Financial Statements were reviewed at the October 3, 1994 Finance Committee meeting. On a motion by Director Armstrong, seconded by Director Scanlin, the Board of Directors voted 4- 0, to accept the Audited Financial Statements for the fiscal year ended June 30, 1994. GENERAL MANAGER'S REPORT Item 12. General Manager's oral report and comments. General Manager William Robertson reported on the following: a. Heritage Days Parade, thanking Directors Armstrong and Scanlin, along with the various staff members who attended and prepared the District's float. Page r October 13, 1994 b. District Activities, indicating that the District received 16 calls from customers regarding questions about cryptosporidium, in response to a TV prime time news segment which dealt with an incident in Milwaukee last year. LEGAL COUNSEL'S REPORT Item 13. Legal Counsel's oral report and comments. Mr. Kidman reviewed the recently concluded legislative session, indicating that his firm is producing a report summarizing significant bills which passed, as well as those which failed but are significant, and likely to come back again. He also indicated that ACWA will discuss legislation they plan to sponsor, and asked the Board to bring any potential legislation they are interested in to his attention. Mr. Kidman indicated that a report on AB 1542, which becomes law on January 1, 1995, will be forthcoming. Board President Scanlin declared a break at 9:20, a.m. The meeting reconvened at 9:27 a.m. COMMITTEE REPORTS Item 14. Executive-Administration Committee (Scanlin/Kom): A meeting was scheduled for October 18, 1994 at 8:30 a.m. Item 15. Personnel-Risk Management Committee (Fox/Scanlin): Attending the October 6,7:30 a.m. meeting were Directors Fox and Scanlin, along with General Manager William J. Robertson and Executive Assistant to the General Manager Roger Lubin. The results of a salary survey for benchmark positions was discussed. Mr. Lubin left at the conclusion of this item and Mr. Robertson discussed a contract for his services with the Committee. Item 16. Finance-Accounting Committee (Kom/Beverage) A meeting was held Tuesday, October 3, at 8:00 a.m. Attending were Directors Beverage and Kom, along with General Manager William J. Robertson, Business Manager Beverly Meza, and Rod McDaniel of Diehl, Evans & Company, the District's audit firm. The Committee discussed the Annual Audit with W. McDaniel, who left the meeting at the conclusion of this item. They then discussed water rates; Metropolitan Water District's Nexus Study and their new water rate structure; and Phase III of the Financial Master Plan Report. Lora Stovall of Bartle Wells & Associates, and Assistant General Manager Michael Payne joined the meeting for this item, and left at its conclusion. The Committee discussed reimbursement of expenses incurred by management for attendance at activities where it is in the District's best interest. Item 17. Planning-Engineering-Operations Committee (Armstrong/Fox): A meeting was scheduled for October 19, at 8:30 a.m. Item 18. Public Information Committee (Beverage/Armstrong): Attending the meeting held October 4 at 8:30 a.m.were Directors Armstrong and Beverage, along with General Manager William J. Robertson and Public Information Officer Michael Robinson. The Committee discussed the Annual Report and the initial meeting held with public information consultant Laer Pearce and Associates. INTERGOVERNMENTAL. MEETINGS Item 19. Report on CSDA Annual Conference, September 28 - 30 (Armstrong, Scanlin): Indicated they attended sessions on How to Respond to a Grand Jury Report; a presentation by the International Center for Self Governance; and sessions entitled Getting Your Message Across to the Community; and Fire, Flood and Earthquake Response to Disaster _ 7 e Page 202 October 13, 1994 Mr. Armstrong and Mr. Scanlin were both extremely pleased with the content of the conference. Item 20. Report on SDWCA Board Meeting, September 28 (Korn): Nothing of interest to the District transpired. Item 21. Report on Yorba Linda City Council meeting October 4 (Armstrong): Indicated that the City received $40,000 from FEMA. Item 22. Report on OCWD/MWDOC Joint meeting, October 5 (Fox): Reviewed MWD's Nexus Study. Item 23. Report on WACO Meeting, October 7 (Armstrong): Indicated that attendees were presented with the Water Supply Update; a discussion on the Orange County Regional Reclamation Project; the State legislative report; a report on the Federal Safe Water Drinking Act; and LAFCO and Special District consolidation. Item 24. Report on MWD Board meeting, October 11 (Fox): The MWD Board received the water supply report, discussed Bay-Delta hearings, and reviewed MWD's early retirement incentive program. Item 25. Report on Yorba Linda Planning Commission meeting, October 12 (Armstrong): Nothing of interest to the District transpired. BOARD MEMBER COMMENTS/ITEMS FOR FUTURE CONSIDERATION Board President Scanlin will be out of town between October 22 and 29. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board of Directors reviewed the Activity Calendar and made assignment changes. ADJOURNMENT On a motion by Director Fox seconded by Director Korn, the Board of Directors voted 4-0, at 11:35 a.m. to adjourn to Thursday, October 27, 1994 at 8:30 a.m., at the District headquarters on Plumosa Drive. Staff shgwed a 16 minute video tape, To Quench A Thirst, produced by the Water Education General Manager/Secretary