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HomeMy WebLinkAbout1993-01-28 - Board of Directors Meeting MinutesPage., January 28, 1993 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 28, 1993 The January 28, 1993, Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Sterling L. Fox at 8:30 a.m. The meeting was held at the District Headauarters located at 4622 Plumosa Drive. Yorba Linda. FLAG SALUTE The flag salute was led by President Fox. ROLL. CALL Directors present at Roll Call: President Sterling L. Fox Vice President Carl T. Scanlin Paul R. Armstrong Arthur C. Korn Directors absent at Rd Caul: Michael J. Beverage Staff present: William J. Robertson, Secretary / General Manager Jill Weber, Engineering Secretary Charles Gray, Engineering Manager Ray Harsma, Operations Superintendent Roger Lubin, Ex. Asst. to the General Manager Beverly Meza, Business Manager Michael Payne, Assistant General Manager Michael Robinson, Assistant Administrator Visitors Present: Mr. Jon Sebba, Consulting Engineer for J.F. Davidson & Associates Prior to taking action on agenda item 1, William Robertson, General Manager requested that agenda item 12 be deferred until Mr. Allen Cummins of S & S arrived. SPECIAL RECOGNITION BY THE BOARD Item 1. Resolution honoring Paul R. Armstrong as President of the Board of Directors. President Fox read the Resolution honoring Director Armstrong as President of the Board of Directors for 1992. Director Beverage arrived at this point in the meeting at 8:33 a.m. On a motion by Vice President Scanlin, seconded by President Fox, the Board of Directors voted 5-0 to adopt Resolution No. 93-01 in recognition of the tenure of Paul R. Armstrong as President of the Board. CONSENT CALENDAR Prior to voting on the consent calendar, President Fox asked a question about the average yield in the Investment Portfolio in agenda item 6. Director Armstrong requested that the language in agenda item 14 of the January 14, 1993 minutes be clarified to identify what court case is seated in Ventura County. Director Armstrong then asked;a question about agenda item 5 regarding the follow up on correcting As Builts and also on the change order. Vice President Scanlin requested clarification of the January 14, 1993 minutes on agenda item 10-A relating to the District's insurance carrier assisting the property owners on San Antonio Road. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0 to approve the Consent Calendar as follows: Item 2. Approval of Minutes as corrected - Regular meeting of January 14, 1993. % v Page January 28, 1993 Item 3. Authorization for the Directors to leave the State of California prior to next meeting. Item 4. Approval of payment of bills, payroll and refunds in the amount of $311,867.17 on Check Nos. 12632, 12633, 12737, 12634 through 12835; and Payroll Check Nos. 4621 through 4684; and one wire to ACWA/BPIT in the amount of $17,958.86 dated January 27, 1993. Item 5. Approval of Progress Payment No. 3 in the amount of $60,364.80; Change Order No. 1 in the amount of $21,126.00 to Taymech Company for construction of the Lomas de Yorba Booster Station; and addendum in the amount of $4,304.00 to ASL Consulting Engineers for additional construction management services. Item 6. Acceptance of the Investment Portfolio Report for December 31, 1992. ACTION CALENDAR Item 7. Consideration of Consultant Agreement for Water Engineering Services. Chuck Gray, Engineering Manager reported that staff had solicited proposals for Water Engineering Services. Mr. Gray further stated that staff had evaluated all of the proposals and determined that ASL Consulting Engineers best met the overall needs of the District. The Directors reviewed the unfinished projects of Montgomery Engineering and also discussed what classifications are most often used. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0, to approve an Agreement with ASL Consulting Engineers and authorize the President and Secretary to execute the agreement. Item 8. Consideration of an agreement for sewer engineering services. Chuck Gray, Engineering Manager reported that staff had solicited a proposal for Sewer Engineering Services from Sam W. Peterson & Associates. Mr. Gray outlined the main points of the proposed sewer engineering services agreement and the changes from the current agreement. On a motion by Director Beverage, seconded by Director Korn, the Board of Directors voted 5- 0, to approve an Agreement with Sam W. Peterson & Associates, Inc. for Sewer Engineering Services; and authorize the President and Secretary to execute the agreement. Item 9. Consideration of the Financial Statements for the five months ended November 30, 1992. Beverly Meza, Business Manager reported on the Financial Statements for the five months ended November 30, 1992. Ms. Meza summarized the status of the various water and sewer accounts. The Board of Directors held a general discussion about the financial report. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to accept the Financial Statements for the five months ended November 30, 1992 as presented. Item 10. Consideration of Administrator for the IRS Section 125 (Cafeteria Benefits) Plan. Roger Lubin, Executive Assistant to the General Manager presented a report on the Section 125 Plan. Mr. Lubin reported that staff had investigated the alternatives of implementing the plan, but concluded that it was more cost effective to contract with an outside firm. Mr. Lubin briefly outlined two firms that provided this type of service. Mr. Lubin concluded his report by recommending Colonial Life and Accident Insurance to administer the plan. On a motion by Director Armstrong, seconded by Vice President Scanlin, the Board of Directors voted 5-0 to authorize the General Manager to contract with Colonial Life and Accident Insurance's Benefit America subsidiary for administration of the District's 125 Plan. Page' January 28, 1993 Item U . Consideration of contract to provide an Employee Assistance Program for the District. Roger Lubin, Executive Assistant to the General Manager summarized the details of an Employee Assistance Program. Mr. Lubin reported that staff had solicited two proposals from two firms that provided this type of service. Mr. Lubin further reported that after careful deliberation of each proposal based on the quality of references received, price and reputation in the field, it was staffs recommendation to approve an agreement with Robert T. Doris & Associates. On a motion by Director Beverage, seconded by President Fox, the Board of Directors voted 5-0 to authorize the General Manager to enter into an agreement with Robert T. Dorris & Associates for provision of an Employee Assistance Program. Item 13. Consideration of agreement for restoration of Lomas De Yorba East. William Robertson, General Manager reported that an agreement with the City of Yorba Linda for the City to reconstruct Lomas De Yorba East had been prepared and was ready for execution. Mr. Robertson then reviewed the main points of the agreement. The Directors held a general discussion on the terms of the agreement. Director Armstrong requested that a sunset clause be added to the agreement. On a motion by Director Armstrong, seconded Vice President Scanlin, the Board of Directors authorized the President and Secretary to execute an agreement with the City of Yorba Linda to repair Lomas De Yorba subject to review and approval as to form by General Counsel. DISCUSSION CALENDAR Item 14. Consideration of Revised Personnel Rules. Roger Lubin, Executive Assistant to the General Manager presented an outline of the revisions to the Personnel Rules. The Directors held a general discussion and agreed that they needed to see what the proposed revisions to the rules were. General Manager Robertson reported that all of the proposed changes would be highlighted and that this item would be presented again as a discussion item on the February 11, 1993 Board of Directors agenda. This item was for information only and no action was taken by the Board of Directors. President Fox declared a recess beginning at 9:27 a.m. The meeting reconvened at 9:38 a.m. with all Directors and staff members present. Mr. Allen Cummins of S & S Construction Company arrived at this point in the meeting. Item 12 Consideration of sale of a portion of the Springview Reservoir property to S & S Construction Company. Prior to hearing Item 12, Director Beverage declared a conflict of interest and left the room and did not participate in the discussions or the voting of this agenda item. Michael A. Payne, Assistant General Manager gave a brief summary of the history of the Springview Property and how the District acquired the property to construct the Springview reservoir. Mr. Payne then discussed the events that transpired during negotiations with S & S with the appraisals. Mr. Payne outlined all of the main points that would be incorporated into an agreement that would exchange land between the District and S & S. W. Payne further reported that because the two properties are of different size and value, the staff and developer have identified a list of improvements that the developer will install or construct to make up the difference. °3ieL Page January 28, 1993 The Board of Directors held a general discussion on the terms of the 1981 Compromise Settlement Agreement and on the proposed deal points. The Board also discussed issues related to guaranteeing that the improvements will be made. Director Korn also requested that the improvements of the 1981 Compromise agreement be identified separately from the improvements identified in this transaction, but that they could be made apart of one agreement. On a motion by Director Korn, seconded by Director Armstrong, the Board of Directors voted 4- 0, Director Beverage did not vote, to authorize the General Counsel to prepare an agreement with S & S Construction Company for the exchange of land based on the terms set forth in staffs report and as commented by the Board at this meeting. Mr. Cummins departed the meeting at this point of the meeting. Director Beverage came back into the room after agenda item 12 had been voted on. Item 15. Report on Data Processing Attainment Study. Roger Lubin, Executive Assistant to the General Manager presented a report assessing the District's business computer system. Mr. Lubin reported on the current attainment measured against our request for proposal. Mr. Lubin also reported on the methodology used and described how our current system compared to our prior system. Mr. Lubin also discussed some of the software problems. Mr. Lubin concluded his report by suggesting that the District begin a review as early as next year to consider upgrading the computer system in possibly five years. The Directors discussed software issues and the various computers that the District has. This item was for Information only and no action was taken by the Board of Directors. Item 16. Quarterly Report to the Board of Directors on the status of District projects - continued from the Board of Directors meeting of January 14, 1993. Michael Robinson, Assistant Administrator presented an audio/visual report to the Board of Directors on the various activities that the District has undertaken during the last quarter of 1992. This item was for information only and no action was taken by the Board of Directors. GENERAL. MANAGER'S REPORT Item 17. General Manager's oral report and comments. William Robertson, General Manager, discussed the following: 1. That the District's next bus tour was set for February 20, 1993. 2. That the District's Emergency Response Plan had been updated. Mr. Robertson then distributed a copy to each Director. Mr. Robertson also reported that the contract for the construction of the District's Emergency storage shed at the Plumosa office had been approved. 3. That the District's third annual golf tournament was set for April 24, 1993. Cost is $22.00 per person. 4. The District's insurance carrier had requested that the District include a review of the Board of Directors drivers licenses in addition to the monitoring of the employees drivers licenses. , 5. That General Counsel called with a status report on the District's property taxes with the County of Orange. STANDING COMMITTEE REPORTS Item 18. No Executive-Administrative-Organizational Committee was held. Item 19. No Finance-Accounting meeting was held. Page 290 January 28, 1993 Item 20. A Personnel - Risk Management Committee meeting was held on January 19, 1993. The Committee reported that they reviewed the Employee Assistance program, the Personnel Rules, the 125 Cafeteria Plan and pending claims filed against the District. Item 21. A Planning-Engineering-Operations Committee meeting was held on January 21, 1993. The Committee reported that they reviewed the main breaks at San Antonio Road and at Lomas De Yorba East, the Water and Sewer Engineering Services Agreement, the Bastanchury Reservoir Site Study, the Danita Lane Sewer Assessment District, the Railway Crossings along La Palma Avenue, the Vehicle & Natural Gas Engine Replacement Programs and the status on the Lomas De Yorba West Booster Station. Item 22. No Public Information Committee meeting was held. INTERGOVERNMENTAL, MEETINGS Item 23. Report on Yorba Linda City Council meeting on January 19, 1993. Director Beverage reported that the City Council discussed their salaries. Director Beverage also reported that the City Engineer also gave a report on the Lomas De Yorba East and Paseo De Toronto water main break. Director Beverage reported that Mr. Stephenson congratulated the District on restoring the intersection in an expedient manner. Item 24. Report on MWDOC meeting on January 20, 1993. President Fox reported that they discussed Directors salaries and they also presented an update on the latest snowfall and rainfall totals. President Fox concluded his report by indicating that they were going to conduct a workshop on February 3, 1993. Item 24.A Report on MW'D meeting on January 26, 1993. President Fox reported that they discussed the State Water Contract. Item 25. Report on OCWD meeting on January 6, 1993. Director Scanlin reported that they discussed the latest figures on the rainfall and on the amount of water captured. Director Scanlin also reported that they discovered an oil spill behind Prado Dam. They also discussed their proposed budget. Item 26. Report on Yorba Linda Planning Commission meeting on January 27, 1993. Director Korn reported that the Planning Commission discussed the Brown Act and the Political Reform Act. The Commission also discussed four potential high school sites. Item 26 A. Report on SDWCA meeting on January 18, 1993. Director Korn reported that he attended a Finance and Safety Committee meeting of the SDWCA. Director Korn reported that the committees discussed SDWCA pooling of funds and on the State creating a fraud task force on workers compensation claims. Director Korn also reported that there would be additional requirements on the safety records. BOARD MEMBER COMMENTS Item 27. Director Armstrong reported on an article that appeared in the Orange County Register that day pertaining to Directors benefits. Director Armstrong asked if the Brea Police Department suggested that the District install security glass on the drive up window when they were out giving their presentation on security. The answer was no. Item 28. Director Beverage had no comments. Item 29. Director Korn had no comments. Item 30. Mice President Scanlin had no comments. Page January 28, 1993 Item 31. President Fox had no comments. The Board of Directors reviewed the Activity Calendar. C1,OSF.D SESSION On a motion by Director Armstrong, seconded by Vice President Scanlin, the Board of Directors went into closed session to discuss costs associated with Director Knauft's retirement event. The Board made a determination that, pursuant to Government Code Section 54956.9.b.2, it was not appropriate to discuss this item in closed session, therefore, came out of closed session without taking action. Mr. Robertson reported that the revenue received and cost for former Director Knauft's retirement event will appear in the District's financial statements. ADJOURNMENT On a motion by Director Armstrong, seconded by Director Kom, the Board of Directors voted 5- 0, at 12:04 p.m., to adjourn to Thursday, February 11, 1993, at 8:30 a.m., at the District headquarters on Plumpsa Drive. W"iffarn J. o n General Manager/Secretary