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HomeMy WebLinkAbout1993-02-25 - Board of Directors Meeting MinutesPage February 25, 1993 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 25, 1993 The February 25, 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 Headquarters located at 4622 Plumosa Drive, Yorba Linda. ROLL CALL 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 Visitors Present: None Staff present: William J. Robertson, Secretary / General Manager Barbara Bower, Secretary to the General Manager 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 CONSENT CALENDAR Prior to voting on the Consent Calendar, Director Armstrong requested that the minutes be corrected to reflect when the visitors left the meeting. Director Scanlin requested additional information on Item No. 6. Michael Payne, Assistant General Manager gave a brief summary of the claim and the reasons for denying and referring the claim. On a motion by Director Beverage, seconded by Vice President Scanlin, the Board of Directors voted 5-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes as corrected- Regular meeting of February 11, 1993. Item 2. Authorization for the Directors to leave the State of California prior to next meeting. Item 3. Approval of payment of bills, payroll and refunds in the amount of $430,807.93 on Check Nos. 12931 through 13017; and Payroll Check Nos. 4752 through 4832; and two wires, one to MVVDOC in the amount of $125,246.98 dated February 12, 1993 and one to ACWA HPIT in the amount of $17,642.05 dated February 24, 1993. Item 4. Approval to ratify staffs decision to award a construction contract in the amount of $29,100.00 to Byron L. Crume, Incorporated for construction of the District's fourteen inch and eight inch pipelines within the intersection of Via Lomas De Yorba East and Paseo De Toronto, authorize the General Manager to execute the contract, subject to review as to form by legal counsel; and approve the release of the other bid bonds, once the contract has been executed, Job No. 9302. Item 5. Accept the Investment Portfolio Report for January 31, 1993, as presented. Page 39 February 25, 1993 Item 6. Deny and refer the damage claim filed by Hari S. Lal & Associates on behalf of Excello Circuits Manufacturing Corporation to ACWA/JPIA. ACTION CALENDAR Item 7. Consideration to solicit proposals for water engineering services. Charles Gray, Engineering Manager, reported that the City of Yorba Linda was planning to widen Bastanchury Road from the west city limits to Lakeview Avenue. Mr. Gray requested authorization to solicit proposals for engineering services to design a replacement water main from the Bastanchury Booster station road easterly to Lakeview Avenue in conjunction with the City project. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 5-0 to authorize staff to solicit proposals from the prequalified list of engineering firms for water engineering services to design a portion of the Bastanchury Road Transmission Pipeline, Job No. 9304. Item 8. Consideration of contract with David-Richards Electric for Well No. 10 Rehabilitation. Charles Gray, Engineering Manager, reported that the District held a bid opening on January 27, 1993 and that a total of eleven bids were received. Mr. Gray further stated that after careful review, it was staff's recommendation that the Board of Directors award the construction contract to David-Richards Electric. Mr. Gray concluded his report by summarizing the proposed construction budget which included the purchase of the pump. On a motion by Director Beverage, seconded by Vice President Scanlin, the Board of Directors voted 5-0 to approve the construction budget in the amount of $363,450.00; award a contract to David-Richards Electric in the amount of $176,512.00 for the rehabilitation of Well No. 10, authorize the General Manager to execute the contract subject to review as to form by legal counsel; and approve the release of the other bid bonds, once the contract has been executed, Job No. 9123. Item 9. Consideration of the Feasibility Report - Eastside Collection Substations. William Robertson, General Manager reported that the Bill collection Point(s) in the eastern portion of Yorba Linda feasibility study was complete and ready for acceptance by the Board. Mr. Robertson continued to report that the study concluded that a contract substation for the eastern service area was feasible if the District joined with another utility. Mr. Robertson concluded his presentation by stating that because there are no other utility substations in the area, staff was recommending not creating a pay station at this time. On a motion by Director Armstrong, seconded by President Fox, the Board of Directors voted 5- 0 to accept the Feasibility Study for the Bill Collection Point(s) in the eastern portion of Yorba Linda, to not create a contract substation at this time, instruct staff to monitor Edison and Gas activity and if they create a substation this matter will be reviewed again. Item 10. Consideration of the District's Vehicle and Equipment Replacement Plan. Ray Harsma, Operations Superintendent reported that the District's Vehicle and Equipment Replacement Plan had been updated and was ready for approval. Mr. Harsma further reported that the plan provides a method for cost effective decisions concerning the vehicle and equipment replacements. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve the District's Vehicle and Equipment Replacement Plan. Page February 25, 1993 Item 11. Consideration of changes in District's Mission Statement. William Robertson, General Manager reported that at the Board of Directors Goals Workshop, the Board was desirous of revising the District's Mission Statement. Mr. Robertson stated that the Directors felt that the phrase "high quality" was redundant with the phrase "meets or exceeds all local, state and federal standards. Mr. Robertson also reported that the Directors requested staff to investigate changing the phrase "at the most reasonable cost." Mr. Robertson reported that staff had investigated and found MWD's Mission Statement uses the term "meet present and future needs in an environmentally and economically responsible way". Following a general discussion, the Board of Directors concurred that the words "high quality" be deleted and that the word "reasonable" be replaced with the phrase "economically responsible." On a motion by Director Beverage, seconded by Vice President Scanlin, the Board of Directors voted 5-0 to approve the revised District Mission Statement. Michael Payne and Beverly Meza departed the meeting at 9:04 a.m. DISCUSSION CALENDAR Item 12. Consideration of Revised Personnel Rules - Continued from the Board's meeting of February 11, 1993. Roger Lubin, Executive Assistant to the General Manager began his presentation by stating the reasons for updating the Personnel Rules. W. Lubin then proceeded to briefly summarize each Rule and stated what changes were being made and the reasons for the change. Mn Lubin concluded his presentation by indicating that the Rules had been reviewed by the District's Personnel attorney. President Fox declared a recess beginning at 9:30 a.m. The meeting reconvened at 9:40 a.m. with all Directors and staff members present with the exception of Michael Payne and Beverly Meza. President Fox asked each Director for their comments. Vice President Scanlin and Director Armstrong offered some suggestions on adding additional language to either clarify and cross reference some rules. Director Korn stated that he had a problem in following all of the changes that were made and that he was concerned about cost factors to the District. Mr. Lubin indicated that he didn't intend there to be any other costs factors. Director Korn indicated that he still didn't understand what Rules were being changed and the reasons behind changing them. Director Korn further stated that this was one of the major policy statements that the Board reviews and that he needed further clarification. President Fox suggested that Director Korn meet with Mr. Lubin prior to the next Board meeting to better understand Director Kom's concerns. GENERAL. MANAGER'S REPORT Item 13. General Manager's oral report and comments. William Robertson, General Manager, reported on the following: 1. That the State of California has declared the Drought over. 2. The latest water levels of Lake Oroville and Shasta and also on the static water levels of the District's wells. 3. That a second letter had been sent to the homeowners in the Paseo De Toronto and Lomas De Yorba East updating them on the street repairs. Page k-, February 25, 1993 4. That a question arose in the Public Information Committee regarding Gray Water. Mr. Michael Robinson investigated the matter and reported that Gray Water is still illegal in Orange County. 5. Director Beverage had reported several homeowners leaks in the eastern portion of the District to him. Mr. Robertson reported that staff had investigated the leaks and found that the leaks were caused by pressure regulators not being set properly or the regulators were faulty. The Board requested that staff send letters to homeowners in the affected area. STANDING COMMITTEE REPORTS Item 14. An Executive-Administrative-Organizational Committee was held on February 17, 1993. President Fox reported that the committee reviewed the customer service survey, the District's Mission Statement, Board of Directors conference policy and the Board Room layout. Item 15. A Finance-Accounting meeting was held on February 18, 1993. Director Korn reported that the committee reviewed the investment policy, the finance master plan, finance training and the eastside collection station. Item 16. A Personnel - Risk Management Committee meeting was held on February 23, 1993. President Fox reported that the committee reviewed new procedures being implemented by JPIA on handling liability claims. President Fox also reported that the committee reviewed workers compensation claims, the classification plan, Personnel Rules, and the employee survey. Item 17. No Planning-Engineering-Operations Committee meeting was held. Item 18. A Public Information Committee meeting was held on February 18, 1993. Vice President Scanlin reported that the committee reviewed the District facilities tour, the contents of a second letter to the Lomas De Yorba East neighborhood residents, the Annual Water Quality Report, Waterlines Newsletter, groundwater protection program, Main Street Arts & Crafts Fair, low flow toilets and landscaping at the District office. INTERGOVERNMENTAL MEETINGS Item 19. Report on CSDA meeting on February 12, 1993. Director Korn reported that there was considerable discussion on the State Budget and that they expect the Budget wars to take longer and be worse than last year. Item 20. Report on Yorba Linda City Council meeting on February 16, 1993. Director Korn reported that the Agreement and contracts for the Lomas De Yorba street repairs were approved. Item 21. Report on SDWCA meeting on February 19, 1993. Director Korn reported that workers comp rates were going up and the discount was going down. Director Korn suggested that staff conduct a review of the program to the ACWA program. Item 22. Report on Yorba Linda Planning Commission meeting on February 24, 1993. Director Korn reported on a lot line adjustment that was resolved in court. Item 23. Report on MWDOC Regular meeting on February 17, 1993. President Fox reported that he did not attend the meeting. Item 24. Report on ACWA Personnel Committee meeting on February 19, 1993. President Fox reported that the annual salary survey would be available soon. President Fox further reported that he was on the sub committee that was looking at the issue of liability of ACWA sponsored Deferred Compensation Plans. Page February 25, 1993 Item 25. Report on OCWD meeting on February 17, 1993. Vice President Scanlin reported that they approved their 1993-94 Budget. Vice President Scanlin further reported that they also discussed a new Reverse Osmosis study. Lastly, Vice President Scanlin noted that the General Managers report indicated that Prado Dam was storing 10,000 acre feet of water and that there was concern with dairy runoff into the water. BOARD MEMBER COMMENTS Item 26. Director Armstrong indicated that he received the MAID notice and questioned whether the charge was an annual charge. William Robertson stated that he would follow up on the matter and would report back to the Board. Director Armstrong also reported that there will be a workshop on March 10, 1993. Director Armstrong concluded his comments by requesting that the letter from the Little Leagues be referred to the Public Information Committee. Item 27. Director Beverage concurred with the Director Armstrong's suggestion about the letter from the Little leagues being referred to the Public Information Committee. Item 28. Director Korn asked if the CSDA questionnaire had been received and filled out. William Robertson, General Manager confirmed that it had been completed and returned. Item 29. Vice President Scanlin reported that a citizen also questioned him about the MWD charge and whether it was a one time or monthly charge. Vice President Scanlin asked about the status of the check stubs. William Robertson reported that there would be an agenda report on the next Board meeting regarding that issue. Item 30. President Fox requested staff to respond to the Little Leagues and Soccer Association acknowledging receipt of their letter. William Robertson reported that staff was working with the City of Yorba Linda on the use of reservoir sites for this type of request. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board of Directors reviewed the Activity Calendar and made assignment changes. CLOSED SESSION There was no closed session. ADJOURNMENT On a motion by Director Armstrong, seconded by Vice President Scanlin, the Board of Directors voted 5-0, at 11:06 a.m., to adjourn to Thursday, March 11, 1993, at 8:30 a.m., at the District headquarters on Plumosa Drive. Willi am J. o rtson General Manager/Secretary