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HomeMy WebLinkAbout1992-05-14 - Board of Directors Meeting MinutesPage 2367 May 14, 1992 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 14, 1992 The May 14, 1992, Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Armstrong at 8:30 a.m. The meeting was held at the District Headquarters located at 4622 Plumosa Drive, Yorba Linda. Directors present: Roy Knauft, Jr. Arthur C. Korn Vice President Sterling L. Fox President Paul R. Armstrong Directors absent: Carl T. Scanlin Visitors Present: None. Staff Dresent: William Robertson, Secretary/General Manager Charles Gray, Engineering Manager Ray Harsma, Operations Superintendent Roger Lubin, Exec. Ass't to the General Manager Beverly Meza, Acting Business Manager Michael Payne, Assistant General Manager Thomas Scott Roberts, Maintenance I Michael Robinson, Assistant Administrator Jill Weber, Typist Clerk II INTRODUCTION OF VISITORS AND PUBLIC PARTICIPATION, Item 1. Introduction of new employee, Thomas Scott Roberts, Maintenance I. Ray Harsma, Operations Superintendent, introduced Thomas Scott Roberts to the Board of Directors. On behalf of the Board, President Armstrong welcomed Mr. Roberts to the District. CONSENT CALENDAR On a motion by Vice President Fox, seconded by President Armstrong, the Board of Directors voted 4-0 to approve Consent Calendar as follows: Item 2. Minutes of the Regular meeting of April 23, 1992. Item 3. Authorization for the Directors to leave the State of California prior to next meeting. Item 4. Payment of bills, payroll and refunds in the amount of $1,425,804.32 on Check Nos. 9173, 11075, 11168 through 11266; and Payroll Check Nos. 3229, through 3291; and one wire to Bank of America in the amount of $842,156.25 dated April 30, 1992. Item 5. Approval of Progress Payment No. 16 to BFI Constructors, in the amount of $124,785.00 for the construction of the Elk Mountain Reservoir; and authorize the staff to deposit $13,865.00 with Escrow Agent El Dorado Bank as a substitute for retention earnings, Job No. 89-16. Item 6. Approval of Progress Payment No. 10 in the amount of $270,225.00 to SSC Construction, Incorporated for construction of the Camino De Bryant Reservoir, Job No. 89-35. Page 3 May 14, 1992 Item 7. Approval of an Agreement with Barrett Consulting Group for the Bastanchury Plant Site Study, in the amount of $6,867.00; and authorize the President and Secretary to execute the Agreement. Item 8. Approval to release the Guarantee Bonds with the developers for Tract Nos. 9759, 12452, and Lot No. 9 of 11662. ACTION CALENDAR Item 9. Approval of Financial Statements for the nine months ended March 31, 1992. Beverly Meza, Acting Business Manager, reviewed the Financial Statements for the nine months ended March 31, 1992. Ms. Meza reported the water operating fund balance is about the same as this time last year despite a decrease in revenues caused by the drought and the sewer operating fund is showing a loss. The Board held a general discussion regarding the District's assets and condition of the sewer operation fund. On a motion by Director Knauft, seconded by Vice President Fox, the Board of Directors voted 4-0 to approve the Financial Statements for the nine months ended March 31, 1992. Item 10. Approval to solicit proposasl for a new Uniform Contract. Ray Harsma, Operations Superintendent, introduced this subject with a report that the current three year Uniform contract expires in July 1992 and it is time to solicit proposal to renew the contract for the ensuing three year period. Mr. Harsma also reported the new contract will include acquisition and cleaning of jackets. The Board discussed the three year contract period and cost of cleaning jackets. On a motion by Director Knauft, seconded by Director Korn, the Board of Directors voted 4-0 to authorize the staff to solicit proposals for a new uniform contract. Item 11. Consideration of Sewer Maintenance Charge for Multiple Family Dwelling Units. Prior to the staff presentation, President Armstrong commented that the proposed Resolution No. 92-06 changes one rate - the Sewer Maintenance Charge for Multiple Family Dwelling units. All of the other fees shown in the proposed Resolution remain at the same amount adopted by Resolution 91-27. All of the other fees in the proposed Resolution are shown for continuity with District policy that all fees and charges remain in a single document. Director Fox asked General Counsel if this matter required a formal public hearing process. Arthur G. Kidman, District General Counsel, reported the proposal before the Board involved a rate and not a fee, therefore, a formal public hearing was not required. Mike Payne, Assistant General Manager, began with a report that the District imposes a Sewer Maintenance Charge to all customers connected to the District's sewer system. The purpose of the Charge is to pay for operating expenses to maintain and clean the sewer system. Currently, the Sewer Operating Fund shows a loss and part of the loss is because multiple family dwelling units are not paying a fair share of the maintenance expenses. Mr. Payne reviewed options to equitably impose a charge on multiple family units and concluded that basing the charge on discharge to the sewer system, using an average number of fixture units per dwelling, is a generally accepted practice. The average number of fixture units in multiple family units is 9 compared to 12 for single family units. Mr. Payne recommended that the rate for multiple family units should be 80% of the single family rate. Mr. Payne reported that the Temporary Rate of $5 per month was originally established for a single customer who operated an oil refining business. Since that particular customer is no longer in business the staff recommends eliminating the Temporary rate. Mr. Payne concluded his report with a review of the proposed changes. Mr. Payne also reported that staff is in the process of studying all of the sewer rates and will present a recommendation on all of the Sewer Maintenance Charge rates in August 1992. Page 2369 May 14, 1992 The Board of Directors held a lengthy discussion on the definition of multiple family units and comparisons of multiple family to single family units discharge rates. The Board concluded that a multiple family rate should be changed as soon as possible so they pay their fair share of sewer maintenance costs, however, the term Multiple Family Dwellings does not adequately define the type of service provided by the District. In conclusion the Board concurred with the proposed rate for Multiple Family Dwellings and requested changing Multiple Family Dwellings to Residential - Master Metered and Single Family to Residential - Individually Metered. In addition, the Board requested that staff consider extensive revisions to all Sewer Maintenance Charges. On a motion by Director Knauft, seconded by Director Korn, the Board of Directors voted 4-0 to adopt Resolution No. 92-06 Setting Sewer Development and Processing Fees and Rescinding Resolution 91-27 as amended. DISCUSSION CALENDAR Item 12. Review of the District's 1992-93 Five Year Plan. William Robertson, General Manager, presented a detailed review of the purpose of the Plan, highlights of the new and/or updated information, and the major changes incorporated in the 1992-93 Five Year Plan. Chuck Gray, Engineering Manager, reviewed the capital improvement appendices in detail. Mr. Robertson then invited Board comments on the Five Year Plan. The Board discussed the new Water Quality Chapter and affect of existing and/or proposed Federal and State regulations on the District; the new Personnel component and future personnel requirements; language changes on several pages to clarify the text; and, distribution of the final Plan. The Board talked about revising the District's mission to include a statement on personnel, but choose to bring this matter up at the continuation of the Goals Workshop scheduled for June 11. President Armstrong noted the Water and Sewer Catastrophic Restoration Funds were underfunded and the Plan did not address specific solutions. Following discussion, the Board noted this matter should be addressed in the annual budget process. This matter was for information only and no action was taken. GENERAL MANAGER'S REPORT Item 13. The General Manager's oral report. William Robertson, General Manager, discussed the following: 1. The next Board meeting will include review of the Draft 1992-92 Budget and new water bills, and presentations to the District's 20,000th customer. 2. Well No. 12 is down for repairs. 3. In order to finish the Draft 1992-93 Budget, he will not attend the ACWA Conference scheduled for May 20 through 22. LEGAL COUNSEL'S REPORT Item 14. General Counsel's oral report and comments. Pursuant to District policy, Mike Payne, Assistant General Manager/Risk Manager, reported the District received a subpoena for District documents related to a case involving a lawsuit between two developers in the District's service area. Mr. Kidman, District General Counsel, reported he is working with staff on compliance of the subpoena. Mr. Arthur G. Kidman did not have any other comments. STANDING COMMITTEE REPORTS Item 15. An Executive-Administrative-Organizational Committee meeting was held on April 23, to discuss the District's check writing policy. Page : 4 May 14, 1992 Item 16. A Finance Committee meeting was held on May 4, 1992, to discuss the Sewer Maintenance Charge rates for multiple family dwelling units. The Finance Committee scheduled a meeting for Tuesday, May 26, 1992, at 2:00 p.m. Item 17. Report on Personnel Committee meeting of May 8, 1992. The Personnel Committee held a meeting on May 8, and May 13, to discuss the status of Labor Negotiations, Job Classifications, Salary Survey and MSC agreement. Item 18. A Planning-Engineering-Operations Committee meeting was held on April 27, 1992. The Committee discussed District participation in Orange County Water District's well refund program, ShellOil Company development and reviewed the Draft Five Year Plan. Item 19. A Public Information Committee meeting was held on April 29, 1992. The Committee discussed a new water bill format, upcoming Xeriscape Seminar, facilities tour, Main Street Arts and Crafts Fair, Waterlines Newsletters, Mandatory conservation appeals process and a meeting with the City of Yorba Linda Parks Commission regarding conjunctive use of the Elk Mountain Reservoir site. INTERGOVERNMENTAL MEETINGS Item 20. Report on WACO meeting, May 1, 1992. Director Knauft attended and reported on nominations to WACO's Board of Directors. Item 21. Report on Yorba Linda City Council meeting, May 5, 1992. Director Knauft attended and reported that nothing of interest to the District was discussed. Item 22. Report on MWDOC meeting, May 6, 1992. Director Knauft attended and reported that MWDOC discussed their annual budget and Standby charge. Item 23. Report on MWD meeting. Director Knauft reported that MWD adopted a $50 million revenue program of which one-half will come from a $5 per parcel Standby Charge assessment and one-half will come from an additional charge on water sold by MWD. Item 24. Report on Yorba Linda Planning Commission meeting April 29, 1992. Director Korn attended and will discuss specific projects with the Engineering Manager. Item 25. Report on CSDA meeting, May 8, 1992. Director Korn reported that CSDA's response to the Governor's property tax proposal was effective because it was aimed at showing the increased cost of services. Item 26. Report on Yorba Linda Planning Commission meeting, May 13, 1992. Director Korn attended and reported that nothing of interest to the District was discussed. Item 27. Report on OCWD meeting, May 6, 1992. Vice President Fox reported the May 6, meeting was canceled and he was unable to attend the rescheduled meeting. BOARD MEMBER COMMENTS Item 28. Director Knauft did not have any comments. Item 29. Director Korn did not have any comments. Item 30. Director Scanlin was absent Item 31. Vice President Fox did not have any comments. o ` r Page 2371 May 14, 1992 Item 32. President Armstrong noted the thank you letter from Sally, the District's Xeriscape seminar this coming Saturday and discussion of an ACWA/JPIA bond issuance proposal following the closed session. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board of Directors reviewed the Activity Calendar. CLOSED SESSION. On direction by President Armstrong, the Board of Directors went into closed session at 11:12 a.m. to discuss Labor Negotiations and Job Classification issues. General Manager Robertson and Roger Lubin, Executive Assistant to the General Manager, attended the Closed Session. Director Knauft departed the meeting during the Closed Session. Upon direction by President Armstrong, the Board of Directors came out of Closed Session at 12:39 p.m. No action was taken during the closed session. President Armstrong reported that at the May 19, ACWA/JPIA Board meeting, the JPIA staff will present a proposal to issue approximately $82 million in tax-exempt and taxable bonds to finance JPIA administrative, liability and Workers Compensation expenses. President Armstrong facilitated a discussion by the Board on JPIA's bond issuance proposal. Following a general discussion, the Board's consensus was that bond debt is for capital facilities and not to finance on-going expenses. Based upon information currently available, the Board requested that President Armstrong, as the District's JPIA representative, oppose the concept of using bond debt to finance ACWA/JPIA administrative, liability and Workers Compensation expenses. ADJOURNMENT Upon a motion by President Armstrong, seconded by Director Scanlin, the Board of Directors voted 3-0, at 12:49 p.m., to adjourn to Thursday, May 28, 1992, at 8:30 a.m., at the District headquarters on Plumosa Drive. it iam J. o ertson General Manager/Secretary