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HomeMy WebLinkAbout1992-05-28 - Board of Directors Meeting MinutesPage ..3 = 3 _t May 28, 1992 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 28, 1992 The May 28, 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 Staff present: William Robertson, Secretary/General Manager Barbara Bower, Secretary to the 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 Michael Robinson, Assistant Administrator Directors absent: Carl T. Scanlin Visitors Present: Ms. Janet Michaels and Mr. Chuck Killen INTRODUCTION OF VISITORS AND PUBLIC PARTICIPATION, Item 1. Consideration of Resolution recognizing the establishment of the District's 20,000th Service Account. Mike Robinson, Assistant Administrator, reported that during May 1992, the District reached a milestone of activating it's 20,000 service account. On a motion by Director Korn, seconded by Director Knauft, the Board of Directors voted 4-0, with Director Scanlin absent, to adopt Resolution 92-07 in Recognition of Janet Michaels and Chuck Killen as the District 20,000th Service Customers. Mr. Robinson then introduced Ms. Janet Michaels and Mr. Chuck Killen to the Board of Directors. The Board of Directors presented Resolution 92-07, a plaque commemorating the 20,000th customer, Xeriscape plant, water pitcher, basket of locally grown fruits and vegetables, and water conservation items to Ms. Michaels and Mr. Killen in recognition of the District's milestone. CONSENT CALENDAR On a motion by Vice President Fox, seconded by Director Knauft, the Board of Directors voted 4-0 to approve Consent Calendar as follows: Item 2. Minutes of the Regular meeting of May 14, 1992 as corrected. 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 $266,239.66 on Check Nos. 8276 through 11166, and 11269 through 11365; and Payroll Check Nos. 3294 through 3350; and one wire to ACWA-HPIT in the amount of $16,332.12 dated May 28, 1992. Page May 28, 1992 Item 5. Approval of payment to AW Associates, No. 3, in the amount of $659,191.00 for the reimbursement of the construction costs of the Elk Mountain Reservoir Booster Station, Job No. 8961. Item 6. Approval of the Terms and Conditions for Water and Sewer Service with Edward Grove, for their project located on Mountain View Avenue, west of Los Altos Drive, Job No. 9207. Item 7. Approval to release the Guarantee Bond with Forefront Development for Parcel Map No. 87-226. Item 8. Approval of renewal of the District's membership in the Southern California Water Committee for 1992 in the amount of $100.00. ACTION CALENDAR Item 9. Consideration of amending Terms and Conditions for Water and Sewer service with Avocado Partnership, for their project located at 4307 Betty Jan Lane. President Armstrong declared that the developer was a personal friend and did not participate in further discussion on this item, except to clarify facts related to the property. Mr. Chuck Gray, Engineering Manager, introduced this item with a report that staff wants to amend the Terms and Conditions to eliminate the requirement for sewer across the front of the property. Mr. Gray reported the developer originally agreed to the sewer extension but later withdrew from the project due to lack of support among other property owners. Since the property is more than 200 feet from an existing sewer, the District Rules prevent a requirement that the developer install a new sewer line. The Board held a lengthy discussion on the District's sewer extension policy, financing small local projects and conflicts between the District's 200 foot rule and the City of Yorba Linda's sewer extension rules. The Board expressed regrets that new septic tanks were installed and there was a missed opportunity to extend sewers. The Board reaffirmed the District policy to continue to seek out all projects that extend sewers into the community. This particular project, however, did not open up enough area to new sewer connections to justify $40,000 in financial participation by the District. Also, the Board noted that the 200 foot rule should be reviewed because the remaining sewer projects are on large lots instead of small lots. The Board requested that staff work with the City of Yorba Linda Planning Department to address changes both agencies could institute in the 200 foot policy that encourages extension of the District sewer system. On a motion by Director Knauft, seconded by Vice President Fox, the Board of Directors voted 3-0-1, President Armstrong abstained, to approve amended Terms and Conditions, eliminating the requirement of extending the sewer main, with Avocado Partnership, for their project located at 4307 Betty Jan Lane and refund the Sewer Administrative Fee to the applicant. Item 10. Approval of Consultant Agreement with BSI Consultants, Incorporated for the Improvement District No. 2 Water Stand-by Availability Assessment and Locke Ranch Sewer Maintenance Assessment. Chuck Gray, Engineering Manager, introduced this item with a report the District is working on software to prepare computer tapes of the Locke Ranch Sewer Assessments. If the computer software is not completed in time, or the Improvement District No. 2 Assessed Value is not sufficient to support debt service without a standby charge, the District will need to retain the services of a consultant to prepare a computer tape and/or complete an I.D.-2 standby charge study. Mr. Gray went on to report this Agenda Item authorizes staff to retain BSI Consultants to do this work if it is necessary. Page 1 May 28, 1992 In response to a question by the Board, Mr. Gray reviewed consultant costs and reported the problem most likely to occur is preparation of computer tape for the County not a standby charge. Due to the fact that BSI proposed a lower cost to prepare the computer tape, staff recommends an agreement with BSI Consultants. On a motion by Director Korn, seconded by Director Knauft, the Board of Directors voted 4-0 to approve Consultant Agreements with BSI Consultants, Incorporated for the Improvement District No. 2 Water Stand-by Availability Assessment report, in the amount of $5,200.00; and the Locke Ranch Sewer Maintenance Assessment report, in the amount of $2,300.00; and authorize the President and Secretary to execute the Agreements. Item 11. Consideration of new Water Bill format. Ms. Beverly Meza, Acting Business Manager, introduced this item with a report on the proposed water bill format. Ms. Meza reviewed the benefits and features in the new bill. In addition, Ms. Meza reported that to implement the new bill, staff recommends purchasing a new bill folding and stuffing machine at a capital cost of $18,500. In addition, Ms. Meza reported the new format allows use of standard mailing and return envelopes, and the Waterlines Newsletter can be folded in house which will save money in the long term. The Board discussed a program of using an outside service to print and mail bills, similar to Helix Water District. Following the discussion, the Board's consensus was to continue with the current practice of producing the water bills in-house. The Board then discussed the language on the reverse side of the bill and provided guidance to staff on recommended changes. Lastly, the Board of Directors noted that purchasing a replacement folding and stuffing machine will take time. To save time and implement the new bills as soon as possible, they instructed staff to immediately begin the process to purchase a replacement machine instead of waiting until the Budget is adopted. On a motion by Vice President Fox, seconded by Director Korn, the Board of Directors voted 4- 0 to approve the new water bill format, as amended. In addition, the President instructed staff to begin the process to purchase a new bill stuffing machine now instead of waiting for July 1, 1992. President Armstrong declared a recess beginning at 9:30 a.m. The meeting reconvened at 9:40 a.m. with all Directors and staff members present. Item 12. Consideration of District's 1992-93 Five Year Plan. President Armstrong noted the final draft of the Five Year Plan was included in the Agenda Packet and it incorporates all of the comments provided at the May 14, Board meeting. President Armstrong noted the submittal is ready for action by the Board. General Manager Robertson concurred and then publicly thanked Mike Payne, Roger Lubin, Mike Robinson, Beverly Meza, Chuck Gray, Ray Harsma and Barbara Bower for their contributions to the 1992-93 Five Year Plan. The Board of Directors then held a discussion, regarding a minor change to include Brighton Homes as a developer of property previously owned by Shell Oil Company, along the District's northern boundary, and concluded that it was not necessary to specifically include Brighton in this year's text. On a motion by Director Korn, seconded by Vice President Fox, the Board of Directors voted 4- 0 to accept the District 1992-93 Five Year Plan. DISCUSSION CALENDAR Item 13. Review of the proposed 1992-93 Annual Budget. William Robertson, General Manager, introduced a staff presentation on the proposed 1992-93 Annual Budget. Each Department Manager then presented an oral report on their departmental budget. Page May 28, 1992 The Board discussed the budget in detail and asked questions of each Department Manager during their presentations. The Board provided guidance on election costs, fountain at Nixon Library, data processing expenditures and allocation to the Catastrophic Restoration Fund. Mr. Robertson concluded with a brief review of the assumptions used to develop the budget and reported that if the assumptions change then the budget will be affected. This matter was for information only and no action was taken at this meeting. Mr. Robertson reported the staff will request approval of the budget at the June 11, Board of Directors meeting. GENERAL MANAGER'S REPORT Item 14. General Manager's oral report. William Robertson, General Manager, discussed the following: 1. The City of Yorba Linda Parks Commission will recommend to the City Council that the City pursue District Reservoir sites as potential recreational sites. 2. Senator Ruben Ayala proposed legislation that stand-by charges can only be imposed on vacant land. 3. District General Counsel recommends an amendment in the District's Emergency Water Management Ordinance. 4. The latest ACWA newsletter included the District's press release, and photo, regarding John Brundahl and Eric Joseph's effort to save an injured worker near the Elk Mountain Reservoir site. 5. Held a general discussion with the Board regarding policy on the distribution of District promotional items. The Board's consensus is no charge if a Director wants to distribute District promotional items while on District business, otherwise, Directors will pay the District's cost for items they want to distribute. STANDIN T COMMITTEE REPORTS Item 15. No Executive-Administrative-Organizational Committee meeting was held. Item 16. A Finance Committee meeting was held on May 26, 1992, to discuss the proposed 1992-93 Annual Budget. Item 17. The Finance Committee scheduled a meeting for Tuesday, June 2, 1992, at 10:00 a.m. Item 18. The Personnel Committee held a meeting on May 8, and May 13, 1992, to discuss the status of Labor Negotiations, Job Classifications, Salary Survey and MSC agreement. Item 19. A Personnel-Risk Management Committee meeting was scheduled for Friday, June 5, 1992, at 4:00 p.m. Item 20. No Planning-Engineering-Operations Committee meeting was held. Item 21. No Public Information Committee meeting was held. INTERGOVERNMENTAL MEETINGS Item 22. Report on Yorba Linda City Council meeting, May 19, 1992. Director Korn reported the City Council tabled action on AB2090 "at the request of the Water District". Item 23. Report on MWDOC meeting, May 20, 1992. Director Knauft reported the meeting was canceled due to the ACWA Spring Conference. Item 24. Report on Yorba Linda Planning Commission meeting May 27, 1992. Director Knauft attended and reported that nothing of interest to the District was discussed. Page May 28, 1992 Item 25. Report on MWD meeting. Director Knauft reported that MWD did not hold a meeting during the prior two week period. Item 26. Report on OCWD meeting, May 20, 1992. Vice President Fox reported the meeting was canceled due to the ACWA Spring Conference. Item 27. Report on ACWA Spring Conference May 20-22, 1992. Vice President Fox and President Armstrong reported on the sessions they attended. In addition, President Armstrong reported that the ACWA/JPIA Board of Directors voted to not pursue the JPIA staff proposal to finance claim and administrative expenses with a Bond issuance. BOARD MEMBER COMMENTS Item 28. Director Knauft requested that staff establish a fund to separate costs and revenues to account for the District's fire protection services. Item 29. Director Korn circulated his photos of Southern California Edison's tour of the Catalina Island Reverse Osmosis Plant. Item 30. Director Scanlin was absent Item 31. Vice President Fox did not have any comments. Item 32. President Armstrong reported on a letter from the Southern California Water Rate Group and referred the matter to staff. BOARD OF DIRECTORS ACTIVITY !QALENDAR The Board of Directors reviewed the Activity endar. CLOSED SESSION. Item 33. Update Meet and Confer process. Upon a motion by Director Knauft, seconded by Vice President Fox, the Board of Directors voted 4-0 to go into closed session at 12:07 p.m. for an update on the Meet and Confer process. General Manager Robertson and Roger Lubin, Executive Assistant to the General Manager, attended the Closed Session. Upon a motion by Director Korn, seconded by Director Knauft, the Board of Directors voted 4-0 to come out of Closed Session at 12:34 p.m. No action was taken during the closed session. ADJOURNMENT Upon a motion by Director Korn, seconded by Director Knauft, the Board of Directors voted 4- 0, at 12:35 p.m., to adjourn to Thursday, June 11, 1992, at 8:30 a.m., at the District headqu rs on Pl osa Drive. Wi Mosery -son General Manager/Secretary