Loading...
HomeMy WebLinkAbout1990-07-12 - Board of Directors Meeting Minutes3 i cj Page July 12, 1990 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING July 12,1990 The regular meeting of the Board of Directors of the Yorba Linda Water District was called to order by Arthur C. Korn, President, at 8:32 a.m., at the District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors present were: Paul Armstrong, Arthur Korn, and Roy Knauft. Sterling Fox was absent. Also present were William Robertson, Acting General Manager; Cheryl Gunderson, Business Manager; Mike Robinson, Assistant Administrator; Ray Harsma, Operations Superintendent; Yury Zaslavsky, Assistant Engineering Manager; Barbara Bower, Secretary; Russ Behrens, McCormick, Kidman and Behrens; and Whit Cromwell. PRESENTATION Item 1. William Robertson, Acting General Manager, reported the District received a letter of resignation from Director Whit Cromwell. Mr. Cromwell's resignation from the Board of Directors effective Friday, July 6, 1990, to take up residence in Hemet, California. On a motion by Director Armstrong and Seconded by Vice President Knauft, the Board of Directors voted 3-0 to adopt Resolution No. 90-23 honoring Director Whit Cromwell on the occasion of his retirement from the Board of Directors. There was a short recess while President Korn made a formal presentation of Resolution 90-23 and a plaque to former Director Cromwell honoring his 12 years of service to the Water District. CONSENT CALENDAR On a motion by Director Armstrong and seconded by Director Knauft, the Board of Directors voted 3-0 to approve the Consent Calendar as follows: Item 2. Approval of Minutes - Regular meeting of June 28, 1990. Item 3. Authorization for the Directors to leave the State of California prior to next meeting. Item 4. Acceptance of the Treasurer's Report for May 31, 1990. DISCUSSION CALENDAR Item 5. Report on the Lomas De Yorba West, Zone 4 Booster Station Project. Yury Zaslavsky, Assistant Engineering Manager, reported that on July 13, 1989 the Board approved an agreement with ASL Consulting Engineer's for the design of the Lomas De Yorba, Zone 4, Booster Station. During review of the preliminary design report the staff. Page July 12, 1990 expanded the scope of work to include land use planning, storage requirements, hydraulic analysis of the Bryant Crossfeeder, simulation of maximum day demands, and the effect of new groundwater well supply on the overall system. The additional cost for the extra work was $24,064.78. The final design report reviewed four alternatives and concluded that the booster station was the most reliable and least cost alternative. Mr. Zaslavsky also stated the engineering report studied three alternate site locations which concluded that a site on the east side of Lomas De Yorba and south of the railroad tracks was the best location. Given that the recommended site is on private property, it is District policy to retain the services of a professional appraiser, determine value and then negotiate purchase with the land owner. The Board discussed the purpose of an appraiser for this particular acquisition and approximate land value. Additionally, the staff was advised to keep the Planning-Engineering-Operations Committee apprised of the acquisition and design progress on this particular facility. On a motion by Director Armstrong and seconded by Vice President Knauft, the Board of Directors authorized a change order to ASL Consulting Engineers in the amount of $24,064.78, and staff to solicit proposals from an appraiser to provide the District with land acquisition services. Item 6. Consideration of a change to the automated check-signing machine procedures. Cheryl Gunderson, Business Manager, reported that the District's check signing machine was replaced by Burroughs and new keys will be issued as a result. Ms. Gunderson further reported that staff is recommending a new security system that improves safeguards over access to the signature plates. Under the proposed system, the signature plates will be in a locked box in the vault and keys will be distributed only to the Board of Directors, Acting General Manager and Business Manager, while keys to the electrical on-off switch will only be distributed to the Accounting Supervisor and Accounting Clerk II. The Board concurred with the change in safeguards, however they requested the Resolution be changed so the position of Assistant General Manager have a key instead of the Acting General Manager. Even though the Assistant General Manager and Acting General Manager are the same person at this time, this condition will not always remain the same, and it is more important to identify a position instead of the person filling a position. In addition, the Board requested the term "Power" in the Resolution be changed to "Electrical". On a motion by Vice President Knauft and seconded by Director Armstrong, the Board voted 3-0 to adopt Resolution 90-24, as amended, adopting a policy for the use of an automated check-signing machine. Item 7. Report on the District's Investment Policy. Cheryl Gunderson, Business Manager, reported that in accordance with State law the District's investment policy must be reviewed annually. The current policy has afforded the District good returns over the past year and has been flexible enough to accommodate these returns. In 5 -Z~--\ Page July 12, 1990 addition, Ms Gunderson reported that any investment over $100,000 must be in an institution approved by the Board. The list is reviewed annually with the Investment Policy. The Finance Committee analyzed the criteria and statistics of the institutions being recommended by staff and the list is included in the Resolution being considered by the Board as Exhibit "A". Director Armstrong requested information as to which institutions were new to the list and which ones were dropped. Vice President Knauft discussed a change in the policy to reduce the maximum investment per institution from $1,000,000 to $500,000 President Korn noted that the higher maximum afforded greater investment flexibility and staff efficiency. He further noted that even with a $1,000,000 maximum, staff's largest investments rarely exceed $500,000. Following a general discussion, and on a motion by Vice President Knauft and seconded by Director Armstrong, the Board voted 3-0 to adopt Resolution 90-25 setting forth public funds investment policy. Item 8. Report on Financial Statement for the eleven months ended May 31, 1990. Cheryl Gunderson, Business Manager, reviewed the financial statements for the ten months period ending April 30, 1990. On a motion by Vice President Knauft and seconded by Director Armstrong, the Board voted 3-0 to accept the Financial Statements for the eleven months ended May 31, 1990. Item 9. Consideration of Resolution No. 90-26 amending District's Personnel Rules. Mike Robinson, Assistant Administrator, indicated the Meet and Confer process for 1990-91 has been concluded, and the 1990-91 Budget has been adopted by the Board of Directors. It is now appropriate for the Board to consider amending the Personnel Rules to conform to provisions of the Memorandum of Understanding and the Management-Supervisory-Confidential Employee Compensation Plan. Mr. Robinson explained that the first change involved the point system for merit salary increases and the second change is to conform with recently adopted State law regarding Maternity Leave. On a motion by President Korn and seconded by Director Armstrong, the Board voted 3-0 to adopt Resolution No. 90-26 amending the District's Personnel Rules. Item 10. Consideration of American Water Works Association utility membership renewal for 1991. Assistant Administrator, Mike Robinson, reviewed a letter from the American Water Works Association requesting a $800 per year increase to $2,000 for the District's annual membership dues. The Board expressed concern over the increase and questioned the benefit of District membership when individuals employees are also members. Given the dramatic change, the Acting General Manager was directed to write a letter to AWWA expressing displeasure with the increase and advising them that the District may not renew it's membership. In addition, the staff was instructed to further explore individual memberships instead of District membership. Page July 12, 1990 GENERAL MANAGER'S REPORT Item 11. Consideration of options to fill a Board vacancy. Acting General Manager, William Robertson, reported on the options available to fill a vacancy on the Board. The options included filling the vacancy through appointment, call for election or allow the Orange County Board of Supervisors to either appoint or call an election. Mr. Robertson pointed out that if the Board choose to not appoint and no one ran in the November election, then the District would have to pay the cost for a special election in April, 1991. Russ Behrens, Legal Counsel, reviewed the election procedures and dates specified in Government Code Section 1780. Given the July 6 effective date of Mr. Cromwell's resignation, the Board has until September 4, 1990 to act on appointment or call for election; if the Board chooses to not take action, then the Board of Supervisors has until October 4th to either appoint or call for an election. The period for candidates to file for the November election begins on July 16 and closes on August 15. In addition, Mr. Behrens reported that due to recent changes in the election law, only an elected candidate can include the words "Incumbent" on the ballot; therefore, a person appointed by the Board before the November election cannot use the term "Appointed Incumbent" or "Incumbent" on the ballot. The Board reviewed numerous options, critical dates and election procedures, reviewed the Notice previously used in 1987, and instructed Legal Counsel to draft a Notice of Vacancy. The Notice is to include: announcement of the Vacancy; options available to the Board; a statement that the term of an appointed candidate is dependent on election results; and that interested candidates are to file a letter or resume' with the District's Acting General Manager. Mr. Behrens described a draft Notice that addressed the Board's concerns. On a motion by President Korn and seconded by Director Armstrong the Board of Directors voted 3-0 to post a Notice of Vacancy as described by Legal Counsel. In addition, Mr. Robertson reported that former Director Cromwell was a member of the Board's Personnel and Public Information Committees, and the District's representative to ISDOC and the Xeriscape Committee. It is Board policy to have the President sit on Board Committees with a vacancy. Director Fox had expressed interest in both ISDOC and the Xeriscape Committee. There was a general discussion on the relationship between the Public Information and Xeriscape Committees, and consensus that it was logical for that relationship to continue. On a motion by President Korn and seconded by Director Armstrong the Board of Directors voted 3-0 to appoint Director Fox to ISDOC and act as the Board's representative on the Xeriscape Committee. Oral Report: Mr. Robertson reported that the Metropolitan Water District had an opening for a District tour of the Diemer Plant on Saturday, August 4. Given that the Page July 12, 1990 Board included three tours in the budget and the public's interest in water conservation measures, the staff took advantage of the opportunity and scheduled a tour for Saturday, August 4th. In addition, Mr. Robertson reported that a resume' for the General Manager's position was addressed to and included in each Board member's mail packet, and the person sending the resume requested that each Board member call him. The Board noted the recruitment process was in place and preferred to allow that process to continue without direct phone calls. LEGAL COUNSEL'S REPORT Item 12. Legal counsel had no report. STANDING COMMITTEE REPORT Item 13. The Executive-Administrative-Organizational Committee scheduled a meeting for Friday, July 13, at 8:30 a.m. at the District office. Item 14. Report on the Finance Committee meeting of July 3, 1990. The Committee reported on the investment policy; check signing procedure; Sanitation District fees and charges and, the water rate report will be presented for consideration at the Board's August 23 meeting. Item 15. Authorization for Payment of Bills. On a motion by Vice President Knauft and seconded by Director Armstrong, the Board of Directors voted 3-0 to approve payment of bills, payroll and refunds in the amount of $390,417.66 on Check Nos. 5565, 5566, 5570, 5656, 5743 through 5805; and Payroll Check Nos. 4641 through 5349; and one wire to MWDOC in the amount of $220,356.89 dated July 12, 1990. Item 16. No Personnel Committee meeting was scheduled. Item 17. Report on the Planning-Engineering-Operations Committee meeting of May 21, 1990. The Committee reported on the Highland reservoir encroachments; Lomas De Yorba, Zone 4 Booster Station; and, Plant No. 1 Master Plan-Phase II. Item 18. Report on the Public Information Committee meeting of July 5, 1990. Mr. Robertson reported on the Nixon Library dedication and Xeriscape Committee meeting. INTERGOVERNMENTAL MEETINGS Item 19. Report on City Council meeting of July 3. Director Armstrong reported on the City of Yorba Linda, City Council meeting of July 3, 1990. Page July 12, 1990 Item 20. Report on the MWDOC meeting of July 5. Vice President Knauft reported that MWDOC discussed the ongoing California drought and growth in the San Bernardino County area. Item 21. Report on WACO meeting of July 6. Vice President Knauft reported that nitrate problems were discussed at the July 6 WACO meeting. Item 22. Report on the Planning Commission meeting of July 11. Vice President Knauft reported on the possible litigation between the Cities of Anaheim and Yorba Linda concerning development of a Price Club on Yorba Linda's side of the SAVI property. BOARD MEMBER COMMENTS Item 23. Director Armstrong: Director Armstrong said he will not be able to attend the WACO dinner scheduled for July 25, 1990. Item 24. Director Fox was absent. Item 25. Vice President Knauft had no comments. Item 26. President Korn: President Korn reviewed numerous correspondence in his mail packet. ADJOURNMENT On a motion by Vice President Knauft and seconded by Director Armstrong, the Board of Directors voted 3-0 to adjourn the meeting at 10:31 a.m. 19"A William J. Robertson Acting General Manager/Secretary