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HomeMy WebLinkAbout1990-11-08 - Board of Directors Meeting Minutes-7 Pager November 8, 1990 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING November 8, 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 8:30 a.m., November 7, 1990, at the District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors present were: Sterling Fox, Paul Armstrong, Vice President Roy Knauft and President Arthur C. Korn. Also present were William Robertson, Secretary/General Manager; Cheryl Gunderson, Business Manager; Ray Harsma, Operations Superintendent; Mike Payne, Engineering Manager; Mike Robinson, Assistant Administrator; and, Barbara Bower, Secretary to the Manager. INTRODUCTION OF VISITORS President Korn introduced Mr. Bjarne Helland from Oslo, Norway. President Korn noted that Mr. Helland also happened to be an employee of the District in the mid-1960's, and that he was visiting Yorba Linda prior to attending a conference in San Diego. The Board welcomed Mr. Helland and discussed water supply issues along with a comparison of the differences between Yorba Linda and Oslo, Norway. CONSENT CALENDAR Prior to voting on the Consent Calendar, Director Armstrong received permission from the chair to question Item No. 3 and Item No. 4. In regards to Item No. 3, Director Armstrong inquired as to why approval from the Sanitation District was required prior to installation of a water main. Mike Payne, Engineering Manager, responded that the proposed water main crossed over the top of a Sanitation District pipeline; therefore approval was required in order to protect their facilities. Secondly, in regards to Item No. 4, Director Armstrong inquired as to how future buyers would be notified that fees needed to be paid at the time of building. Mr. Payne responded that the homeowners CC&R's provided notice and obligated them to pay District fees. On a motion by Director Armstrong and seconded by Director Fox, the Board of Directors voted 4-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Regular meeting of October 25, 1990. Item 2. Authorization for the Directors to leave the State of California prior to next meeting. Item 3. Approval of the Terms and Conditions for Water and Sewer Service with Imperial-Rose Company for their project located north of Imperial Highway and west of Rose Drive. Job No. 9003. Page , November 8, 1990 Item 4. Approval of the Terms and Conditions for Water and Sewer Service with Terrence E. Ballas and D. J. Helyer for their project located at the southeast corner of Palm Avenue and Oriente Drive, Parcel Map No. 90-154, Job No. 9042. Item 5. Approval to release the Cash Bond with Woodcrest Development in the amount of $5,000.00 for the improvement for Tract 10899. Item 6. Approval to release the Guarantee Bond with Covington Technologies in the amount of $6,500.00 for the improvements for Tract No. 13068. Item 7. Approval to release the Guarantee Bond with Upper K-Shappel Joint Venture in the amount of $10,000.00 or the improvements for Tract No. 12186. Item 8. Approval of contract with D. M. Kisling Construction in the amount of $23,400.00 for the Fairmont Pumping Station Modifications. Job No. 89-16. Item 9. Acceptance of the construction improvement of the Zone 4 to 3 Pressure Reducing Station; authorize the filing of a Notice of Completion; release the Labor and Materials Bonds in 35 days if no liens have been filed; and, release the Faithful Performance Bond in one year if no defects have been found. DISCUSSION CALENDAR Mr. Arthur G. Kidman, District legal counsel, arrived at this point in the meeting. Item 10. Consideration of Service Maintenance Agreements for the Temporary Zone 6 Water Pump located at the Santiago Booster Station. Engineering Manager, Mike Payne, reported that Pacific Scene Company is required to install a natural gas engine driven temporary booster pump station to serve their development in Improvement District No. 2. Given the recent turn of events in the housing market, the staff was concerned that Pacific Scene may not be capable of providing proper maintenance of the engine; therefore, staff negotiated an agreement with AW Associates wherein AW Associates will provide $11,500 to maintain the engine for five years and pay for emergency call-outs. In addition, Mr. Payne reported that the bidding and review process was conducted in accordance with the District's purchasing policies. Following a general discussion, and on a motion by Director Fox and seconded by Director Armstrong, the Board of Directors voted 4-0 to approve the Temporary Water Pump Maintenance Agreement with AW Associates No. 3; and the Service Agreement for scheduled maintenance and emergency call-outs in the amount of $11,500 with Engine and Equipment Company; and, authorize the President and Secretary to execute the Agreements. Item 11. Status report on award of contract for the Elk Mountain Reservoir Project. Mike Payne, Engineering Manager, reported that low bidder equinox was unable to secure the Labor and Material, and Faithful Performance Bonds as required in the : T f Page November 8, 1990 contract specifications. As a result the staff cannot recommend entering into a contract with equinox to build the reservoir. In addition, during the period between award of the contract on September 27th and November 1, 1990 the staff learned that the water wells in Improvement District No. 2 were not able to meet the required 1,000 gallons per minute flow rate. Mr. Payne then reviewed two options with the Board: (1) award a contract to the second low bidder - BFI Constructors and draw down equinox's bid bond in the amount of $88,000 plus legal and staff expenses; or, (2) redesign the project to make up for the loss of well supply by incorporating another 7.1 million gallons as specified in the 1989 Water Service Agreement. Mr. Payne recommended that the staff proceed with further investigation of BFI Constructors and refer the reservoir sizing/well capacity issue to the Planning-Engineering-Operations Committee for review prior to the November 20 Board of Directors meeting. Following a general discussion, and on a motion by Vice President Knauft and seconded by Director Armstrong, the Board of Directors voted 4-0 to continue the matter until November 20, 1990 to allow staff time to review the bid and references submitted by BFl Constructors. Item 12. Report on the Financial Statements for the two months ended August 31, 1990. Cheryl Gunderson, Business Manager, reviewed the Financial Statements for the two month period ended August 31, 1990. Ms. Gunderson reported that tax revenues still lag behind due to payment schedules set forth by the County of Orange. Once tax revenues arrive the cash position will improve. Following a general discussion of the accrual method of accounting as it related to tax collections, and on a motion by Vice President Knauft and seconded by Director Fox, the Board of Directors voted 4-0 to approve the Financial Statements for the two months ended August 31, 1990. GENERAL MANAGER'S REPORT Oral Report: William Robertson, Secretary/General Manager reported that Mr. Harold Weiss extended a dinner invitation to the Board at next month's Colorado River Water Users Association meeting. In addition, Mr. Robertson reported that the Orange County Water District has asked one of the Directors to attend the Corps. of Engineers meeting on Wednesday, November 14th to speak in favor of the Prado Dam project. The Board asked the General Manager to attend the meeting to express that the District favored the project. Item 13. Consideration of request to amend the Adopted 1990-91 Annual budget. Mr. Robertson reported that due to an oversight the Adopted Budget did not include Office Supply expenditures. Mr. Robertson recommended that the Adopted Budget formally be amended to include $19,513 for office supplies and the fiscal impact is changed to reflect revenue adjustments included in the 1990 Water Rate report adopted in August 1990. After a general discussion by the Board, and on a motion by Vice President Knauft and seconded by Director Armstrong the Board of Directors voted 4-0 to amend the Adopted 1990-91 Annual Budget to include $19,513 for Office Supply expenditures. Page November 8, 1990 LEGAL COUNSEL'S REPORT Item 14. District legal counsel, Mr. Arthur G. Kidman, had no report or comments. STANDING COMMITTEE REPORT Item 15. An Executive-Administrative-Organizational Committee meeting was scheduled for November 15th at 8:32 a.m. Item 16. A Finance-Accounting Committee meeting was scheduled for November 16th at 9:00 a. m. Item 17. Authorization for Payment of Bills. On a motion by Vice President Knauft and seconded by Director Armstrong, the Board of Directors voted 4-0 to approve payment of bills, payroll and refunds in the amount of $427,105.01 on Check Nos. 5991 through 5993 and 6724 through 6789; and Payroll Check Nos. 4676 through 5978; and one wire dated November 13, 1990 to MWDOC in the amount of $279,169.60. Item 18. Report on Personnel Committee meeting of November 2, 1990. The Committee reported that the Employee Handbook, a personnel matter that could not be discussed in open session and Retiree insurance were discussed at the November 2nd Personnel Committee meeting. Item 19. A Planning-Engineering-Operations Committee meeting was scheduled for November 15th at 3:30 p.m. Item 20. Report on Public Information Committee events. The Committee reported on the recent Placentia Heritage Days Parade, Yorba Linda Fiesta Days Parade and Booth and Xeriscape Conference. Director Armstrong reported that Las Virgenes Water District has an excellent Xeriscape garden in the Malibu area and encourage Directors and staff to attend if possible. Director Fox requested that staff arrange a visit and he would also like to attend. Item 21. Schedule a Public Information Committee meeting. Due to the short time until the next Board meeting, the Public Information Committee meeting will be scheduled at a later date. INTERGOVERNMENTAL MEETINGS Item 22. Report on WACO meeting, November 2,1990. Director Knauft attended the meeting and reported that nothing of interest to the District was discussed. Item 23. Report on the November 6, 1990 City Council meeting. Director Fox attended and reported that the scheduled public hearing was defferred and Council discussed citations for smoking cars. S-i Page +I November 8, 1990 Item 24. Report on the November 7, 1990 MWDOC meeting. Director Knauft attended and reported that nothing of interest to the District was discussed. Item 25. Report on the November 7, 1990 OCWD meeting. Director Fox reported that the Prado Dam hearing and preliminary budget were discussed at the OCWD Board meeting. BOARD MEMBER COMMENTS Item 26. Director Armstrong: Director Armstrong discussed the recent tour of Southern California Edison facilities in northern California and the effects of the drought in the area; the new pink delinquent notice does not use the words "Delinquent"; how the new County Tax fee is being collected; effects of SB 1821; and, the value of differential water rates. Item 27. Director Fox: Director Fox reported on the November 7th breakfast co-sponsored by Senator Frank Hill and that the differences between Senator Hill and the water industry appear settled. Item 28. Vice President Knauft: Vice President Knauft had no comments. Item 29. President Korn: President Korn had no comments. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board reviewed the activity calendar and made assignments. CLOSED SESSION There was no closed session. ADJOURNMENT On a motion by Director Armstrong and seconded by Vice President Knauft, the Board of Directors voted 4-0 at 9:51 a.m. to adjourn the next regular meeting to Tuesday, 4:00 p.m. November 20, 1PP ' William J. o ertson General Manager/Secretary