HomeMy WebLinkAbout1989-09-28 - Board of Directors Meeting MinutesPage 2694
September 28, 1989
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
September 28, 1989
The regular meeting of the Board of Directors of the Yorba Linda Water District was called
to order by Sterling Fox, President, at 8:30 a.m., September 28, 1989, in the District offices
at 4622 Plumosa, Yorba Linda. Directors present were: Paul Armstrong, Whit Cromwell,
Roy Knauft, Arthur C. Korn and Sterling Fox. Also present were: William P. Workman,
General Manager; William Robertson, Assistant General Manager; Robb Quincey,
Executive Assistant to the General Manager; Mike Payne, Engineering Manager; Cheryl
Gunderson, Business Manager; Mike Robinson, Assistant Administrator; Ray Harsma,
Operations Superintendent; Jeff McDonald, Maintenance Leadworker; Chuck Gray,
Senior Engineering Aide; Kathy Eager, Customer Service Supervisor and Sandra
Honore', Customer Service Clerk II.
CONSENT CALENDAR
On a motion by Director Armstrong and seconded by Director Cromwell, the Board of
Directors voted 5-0 to approve the Consent Calendar as follows:
Item 1. Approval of Minutes - Regular meeting of September 14, 1989.
Item 2. Authorization for the Directors to leave the State of California prior to next
meeting.
Item 3. Approval of Progress Payment No. 10 to F.T. Ziebarth company in the amount of
$154,820.43 for construction of the Santiago Reservoir.
Item 4. Approval of the Quitclaim of an easement with California Yearly Meeting of
Friends Church, Yorba Linda Friends, a non-profit corporation, for their project located a t
5211 Lakeview Avenue.
Item 5. Approval of Progress Payment No. 12 to Fred H. Woodard Co., Inc. in the amount
of $45,405.00 for construction of the Chino Hills Reservoir.
Item 6. Approval of releasing a Surety Bond with the William Lyon Co. for their Tract No.
10119 located at Yorba Linda Boulevard east of Village Center Drive.
Item 7. Acceptance of the Treasurer's Report for August 31, 1989.
Item 8. Approval to designate certain District Vehicles and Radio Equipment as surplus.
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September 28, 1989
Item 9. Approval to settle claim for damages submitted by Mr. John DiFrancisco/La
Palma Tech in the amount of $1,841.25.
PRESENTATION
Item 10. Presentation of Employee Recognition Award to Maintenance Lead Worker Jeff
McDonald. On behalf of the Board of Directors, President Fox presented Maintenance
Lead Worker Jeff McDonald with an Appreciation Plaque and Pin for his efforts on an
emergency main line break near his home. Mr. McDonald responded to the emergency
after he heard an unusual sound from his home, and he subsequently was instrumental in
repairing the break and minimizing a potentially large problem with significant damages.
President Fox also presented participants in the District sponsored course on Effective
Communication with Certificates of Completion. Those participating in the program and
receiving Certificates were Bill Robertson, Mike Payne, Chuck Gray, Kathy Eager and
Robb Quincey.
DISCUSSION CALENDAR
Item 11. Report on proposed budget and construction management services for the
Bryant Cross Feeder - Phase 8. Engineering Manager Mike Payne explained that the
overall scope of this previously Board approved project includes the extension of
approximately 965 linear feet of 24" diameter steel transmission main and 45 linear feet of
12" diameter steel transmission main from Paseo de Toronto and Camino de Bryant to the
Zone 4 Terminous Reservoir. He further explained that ASL Consulting Engineers were
retained for the engineering services for this project, and the developer has secured bids
for the project and has further submitted the proposed construction budget to the Board for
their review. After a brief discussion among the Board with regard to this item, on a motion
by Director Armstrong and seconded by Director Korn, the Board of Directors voted 5-0 to
approve the proposed construction budget for the Bryant Cross Feeder-Phase 8 in the
amount of $169,143.00 and authorize the President and Secretary to execute the
documents.
Item 12. Consideration of agreement with Sam W. Peterson and Associates, Inc. for
engineering services. Engineering Manager Mike Payne explained that the District has a
contract with Sam W. Peterson and Associates for sewer engineering services. As a result
of the District's continued satisfaction with Mr. Peterson's work, Mr. Payne recommended
that the District again enter into a new one year contract for sewer engineering services.
Mr. Payne briefly reviewed the existing and proposed hourly rates for sewer engineering
services, and concluded with a brief summary with regard to the kinds of services Sam W.
Peterson and Associates provides to the District. After a general discussion by the Board,
on a motion by Director Cromwell and seconded by Director Armstrong, the Board of
Directors voted 5-0 to approve the agreement with Sam. W. Peterson and Associates, Inc.,
and authorize the President and Secretary to execute the agreement.
Item 13. Adoption of revised Standard Specifications and Drawings for construction of
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September 28, 1989
Water Mains. Engineering Manager Mike Payne explained that the District's current set of
"Standard Specification for Construction of Water Mains" was adopted in 1972. He further
explained that in early 1989, the District retained James M. Montgomery Consulting
Engineers, Inc. to review and update the entire set of water standards. Mr. Payne stated
that the specifications have recently been completed, and he reviewed the major changes
to the specifications. He concluded by stating that the District's Engineering and
Operations Departments have fully reviewed the specifications; and accordingly,
recommend that the Board adopt the updated specifications. After a general discussion
regarding this issue with particular emphasis on the proposed changes, on a motion by
Director Cromwell and seconded by Director Armstrong, the Board of Directors voted 5-0
to adopt the revised "Standard Specifications for Construction of Water Mains" dated
September, 1989.
Item 14. Consideration of Reimbursement Agreement and Construction Budget with
Pacific Scene, Inc. for the construction of the Zone 6 West Pipeline from the Santiago
Reservoir through Tract No. 13670 to Tract No. 11747. Engineering Manager Mike Payne
briefly explained that a Reimbursement Agreement for this previously Board approved
project was being submitted by the developer for the Board's consideration. He stated that
the agreement allows construction for a portion of the project that extends 1,440 feet
easterly from the Santiago Reservoir to a connection with the Phase 1 project already
under construction. After Mr. Payne reviewed the construction budget, he recommended
it's approval by the Board of Directors. After a brief discussion by the Board, on a motion
by Director Cromwell and seconded by Director Armstrong, the Board of Directors voted
5-0 to authorize the President and Secretary to execute the Reimbursement Agreement
with Pacific Scene, Inc. for Phase 2 of the Zone 6 Pipeline-West, and establish a
Construction Budget of $65,055.00.
Item 15. Report on the District's Water Quality Program. Engineering Manager Mike
Payne presented an oral report to the Board regarding the District's Water Quality
Program. He presented an overview of State and Federal requirements for water quality,
and a review of how the District is complying with these requirements. Mr. Payne
concluded this oral report by discussing the quality of the District's water relative to the
requirements that are set by the State and Federal Government, indicating that the
District's water is fully compliant and exceeds all minimum requirements set by these
agencies.
Item 16. Award of contract for District Headquarters Renovation Project. Assistant
General Manager William Robertson briefly reviewed the bid process for the renovation of
the District's headquarters facility. He stated that two bid addenda were issued during the
bid period, and that project bids were received up to 4:00 p.m. on Friday, September 15,
1989. At the close of the bidding period, a total of six (6) General Contractors chose to
submit Headquarters Building Renovation bids, and they are as follows:
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September 28, 1989
J.H. Rives $179,443
MacGroup Inc. dba A & M Designs $273,500
Richard Morrow $295,900
D.W. Jensen Corporation $331,000
Russel Tourville $339,000
J. Grothe Enterprises Inc. $370,780
Mr. Robertson explained that the Architect's original estimate for this project was
$236,000; however, including asbestos removal, an updated estimate has been made at
$280,000. He further stated that as their were a variety of irregularities in the bids, staff
recommends that pursuant to the authority in the Notice Inviting Bids, the Board of
Directors does hereby reject the bids submitted on September 15, 1989 and that the
General Manager is hereby directed to return the bidder's security, and to rebid the
project with a closing date of Friday, October 13, 1989 at 10:00 A.M. After a discussion by
the Board with regard to the types of problems encountered with the bids, and the process
of rebidding, on a motion by Director Korn and seconded by Director Fox, the Board of
Directors voted 5-0 reject the bids, and directed the General Manager to return the
bidders security and to rebid the building project with a closing date of Friday, October 13,
1989 at 10:00 A. M.
Item 17. Consideration of financing for the renovation of the District's Headquarters
building. Business Manager Cheryl Gunderson stated that subsequent to the Board's
direction on March 23, 1989 to finance the building renovation project with California
Special District Association's (CSDA) Certificates of Participation, staff has filed the
necessary application forms with CSDA. She further stated that the District has recently
received the documentation regarding the Certificate of Participation Bond Sale, which is
anticipated in mid-October, 1989.
Mrs. Gunderson stated that is necessary for the Board of Directors to adopt a resolution
which authorizes the President and Secretary to execute the Lease Agreement, Site
Lease, Purchase Contract and Letter of Representation of which all relate to the District
securing the CSDA funds. After a brief discussion by the Board with regard to the
anticipated total cost of the renovation cost and the CSDA financing mechanism, on a
motion by Director Cromwell and seconded by Director Korn, the Board of Directors voted
5-0 to adopt Resolution 89-34 approving, authorizing and directing execution of certain
lease financing documents, approving a preliminary official statement and authorizing
and directing certain actions with respect thereto.
Item 18. Consideration of request from the Fresno Irrigation Board of Directors regarding
ACWA activities. Assistant Administrator Mike Robinson stated that the District has
received correspondence from the Fresno Irrigation District which suggests that they feel
many existing or proposed ACWA programs benefit few member agencies, but the costs
of these programs are shared by the ACWA's general membership. Mr. Robinson
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September 28, 1989
explained that they were asking member agencies to communicate other concerns that
they may have to their respective ACWA Board representative prior to the ACWA's Board
of Directors meeting on September 29, 1989. After a general discussion by the Board, on
a motion by Director Armstrong and seconded by Director Knauft, the Board of Directors
voted 5-0 to have Vice President Korn send a letter to ACWA expressing the District's
concern with regard to the aforementioned issue.
Item 19. Quarterly Report on the status of District projects. Assistant Administrator Mike
Robinson conducted a audio-visual presentation of the status of a variety of District
programs and activities. Mr. Robinson's presentation illustrated the work that has been
undertaken over the past quarter toward major objectives approved by the Board of
Directors in the 1989-90 District Annual Budget. The informational presentation was
concluded by several questions from the Board to staff members.
GENERAL MANAGER'S REPORT
Item 20. No General Manager's report scheduled; however, General Manager William
Workman reported that staff had recently met with the North Orange County Community
College District regarding their planning activities as they relate to annexation to, and
water and sewer service from the Yorba Linda Water District.
LEGAL COUNSEL'S REPORT
Item 21. No Legal Counsel's report scheduled.
STANDING COMMITTEE REPORTS
Item 22. No Executive-Administrative-Organizational Committee report scheduled.
Item 23. A Finance-Accounting Committee meeting was scheduled for Tuesday, October
10, 1989 at 4:00 P.M.
Item 24. Report on Finance-Accounting Committee meeting of September 25, 1989.
President Fox reported that CSDA's Certificates of Participation financing for the Building
Renovation Project was the sole item of discussion at this meeting.
Item 25. Authorization for Payment of Bills. On a motion by Director Knauft and seconded
by Director Armstrong, the Board of Directors voted 5-0 to approve payment of bills and
rate deposits in the amount of $938,271.31 on Check Nos. 18202 through 18336, and
Payroll Check Nos. 4000 through 4063, and 2 wires to ACWA in the amount of
$10,568.07 dated September 28, 1989 and to MWDOC in the amount of $262,253.62
dated October 13, 1989.
Item 26. No Personnel Committee meeting report scheduled.
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September 28, 1989
Item 27. Report on Planning-Engineering-Operations Committee meeting of September
27, 1989. President Fox reported that the Building Renovation Project, Salem Road
incident and a tour of the Highland Reservoir were the topics of concern at this meeting.
Item 28. A Public Information Committee meeting was scheduled for Tuesday, October 3,
1989 at 10:00 A. M.
INTERGOVERNMENTAL MEETINGS
Item 29. Report on City Council Meeting of September 19, 1989. President Fox reported
that the major issue discussed was related to the adoption of January 9th of each year as
the City recognized Richard Nixon Day Holiday.
Item 30. Report on MWDOC meeting of September 20, 1989. Director Knauft reported that
nothing of significance to the District was discussed at this meeting.
Item 31. Report on OCWD meeting of September 20, 1989. No District representative
attended this meeting.
Item 32. Report on CSDA Conference of September 20 through 23, 1989. Vice President
Korn reported on Program CSDA, and stated that the Conference was informative and
enjoyable.
Item 33. Report on Planning commission meeting of September 27, 1989. Director
Armstrong reported that the major issues of concern at this meeting were related to the
approval of construction of two water reservoirs for AW Associates, and a request that the
Planning Commission reconsider the preliminary redevelopment boundaries.
BOARD MEMBER COMMENTS
Item 34. Director Armstrong: Director Armstrong had no comments.
Item 35. Director Cromwell: Director Cromwell reported on the status of Special District
representation on the Local Area Formation Commission, an issue of which the
Independent Special Districts of Orange County has been actively involved.
Item 36. Director Knauft: Director Knauft had no comments.
Item 37. Vice President Korn: Vice President Korn had no comments.
Item 38. President Fox: President Fox had no comments.
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September 28, 1989
CLOSED SESSION
Item 39. Salem Road Water Main Break - Cunningham/Barisic. President Fox directed the
Board into closed session to discuss a litigation issue involving Cunningham/Barisic, Inc.
and a water main break at Salem Road.
ADJOURNMENT
On a motion by Director Cromwell and seconded by Director Korn, the Board of Directors
voted 5-0 to adjourn the meeting at 11:12 A.M.
William P. Workman
General Manager/Secre