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HomeMy WebLinkAbout1989-12-28 - Board of Directors Meeting MinutesPage 28 3 December 28, 1989 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 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., December 28, 1989, in the Yorba Linda Library at 18262 Lemon, Yorba Linda CA. Directors present were: Paul Armstrong, Whit Cromwell, Roy Knauft, and Sterling Fox. Vice President Korn was absent. 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; Beverly Meza, Acting Business Manager; Mike Robinson, Assistant Administrator; Ray Harsma, Operations Superintendent; Barbara Bower, Secretary and Brian Johnson, A.W. Associates. CONSENT CALENDAR On a motion by Director Cromwell and seconded by Director Armstrong, the Board of Directors voted 4-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Regular meeting of December 14, 1989. 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 Service with Shappel Industries, Inc., for their project located north of Yorba Linda Boulevard and east of Village Center Drive, Job No. 8969. Item 4. Approval of progress payment No. 14 to Fred H. Woodard Company in the amount of $48,325.00 for construction of the Chino Hills Reservoir, Job No. 8136. Item 5. Acceptance of the Etchandy Well Flow Metering system and authorize the filing of a Notice of Completion, authorize the release of the Labor and Materials Bond in 35 days and release the Faithful Performance Bond in one year if no detects have been found. Item 6. Acceptance of the November 30, 1989 Treasurer's Report. DISCUSSION CALENDAR Item 7. Report on the status of the Santiago Reservoir project and approval of Progress Payment No. 13 to F.T. Ziebarth Company. Engineering Manager Mike Payne explained that F.T. Ziebarth Company has submitted a request for Progress Payment No. 13, and Montgomery Engineers, the District's Consultant on this project, has reviewed and approved the request for payment. Mr. Payne also updated the Board with regard to the Page December 28, 1989 apparent leakage noted at the Reservoir, and stated that after the Reservoir was drained to determine potential leak points, the sump was waterproofed and the entire Reservoir floor was coated with dry cement. Mr. Payne stated that the Reservoir is currently being filled at a rate of approximately two feet a day, and that no further leaking has been detected to date. In conclusion, Mr. Payne stated that the staff has reviewed the payment request, and recommends that the Board approve Payment No. 13 to F.T. Ziebarth. After a general discussion by the Board with regard to the Reservoir being available for the planned AMP shutdown in January, and the District's satisfaction working with Ziebarth, on a motion by Director Armstrong and seconded by Director Cromwell, the Board of Directors voted 4-0 to approve Progress Payment No. 13 to F.T.Ziebarth Company, in the amount of $26,442. for construction of the Santiago Reservoir, Job No. 8140. Item 8. Report on Annual Sewer Refunds. Acting Business Manager Beverly Meza stated that Sewer Drainage Area B is the only Drainage Area within the District with Sewer Refund Agreements still in effect. She further stated that in 1989, the District collected $22,104.30 in sewer service charges, and the District is in the first position for receiving a refund from the Drainage Area B because it had the highest per acre refund balance, $28,754.19. Accordingly, Ms. Meza explained that the entire 1989 collections of $22,104.30 for Drainage Area B is scheduled to be refunded to the District under this rule. After a brief discussion by the Board concerning whether the District staff notifies other property owners who are subject to receiving refunds concerning the annual refunds, the Board accepted this report as an informational item. Item 9. Report on amending Policy for the Collection of Security Deposits. Assistant General Manager William Robertson explained that the California Legislature recently enacted AB 1831 ( Murray) which limits the ability of the District to require security deposits from new customers. He further stated that the law, which becomes effective January 1, 1990, stipulates that the District cannot take a security deposit from a new customer unless the District makes an individual determination that the customer is a credit risk. Furthermore, Mr. Robertson explained that the District's current policy to collect a security deposit when a new customer signs up for service is not in compliance with the new law. Mr. Robertson reviewed the following options that were offered to the Board for their consideration as a means to comply with the new law: contract with a credit agency, interconnection with Gas and Electrical company credit systems, require a new customer to provide proof of satisfactory credit history, collect a security deposit when an account becomes delinquent, or require a payment in advance. Mr. Robertson stated that the staff recommends option #4, collection of a security deposit when an account becomes delinquent. .Mr. Robertson concluded his report by stating that an ancillary issue that must be dealt with regarding the new law relates to those security deposits already on account with the District. He stated that the District is currently holding an estimated 4,240 security deposits totaling approximately $127,215. Mr. Robertson stated that pursuant to existing and proposed policy, if payments have been and are received in a timely manner, the deposits Page 2 J December 28, 1989 that are being held will be refunded after July 1, 1991. He further stated that based on the administrative effort required to determine exactly when each of these 4,240 deposits were taken in, the staff proposes that the District allow the deposits to "age" themselves off the books and make the related adjustments to customer billings after July 1, 1991. After a brief discussion by the Board regarding the means in which to advise the District's customers regarding the new policy, on a motion by Director Cromwell and seconded by Director Armstrong, the Board of Directors voted 4-0 to adopt Resolution No. 89-35 amending the Rules and Regulations for Renditions of Water Service For the Collection of Security Deposits. Item 10. Quarterly report on the status of departmental projects as defined in the 1989-90 Budget. Assistant Administrator Mike Robinson made an audio-video presentation of the status of various projects administered by the District's Departments. The Quarterly report illustrates work completed by the staff toward the major objectives approved by the Board of Directors in the 1989-90 District Budget. GENERAL MANAGER'S REPORT General Manager William Workman advised the Board that the California Special District's Association Certificates of Participation, the financing bond element for the District's new headquarters building, have recently been sold. Mr. Workman stated that a portion of the proceeds from this sale should soon be arriving at the District. Item 11. Consideration of an Amendment to the 1989 Water Service Agreement-Continued from the Board's meeting of December 14, 1989. General Manager William Workman advised the Board that the 1989 Water Service Agreement was necessary to prudently plan the water system and avoid the problem of new development exceeding the District's capacity to properly serve current and future customers. He stated that in recent months as a result of an A.W. Associates (owner) request, the staff and Developer have reviewed possible amendments to the 1989 Water Service Agreement. Mr. Workman explained that the amendment would pertain to the District allowing permits for the construction and occupancy by Owner of all 133 units in Tract 13717 and 13545; the provision of water service to the Yorba Hills Fire Station No. 53; permit the construction and occupancy by Owner of 7 units in Tract 13670 and 3 units in Tract 13669; and the District may consider other interim water facilities on a case by case basis should the proposed east side well fail. Mr. Workman continued by stating that in return for the aforementioned changes to the 1989 Water Service Agreement, the Owner shall reimburse the District for administrative and legal costs related to the amendment; the costs for additional soils studies related to the expanded Zone 4 Reservoir site shall be shared equally; above ground temporary water storage tanks for all units in question would be installed and operated by Owner, albeit sized pursuant to District guidelines; Owner shall dedicate to the District a reservoir site large enough to accommodate the 4.2 million gallon Zone 4 Reservoir, plus an _Z)°1 a3 IS Page December 28, 1989 additional property required to expand the Reservoir by 7.1 million gallons; the Zone 4 Reservoir site must be located within "cut" material and large enough to accommodate a pump station; the site for the Zone 4 Reservoir shall accommodate sidewalls at a depth not to exceed 18 feet; the Owner shall advise the buyers of the 133 units in question that the water system serving them is temporary and is subject to outages; and that all other terms of the 1989 Water Service Agreement shall remain in effect. Upon conclusion of Mr. Workman's report, Mr. Brian Johnson of A.W. Associates briefly spoke with regard to reimbursement for the costs of additional soils studies related the expanded Zone 4 Reservoir site; and about the possibility of other temporary water facilities in the future. After a general discussion by the Board with regard to District's funding of soils studies and interim water facilities, on a motion by Director Cromwell and seconded by Director Armstrong, the Board of Directors voted 4-0 to approve the conditions for a proposed amendment to the 1989 Water Service Agreement, and direct the Legal Counsel to prepare the formal amendment for final action by the Board. LEGAL COUNSEL'S REPORT Item 12. No Legal Counsel's Report Scheduled. STANDING COMMITTEE REPORT Item 13. Report on Executive-Administrative-Organizational Committee meeting of December 18, 1989. Director Knauft reported that the selection of a new President and Vice President, Board committee assignments, Board operating policies, Board compensation, procedures to fill possible Board vacancy, employee survey, and plans for 1990 were the main items of discussion at this meeting. Item 14. No Finance-Accounting Committee meeting scheduled. Item 15. Authorization for Payment of Bills. On a motion by Director Knauft and seconded by Director Armstrong, the Board voted 4-0 to approve payment of bills and rate deposits in the amount of $521,390.51 on Check Nos. 18880 through 18982, and Payroll Check Nos. 4384 through 4441, and two wires, one to ACWA in the amount of $13,690.83, dated December 27, 1989, and to MWDOC in the amount of $175,829.40, dated January 11, 1990. Item 16. No Personnel Committee meeting report scheduled. Item 17. Report on Planning-Engineering-Operations Committee meeting of December 20, 1989. Director Armstrong reported that the Amendment to the 1989 Water Service Agreement, Santiago Reservoir, Brighton Annexation, Building update, SABA property, Emergency planning, Auto Club lease and the Plant No. 1 Master Plan study were the issues of discussion at this meeting. Item 18. No Public Information Committee meeting scheduled. Paget December 28, 1989 NTERGOVERNMENTAL MEETINGS Item 19. Report on MWDOC meeting of December 20, 1989. Director Knauft reported that the only item of significance to the District discussed at this meeting related to the Municipal Water District of Orange County's offer to assist other water districts in the preparation of state mandated water quality testing reports. Item 20. Report on OCWD meeting of December 20, 1989. No District attendance at this meeting. BOARD MEMBER COMMENTS Item 21. Director Armstrong: Director Armstrong commented on the status of the "Lindaopoly" game that was being prepared in connection with the Civic Llght Opera; inquired of the status of the City of Yorba Linda sewer contract; and of the recent small earthquake in the eastern San Bernardino County area of December 28, 1989. Item 22. Director Cromwell: Director Cromwell commented on his satisfaction working with the Board and staff throughout the year, and extended Holiday wishes to everyone. Item 23. Director Knauft: Director Knauft extended Holiday wishes to everyone. Item 24. Vice President Korn: Vice President Korn was absent: Item 25. President Fox: President Fox extended Holiday wishes to everyone. ADJOURNMENT On a motion by Director Knauft and seconded by Director Cromwell, the Board of Directors voted 4-0 to adjourn the meeting at 9:55 A.M. William P. Workman General Manager/Secretary