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HomeMy WebLinkAbout1988-12-22 - Board of Directors Meeting MinutesPage 2281 December 22, 1988 _ MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING DECEMBER 22, 1988 The regular meeting of the Board of Directors of the Yorba Linda Water District was called to order by Paul Armstrong, President, at 8:30 a.m., December 22, 1988, in the District offices at 4622 Plumosa, Yorba Linda. Directors present were: Paul Armstrong, Whit Cromwell, Sterling Fox, Roy Knauft and Arthur C. Korn. Also present were: William P. Workman, General Manager, William Robertson, Assistant General Manager, Robb Quincey, Executive Assistant to the General Manager, Michael Payne, Engineering Manager, Cheryl Gunderson, Business Manager, Michael Robinson, Assistant Administrator, Ray Harsma, Operations Superintendent, Joe Cowan, Assistant Operations Superintendent, Larry Kraemer, Director, Orange County Water District, and Phil Smith and Bill Haaker, Haaker Equipment Company. CONSENT CALENDAR After a brief discussion concerning the minutes for the Board meeting of December 8, 1988, in regards to changes to Items 12, 18 and 20, on a motion by Vice President Fox and seconded by Director Cromwell, the Board voted 5-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Regular meeting of December 8, 1988. Item 2 Authorization for the Directors to leave the State of California prior to next meeting. item 3. Approval of Application to and Agreement for Water Service with James Mock, Inc., located at 700-724 Richfield Road, City of Placentia, Job No. 8858, in the amount of $2,150.00. item 4. Approval of Application to and Agreement for Water Service with Bryant Ranch Associates 111, a California General Partnership by: Woodcrest Development of Orange County, Inc., a California Corporation, Managing Partner, Job No. 8850 in the amount of $6,120.00. Item 5. Approval of agreement for overhaul of two gas engines by Engine and Equipment Company in the amount of $24,949.00. PRESENTATION Presentation by Larry Kraemer, Director, Orange County Water District. Director Kraemer gave a brief status report of the OCWD recent Board meeting and current activities. Mr. Page 2282 December 22, 1988 Kraemer's report focused on capital projects underway or scheduled by OCWD. DISCUSSION CALENDAR Item 6. Consideration of agreement with James M. Montgomery, Consulting Engineers, Inc. for general purpose engineering services. Engineering Manager Michael Payne requested approval of an agreement with James M. Montgomery, Consulting Engineers, Inc. Mr. Payne stated that the current hourly rates for engineering services have been unchanged since they were approved by the Board on April 23, 1987, and the new proposed hourly rate schedule would be valid for a period of one year. Mr. Payne concluded by stating that staff has been very satisfied with the level of expertise and service provided by the Montgomery firm. After a brief discussion by the Board of Directors, on a motion by Director Korn and seconded by Director Cromwell, the Board of Directors voted 5-0 to approve an agreement with James M. Montgomery Consulting Engineers, Inc., including a new hourly rate schedule; and authorized the President and Secretary to execute the documents. The Board also directed the staff to indicate its concern to James M. Montgomery Engineering regarding the increase amounts for the various hourly charges above the cost of living. Item 7. Consideration of sewer cleaning truck purchase. Assistant Operations Superintendent Joe Cowan made an extensive presentation to the Board of Directors concerning the purchase of a Vactor Model 810-C sewer cleaning truck. He explained that on November 10, 1988, the Board of Directors approved the specifications and authorized the staff to advertise for bids to purchase a combination vacuumret-rodder sewer cleaning truck. He stated that four vendors submitted bids. Each bid was thoroughly evaluated based upon the specifications that were written with the particular duties of the District's Sewer Maintenance Program in mind. Mr. Cowan reviewed the evaluation criteria, and stated that the Vactor Model 810-C was the only vehicle to meet all of the requirements and other bid specifications. In conclusion, Mr. Cowan briefly reviewed a comparison matrix that he had prepared to evaluate each vendor, and introduced two representatives from Haaker Equipment Company to answer any questions that the Board had. After several brief questions by the Board to the Haaker representatives and a general discussion by the Board, on a motion by Director Korn and seconded by Director Fox, the Board of Directors voted 5-0 to approve the purchase of a Vactor Model 810-C sewer cleaning truck from Haaker Equipment Company in the amount of $142,415.24. Itern 8. Report on annual sewer refunds. Business Manager Cheryl Gunderson advised the Board on the status of the 1988 sewer refund agreements. Mrs. Gunderson stated that Sewer Drainage Area B is the only drainage area with sewer refund agreements still in effect. She further stated that the District is in the first position for receiving a refund out of twenty-three other property owners connecting to this sewer system, because the District had the highest per acre refund balance, $39,472.11. As a result of this status, the entire Page 2283 December 22, 1988 1988 collections for Drainage Area B is scheduled to be refunded to the District. After a brief discussion, on a motion by Director Korn and seconded by Director Knauft, the Board _ of Directors voted 5-0 to approve the sewer refund report and authorized the $13,086.25 refund to be transferred to the Sewer Construction Contributed account at the end of the 1988-89 fiscal year. them 9. Proposed Xeriscape of Fairmont Reservoir. Assistant Administrator Michael Robinson requested Board approval of the reopening of the bidding process for the installation of Xeriscape landscaping at the District's Fairmont Reservoir site. Mr. Robinson explained that the original time frame established to complete the project was unworkable. Suitable bids were not received in a timely fashion, thus making it necessary - to rebid the project. After a brief discussion, on a motion by Director Knauft and seconded by Director Cromwell, the Board of Directors voted 5-0 to authorize staff to proceed with the bidding phase for the installation of Xeriscape at the Fairmont Reservoir. Rem 10. Status report on Eastside development. Assistant General Manager William Robertson explained that as a result of a recent discussion between the Pacific Company and staff regarding water service, the developer has requested that this item be removed from the agenda at this time. The item was removed from the Board's agenda. GENERAL MANAGER'S REPORT tbem 11. General Manager William Workman requested the Board's approval of an agreement with Stradling, Yocca, Carlson and Rauth for bond counsel services related to the issuance of General Obligation Bonds for Improvement District No. 2. Mr. Workman explained that in 1978 the voters authorized the issuance of General Obligation Bonds to complete the major water facilities in the eastern portion of the District known as Improvement District No. 2. To date, the District has sold $12,900,000 in bonds to finance said facility construction, and now it is necessary to finance an additional approximate $15-20,000,000 to finance water facility construction in this area. Mr. Workman further explained that the District needs to retain a bond counsel to perform the legal services related to the issuance of General Obligation Bonds. He recommended retaining Stradling, Yocca, Carlson and Rauth for selected for bond counsel services. Mr. Workman concluded by briefly reviewing the major milestones to be included in the bond sale timetable, and the bond counsel fees for this financing. After a general discussion by the Board, on a motion by Director Korn and seconded by Vice President Fox, the Board of Directors voted 5-0 to approve an agreement with Stradling, Yocca, Carlson and Rauth for bond counsel services related to facility financing in Improvement District No. 2. Director Knauft asked that he be excused from the meeting at this time to attend a special MWD meeting. Item 12. Report on District Headquarters Building. General Manager William Workman Page 2284 December 22, 1988 requested the Board's approval of retaining the District's Plumosa Drive facility as the Headquarters building and approve an agreement with the Danielson Design Group to prepare facility renovation plans. Mr. Workman explained that while the facility has served the District well over the past sixteen years, age, intensified use and organizational growth necessitated that decisions be made regarding the continued use of the facility. General Manager Workman stated that the Board's Planning-Operations-Engineering (P.O.E.) Committee had spent considerable time reviewing the headquarters facility issue over the course of several months. Mr. Workman outlined the findings of the P.O.E. Committee as: 1) The Plumosa Drive facility should be retained as the District's headquarters facility, 2) The headquarters facility should be renovated and 3) The District should engage the Danielson Design Group to prepare the renovation plans. Mr. Workman concluded by stating that while the P.O.E. Committee's intent was to hold the renovation cost to about $500,000.00. A new cost estimate also needed to be prepared by the Danielson Design Group. The Board of Directors discussed the issue in detail, including the ramifications of related parking problems at the existing facility, alternate locations for a headquarters building and the options for renovating the existing building. After a lengthy discussion, on a motion by Vice President Fox and seconded by Director Cromwell, the Board of Directors voted 4-0 to retain the Plumosa Drive facility as the the District's headquarters; approve an agreement with the Danielson Design Group to prepare facility renovation plans in the amount of $46,580.00 and authorize the President and Secretary to execute the agreement; and appropriate $53,080.00 from the unappropriated Water Capital Improvement Fund for the preparation of the plans. The Board also requested that a parking plan be prepared for the District Headquarters facility. STANDING COMMITTEE REPORTS. Item 13. No Executive-Administrative-Organizational Committee report scheduled. Item 14. No Finance-Accounting Committee report scheduled. Item 15. Authorization for Payment of Bills. On a motion by Vice President Fox and seconded by Director Korn, the Board voted 4-0 to approve payment of bills and rate deposits in the amount of $172,127.14 on Check Nos. 16127 through 16220, Payroll Check Nos. 2387, 2388 and 2569 through 2630 and one wire dated December 1, 1988 to ACWA in the amount of $9,756.45. Item 16. No Planning-Operations-Engineering Committee report scheduled; however, a meeting was scheduled for January 5, 1988 at 8:30 a.m.. Item 17. No Public Information Committee report scheduled; however, a meeting was scheduled for January 11, 1988 at 9:00 a.m. Page 2285 December 22, 1988 INTERGOVERNMENTAL MEETINGS Item 18. Report on CSDA meeting of December 9, 1988. Director Korn reported that the CSDA Bylaws Committee continued their work on the complete rewriting of the 20 year old bylaws. [tern 19. Report on Planning Commission meeting of December 14, 1988. President Armstrong reported that nothing of significance to the District was discussed at this meeting. kern 20. Report on City Council Meeting of December 20, 1988. Vice President Fox briefly reported that a new Convalescent hospital has been approved for construction on Lakeview Avenue, and that the Ross Land Corporation received approval to construct forty-four new homes at the east end of Yorba Linda Boulevard. ADJOURNMENT On a motion by Director Korn and seconded by Director Cromwell, the Board of Directors voted 4-0 to adjourn the meeting at 10:10 a. m. William P. Workman General Manager/Secretary