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HomeMy WebLinkAbout2002-11-14 - Board of Directors Meeting Minutes2002-125 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS MEETING November 14, 2002 8:30 A.M. The November 14, 2002 meeting of the Yorba Linda Water District Board of Directors was called to order by President Arthur C. Korn at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors Present at Roll Call Arthur C. Korn, President John W. Summerfield, Vice President Mark Abramowitz Paul R. Armstrong Michael J. Beverage Staff Present: William J. Robertson, General Manager Lee Cory, Operations Manager Beverly Meza, Business Manager Michael A. Payne, Assistant General Manager Michael Robinson, Assistant Administrator Ken Vecchiarelli, Engineering Manager Amelia Cloonan, Executive Secretary Visitors present: William R. Mills, YLWD Director Elect Steven Andrews, Steven Andrews Engineering CONSENT CALENDAR Director Beverage moved to approve the Consent Calendar. Questions arose about Item 3 of the Consent Calendar. Item 3 was pulled from the Consent Calendar for some clarification of the numbers. Director Beverage withdrew his motion to approve the Consent Calendar. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve Consent Calendar Items 1 and 2. Approve minutes of regular meeting October 24, 2002. 2. Authorize directors to leave the State of California prior to next meeting. ACTION CALENDAR 4. Consider Purchasing Accounting, Payroll and Human Resources Software Implementation, Modification and Conversion of Present Data to New System. Beverly Meza, Business Manager, presented the report. Questions were asked, and a discussion was held. Beverly Meza stressed the most critical item is the payroll module. Payroll support is ending December 31st. Software modifications are needed for the payroll for Ca1PERS. Modifications will not affect any updates the District receives. Director Abramowitz stated the good thing about the program is the data base format is standard, and the District can use any number of programs. If at some point the District wants to change software, the change should be simple. The Personnel-Risk Management Committee looked at this issue. -1- 2002-126 On a motion by Director Abramowitz, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the General Manager to execute an agreement with Consoltech Resources, Inc., for Great Plains software, the implementation and modifications of the software and conversion of the present date to the new accounting system in the amount of $54,515. Arthur G. Kidman, General Counsel, entered the meeting at 8:40 a.m. 5. Consider Acceptance of the Financial Statements for Two Months Ended August 31, 2002 and for Three Months Ended September 30, 2002. Beverly Meza, Business Manager, presented the report. Ms. Meza stated there were ten billing cycles in the September financial statements. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to accept the Financial Statements ended August 31 and September 30, 2002. 3. Approve disbursements of $1,369,592.30. The check register was not included with the agenda packet. Ms. Meza provided the register and answered questions about it. The difference between the total shown on the check register and the figures on the Agenda Report is that payroll is not included in the check register but is included on the Agenda Report. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 4-1, with Director Abramowitz voting No, to approve Consent Calendar Item 3, 6. Consider Bastanchury Reservoir and Booster Station. Ken Vecchiarelli, Engineering Manager, presented the report. Questions were asked, and a discussion was held. Director Armstrong asked several questions about appearance, screening, and landscaping now and in the future. This issue was not included in the original proposal. A discussion about these issues took place. The discussion concerned the whole site, the city's participation, the involvement of Shell, Toll and SWEPI, and timing of a design review. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to adopt the Negative Declaration for the two million-gallon reservoir and booster station and to authorize staff to file the Notice of Determination. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the President and Secretary to execute the Facility Finance, Design and Construction Agreement (FFDCA) for this project with SWEPI L.P. -2- 2002-127 On a motion by Director Abramowitz, seconded by Director Beverage, the Board of Directors voted 5-0 to authorize the General Manager to execute a Consultants Agreement with Steven Andrews Engineering for design, construction management and inspection of the Bastanchury Reservoir and Booster Station project, Job Nos. 200044 and 200204 with note of the Board of Directors' concern about the aesthetics of the design. 7. Consider approving purchase of a Sharp AR-810 copier. Amelia Cloonan, Executive Secretary, presented the report. Questions were asked and a discussion took place. On a motion by Director Abramowitz, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve the purchase of a Sharp AR-810 Digital Copier for the Administrative Office from ACS Digital Solutions at a purchase price of $18,800 with the cost to be paid from funds allocated in the budget for the Records Management Program. GENERAL MANAGER'S REPORT 8. General Manager's oral report and comments. a) General Counsel Kidman had nothing to report. b) Report on Fiesta Days, October 26, 2002. Michael Robinson, Assistant Administrator reported the jet vactor was in the parade. Director Abramowitz and Vice President Summerfield participated. An information booth was manned at the street fair. Bottles and ice water were handed out. c) District activities. There was nothing to report. COMMITTEE REPORTS 9. Executive-Administration Committee (Korn/Summerfield) Schedule a meeting for Thursday, November 21 at 4:00 p.m. Reorganization issues, renew General Counsel contract. 10. Finance-Accounting Committee (Beverage/Kom) 11. Personnel-Risk Management Committee (Abramowitz/Armstrong) Minutes of meeting held November 7, 4:00 p.m. 12. Planning-Engineering-Operations Committee (Summerfield/Beverage) Minutes of meeting held October 31, 10:00 a.m. Minutes of meeting held November 7, 2:00 p.m. Muranaka. Director Armstrong requested that Mr. Richard Brown be identified in the minutes as the attorney for Mr. Muranaka. Mr. Muranaka should be identified as a property owner. Director Beverage questioned whether the District needs to have its legal counsel present at the next meeting Mr. Brown attends. It was decided the issue would be put to the PEO Committee one more time before deciding this question. 13. Public Information Committee (Armstrong/Abramowitz) Meeting scheduled for November 25, 9:00 a.m. Website. -3- 2002-128 14. Orange County Water District Ad Hoc Committee (Beverage/Kom) 15. MWDOC Ad Hoc Committee (Kom/Abramowitz) Minutes of meeting held October 28, 2002. Report on MWDOC Manager's meeting and GM reports, Report on MWD activities, report on MWDOC activities. INTERGOVERNMENTAL MEETINGS 16. ISDOC Annual Meeting, October 31, 11:30 a.m. President Korn attended. A committee was formed last year with counties, cities and districts to keep the legislature out of their reserves. During the meeting on the 31 the state's forecasted deficit was considered. The groups are working closely to defend their reserves. 17. Yorba Linda City Council, November 5, 6:30 p.m. President Korn attended. There was nothing to report. 18. Yorba Linda Planning Commission, November 13, 7:30 p.m. Director Armstrong attended. He reported on the development of two parcels requesting an increase in the height allowance of the buildings. He also reported on the noise evaluation and renewal of the skate board facility at the Evangelical Free Church. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after November 14 and before November 26, 2002. Agenda is available in the District office prior to meeting. Yorba Linda City Council, November 19, 6:30 p.m. MWDOC, November 20,9:00 a.m. OCWD, November 20, 6:00 p.m. President Korn No No BOARD MEMBER COMMENTSATEMS FOR FUTURE CONSIDERATION There were no comments. CLOSED SESSION No Closed Session was held. ADJOURNMENT On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 5-0 to adjourn at 9:25 a.m. The next regular meeting of the Board is scheduled for Tuesday, November 14, 2002 at 8:30 a.m., at the. t t Headquarters. Willi4fff J. Robertson Secretary/General Manager -4-