HomeMy WebLinkAbout1993-04-08 - Board of Directors Meeting MinutesPage.
April 8, 1993
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
April 8, 1993
The April 8, 1993, Regular Meeting of the Yorba Linda Water District Board of Directors was
called to order by Sterling L. Fox, President, at 8:30 a.m. The meeting was held at the District
Headquarters located at 4622 Plumosa Drive, Yorba Linda.
Directors present at Roll Call:
President Sterling L. Fox
Vice President Carl T. Scanlin
Paul R. Armstrong
Arthur C. Korn
Directors absent at Roll Call:
Michael Beverage.
Staff present:
William Robertson, Secretary/General Manager
Barbara Bower, Secretary to the General Manager
Charles Gray, Engineering Manager
Ray Harsma, Operations Superintendent
Roger Lubin, Executive Ass't to General Manager
Beverly Meza, Business Manager
Rick Walkemeyer, Chief Plant Operator
Visitors Present:
Doug Evertz, Esq., McCormick, Kidman, Behrens & Holzwarth
Mr. Bruce Bailey, Yorba Linda Star
SPECIAL RECOGNITION
Item 1. Ray Harsma, formally introduced Mr. Rick Walkemeyer as the District's new Chief
Plant Operator. The Board welcomed Mr. Walkemeyer to the District. Mr. Walkemeyer then left
the meeting.
CONSENT CALENDAR
Prior to voting on the Consent Calendar, Director Scanlin requested a correction to page 2 of the
Minutes.
On a motion by Director Kom, seconded by Director Armstrong, the Board of Directors voted 4-
0 to approve Consent Calendar as follows:
Item 2. Minutes of the Regular meeting of March 25, 1993, as corrected.
Item 3. Authorization for the Directors to leave the State of California prior to next meeting.
Item 4. Payment of bills, payroll and refunds in the amount of $817,857.01 on Check Nos.
13108, 13205 through 13293; and Payroll Check Nos. 4980 through 5043; and one wire to
Orange County Treasurer in the amount of $500,000.00 dated March 24, 1993, and one wire to
MWDOC in the amount of $77,692.25 dated April 12, 1993.
Item 5. Approval to release the Guarantee Bond with Pacific Scene Inc., in the amount of
$13,800.00 for the water facilities for Tract 11709.
Item 6. Approval of Progress Payment No. 5 in the amount of $55,172.34 and Change Order
No.2 in the amount of $1,653.00 to Taymech Corporation for construction of the Lomas De
Yorba Booster Station, Job No. 8933.
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April 8, 1993
Item 7. Approval of the purchase of one waste oil pump and tank from Stoddarts Tool and
Equipment Specialist in the amount of $7,186.97.
ACTION CALENDAR
Item 8. Consideration of Highland Reservoir Paving Improvements. Charles Gray,
Engineering Manager, reported on the District's project to pave the drainage area at Highland
Reservoir. Mr. Gray went on to report the District solicited bids from paving contractors and
recommend award of a contract to ASAP Paving in the amount of $16,400.
On a motion by Director Armstrong, seconded by President Fox, the Board of Directors voted 4-
0 to approve a purchase order with ASAP Paving in the amount of $16,400.00 to pave the
perimeter road at Highland Reservoir Facility.
Item 9. Consideration of Water Reclamation Plant Feasibility Study. Charles Gray,
Engineering Manager, made a lengthy audio/visual presentation summarizing the major points in
a Water Reclamation Plant Feasibility Study prepared by ASL Consulting Engineers, Inc. The
Feasibility Study concluded that a plant at this location was not feasible. In addition, Mr. Gray
pointed out that a reclamation plant may be feasible in the Shell and/or Murdoch developments to
serve proposed golf courses but these projects will be studied at a later date. If, as and when the
District choose to proceed further with a reclamation plant, an Environmental Report will be
prepared. The Board held a lengthy discussion on the study and concurred with staff
recommendation that a water reclamation plant is not feasible at this time in this location. In
addition, the Board of Directors requested that staff forward a copy to the Yorba Linda City
Engineer.
On a motion by Director Armstrong, seconded by Director Korn, the Board of Directors voted 4-
0 to accept the ASL Consulting Engineers Feasibility Study of a Yorba Linda Lake Bed Water
Reclamation Plant; not proceed further with a water reclamation plant at this location; instruct
staff to monitor and review potential uses where a water reclamation plant could be cost effective;
and, provide a copy of the Feasibility Study to the Yorba Linda City Engineer.
Item 10. Consideration of final Progress Payment for the Camino De Bryant Reservoir.
Charles Gray, Engineering Manager, reported the Camino De Bryant Reservoir is now complete
and ready for final acceptance by the District. Mr. Gray reported the District will pay the
contractor for damages due to the temporary tank overflow and withhold occupancy notices until
the developer reimburses the District. The Board of Directors held a lengthy discussion on
paying the damage claim and using leverage of withholding occupancies to assure
reimbursement. Following this discussion the Board of Directors concurred with staff
recommendation.
On a motion by President Fox, seconded by Vice President Scanlin, the Board of Directors voted
4-0 to approve Final Progress Payment No. 18 in the amount of $5,024.48, Change Order No.
14 in the amount of $5,582.75 and $7,843.61 for damages due to the temporary tank overflow
to SSC Construction, Incorporated for construction of the Camino De Bryant Reservoir; waive
liquidated damages; authorize staff to file a Notice of Completion; release Labor and Material
Bond and 10 percent retention totaling $228,872, 35 days after the Notice of Completion has
been recorded, if no liens have been filed; and, release the Faithful Performance Bond in one
year if no defects have been found, Job No. 8935.
President Fox declared a recess beginning a 9:20 a.m. The meeting reconvened at 9:35 a.m.
with all Directors, except Director Beverage, and staff present. Mr. Bruce Bailey left the meeting
during the recess.
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April 8, 1993
Item 11. Consideration Annual Board of Directors Facilities Tour. Charles Gray, Engineering
Manager, reported there has been little new construction in the District this past year and opened
discussion on the extent of this year's Board tour. The Board reaffirmed the importance of
inspecting facilities annually. There was a general discussion on keeping the tour local or
expanding it to include OCWD's Water Factory 21, MWD's new reservoir, or Prado Dam, and
whether or not the District should invite other local officials. Following discussion, the Board of
Directors asked staff to consider several itinerary options and the possibility of inviting City
Council's and Planning Commission members. President Fox referred the 1993 Board tour to
the Public Information Committee for further study and report back to the full Board.
Item 12. Consideration of Agreement with Bartle Wells Associates for a Financial Master Plan.
Beverly Meza, Business Manager, conducted an audio/visual presentation that reviewed the
purpose for and process of selecting a consultant to prepare a financial master plan to complete
the Western service Area Capital Replacement and Improvement projects. The Board of
Directors discussed the purpose and timing of receipt of the final plan.
On a motion by Vice President Scanlin, seconded by Director Armstrong, the Board of Directors
voted 4-0 to approve a contract with Bartle Wells Associates to prepare a Master Financial Plan
for the design and construction of western service area capital improvement and replacement
projects; and, authorize the President and Secretary to execute the agreement; and authorized
transfer of $5,000 from the unappropriated Water Fund balance.
Item 13. Consideration of Comparator Agencies for the 1993 Compensation Survey. Roger
Lubin, Executive Assistant to the General Manager, reviewed the list of comparator agencies for
the District's 1993 salary survey. The Board of Directors discussed the matter and concurred
with the list as presented. In addition, the Board requested that staff include the City of Yorba
Linda on a few select positions that are comparable with the District but these comparisons need
not be added to the overall results.
On a motion by Director Armstrong, seconded by President Fox, the Board of Directors voted 4-
0 to use the same comparator agencies as the 1992 Salary Survey.
Item 14. Consideration of contract with Fairfax Research Group to conduct a customer service
survey. Roger Lubin, Executive Assistant to the General Manager, conducted an audio/visual
presentation on the process of selecting a consultant and statistical methods used by the
consultant to conduct a customer service survey. The Board discussed survey techniques, the
value of sampling 300 or 500 customers and the accuracy of survey results.
On a motion by President Fox, seconded by Vice President Scanlin, the Board of Directors voted
4-0 to authorize the General Manager to sign a contract with Fairfax Research Group to survey a
sample of 500 residents, at a cost not to exceed $14,000.00.
DISCUSSION CALENDAR
Item 15. Consideration of Revised Classification Structure. Roger Lubin, Executive Assistant
to the General Manager, conducted a lengthy audio/visual presentation on revising the District
employee classification system. The Board of Directors questioned value of revising the current
system and legal ramifications. President Fox referred the matter back to the Personnel
Committee for further study.
GENERAL MANAGER'S REPORT
Item 16. General Manager's oral report and comments. William Robertson, General Manager,
discussed the following:
1. Lomas De Yorba is now repaired and back in service.
2. Letter from the Orange County Register requesting information on expenditures for travel,
credit cards, General Manager's contract, District policies on travel expenses and costs for
office furniture.
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April 8, 1993
LEGAL COUNSEL'S REPORT
Item 17. Legal Counsel's oral report and comments. Mr. Arthur G. Kidman advised the Board
of Directors to review the billboard and was glad the District recently approved travel policy
Resolutions for both Board and staff members. Mr. Kidman also discussed the conflict of
interest reporting and disqualification requirements, and selection of consultants.
STANDING COMMITTEE REPORTS
Item 18. An Executive-Administrative-Organizational Committee was held on April 1, 1993.
The Committee discussed the customer service survey, reviewed expense policies and a status
report on a records management program.
Item 19. A Finance-Accounting meeting was held on April 1, 1993. The Committee discussed
the Finance Master Plan request for proposal, February financial statement, water rate options
and expense policies.
Item 20. A Personnel Committee meeting was held on March 24, 1993. The Committee
discussed a workers compensation study request for proposal, claims against the District,
conjunctive use of reservoir sites, Orange County Water Association compensation survey, status
report on Meet and Confer process, classification and compensation survey and a personnel item.
Item 21. A Planning-Engineering-Operations Committee meeting was scheduled for April 13,
1993, at 9:00 a.m.
Item 22. A Public Information Committee was held was held on March 24, 1993. The
Committee discussed recreational use of District facilities, water bill format change, radio hoax
on sewer problems, Xeriscape seminar, annual water quality report and waterlines newsletter. i
INTERGOVERNMENTAL MEETINGS
Item 23. Report on Yorba Linda City Council meeting, March 30. President Fox gave the City
Council report for Director Beverage, who was absent. The City approved several tracts for
S&S Construction and made a progress payment on the Lomas De Yorba project.
Item 24. Report on WACO meeting, April 2. Director Armstrong reported that WACO
discussed water use in the County, OCWD percolated 1,000 AF per day in January, Orange
County's response to the State budget crisis and conflict of interest disclosures.
Item 25. Report on MWDOC meeting April 7. President Fox reported that MWD is not doing
a very good job of telling it's story and MWD is trying to buy water outside of the State Water
Project contract.
Item 26. Report on OCWD meeting April 7. Vice President Scanlin reported that OCWD
discussed their travel and expense policy, Prado Dam has more water than they can handle,
Governor Wilson is trying to kill Decision 1630 and there are 130 different types of water
districts in the State.
BOARD MEMBER COMMENTS
Item 27. Director Armstrong asked about maintenance of the wrought iron fence at the Bryant
Zone 3 Reservoir and dirty water complaints at Placentia-Linda Hospital.
Item 28. Director Beverage was absent.
Item 29. Director Korn did not have any comments.
Item 30. Vice President Scanlin did not have any comments.
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April 8, 1993
Item 31. President Fox asked that someone attend the April 22, ISDOC meeting and that a
Director come in early to review the billboard.
President Fox declared a recess beginning at 11:40 a.m. and stated the meeting will reconvene
into closed session.
CLOSED SESSION
The meeting reconvened into Closed Session at 11:49 a.m. All Directors (except Director
Beverage), the General Manager and District legal counsel attended the Closed Session.
Item 30. Potential litigation with the County of Orange. President Fox brought the Board of
Directors out of closed session at 12:20 p.m. Director Korn departed the meeting during the
closed session. No action was taken during the closed session.
BOARD OF DIRECTORS ACTIVITY CALENDAR
The Board of Directors reviewed the Activity Calendar.
ADJOURNMENT
On a motion by Director Armstrong, seconded by mice President Scanlin, the Board of Directors
voted 3-0, at 12:21 a.m., to adjourn to a water rate workshop on April 15, 1993, at 8:30 a.m., at
the District headquarters on Plumosa Drive.
lj6~j &~-12
Wil lam J. obertson
General Manager/Secretary