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HomeMy WebLinkAbout1993-04-22 - Board of Directors Meeting MinutesPage. April 22, 1993 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING April 22, 1993 The April 22, 1993, Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Sterling L. Fox at 8:30 a.m. The meeting was held at the District Headquarters located at 4622 Plumosa Drive, Yorba Linda. ROLL CALL 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 J. Beverage Visitors Present: None Staff present: William J. Robertson, Secretary/General Manager Suzanne M. Tague, Legal Counsel Barbara Bower, Secretary to the General Manager Charles Gray, Engineering Manager Ray Harsma, Operations Superintendent Roger Lubin, Exec. Asst. to the General Manager Beverly Meza, Business Manager Michael Payne, Assistant General Manager Michael Robinson, Assistant Administrator CONSENT CALENDAR Prior to voting on the Consent Calendar, Vice President Scanlin requested that the minutes of the April 8, 1993 meeting be changed to read the drainage road around the Highland Reservoir and not the perimeter road. On a motion by Vice President Scanlin, 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 April 8, 1993 as corrected. Item 2. Approval of Minutes - Adjourned Regular meeting of April 15, 1993. Item 3. Authorization for the Directors to leave the State of California prior to next meeting. Item 4. Approval of payment of bills, payroll and refunds in the amount of $260,281.13 on Check Nos. 13019, 13105, 13203, 13204 and 13296 through 13389; and Payroll Check Nos. 4906, 5046 through 5113; and two wires, one wire to Bank of America in the amount of $1,713,111.25 dated May 3, 1993 and one wire to ACWA-HPIT in the amount of $17,306.31 dated April 28, 1993. Item 5. Acceptance of the Investment Portfolio Report for March 31, 1993, as presented. Item 6. Approval of an agreement with Gardner Tractor Service in the amount of $5,914.00 for weed abatement of District's reservoirs. Item 7. Deny damage claim filed by Lee Snyder. Page d April 22, 1993 ACTION CALENDAR Item 8. Consideration of public bids for construction of Imperial Highway Water Main Crossings. Engineering Manager Charles Gray reported that the plans and specifications for the pipeline crossings of Imperial Highway at Prospect Avenue, Casa Loma Avenue and Eureka Avenue were complete and ready for public bid. Mr. Gray further reported that staff was proposing to combine the projects into one project due to the scope of work and the technical nature of boring under Imperial Highway. On a motion by Director Korn, seconded by Director Armstrong, the Board of Directors voted 4- 0, to authorize staff to advertise for public bids for construction of the water improvement projects in Imperial Highway at Prospect Avenue, Casa Loma Avenue and Eureka Avenue; Job No's. 9124, 9125 and 9126 respectively. Item 9. Consideration of payment to Byron L. Crume, Inc. for reconstruction of water mains in Via Lomas de Yorba East and Paseo De Toronto. Engineering Manager Charles Gray reported that the pipeline reconstruction in Lomas De Yorba East and Paseo De Toronto had been completed and that staff was recommending that a Notice of Completion be filed. Mr. Gray also reported on Change Order No. 1 which was for extra materials and labor to examine an 8 inch pipeline and connection to the Bryant Cross Feeder pipeline. The change order also included replacing a valve and repairing portions of wire and mortar coating on the Bryant Cross Feeder that were damaged as a result of the January 10, 1993 water main breaks. On a motion by Director Armstrong, seconded by Director Korn, the Board of Directors voted 4- 0 to approve Change Order No. 1 in the amount of $4,716.00 and Progress Payment No. 1 in the amount of $30,434.40 to Byron L. Crume, Inc., authorize the staff to file a Notice of Completion, and release the Labor and Material Bond and 10% Retention totaling $3,381.60 thirty-five 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. 9302. Item 10. Consideration of the financial Statements for the eight months ended February 28, 1993, as presented. Business Manager Beverly Meza reported that the Financial Statements for the first eight months still showed a net loss of $255,897.34. Ms. Meza explained that the loss was attributed to the confiscation of the property taxes by the State, the increase in variable water fund expenses due to the water quality problems associated with wells 16 and 17 and lower interest income due to the continued low money market rates Following a lengthy discussion on possible treatment facilities and funding for wells 16 & 17, on a motion by President Fox, seconded by Vice President Scanlin, the Board of Directors voted 4-0 to accept the Financial Statements for the eight months ended February 28, 1993, as presented. Item 11. Consideration of Water Rates for Fiscal Year 1993-94. General Manager William Robertson made a lengthy audio/visual presentation on the District's current financial picture through March 31, 1993. Mr. Robertson outlined the loss of property taxes confiscated by the State and the rate increases already approved by Metropolitan Water District and Orange County Water District. Mr. Robertson then reviewed various options that the Board could implement to offset the lost revenue and increased operating costs. Following a lengthy discussion, the Board of Directors unanimously agreed that a midyear rate adjustment was inevitable due to the recent rate increases by Metropolitan Water District and Orange County Water District. the Board requested that a rate adjustment to compensate for lost property taxes wait until the State Budget is adopted. Mr. Robertson stated that staff was not ready to make a recommendation to the Board of Directors on water rate adjustments at this time. Page 't April 22, 1993 On a motion by Director Armstrong, seconded by President Fox, the Board of Directors voted 4- 0 to authorize the staff to proceed forward with programming changes in the business computer to accommodate pro-rating rate changes effective July 1, to itemize billing. President Fox declared a recess at 9:32 A.M. The meeting reconvened at 9:40 A.M. with all Directors and staff present. DISCUSSION CALENDAR Item 12. Report on the Alternative (44/36) Work Schedule. Executive Assistant to the General Manager Roger Lubin presented a summary of the first six months of the alternative work schedule. Mr. Lubin reported that the findings were substantially the same as the first three months with absenteeism still showing an overall reduction of 22.31%. Mr. Lubin concluded his report by indicating that a proposal to either implement or cancel the program on a permanent basis will be made prior to the conclusion of the fiscal year. The Directors asked several questions about the program. This item was for information only and no action was taken. GENERAL MANAGER'S REPORT Item 13. General Manager's oral report and comments. General Manager William Robertson reported on the following. 1. Distributed a draft copy of the editorial for publication and asked the Directors for their comments. 2. That there was an ISDOC special committee meeting scheduled at the Placentia library on April 29, 1993. President Fox and William Robertson indicated that they would attend. 3. That MWDOC was sponsoring an awards banquet on May 2 for winners of the "water awareness" poster contest and on May 15 for contest winners of "water efficient landscaping" of homes in the Orange County area. director Armstrong indicated that he would represent the District at the May 2 ceremony. President Fox stated that he would attend the May 15, ceremony. 4. Legal Counsel Suzanne Tague gave a status report on the pending litigation with the County of Orange. STANDING COMMITTEE REPORTS Item 14. No Executive-Administrative-Organizational Committee meeting was held. Item 15. No Finance-Accounting Committee meeting was held. Item 15. A. A Finance-Accounting Committee meeting was scheduled for may 6, 1993. Item 16. A Personnel-Risk Management Committee meeting was held on April 19, 1993. President Fox reported that the Committee reviewed pending liability claims and the employee classification plan. Item 17. A Planning-Engineering-Operations Committee meeting was held on April 13, 1993. The committee discussed the Conjunctive Use Program for Well 10, Prequalifying of Engineering Consultants, Imperial Highway Pipeline Crossings and the current status on the State property tax. The committee then reviewed the Property Exchange Agreement with S&S Construction, the Five Year Plan, Railroad Crossings, Bottled and Filtered Water and lastly the status of the AMP Buyout. Item 18. A Planning-Engineering-Operations Committee meeting was held on April 20, 1993. Director Armstrong reported that the committee reviewed the draft 1993-94 Five Year Plan in detail. Page April 22, 1993 Item 19. A Planning-Engineering-Operations Committee meeting was scheduled for May 5, 1993. Item 20. A Public Information Committee meeting was scheduled for April 29, 1993. INTERGOVERNMENTAL MEETINGS Item 21. Report on CSDA Meeting. Director Korn reported that the details of the April 9, 1993 meeting were discussed at the Board's workshop. Item 22. Report on MWDOC Regular meeting on April 21, 1993. President Fox reported that they discussed their Budget and that their staff would be meeting with all of the AMP participants to discuss the terms of the AMP buyout by Metropolitan Water District. Item 23. Report on Yorba Linda Planning Commission meeting on April 14, 1993. Director Armstrong reported that the Commission discussed an encumbrance of a District easement on Hightree Circle and AQMD requirement of reducing trip end vehicle usage by 1,300 in 1994. Item 24. Report on Yorba Linda City Council meeting on April 20, 1993. Vice President Scanlin reported that the Council approved the bridge widening at Lakeview Avenue, approved the formation of a Fire District, discussed the General Plan and reviewed a request to annex the Fairlynn area to the City. Item 25. Report on OCWD meeting on April 21, 1993. Vice President Scanlin reported that they held a public meeting to discuss replenishment rates, that they purchased 50,000 acre feet from Metropolitan Water District, the in-lieu program was extended through December of 1993. They also discussed an emergency plan to raise the water levels at Prado Dam, a new classification study, an MWD-OCWD Task Force and lastly that LAFCO was studying consolidation of Special District's. BOARD MEMBER COMMENTS Item 26. Director Armstrong requested the other Directors to read the minutes of the P.E.O. Committee meeting of April 13, 1993 pertaining to bottled and/or filtered water systems. Item 27 Director Beverage was absent. Item 28. Director Korn reported that an LA Times reporter called him to discuss the Sale of the Allen McCulloch Pipeline to the Metropolitan Water District. Item 29. Vice President Scanlin did not have any comments. Item 30. President Fox did not have any comments. BOARD OF DIRECTORS ACTIVITY CALENDAR The Board of Directors reviewed the Activity Calendar and made assignment changes. CLOSED SESSION There was no closed session. President Fox declared a recess at 10:32 A.M. The meeting reconvened at 10:42 A.M. with all Directors and staff present (except for Ray Harsma) Page ~aW 3 \ ` . April 22, 1993 Item 31. Financial Statements Workshop, Business Manager Beverly Meza introduced Mr. William Morgan, of Diehl, Evans & Company. Mr. Morgan distributed a copy of the District's Annual Audit Report to the Directors and then proceeded to review each section of the audit report. Mr. Morgan outlined key points of the report that were important in understanding the audit. The Board asked several questions about the report. President Fox thanked Mr. Morgan for the excellent presentation. This item was for information only and no action was taken. ADJOURNMENT On a motion by Director Armstrong, seconded by Vice President Scanlin, the Board of Directors voted 4-0, at 11:50 a.m. to adjourn to Thursday, May 13, 1993, at 8:30 a.m., at the District headquarters on Plumosa Drive. dilam obertson General Manager/Secretary