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HomeMy WebLinkAbout1990-11-20 - Board of Directors Meeting MinutesPage November 20, 1990 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS ADJOURNED MEETING November 20,1990 The adjourned meeting of the Board of Directors of the Yorba Linda Water District was called to order by Arthur C. Korn, President, at 4:00 p.m., November 20, 1990, at the District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors present were: Sterling Fox, Vice President Roy Knauft and President Arthur C. Korn. Director Paul Armstrong was absent. Also present were William Robertson, Secretary/General Manager; Beverly Meza, Accounting Supervisor; Ray Harsma, Operations Superintendent; Mike Payne, Engineering Manager; Mike Robinson, Assistant Administrator; and, Barbara Bower, Secretary to the Manager. Visitors present were Director-elect Mr. Carl Scanlin. INTRODUCTION OF VISITORS President Korn introduced Director-elect Mr. Carl Scanlin. CONSENT CALENDAR Prior to voting on the Consent Calendar, General Manager William Robertson noted a correction to page 4, Item 23 of the Draft Minutes. In addition, President Korn objected to the phrase "It has become the practice" in connection with Agenda Item No. 5, Honorarium for "Xeriscape -Yorba Linda" Speaker. President Korn noted that he does not object to this particular Honorarium, just that the practice is to independently review each case before deciding on an honorarium and its amount. On a motion by Director Fox and seconded by Vice President Knauft, the Board of Directors voted 3-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Regular meeting of November 8, 1990 as corrected. 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 Satori Corporation for their project located at 22711 La Palma Avenue, Job No. 9047. i Item 4. Acceptance of the Treasurer°s Report for October 31, 1990. Item 5. Approval of $100.00 honorarium to Lisa Iwata for speaking at "Xeriscape-Yorba Linda" Seminar, November 3, 1990. 73 Page November 20, 1990 DISCUSSION CALENDAR Mr. Brian Johnson, representing AW Associates, arrived at this point in the meeting. Item 6. Status Report on Award of Contract for the Elk Mountain Reservoir Project - Continued from the Board's November 8, 1990 meeting. Engineering Manager, Mike Payne, presented a detailed status report on the problems with low bidder equinox in obtaining the required construction bonds. Mr. Payne reported on the recent communications between the District's legal counsel and equinox's legal counsel giving equinox until 5:00 p.m. Monday, November 19, 1990 to file construction bonds with the District or else risk losing the project for failing to perform. Mr. Payne reported that as of 9:00 a.m. Tuesday, November 20, 1990 equinox has not responded to the communication nor have they provided the required bonds. Due to the fact that equinox is unable to obtain the required construction bonds, they are in default under the September 27, 1990 award of contract; therefore, Mr. Payne recommended that the Board rescind the award of contract to equinox and go to the next lowest qualified bidder. Mr. Payne then presented a detailed status report on the November 14, 1990 meeting with AW Associates, Department of Health Service and District staff regarding the proposed, and existing water wells. Mr. Payne reported that as a result of the November 14th meeting, the staff recommends accepting the newly drilled Well No. 1 and existing Bryant Ranch irrigation well as a permanent sources of supply. Mr. Payne then reviewed four options with the Board and recommended selection of Option No. 1 to: accept the newly drilled Well No. 1; refurbish the existing Bryant Ranch irrigation well; construct the Elk Mountain Reservoir as currently planned; and, obtain property now from AW Associates in the event a treatment plant is required in the future. Mr. Payne noted that the 1989 Water Service Agreement protected the District in the event the proposed wells are unable to meet the required quantity and/or quality criteria. Mr. Arthur G. Kidman, District legal counsel, arrived at this point in the meeting. Following a general discussion of the project options, water wells and equinox's bond issues, and on a motion by Vice President Knauft and seconded by Director Fox, the Board of Directors voted 3-0 to: (1) Approve Option No. 1; (2) Rescind the award of contract to equinox and award to the next lowest qualified bidder; (3) Award the Elk Mountain Reservoir Construction Project to BFl Constructors Inc. in the amount of $2,568,000 and authorize the President and Secretary to execute the contract subject to receipt of required construction bonds, insurance and approval as to form by legal counsel; (4) Authorize staff and legal counsel to file a claim against equinox's bid bond; and, (5) Authorize the return of SSC Construction Inc. bid security following execution of the contract with BFI Constructors Inc. Page Ada ' -A November 20, 1990 Item 7. Report on the Financial Statements for the three months ended September 30, 1990. The purpose of this agenda item is to request the Board approve the Financial Statements for the three months period ended September 30, 1990. President Korn asked Mrs. Beverly Meza, Accounting Supervisor, if there was anything further to add to the printed agenda report. Mrs. Meza reported there was nothing further to add. On a motion by Director Fox and seconded by Vice President Knauft, the Board of Directors voted 3-0 to approve the Financial Statements for the three months ended September 30, 1990. Item 8. Consideration of the 1990 Employees Handbook. Mike Robinson, Assistant Administrator made a brief report on the purpose and goal of updating the employees handbook. Mr. Robertson reported that Director Armstrong presented his comments on this matter earlier in the week, and then reviewed his comments on pages 6, 7, 10, 17 and 18. Following a general discussion on the comments, and on a motion by Director Fox and seconded Vice President Knauft, the Board of Directors voted 3-0 to approve publication of the 1990 Employees Handbook as amended. Item 9. Consideration of amending the District's Personnel Rules. Mike Robinson, Assistant Administrator reported that during review of the Employees Handbook, Mr. David Larsen, District labor counsel, noted minor technical corrections to the sexual harassment and jury duty sections of the District's Personnel Rules were necessary to conform with current law. President Korn opened the matter for general discussion. On a motion by Director Fox and seconded by Vice President Knauft, the Board of Directors voted 3-0 to approve Resolution No. 90-39 amending the District's Personnel Rules. GENERAL MANAGER'S REPORT Item 10. Oral Report: William Robertson, Secretary/General Manager reported that he attended at the Corps. of Engineers Public Hearing on Wednesday, November 14th and spoke in favor of the Prado Dam Water Conservation project. Mr. Robertson also reported that the City of Yorba Linda is in the process of updating its General Plan and has submitted a request that one Board member sit on the review Committee. This matter will be presented for consideration at the Board's December 13, 1990 meeting. LEGAL COUNSEL'S REPORT Item 11. District legal counsel, Mr. Arthur G. Kidman, had no report or comments. STANDING COMMITTEE REPORT Item 12. Report on the Executive-Administrative-Organizational Committee meeting of November 15, 1990. The Committee reported that the Director-elect orientation process, and proposed Rules for Organization and Procedure were discussed at the November 15, 1990 Committee meeting. zei~ 7's Page November 20, 1990 Item 13. Report on the Finance-Accounting Committee meeting of November 16, 1990. The Committee reported that the Optional Deferred Compensation provider, Contract for the 1991-92 Audit and use of contractor passbook accounts were discussed at the November 16, 1990 Committee meeting. Item 14. Authorization for Payment of Bills. On a motion by Vice President Knauft and seconded by President Korn, the Board of Directors voted 3-0 to approve payment of bills, payroll and refunds in the amount of $261,557.38 on Check Nos. 6080 through 6083 and 6802 through 6926; and Payroll Check Nos. 5690 through 6036. Item 15. Report on Personnel Committee meeting of November 2, 1990. The Committee reported that the Employee Handbook, a personnel matter and Retiree insurance were discussed at the November 2, 1990 Committee meeting. Item 16. Report on the Planning-Engineering-Operations Committee of November 15, 1990. The Committee reported that the Elk Mountain Reservoir project, Buena Vida project and draft Urban Water Management Plan were discussed at the November 15, 1990 Committee meeting. Item 17. Schedule a Planning-Engineering-Operations Committee meeting. A Planning-Engineering-Operations Committee meeting was scheduled for December 12, 1990 at 9:00 a. m. Item 18. No Public Information Committee meeting report was scheduled. INTERGOVERNMENTAL MEETINGS Item 19. Report on CSDA meeting, November 9,1990. Director Korn attended the meeting and reported that nothing of interest to the District was discussed. Item 20. Report on the November 14, 1990 Planning Commission meeting. Director Knauft attended the meeting and reported that the shopping center at La Palma and Lomas De Yorba East was discussed. BOARD MEMBER COMMENTS Item 21. Director Armstrong: Director Armstrong was absent. Item 22. Director Fox: Asked if the November 6 election results were final yet. Mr. Robertson reported that the County not yet certified the election results. Item 23. Vice President Knauft: Vice President Knauft welcomed Director-elect Mr. Carl Scanlin aboard. Item 24. President Korn: President Korn had no comments. Page t. e November 20, 1990 BOARD OF DIRECTORS ACTIVITY CALENDAR The Board reviewed the activity calendar and made assignments. CLOSED SESSION President Korn directed the Board went into closed session with legal counsel and the Engineering Manager to discuss potential litigation. The Board came out of closed session at 4:38 p.m. ADJOURNMENT On a motion by Vice President Knauft and seconded by Director Fox, the Board of Directors voted 3-0 to adjourn the meeting at 4:39 p.m. William J. Robertson General Manager/Secretary