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HomeMy WebLinkAbout1989-12-14 - Board of Directors Meeting MinutesDecember 14, 1989 PageJAW 1. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 14,1989 The regular meeting of the Board of Directors of the Yorba Linda Water District was called to order by Sterling Fox, President, at 8:30 a.m., December 14, 1989, in the Yorba Linda Library at 18262 Lemon, Yorba Linda. Directors present were: Paul Armstrong, Whit Cromwell, Roy Knauft, Arthur C. Korn and Sterling Fox. Also present were: William P. Workman, General Manager; William Robertson, Assistant General Manager; Robb Quincey, Executive Assistant to the General Manager; Mike Payne, Engineering Manager; Beverly Meza, Acting Business Manager; Mike Robinson, Assistant Administrator; Ray Harsma, Operations Superintendent; Brian Johnson, AW Associates, Rod Rodgers, Pacific Scene, Inc.; and Joe Nocella, Seidler-Fitzgerald. CONSENT CALENDAR After a brief discussion about the exact location and length of a developer installed water main in Lakeview Avenue, the depth of planned footings for improvements at the City of Yorba Linda's Lusk Park relative to an existing District water main in the immediate vicinity, and the experience of Amick Construction, Inc. in working with the District and other water agencies, on a motion by Director Armstrong and seconded by Director Knauft, the Board of Directors voted 5-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Adjourned meeting of November 20, 1989. Item 2. Authorization for the Directors to leave the State of California prior to next meeting. Item 3. Approval of reimbursement in the amount of $8,882.50 to Corinthian Development Company for the oversizing of water facilities. Item 4. Authorization for staff to solicit proposals for engineering services to design for the installation of a new valve on the 26" Transmission Water Main located at Richfield Road and Mariposa Avenue Item 5. Approval of the Declaration of Restrictive Covenants Agreement for the City of Yorba Linda's improvements at Lusk Park, and authorize the President and Secretary to execute the Declaration of Restrictive Covenants. I Item 6. Award of contract to Amick Construction, Inc. in the amount of $37,500. for modifications to the Hidden Hills Booster Station. December 14, 1989 Page 2 Item 7. Approval of the Reimbursement Agreement with Baldwin Builders and Lyon Warmington Associates for the Zone 6 Pipeline project, and authorize the President and Secretary to execute the agreement. Item 8. Approval of the Reimbursement Agreement with Buena Vida Associates in the amount of $24,823. for the construction costs of the Water Improvements on Eureka Avenue; and authorize the President and Secretary to execute the Reimbursement Agreement. Item 9. Approval of the Proposed Construction Budget submitted by Buena Vida Associates, in the amount of $88,550 for the Eureka Avenue Trunk Sewer. PRESENTATION Item 10. Presentation by Larry Kraemer, Director, Orange County Water District. Mr. Kraemer was not present for this Item. DISCUSSION CALENDAR Item 11. Consideration of a request by the Pacific Company (AW) to amend the 1989 Water Service Agreement to permit additional occupancies in Tracts 13717 and 13545. Engineering Manager Mike Payne explained that the developer recently agreed to dedicate a reservoir site to the District, in return for water service to an additional 83 lots in Tracts 13717 and 13545; the proposed fire station on La Palma Avenue; 10 additional lots in Tract 1375; and a request for the Board to consider future temporary water facilities. The developer has requested that this Item be continued to the Board's meeting of December 28, 1989 so as to allow the developer and staff to further meet to discuss these issues. On a motion by Director Cromwell and seconded by Director Knauft, the Board of Directors voted 5-0 to continue this Item to their next regularly scheduled meeting of December 28, 1989. Item 12. Report on the Lomas De Yorba Water Well Project. Engineering Manager Mike Payne explained that the District has finalized it's environmental review process for the Lomas De Yorba Water Well project. He further stated that an initial study for the proposed construction and operation of a potable ground water well was recently prepared and circulated for public review and comments. Mr. Payne concluded his report by stating that upon evaluating the project pursuant to State and District environmental impact report guidelines, it has been determined by staff that the project will not have a significant effect on the environment and that a Negative Declaration will be prepared and filed with the County of Orange. After a brief discussion by the Board with regard to what other public agencies have reviewed the project, the disposition of trees on the property, legal ownership of the property in question and the proposed location of the well relative to a preferred location, on a motion by Director Cromwell and seconded by Director Armstrong, the Board of Directors voted 5-0 to make a determination that the Lomas De Yorba Water Well project December 14, 1989 Page will not have a significant effect on the environment; that a Negative Declaration will be adopted; and that a Notice of Determination will be filed with the Orange County Clerk's Office. Item 13. Request by Pacific Scene, Inc. for temporary construction water. Mr. Payne stated that on May 25, 1989 the Board approved the terms and conditions for water service with Pacific Scene, Inc. for Tract No. 11709. He further stated that as a part of the terms and conditions for water service, the developer installed a natural gas engine at the Santiago Booster Station. Mr. Payne explained that the staff had initially planned on providing water to the natural gas engine by using the Santiago Reservoir acting as a forebay. However, given that the Santiago Reservoir is undergoing assessment to determine the status of an apparent leak, and that Pacific Scene, Inc. are ready to commence framing on the lots 15-51 within a portion of Tract 11747, the staff has recently investigated four options to provide construction water to this project. Mr. Payne reviewed the options of increasing the pressure at the Hidden Hills Booster Station, intertie to the Metropolitan Water District's Lower Feeder, install a temporary pump on Hidden Hills Road or to do nothing. Mr. Payne concluded his report by stating that the staff's recommendation is to install a temporary pump on Hidden Hills Road for construction water and fire protection purposes only for Tract No. 11709 and portions of Tract No. 11747 until the Santiago Reservoir is placed into service. Mr. Rod Rogers of Pacific Scene, Inc. briefly stated that he concurs with the District's position on this issue, and commended the District's staff for their efforts with regard to this project. After a general discussion by the Board with regard to establishing a time frame in which to provide this temporary service, how building permits were issued by the City given the District's existing concerns, and the status of the Santiago Reservoir leakage, on a motion by Director Armstrong and seconded by Director Knauft, the Board of Directors voted 5-0 to allow Pacific Scene to install a temporary pump for construction water and fire protection purposes only on Hidden Hills Road to serve Tract No. 11709 and portions of Tract No. 11747, until the Santiago Reservoir can be approved to supply water to the auxiliary pump located at the Santiago Booster Station. Item 14. Report on scheduled shutdown of the Allen-McColloch Pipeline. Engineering Manager Mike Payne explained that the Municipal Water District of Orange County (MWDOC) is in the process of making interconnections in the South Orange County area to facilitate completion of the Allen-McColloch Pipeline (AMP) Flow Augmentation Project. He further explained that in order to make the interconnections, MWDOC is scheduling a shutdown of the AMP for a nine day period beginning January 15, 1990. Mr. Payne stated that the shutdown will have a significant impact on the District's operations, and in order for the District to meet it's service obligations during the shutdown the staff is approaching the matter in two different ways. First, the staff is pursuing numerous options to secure temporary or enhance existing water supplies, including consideration of the installation of a temporary booster pump at December 14, 1989 Page the District's existing AMP outlet, complete Chino Hills and Santiago Reservoir, activate interconnections with the City of Anaheim and Southern California Water Company, and fill all reservoirs to 100% of capacity prior to shut down. Secondly, the staff is pursuing an aggressive campaign to advise customers to reduce water consumption during the shutdown. Efforts currently underway in this regard include a media effort, direct mail, intergovernmental campaign and major property owner campaign. Mr. Payne stated that it is the staff's opinion that in conjunction with the comprehensive water supply and public information campaign, the District should be adequately prepared to accommodate the AMP shutdown. After a general discussion by the Board with regard to costs attributable to establishing the interim facilities and the responsibility of these costs, and the timing for this project, on a motion by Director Knauft and seconded by Director Cromwell, the Board of Directors voted 5-0 to approve an expenditure of $37,000 from the Unappropriated Water Fund Balance to design and install the necessary facilities which will temporarily connect the AMP outlet to the Bryant Cross Feeder as a means to accommodate the shutdown; and to inform the District customers of the AMP shutdown in January, 1990. Item 15. Report on Financial Statements for the three months ended on September 30, 1989. Acting Business Manager Beverly Meza briefly reported on the status of the District's Financial Statements for the three months ended September, 1989. On a motion by Director Knauft and seconded by Director Armstrong, the Board of Directors voted 5-0 to accept the Financial Statements for the three month period ended September 30, 1989. Item 16. Report on District's Telephone Answering Service. Executive Assistant to the General Manager Robb Quincey explained that as a result of the actions of the District's telephone answering service during a recent reporting of a water leak, the staff has spoken with the Abbey's Telephone Answering Service about the problem and has reviewed bids from other companies that provide this kind of service. Mr. Quincey stated that after speaking with other companies about the kinds of services that they provide, it was readily apparent that all telephone answering services experience a certain level of client dissatisfaction. He stated therefore, that the staff was recommending that the Board consider maintaining Abbey's for the District's telephone answering needs, and that the staff's intent is to more closely monitor the performance of this service. After a brief discussion by the Board with regard to a "call back" service in which to confirm the caller's inquiry and to solicit their input relative to the kind of service that they received from the answering service, and a system testing process, on a motion by Director Knauft and seconded by Director Korn, the Board of Directors voted 5-0 to maintain the current contract with Abbey's Answering Service. Item 17. Report on Improvement District No. 2 Financial Plan. Assistant General Manager William Robertson reviewed the Draft Financial Plan for Improvement District No. 2 (I.D.-2), and orally highlighted the important points incorporated in the I.D. No. 2 Financial Plan. Generally, he stated that approximately $19.8 million in capital facilities December 14, 1989 Page are necessary to build out the water system in I.D.-2, and the District currently has approximately $7.2 million in reserves. Therefore, Mr. Robertson stated that the District must plan on financing $12.6 million to complete the water system. He further stated that the District will be selling bonds in the principal amount of $13.0 million, in three series. He stated that the bond debt will come from ad valorem taxes, and if necessary standby charges. Mr. Robertson concluded his report by stating that the bonds will carry a reserve fund to strengthen the marketability of the issue. In the event of a shortage of funds to build facilities between bond issuances, the Developer has agreed to advance the necessary funding to make up the short fall. The District would reimburse the developer from future issuances in the event of the latter. Mr. Robertson stated that pursuant to District policy and legal obligations, the District has met with Legal Counsel, Bond Counsel, Board of Directors, the City of Yorba Linda and the Developer to review this financial plan. 6 9 .f After a general discussion regarding the financial plan, the rating for the bonds to be sold by the District and the principal and interest payment dates, on a motion by Director Cromwell and seconded by Director Knauft, the Board of Directors voted 5-0 to accept the Improvement District No. 2 Financial Plan; and authorize staff, Legal Counsel, Bond Counsel and the District's Financial Consultant to proceed with issuance of $6,000,000 in I.D.-2 Series "C" General Obligation Bonds in the first quarter of 1990. Item 18. Consideration of support of the Golden Elementary School Xeriscape Garden. Assistant Administrator Mike Robinson explained that the Xeriscape Garden at the Golden School in Placentia, of which the District originally sponsored in 1986, does not seem to be receiving the attention it needs to maintain it as a showplace for xeriscape. Mr. Robinson reviewed three options regarding the preservation of the Golden School Xeriscape Garden, including the District providing advice to P.U.S.D. officials on the maintenance for a xeriscape garden; offering to assume the responsibility for maintenance of the garden; or taking no action and discontinue reference to the garden by the District's xeriscape program. After a brief discussion by the Board, on a motion by Director Knauft and seconded by Director Cromwell, the Board of Directors voted 5-0 to offer advice to P.U.S.D. officials on xeriscape principles in the expectation that this will facilitate better maintenance of this xeriscape garden. GENERAL MANAGER'S REPORT Item 19. No General Manager's report was scheduled; however, General Manager William Workman did remind the Board that the next regularly scheduled Board of Directors meeting will be again held at the Yorba Linda Library, and as the Library is slated for renovation beginning in January, the staff is reviewing possible future Board Meeting places for the month of January. Mr. Workman also updated the Board with regard to the District's Headquarters Renovation Project, and reminded them of the upcoming District Holiday/Employee Recognition Party scheduled for Friday, December 15, 1989. December 14, 1989 Page -`tom.. `1 LEGAL COUNSEL'S REPORT Item 20. No Legal Counsel's Report scheduled; however, Legal Counsel Art Kidman did request that the Board later convene to closed session. STANDING COMMITTEE REPORTS Item 21. Oral Report on Executive-Administrative-Organizational Committee meeting of December 11, 1989. Director Knauft reported that the meeting was canceled. This meeting was rescheduled for Monday, December 18, 1989 at 2:00 P.M. Item 22. Report on Finance-Accounting Committee meeting of December 4, 1989. President Fox reported that the issues of discussion at this meeting included the 1989 Sewer Refunds, Water Bill Modification, Security Deposits, Water Rate Study, I.D. No. 2 Bond Issuance, Certificates of Participation for the Headquarters Renovation Project, and a Lemon Street claim for damages. Item 23. Authorization for Payment of Bills. On a motion by Director Knauft and seconded by Director Armstrong, the Board of Directors voted 5-0 to approve payment of bills and rate deposits in the amount of $508,820.14 on Check Nos. 18730 through 18879, and Payroll Check Nos. 4321 through 4378, and two wires, one to ACWA in the amount of $11,808.65, dated November 29, 1989 and to MWDOC in the amount of $185,017.41, dated December 13, 1989. Item 24. No Personnel Committee meeting report scheduled. Item 25. Report on Planning-Engineering-Operations Committee meeting of December 5, 1989. Vice President Korn reported that the Plant No. 1 Master Plan, Amendment to 1989 Water Service Agreement, Etchandy Well No. 2, Building Update, Telemetry System Update and the AMP Shutdown were issues for discussion at this meeting. Item 26. No Public Information Committee meeting report scheduled. INTERGOVERNMENTAL MEETINGS Item 27. Report on District/City Financial Advisory Committee meeting of November 21, 1989. Director Cromwell reported that the City of Yorba Linda's proposed annexation of the Saba area and the District's obligation to service this area if annexed, and the District's intent to sell bonds for water projects were issues thoroughly discussed at this meeting. Item 28. Report on City Council meeting of that the Redevelopment Advisory Committee discussion at this meeting. November 21, 1989. President Fox reported membership was generally the main item for Item 29. Report on Planning Commission meeting of November 29, 1989. There was no District attendance at this meeting. December 14, 1989 Page 0 -z Item 30. Report on ACWA Conference of November 29 through December 1, 1989. President Fox reported that the conference was very informative, and that MWDOC Director Ken Witt was elected Vice President of ACWA. Item 31. Report on WACO meeting of December 1, 1989. There was no District attendance at this meeting. Item 32. Report on City Council meeting of December 5, 1989. Director Cromwell reported that the major issue for discussion at this meeting concerned citizen opposition to the conversion of Yorba Linda's St. Jude's Hospital into a mental health facility. Item 33. Report on Colorado River Water Users Association meeting of December 6 through 8, 1989. President Fox reported that this was an interesting meeting, with much emphasis placed on the ownership rights of water in portions of the Colorado River. Item 34. Report on CSDA meeting of December 8, 1989. No District attendance at this meeting. Item 35. Report on Planning Commission meeting of December 13, 1989. President Fox reported that the main issue of discussion at this meeting concerned second story additions to residences in the City of Yorba Linda. BOARD MEMBER COMMENTS Item 36. Director Armstrong: Director Armstrong inquired of the District's Highland Reservoir project; reported on the twenty million dollar Santa Ana River Water. Shed project, and a recent Nitrate Filtering Plant opening in Tustin. Item 37. Director Cromwell: Director Cromwell had no comments. Item 38. Director Knauft: Director Knauft had no comments. Item 39. Vice President Korn: Vice President Korn had no comments. Item 40. President Fox: President Fox had no comments. CLOSED SESSION Item 41. President Fox directed the Board into Closed Session to discuss legal matters related to the Salem Roar water main break. Upon return from closed session, President Fox indicated that direction had been provided to the District's Legal Counsel. December 14, 1989 Page Fmk -1"ZI 1 ADJOURNMENT On a motion by Director Knauft and seconded by Director Armstrong, the Board of Directors voted 5-0 to adjourn at 11:10 am. W&EM -a William P. Workman General Manager/Secretary i