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HomeMy WebLinkAbout1988-11-10 - Board of Directors Meeting MinutesPage 2264 November 10, 1988 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 10, 1988 The regular meeting of the Board of Directors of the Yorba Linda Water District was called to order by Paul Armstrong, President, at 8:30 a.m., November 10, 1988, in the District offices at 4622 Plumosa, Yorba Linda. Directors present were: Paul Armstrong, Whit Cromwell, Sterling Fox, Roy Knauft, and Arthur C. Korn. Also present were: William P. Workman, General Manager, William Robertson, Assistant General Manager, Robb Quincey, Executive Assistant to the General Manager, Michael Payne, Engineering Manager, Cheryl Gunderson, Business Manager, Michael Robinson, Assistant Administrator, Ray Harsma, Operations Superintendent, Art Kidman, Legal Counsel, Michael Kiddie, Assistant Mechanic, Michael Harrison with Conrad & Associates, and Brian Johnson with Woodcrest. CONSENT CALENDAR On a motion by Vice President Fox and seconded by Director Cromwell, the Board voted 5-0 to approve the Consent Calendar as follows: Item 1. Approval of Minutes - Regular Meeting of October 27, 1988. Item 2. Authorization for the Directors to leave the State of California prior to next meeting. Item 3. Approval of Progress Payment No. 2 to Fred H. Woodard Co., Inc. in the amount of $42,500.00 for construction of the Chino Hills Reservoir. Ifiem 4. Approval of Application to and Agreement for Water Service with Davis Developments for Tract No. 12166, located at 22833 La Palma Avenue, Job No. 8838, Lot No. 2, in the amount of $2,150.00. Item 5. Approval of Application to and Agreement for Water Service with Bryant Ranch Associates III, a California general partnership By: Woodcrest Development of Orange County, Inc., a California corporation, Managing Partner, for Tract No. 13376 located north of Paseo De Toronto and east of Via Lomas De Yorba West, in the amount of $7,588.00. Item 6. Approval of Sewer Connection Application and Permit with Mr. & Mrs. David Tallon, 5887 Lakeview Lane, Yorba Linda, Service No. 27-255, in the amount of $3,359.24. Item 7. Approval of the bid specifications and authorization to advertise for bidding on a Page 2265 November 10, 1988 new sewer cleaning truck. ttem 8. Approval of settlement payment to Fowler Construction Company in the amount of $3,760.00. DISCUSSION CALENDAR them 9. 1987/88 Audit and Management Letter. Cheryl Gunderson, Business Manager, reviewed the District's purchasing procedures and procurement policy. She expressed her view that the policy had served the District well in meeting the requirements of a solid, auditable purchasing practice. Cheryl Gunderson reviewed the 1987/88 Audit and Management Letter with the Board of Directors. She stated that the Management Letter pointed out the need for improved control over the year end inventory count and the need to review collectability of accounts receivable. Mrs. Gunderson briefly reviewed the status of all of the District's funds. Mr. Mike Harrison of the auditing firm of Conrad & Associates, reviewed the District's fiscal condition in depth. He reviewed the 1986-87 Management Letter's findings regarding computers e - . construction in progress and discussed what remedies were employed by the D-' act to deal with those findings. On a motion by Director Knauft and seconded by Vice P✓ --sident Fox, the Board voted 5-0 to accept the Audit Report and Management Letter for the fiscal year ended June 30, 1988. Item 10. Professional services selection standards and procedures. Engineering Manager Mike Payne explained that pursuant to the Board of Director's request for a new policy on selecting professional engineering services, the staff had prepared proposed standards and procedures for selecting future professional services. In summary, the District would advertise for proposals from engineering consultants interested in providing professional services to the District. The proposals would be evaluated. Four consulting firms would be identified and selected as pre qualified for each of the following categories of work: reservoir design, booster station design, pipeline design and construction inspection. During the next two years any time the District would require engineering services, specific project proposals would be solicited from the pre qualified consultants in the appropriate category. After a brief discussion regarding the pre qualified nature of the engineering consultants and the two year time frame, on a motion by Director Knauft and seconded by Director Korn, the Board of Directors voted 5-0 to approve the policy on the selecting of professional engineering services for reservoirs, boosters, pipelines and inspections. Item 11. Improvement District No. 2 water facilities planning. Engineering Manager Mike Page 2266 November 10, 1988 Payne presented an oral report to the Board of Directors regarding the current status of water facilities planning in improvement District No. 2. Mr. Payne explained that as a result of an aggressive building plan by several developers in the area, final decisions will need to be made on how water facilities are going to be provided to these new areas. Mr. Payne explained that the key issues facing the District at this time are: storage requirements needed by Improvement District No. 2, the installation of Capital facilities to meet the water demands of the developer's projects and financing of the Capital facilities. He stated that the staff is working with the P.O.E. Committee on these issues. Additionally, Mr. Payne discussed the negotiations currently underway with the developers and the anticipation of a formal agreement with the developers to insure resolution of the issues. item 12. Hidden Hills Zone 5 Booster Station modifications. Engineering Manager Mike Payne explained that during the design of the Dual Use Pipeline Project, it was determined that modifications to the Hidden Hills Booster Station will be required. The modifications would include the upgrading of the discharge piping and the replacement of some valves and fittings. The cost to prepare the needed plans and specifications is estimated at $20,000. On a motion by Director Korn and seconded by Director Knauft, the Board of Directors voted 5-0 to authorize soliciting of proposals for the engineering services to design the modifications to the Zone 5 Hidden Hills Booster Station, and approve the appropriation of $10,400.00 from I.D. No. 1 and $9,600.00 from -~D. No. 2 Unappropriated Capital Improvement Fund balance for design of the project. item 13. Cross-Connection Rules and Regulations. Mike Payne, Engineering Manager, stated that the current rules and regulations concerning the District's cross- connections were adopted in 1978. He further stated that this request to update the rules through amendment was prompted by the annual inspection of our system by the Public Water Supply Branch of the State of California, wherein they recommended that the District adopt an updated set of Rules and Regulations. The new Rules and Regulations would bring the District into conformance with state codes. After a brief discussion by the Board of Directors, on a motion by Vice President Fox and seconded by Director Cromwell, the Board of Directors voted 5-0 to adopt Resolution No. 88-39 amending the District's Rules and Regulations for Rendition of Water Service. item 14. Proposed Xeriscaping of Fairmont Reservoir. Engineering Manager Mike Payne explained that the Board of Directors authorized staff to proceed with bidding on the installation of Xeriscape landscaping at the District's Fairmont Reservoir. The public bid opening was held on October 27, 1988. There was only one bid of $15,000 from Lundun Landscape, Inc. Accordingly, Mr. Payne recommended that this bid should be rejected because it exceeded the $12,000 budget authorized for the project. Page 2267 November 10, 1988 After a discussion about options to achieve the Xeriscaping project, on a motion by Director Korn and seconded by Director Knauft, the Board of Directors voted 5-0 to reject the single bid from Lundun Landscape, Inc. and referred the project to the Public Information Committee. item 15. ACWA Joint Water Quality Task Force request for a monetary contribution to aid efforts to modify U.S. E.P.A.'s proposed lead regulations. Assistant Administrator Mike Robinson stated that the District recently completed an ACWA survey related to corrosion control treatment associated with proposed EPA lead regulations. As a result of this survey, ACWA has projected a $240,000 capital cost for corrosion control treatment to be borne by the District, should the EPA regulations be implemented Consequently, Mike Robinson explained, ACWA is asking for a monetary contribution of $12,000 to its Lead Subcommittee to support what they maintain to be a more acceptable lead regulations. Mr. Robinson stated that the $12,000 sought from the District, was not in the 1988-89 Budget. After a brief discussion, the Board directed the staff to decline ACWA's request for funds at this time because such funds were not included in the District budget. Item 16. Etchandy Well Dedication. Assistant Administrator Mike Robinson stated that the Etchandy Well, located on Lakeview Avenue near La Palma Avenue, was now fully operational. The staff recommended that a date be set to hold a dedication ceremony. Mr. Robinson explained that District expenditures for this event would be less than $50.00. The Board of Directors discussed several dates, and selected Tuesday November 22, 1988, at 11:00 a.m., directly after the scheduled Board of Director's meeting, as the time and date for the dedication ceremony. Mr Robinson was asked to notify all interested parties. ftem 17. Quarterly report to the Board of Directors on the status of departmental projects as defined in the 1988-89 Budget. Mike Robinson, Assistant Administrator, made a presentation to the Board of Directors which illustrated work by the District's departments toward the major objectives approved by the Board in the 1988-89 Budget. Mr. Robinson presented slides depicting the work undertaken to meet the District's goals. GENERAL MANAGER'S REPORT Item 18. No General Manager's report scheduled; however, William Workman reminded everyone that the next Board meeting will be on Tuesday, November 22, 1988. Additionally, he mentioned that Mr. Bill Mills, General Manager of Orange County Water District, will be present at the next Board meeting to review OCWD's budget and goals. Page 2268 Novemer 10, 1988 LEGAL COUNSEL'S REPORT Item 19. No Legal Counsel's report scheduled. STANDING COMMITTEE REPORTS Item 20. No Executive-Administrative-Organizational Committee report was scheduled. Item 21. Finance-Accounting Committee. A Finance-Accounting meeting has been scheduled for November 21, 1988. Item 22. Report on Finance-Accounting Committee meeting of October 28, 1988. Director Knauft stated that the Committee spent a considerable amount of time reviewing the District's Audit Report and Management Letter. He also explained that the Committee reviewed the District's purchasing policies. Item 23. Authorization for payment of bills. On a motion by Director Knauft and seconded by Director Korn, the Board voted 4-0 (Vice President Fox having momentarily excused himself) to approve payment of bills and rate deposits in the amount of $366,175.59 on Check Nos. 15864 through 15934, Payroll Check Nos. 2321 through 2380, and a wire dated November 14, 1988 to MWDOC in the amount of $212,281.18. Item 24. Report on Personnel Committee meeting of November 3, 1988. Vice President Fox stated that District staffing, training and the General Manager's evaluation was discussed. Item 25. Report on Planning-Operations-Engineering Committee meeting of November 2, 1988. Director Korn briefly cited the seven topics that were discussed at their meeting, and asked that the Board pay specific attention to the new sewer development fees that will be proposed at the November 22, 1988 Board meeting. Item 26. Public Information Committee's oral report on the Fiesta Days Parade. President Armstrong stated that he felt the Fiesta Days Parade was very successful, and that the District float was one of the finest. Furthermore, he mentioned that he received a good deal of positive feedback regarding the District float. INTERGOVERNMENTAL MEETINGS Item 27. Report on City Council meeting of November 1, 1988. Director Cromwell reported that cable television, the development at the corner of Bastanchury and Imperial Highway, and the new Gypsun Canyon bridge were the major topics of conversation at this meeting. Item 28. Report on MWDOC meeting of November 2, 1988. Director Knauft stated that there was nothing of significance to the District to report. Page 2269 November 10, 1988 ttem 29. Report on WACO meeting of November 4, 1988. Director Knauft reported that General Manager Bill Mills of the Orange County Water District gave a fine presentation on Orange County Water District's goals, and issues regarding the Santa Ana River. Furthermore, the State Water Control Board's proposed water policy was discussed. Item 30. Report on Planning Commission meeting of November 9, 1988. Director Cromwell reported that Rossland Corporation's subdivision and city zone changes were the major issues discussed at this meeting. CLOSED SESSION President Armstrong directed that the Board enter closed session to discuss a personnel matter. Upon returning from closed session, President Armstrong asked that consideration of the salary for the General Manager be placed on the Board's agenda for November 22, 1988. ADJOURNMENT On a motion by Vice President 5-0 to adjourn to November 22, s P W6 William P. Workman General Manager/Secretary Fox and seconded by Director Knauft, the Board voted 1988 at 8:30 a.m. \-J