HomeMy WebLinkAbout2020-06-23 - Board of Directors Meeting Agenda Packet (B)AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, June 23, 2020, 6:30 PM
1717 E Miraloma Ave, Placentia CA 92870
1. TELECONFERENCE INFORMATION
In an effort to help mitigate the spread of Coronavirus (COVID19), the District will be facilitating
participation in this meeting via teleconference pursuant to Paragraph 3 of Executive Order N2920
issued by the Governor of California on March 17, 2020. Information for accessing this meeting is
provided below. Public comment related to items on this agenda or other matters within the District’s
jurisdiction will be facilitated on the teleconference or can be submitted in writing via email to the
Board Secretary at bodsecretary@ylwd.com by 4:30 p.m. on Tuesday, June 23, 2020. If you choose
to submit comments via email, please identify the agenda item you wish to address (if applicable).
Your comments will be shared with the Board prior to the meeting. For questions regarding
participation please call 7147013020.
Computer/Mobile Device: https://zoom.us/j/95868164740
Telephone: 6699006833 or 3462487799
Meeting ID: 958 6816 4740
2. CALL TO ORDER
3. PLEDGE OF ALLEGIANCE
4. ROLL CALL
Phil Hawkins, President
Andrew J. Hall, Vice President
Brooke Jones, Director
J. Wayne Miller, PhD, Director
Al Nederhood, Director
5. ADDITIONS/DELETIONS TO THE AGENDA
Items may be added to the agenda upon determination by a twothirds vote of the Board, or a
unanimous vote if only three Directors are present, that there is a need to take immediate action which
came to the District's attention subsequent to the agenda being posted. (GC 54954.2(b)(2))
6. INTRODUCTIONS AND PRESENTATIONS
6.1. Elected Official Liaison Reports
6.2. Federal and State Legislative Update
Page 1 of 97
7. PUBLIC COMMENTS
Any individual wishing to address the Board or Committee is requested to identify themselves and state
the matter on which they wish to comment. If the matter is on the agenda, the Chair will recognize the
individual for their comment when the item is considered. No action will be taken on matters not listed
on the agenda. Comments are limited to three minutes and must be related to matters of public interest
within the jurisdiction of the Water District. (GC 54954.3)
8. CONSENT CALENDAR
All items on the consent calendar are considered routine and may be approved by a single motion.
There will be no discussion of these items unless a member of the Board, staff, or public requests
separate consideration.
8.1.Minutes of the Board of Directors Regular Meeting Held June 9, 2020
Recommendation: That the Board of Directors approve the minutes as
presented.
8.2.Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of $1,876,951.26.
8.3.Budget to Actual Reports for the Month Ending May 31, 2020
Recommendation: That the Board of Directors receive and file the Budget to
Actual Reports for the Month Ending May 31, 2020.
8.4.Cash and Investment Report for Period Ending May 31, 2020
Recommendation: That the Board of Directors receive and file the Cash and
Investment Report for Period Ending May 31, 2020.
8.5.Professional Services Agreements for OnCall Surveying Services
Recommendation: That the Board of Directors authorize the General Manager
to execute three (3) nonexclusive Professional Services Agreements (pending
review and approval as to form by General Counsel) for OnCall Surveying
Services with Coast Surveying, Inc., JohnsonFrank & Associates, and D.
Woolley & Associates, Inc. for an initial period of three (3) years and
cumulative total not to exceed $200,000.
9. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board or Committee discussions
are needed prior to formal action.
9.1.Water Rates for Fiscal Year 2021
Recommendation: That the Board of Directors adopt Resolution No. 2020XX
adjusting water rates effective August 1, 2020 and rescinding Resolution No.
201916.
9.2.Amending the Operating Budget for Fiscal Year 2021 (Financial Summaries)
Recommendation: That the Board of Directors approve Resolution No. 2020
XX adopting an Amended Operating Budget for Fiscal Year 2021 (Financial
Summaries).
Page 2 of 97
9.3.Financial Reserves Policy for Fiscal Year 2021
Recommendation: That the Board of Directors approve Resolution No. 2020
XX adopting a Financial Reserves Policy for Fiscal Year 2021 and rescinding
Resolution No. 201924.
10. DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action
of the Board or Committee at the meeting, such as technical presentations, drafts of proposed policies,
or similar items for which staff is seeking advice and counsel. Time permitting, it is generally in the
District’s interest to discuss these more complex matters at one meeting and consider formal action at
another meeting. This portion of the agenda may also include items for information only.
10.1. Treatment of Groundwater Supplies to Remove Per and Polyfluoroalkyl
Substances (PFAS)
10.2. Coronavirus Mitigation Efforts
11. REPORTS, INFORMATION ITEMS, AND COMMENTS
11.1. Directors' Reports
11.2. General Manager's Report
11.3. General Counsel's Report
11.4. Future Agenda Items and Staff Tasks
12. COMMITTEE REPORTS
12.1. Interagency Committee with MWDOC and OCWD
(Hawkins/Nederhood)
Next meeting is scheduled Thursday, July 23, 2020 at 4:00 p.m.
12.2. Joint Agency Committee with City of Yorba Linda
(Hawkins/Jones)
Next meeting is scheduled Monday, July 27, 2020 at 4:00 p.m.
12.3. Joint Agency Committee with City of Placentia
(Hawkins/Hall)
Next meeting yet to be scheduled.
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from June 24 July 31, 2020
14. ADJOURNMENT
14.1. The next Regular Board Meeting will be held Tuesday, July 14, 2020. Closed
Session (if necessary) will begin at 5:30 p.m. and regular business at 6:30
p.m.
Page 3 of 97
Items Distributed to the Board Less Than 72 Hours Prior to the Meeting
Prior to the Governor’s ‘StayatHome’ Executive Orders regarding COVID19, nonexempt materials related to
open session agenda items that were distributed to a majority of the Board of Directors or Committee Members
less than seventytwo (72) hours prior to the meeting were made available for public inspection in the lobby of the
District’s Administrative building during regular business hours and posted on the District’s website shortly
thereafter (GC 54957.5). As the District’s lobby has been closed to the public in accordance with the Governor’s
Executive Orders and to help mitigate the spread of COVID19, staff will make these materials available on the
District’s website (https://ylwd.com/) as soon as possible following receipt.
Accommodations for the Disabled
Requests for disabilityrelated modifications or accommodations, including auxiliary aids or services, required for
participation in the above posted meeting should be directed to the Board Secretary at (714) 7013020 at least 24
hours in advance. (GC 54954.2(a))
Page 4 of 97
ITEM NO. 8.1.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Annie Alexander, Executive Assistant/Board Secretary
SUBJECT:Minutes of the Board of Directors Regular Meeting Held June 9,
2020
RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
1.Draft Meeting Minutes
Page 5 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.1
2020-XXX
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, June 9, 2020, 6:30 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1.TELECONFERENCE INFORMATION
As noted on the agenda, this meeting was facilitated via teleconference pursuant
to Paragraph 3 of Executive Order N-29-20 issued by the Governor of California
on March 17, 2020.
2.CALL TO ORDER
The meeting was called to order at 6:30 p.m.
3.PLEDGE OF ALLEGIANCE
4.ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Phil Hawkins, President Brett R. Barbre, General Manager
Andrew J. Hall, Vice President John DeCriscio, Operations Manager
Brooke Jones Gina Knight, Human Resources and Risk Mgr
J. Wayne Miller, PhD Delia Lugo, Finance Manager
Al Nederhood Pasquale Talarico, Director of Public Affairs
Rosanne Weston, Engineering Manager
Annie Alexander, Executive Asst/Board Secretary
Danielle Logsdon, Principal Engineer
Kaden Young, Sr Management Analyst
ALSO PRESENT
Andrew Gagen, General Counsel, Kidman Gagen Law LLP
5.ADDITIONS/DELETIONS TO THE AGENDA
General Manager Barbre noted the applicant on Item No. 8.10 no longer wished
to move forward and the item needed to be removed from the agenda. He also
suggested Pres. Hawkins consider taking Item No. 9.1. at the beginning of the
meeting as a courtesy to the candidates wishing to address the Board. The
Board agreed.
Page 6 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.2
2020-XXX
The following item was taken out of order.
9.ACTION CALENDAR
9.1.California Special Districts Association (CSDA) Board of Directors Election
The following officials commented on their candidacy for this upcoming
election:
Arlene Schafer, Secretary, Costa Mesa Sanitary District
Ronald L. Coats, Director, East Valley Water District
Greg Mills, Vice President, Serrano Water District
In order to allow the fourth candidate an opportunity to address the Board, it was
determined to defer action on this matter following consideration of the Consent
Calendar.
6.INTRODUCTIONS AND PRESENTATIONS
6.1.Elected Official Liaison Reports
None.
6.2.Federal and State Legislative Update
Director of Public Affairs Talarico reported on the process of reopening the
state and county for business.
7.PUBLIC COMMENTS
No members of the public expressed an interest to provide comment at this time.
8.CONSENT CALENDAR
Director Miller requested to remove Item No. 8.7. and Director Nederhood
requested to remove Item Nos. 8.4., 8.5., and 8.6. from the Consent Calendar for
separate action.
Director Nederhood made a motion, seconded by Director Jones, to approve the
remainder of the Consent Calendar.
Director Miller requested to remove Item No. 8.8. for separate action as well.
President Hawkins clarified that the remaining Items left on the Consent
Calendar were Nos. 8.1., 8.2., 8.3., 8.9., and 8.11.
Motion carried 5-0-0-0 on a roll call vote.
Page 7 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.3
2020-XXX
8.1.Minutes of the Board of Directors Special and Regular Meetings Held May
12, 2020
Recommendation: That the Board of Directors approve the minutes as
presented.
8.2.Minutes of the Board of Directors Special Meeting Held May 19, 2020
Recommendation: That the Board of Directors approve the minutes as
presented.
8.3.Minutes of the Board of Directors Special Meeting Held May 26, 2020
Recommendation: That the Board of Directors approve the minutes as
presented.
8.9.Terms and Conditions for Water and Sewer Service with Brandywine
Homes for Tract 19014, Job No. 202008
Recommendation: That the Board of Directors approve the Terms and
Conditions for Water and Sewer Service with Brandywine Homes for Tract
19014, Job No. 202008.
8.11.Notice of Completion for the Highland Pressure Regulating Station Project
Recommendation: That the Board of Directors authorize staff to file the
Notice of Completion for the Highland Pressure Regulating Station
Project, Job No. 2019-37.
The following item was removed from the agenda.
8.10.Terms and Conditions for Sewer Service with Roland and Barbara Fox,
4502 Palm Ave, Yorba Linda
Recommendation: That the Board of Directors approve the Terms and
Conditions for Sewer Service with Roland and Barbara Fox, 4502 Palm
Avenue, Yorba Linda, Job No. 2020-29S.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
The Board discussed each of the following items prior to calling for a vote.
Page 8 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.4
2020-XXX
8.4.Payments of Bills, Refunds, and Wire Transfers
Staff responded to questions from Director Nederhood regarding invoices
from Carollo Engineering and expected reimbursement from OCWD.
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of $2,772,339.26.
8.5.Budget to Actual Reports for the Month Ending April 30, 2020
Staff responded to questions from Director Nederhood regarding an
invoice from MWDOC for import water, projected water consumption
through FY20, and expenses associated with the District’s meter
replacement program.
Recommendation: That the Board of Directors receive and file the Budget
to Actual Reports for the Month Ending April 30, 2020.
8.6.Cash and Investment Report for Period Ending April 30, 2020
Staff responded to questions from Director Nederhood regarding the
impact of import water purchases on the District’s unrestricted water
reserves. Staff also responded to questions from Director Miller regarding
the line of credit.
Recommendation: That the Board of Directors receive and file the Cash
and Investment Report for Period Ending April 30, 2020.
8.7.Budgeted Positions for Fiscal Year 2021
Staff responded to questions from Director Miller regarding the
reclassifications and salary adjustments and impact on the budget.
Director Jones made a motion to approve Item No. 8.7. with the removal
of the words “and Executive Counsel” from the position classification of
Assistant General Manager.
Director Miller requested the Board vote on this item separately from the
others that were removed from the Consent Calendar.
Recommendation: That the Board of Directors: (1) adopt Resolution No.
2020-XX ratifying the budgeted positions for Fiscal Year 2021; (2) adopt
Resolution No. 2020-XX amending Exhibit A of the Memorandum of
Understanding between the District and the Yorba Linda Water District
Employees Association for the remainder of Fiscal Years 2021-2023; and
(3) adopt Resolution No. 2020-XX amending Exhibit A of the Personnel
Manual for Unrepresented Employees for the remainder of Fiscal Years
2021-2023.
Page 9 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.5
2020-XXX
8.8.2020 Water Quality Report
Director Miller commented on the percentage of groundwater supplied to
the District as cited in the report. Staff noted this percentage would be
updated in next year’s report to reflect the transition to 100% import water.
Recommendation: That the Board of Directors approve the 2020 Water
Quality Report and instruct staff to make it available on the District’s
website pursuant to State and Federal law regarding electronic delivery.
Director Jones made a motion, seconded by Director Miller, to approve
Item Nos. 8.4. 8.5., 8.6., and 8.8. Motion carried 5-0-0-0 on a roll call
vote.
President Hawkins called for a motion on Item No. 8.7.
Director Jones restated his original motion to approve Item No. 8.7. with
the removal of the words “and Executive Counsel” from the position
classification of Assistant General Manager and suggested the position be
left vacant as long as possible. Motion was seconded by Director
Nederhood and carried 4-0-0-1 on a roll call vote with Director Miller
voting No.
9.ACTION CALENDAR CONTINUED
9.1.California Special Districts Association (CSDA) Board of Directors Election
Director Nederhood commented on the candidates’ statements at the
beginning of the meeting.
Director Nederhood made a motion, seconded by Director Jones, to vote
for Greg Mills, Vice President of Serrano Water District, in the 2020 CSDA
Election for Seat C in the Southern Network for Term 2021-2023 and
instruct staff to complete and submit the ballot on the Board’s behalf.
Motion carried 5-0-0-0 on a roll call vote.
10.DISCUSSION ITEMS
10.1.Continued Budget Review for Fiscal Years 2020-21
Staff presented multiple budget assumption scenarios for FY21.
Extensive discussion followed regarding elements of each scenario
including debt service coverage ratio targets, collecting a PFAS Impact
Fee in combination with a potential water rate increase, and development
Page 10 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.6
2020-XXX
of an associated messaging plan. Staff offered to prepare additional
budget assumption scenarios based on a 5% increase to the base water
rate and 6 cent increase to the commodity charge with revenue
adjustments beginning at various intervals between August 2020 through
January 2021 and targeting 135% and 145% debt service coverage ratios.
Staff will also contact the District’s municipal advisors for guidance
regarding a recommended debt service coverage ratio and
implementation date for the PFAS Impact Fee.
10.2.Capital Improvement Plan (CIP) for Fiscal Years 2020-25
Staff responded to questions from the Board regarding a few of the listed
projects. The Board requested staff look into extending the meter
replacement program through FY22.
10.3.Public Funds Investment Policy for Fiscal Year 2021
Staff reported that following their annual review, no changes were being
recommended to the current policy. As such, the existing policy would
remain in effect through the next fiscal year.
10.4.Overview of Meter Replacement Program
As this topic was discussed during review of the CIP, no additional
presentation was provided.
10.5.Status of Engineering Activities
Staff reported on the District’s participation in a water quality panel for a
health study being conducted by the CDC and UC Irvine Health. Staff
also reported on the status of various construction and developer projects.
10.6.Treatment of Groundwater Supplies to Remove Per- and Polyfluoroalkyl
Substances (PFAS)
Staff reviewed the schedule for design and construction of the PFAS
treatment plant.
10.7.Coronavirus Mitigation Efforts
Staff reported on reopening of the District’s lobby to the public.
11.REPORTS, INFORMATION ITEMS, AND COMMENTS
11.1.Directors' Reports
The Directors noted their attendance at the listed meetings and events.
Page 11 of 97
Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m.7
2020-XXX
11.2.General Manager's Report
General Manager Barbre commented on a letter to be submitted to the
SWRCB regarding the proposed water loss performance standards.
11.3.General Counsel’s Report
General Counsel Gagen reported that the hearing scheduled June 26,
2020 for Phase 2A of the IRWD v. OCWD case had been continued to
September 11, 2020.
11.4.Future Agenda Items and Staff Tasks
None.
12.COMMITTEE REPORTS
12.1.Interagency Committee with MWDOC and OCWD
(Hawkins/Nederhood)
Next meeting is scheduled Thursday, July 23, 2020 at 4:00 p.m.
12.2.Joint Agency Committee with City of Yorba Linda
(Hawkins/Jones)
Next meeting is scheduled Monday, July 27, 2020 at 4:00 p.m.
12.3.Joint Agency Committee with City of Placentia
(Jones/Hawkins)
Next meeting is yet to be scheduled.
13.BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1.Meetings from June 10 – July 31, 2020
The Board made no changes to the activity calendar.
14.ADJOURNMENT
14.1.The meeting was adjourned at 9:03 p.m.
Annie Alexander
Board Secretary
Page 12 of 97
ITEM NO. 8.2.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
Paige Appel, Accounting Assistant II
SUBJECT:Payments of Bills, Refunds, and Wire Transfers
RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of
$1,876,951.26.
BACKGROUND:
Section 31302 of the California Water Code says the District shall pay demands made against
it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby
submitting the list of disbursements for Board of Directors’ approval.
The items on this disbursement list include: a wire of $1,240,167.02 to MWDOC for April 2020
water purchases; a wire of $568.00 to Switch for the remote data hosting co-location; a wire of
$1,075.13 to So. California Gas Co. for May 2020 gas charges at multiple locations; a wire of
$32,418.03 to So. California Edison for May 2020 electricity charges at multiple locations; a
check of $56,491.67 to Kidman Gagen Law for legal services; a check of $119,238.70 to
ACWA/JPIA for June 2020 medical and dental premiums. The balance of $150,264.95 are
routine invoices.
The Accounts Payable check register total is $1,600,223.50, Payroll No. 12 total is
$276,727.76; where disbursements for this agenda report total is $1,876,951.26. A summary
of the disbursements is attached.
ATTACHMENTS:
1.CapSheet
2.Check Register
3.Credit Card
Page 13 of 97
Summary of Disbursements
June 23, 2020
CHECK NUMBERS:
06/23/20 Computer Checks 76296 - 76362 $ 325,995.32
$ 325,995.32
WIRES:
W061520 Municipal Water District $ 1,240,167.02
W061520A Southern Calif Gas Co. $ 1,075.13
W061520B Southern California Edison $ 32,418.03
W061720 Switch Ltd $ 568.00
$ 1,274,228.180
TOTAL OF CHECKS & WIRES $ 1,600,223.50
PAYROLL NO. 12:
Direct Deposits $ 172,498.57
Payroll Taxes $ 44,864.33
EFT – CalPERS Payroll #12 $ 40,347.44
Third Party Checks 7386—7391 $ 19,017.42
$ 276,727.76
TOTAL OF PAYROLLS $ 276,727.76
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 1,876,951.26
==================================================================
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF JUNE 23, 2020
==================================================================.
Page 14 of 97
Check No.Date Vendor Name Amount Description
76296 06/23/2020 LINH DO 51.50 CUSTOMER REFUND
76297 06/23/2020 GONZALO DIAZ 45.28 CUSTOMER REFUND
76298 06/23/2020 ERIN NORMINTON 54.11 CUSTOMER REFUND
76299 06/23/2020 BRYAN CLARK 118.04 CUSTOMER REFUND
76300 06/23/2020 DANIEL GUSHUE 46.31 CUSTOMER REFUND
76301 06/23/2020 GRIFFIN B GUCCIONE 46.28 CUSTOMER REFUND
76302 06/23/2020 HOLCOMBE FAMILY TRUST 395.58 CUSTOMER REFUND
76303 06/23/2020 WEST COAST PARTNERS 383.91 CUSTOMER REFUND
76304 06/23/2020 RIC CONSTRUCTION 1,896.80 CUSTOMER REFUND
76305 06/23/2020 RICHARD LUKINS 1,835.40 CUSTOMER REFUND
76306 06/23/2020 ACWA/JPIA 119,238.70 MEDICAL & DENTAL PREMIUM - JULY 2020
76307 06/23/2020 AGB-American Geophysical Brokerage 5,457.63 SEISMIC SERVICE-SCADA MAINTENANCE
76308 06/23/2020 AIRGAS INC 352.55 WELDING SUPPLIES
76309 06/23/2020 A Plus Awards By Dewey 41.15 GM OFFICE NAME PLATE
76310 06/23/2020 Aramark 255.51 UNIFORM SERVICES
76311 06/23/2020 Armando Raya 250.00 SAFETY BOOT REIMBURSEMENT
76312 06/23/2020 AT & T - Calnet3 1,299.18 ATT CALNET 3
76313 06/23/2020 Bee Busters, Inc 150.00 BEE ABATEMENT
76314 06/23/2020 Big Ben Inc. 15,762.29 RETENTION PAYMENT - J19-37 HIGHLAND PRESSURE STATION
76315 06/23/2020 B.L. Wallace Distributor, Inc. 3,173.29 METER LIDS
76316 06/23/2020 Brett R. Barbre 600.00 EMPLOYEE BENEFIT REIMBURSEMENT
76317 06/23/2020 BrightView Tree Care Services Inc. 1,975.00 LANDSCAPE SERVICE
76318 06/23/2020 CalCard US Bank 11,740.05 CREDIT CARD TRANSACTIONS - MAY 2020
76319 06/23/2020 CIPO CLOUD SOFTWARE INC 5,000.00 CIPO IMPLEMENTATION SERVICES
76320 06/23/2020 Cla-Val Co. (Griswold Industries) 3,567.84 CLA VAL PARTS
76321 06/23/2020 Clinical Lab. Of San Bern. 9,085.00 WATER QUALITY LAB WORK
76322 06/23/2020 Complete Paperless Solutions 13,424.00 WATER QUALITY LAB WORK
76323 06/23/2020 ARC 15.12 SET UP/PW DMF & LATE FEES
76324 06/23/2020 Culligan of Santa Ana 1,735.40 EQUIPMENT-PE SOFTENER
76325 06/23/2020 Daniels Tire Service 2,336.62 VEHICLE MAINTENACE - UNITS #190, 207 & 214
76326 06/23/2020 Doane and Hartwig Water Systems, Inc. 912.69 CL2 SYSTEM - REPLACEMENT PARTS
76327 06/23/2020 Factory Motor Parts 475.58 MECHANIC SHOP PARTS & SUPPLIES
76328 06/23/2020 FedEx Office 56.00 SHIPPING FEES
76329 06/23/2020 EyeMed 1,393.58 EYEMED PREMIUM - JUNE 2020
76330 06/23/2020 Fieldman Rolapp & Associates 2,301.89 PROF. SERVICES - 2020 REVENUE BOND
76331 06/23/2020 Grainger 1,213.08 AC PARTS AND MECHANIC SHOP EQUIPMENT
76332 06/23/2020 Haaker Equipment Co. 4,077.11 SEWER CAMERA REPAIR PARTS
76333 06/23/2020 Harrington Industrial 1,400.75 LEXAN - CUSTOMER SERVICE WINDOW BARRIER
76334 06/23/2020 Infosend Inc. 7,621.35 BILLING & POSTAGE CUSTOMER BILL - APRIL 2020
76335 06/23/2020 JACK DOHENY COMPANIES INC 412.03 SEWER TOOLS
76336 06/23/2020 Jackson's Auto Supply - Napa 148.80 EQUIPMENT PARTS
76337 06/23/2020 Kidman Gagen Law 56,491.67 LEGAL SERVICES - MAY 2020
76338 06/23/2020 Kimball Midwest 917.15 MECHANIC SHOP SUPPLIES
76339 06/23/2020 Konica Minolta Business 788.78 COPIER LEASE - C258 & C558
76340 06/23/2020 Managed Health Network 162.00 EAP - JUNE 2020
76341 06/23/2020 Mc Fadden-Dale Hardware 231.87 HARDWARE SUPPLIES
76342 06/23/2020 MICHAEL FRAUENTHAL & ASSOCIATES INC 3,250.00 J2020-12 - APPRAISAL OF 5350 AVENIDA
76343 06/23/2020 Nickey Kard Lock Inc 3,839.75 FUEL - 5/16 - 5/31
76344 06/23/2020 PLACENTIA POLICE DEPARTMENT FALSE ALARM 235.00 FALSE ALARM FEE
76345 06/23/2020 Praxair Distribution 217.60 EMISSIONS TEST ENVIRONMENTAL SERVICE FEE
76346 06/23/2020 QUADIENT LEASING USA INC 280.60 LEASE PAYMENT - 6/27 - 9/26
76347 06/23/2020 Raftelis Financial Consultants, Inc. 6,198.75 J2020-22S - PROFESSIONAL SERVICES - CAPACITY FEE
76348 06/23/2020 R.E. Michel Company, LLC 135.12 HVAC REPLACEMENT PARTS
76349 06/23/2020 Security Solutions 6,845.00 SECURITY UPGRADES AND ANNUAL ALARM MONITORING
76350 06/23/2020 Shred Confidential, Inc. 204.75 MONTHLY SHRED SERVICE
76351 06/23/2020 South Coast AQMD 252.41 EMISSIONS ANNUAL FEES & CERTIFICATIONS
76352 06/23/2020 Staples Business Advantage 82.43 OFFICE SUPPLIES
76353 06/23/2020 Sunstate Equipment Co 621.61 EQUIPMENT RENTAL
For Checks Dated: 06/10/2020 thru 06/23/2020
Yorba Linda Water District
Check Register
Page 15 of 97
76354 06/23/2020 T-Mobile 1.20 CONNECTION CHARGE
76355 06/23/2020 Total Administrative Service Corp (TASC) 544.50 FSA - ADMIN FEES - JULY - SEPTEMBER 2020
76356 06/23/2020 Underground Service Alert 383.20 NEW TICKET CHARGES & CA STATE FEE
76357 06/23/2020 United Industries 71.38 SAFETY EQUIPMENT - GLOVES
76358 06/23/2020 United Rentals 920.15 J2019-13 - SCADA BOOM RENTAL
76359 06/23/2020 Utility Systems, Science & Software, Inc. 17,649.00 J2019-13 - SCADA RADIO PROJECT
76360 06/23/2020 United Water Works, Inc. 250.13 OPERATIONS WORK MATERIAL
76361 06/23/2020 YO Fire 4,252.37 OPERATIONS WORK MATERIAL
76362 06/23/2020 Zep Manufacturing 823.50 TRASHBAGS AND WINDOWS CLEANER
W061520 06/15/2020 MWDOC 1,240,167.02 WATER DELIVERIES FOR APRIL 2020
W061520A 06/15/2020 SO. CAL GAS COMPANY 1,075.13 GAS CHARGES - MAY 2020 - VARIOUS LOCATIONS
W061520B 06/15/2020 SO. CALIFORNIA EDISON 32,418.03 ELECTRICITY CHARGES - MAY 2020 VARIOUS LOCATIONS
W061720 06/17/2020 SWITCH 568.00 REMOTE DATA HOSTING CO-LOCATIONS
1,600,223.50
05/28/2020 PAYROLL - EMPLOYEE DIRECT DEPOSIT 172,498.57
05/28/2020 PAYROLL - PAYROLL TAX PAYMENT 44,864.33
05/28/2020 PAYROLL - CALPERS & TASC 40,347.44
7386 05/28/2020 Colonial Life & Accident 112.13
7387 05/28/2020 Nationwide Retirement Solutions 4,036.45
7389 05/28/2020 California State Disbursement Unit 366.92
7390 05/28/2020 California State Disbursement Unit 384.92
7391 05/28/2020 Lincoln Financial Group 14,117.00
276,727.76
Payroll Checks #12
Page 16 of 97
Vendor Name Amount Description
Placentia Police Department False Alarm 235.00 FALSE ALARM FEE
Time Warner Cable 650.00 INTERNET & DISTRICT TV SERVICES
Time Warner Cable 208.98 INTERNET & DISTRICT TV SERVICES
Rio Suites (146.26) REFUND AWWA CONF-MCDONALD
Amazon.com 42.77 COMPUTER SUPPLIES
Brown And Caldwell 100.00 JOB ADVERTISEMENT-SR. ENGINEER
TRANSITTALENT.COM 175.00 JOB ADVERTISEMENT-SR. ENGINEER
Home Depot 182.70 OPERATIONS SUPPLIES
WASTEWATER JOBS 185.00 JOB ADVERTISEMENT-SR. ENGINEER
YourMembership.com 399.00 JOB ADVERTISEMENT-SR. ENGINEER
ZOOM 14.99 VIRTUAL MEETING FACILITATION
ZOOM 29.82 VIRTUAL MEETING FACILITATION
Costco 22.83 OFFICE SUPPLIES
RING INC 30.00 RING DOOR SYSTEM
Costco 202.37 OFFICE SUPPLIES
U S Postal Service(Hasler)12.55 OFFICE SUPPLIES
Time Warner Cable 215.26 INTERNET & DISTRICT TV SERVICES
Time Warner Cable 2,020.75 INTERNET & DISTRICT TV SERVICES
Mc Master-Carr Supply Co.29.10 PARTS FOR UNIT#215
B & M Lawn and Garden Inc 136.12 HARDWARE SUPPLIES
ZOOM 199.90 VIRTUAL MEETING FACILITATION
Adobe 52.99 ADOBE CREATIVE CLOUD - TALARICO, P
Home Depot 67.01 PAINTING SUPPLIES
Kaiser Permanente 1,160.00 CLAIM PAYMENT FOR DENGES
Home Depot 23.53 OPERATIONS OFFICE SUPPLIES
ZOOM 40.00 VIRTUAL MEETING FACILITATION
Monoprice Inc 164.42 IT & COMPUTER SUPPLIES
Government Finance Officers 35.00 PROFESSIONAL TRAINING-LUGO, D
Government Finance Officers 35.00 GFOA WEBINAR-YOUNG, K
Government Finance Officers 50.00 PROFESSIONAL TRAINING-MCCANN
Home Depot 103.54 TOOLS-LEAK CREW TRUCKS
AWWA - CA-NV Section (549.00) RETURN-AWWA CONFERENCE DECRISCIO
Amazon.com 40.50 OFFICE SUPPLIES
Medii Kitchen 46.34 FINANCE LUNCH MEETING-(2) ATTENDEES
Home Depot 53.81 OPERATIONS SUPPLIES
Mc Master-Carr Supply Co.81.38 OPERATIONS-WATER COOLERS
Amazon.com 27.18 MECHANIC SHOP SUPPLIES
Lamp Post Pizza 36.85 LUNCH-HR INTERVIEW PANEL
Monoprice Inc 134.22 OPERATIONS SUPPLIES
Cal Society-Municipal Finance Officers 192.00 CWEA MEMBERSHIP - JIMENEZ, R
Liebert Cassidy Whitmore 75.00 J20-13 COVID LCW WEBINAR - KNIGHT, G
Amazon.com 52.05 OPERATIONS SUPPLIES
Concrete Fastening 187.56 OPERATIONS SUPPLIES
Home Depot 56.98 PAINTING SUPPLIES
AWWA - CA-NV Section 80.00 TRAVEL & EXPENSE AWWA CONFERENCE - MCDONALD, J
Mc Master-Carr Supply Co.103.20 OPERATIONS-CL2 SYSTEM SUPPLIES
Amazon.com 22.62 COVID MASKS - ENGINEERING
B & M Lawn and Garden Inc 143.45 OPERATIONS SUPPLIES
Harbor Freight Tools 13.16 OPERATIONS TOOLS
23-Jun-20
Cal Card Credit Card
U S Bank
Page 17 of 97
Government Finance Officers 35.00 COVID WEBINAR TRAINING-LUGO, D
Government Finance Officers 35.00 BUDGET WEBINAR TRAINING-LUGO, D
Liebert Cassidy Whitmore 75.00 J20-13 COVID LCW WEBINAR - LIM, V
Home Depot 255.24 OPERATIONS SUPPLIES
Schorr Metals, Inc.26.42 HARDWARE SUPPLIES
Home Depot 98.56 FACILITIES-ELECTRICAL SUPPLIES
Home Depot 103.31 MAINTENANCE WORK
Liebert Cassidy Whitmore 200.00 J20-13 COVID LCW WEBINAR - LIM, V
Mc Master-Carr Supply Co.241.09 MECHANIC SHOP & PRODUCTION SUPPLIES
COMPUCOVER 34.90 OPERATIONS SUPPLIES
Farmer Boys 36.59 OPERATIONS - MAIN BREAK OT MEALS
Home Depot 42.91 PAINTING SUPPLIES
IN-N-OUT RESTAURANTS 45.04 OPERATIONS - MAIN BREAK OT MEALS
Amazon.com 21.72 OPERATIONS OFFICE SUPPLIES
Amazon.com 37.66 OPERATIONS OFFICE SUPPLIES
Amazon.com 195.96 PARTS FOR UNIT#228
Answer One Communications 347.40 VIRTUAL RECEPTIONIST SERVICE
ONLINE Information Services, Inc.501.60 ONLINE UTILITY EXCHANGE & COLLECTION - MARCH 2020
Republic Services #676 581.96 DISPOSAL SERVICE
America's Instant Signs 161.63 J20-13 COVID MATERIAL
Staples 177.69 J20-13 COVID MATERIAL
Home Depot 376.16 J19-13 SCADA MATERIAL
Costco 2,064.49 J20-13 COVID SUPPLIES
AWWA - CA-NV Section (875.00) AWWA CONF REFUND-WESTON, R
Southwest Airlines (539.96) AIRFARE REFUND-MANZANO, A
ZOOM (14.99) ZOOM CREDIT
11,740.05
Page 18 of 97
ITEM NO. 8.3.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
Kelly McCann, Senior Accountant
SUBJECT:Budget to Actual Reports for the Month Ending May 31, 2020
RECOMMENDATION:
That the Board of Directors receive and file the Budget to Actual Reports for the Month Ending
May 31, 2020.
BACKGROUND:
For the month-ending May 31, 2020, staff is presenting Budget to Actual Reports for the
District as a whole, as well as the individual water and sewer funds.
Cumulative Volumetric Water Revenue, as reported through the month ending May 31, 2020,
reflects an average increase of 4.66% as compared to the prior year for the same reporting
period. Residential customer connections have the highest increase in consumption sales of
6.28% as compared to reported results from the prior year.
Total Variable Costs results, as reported through the month ending May 31, 2020, reflect a
23.51% increase when compared to prior year for the same reporting period. The increase in
costs is predominantly reflective of the increase in total water demand, which as reported, is
6.71% above that of prior year and meeting the demand with 100% import water.
STRATEGIC PLAN INITIATIVES:
G2 3B – Regularly assess net position and steps to meet strategic goals.
ATTACHMENTS:
1.Financial Reports and Graphs for May 2020
Page 19 of 97
FY20 Annual
Budget
YTD Actuals thru
May 2020
YTD % of
Budget
Water Revenue (Residential)16,548,758$ 13,499,137$ 81.57%
Water Revenue (Commercial & Fire Det.)1,872,073 1,499,836 80.12%
Water Revenue (Landscape/Irrigation)3,917,982 3,233,793 82.54%
Service Charges 10,988,263 10,050,798 91.47%
Other Operating Revenue 902,996 747,901 82.82%
Total Operating Revenue 34,230,072 29,031,465 84.81%
Revenue (Non-Operating):
Interest 698,777 513,674 73.51%
Property Taxes 1,820,471 1,892,213 103.94%
Other Non-Operating Revenue 608,430 778,179 127.90%
Total Non-Operating Revenue 3,127,678 3,184,066 101.80%
Total Revenue 37,357,750$ 32,215,531$ 86.24%
Expenses (Operating):
Variable Water Costs (G.W., Import & Power)
Water-Related Costs 12,485,582$ 12,450,762$ 99.72%
Fixed Costs 1,179,009 1,064,581 90.29%
Power-Related Costs 1,446,219 1,316,324 91.02%
Variable Water Costs Related Expenses Total 15,110,810 14,831,667 98.15%
Salary Related Expenses 10,753,255 8,523,781 79.27%
Reduction for Capital Project Labor (225,000) (201,775) 89.68%
Salary Related Expenses Total 10,528,255 8,322,006 79.04%
Supplies & Services
Communications 228,183 172,094 75.42%
Contractual Services 496,717 362,926 73.06%
Data Processing 324,069 209,750 64.72%
Dues & Memberships 78,862 84,770 107.49%
Fees & Permits 290,271 281,338 96.92%
Insurance 304,468 261,782 85.98%
Materials 948,195 799,975 84.37%
District Activities, Emp Recognition 43,371 31,016 71.51%
Maintenance 565,165 508,675 90.00%
Non-Capital Equipment 200,778 121,722 60.63%
Office Expense 33,950 34,387 101.29%
Professional Services 585,971 848,455 144.79%
Training 78,301 32,387 41.36%
Travel & Conferences 126,278 51,702 40.94%
Uncollectible Accounts 4,185 3,730 89.14%
Utilities 179,258 175,799 98.07%
Vehicle Expenses 335,600 352,251 104.96%
Supplies & Services Sub-Total 4,823,620 4,332,759 89.82%
Total Operating Expenses 30,462,685 27,486,432 90.23%
Expenses (Non-Operating)
Other Expense 13,520 143,684 1062.75%
Total Non-Operating Expenses 13,520 143,684 1062.75%
Total Expenses 30,476,205$ 27,630,116$ 90.66%
Net Revenues 6,881,545 4,585,415 66.63%
Less: Debt Service (Principal & Interest)2,726,956 2,726,660 99.99%
Less: Committed Capital Expenditures (PayGo)3,174,425 1,349,314 42.51%
Less: PARS Contribution - Net Pension/OPEB 1,700,000 - 0.00%
Transfer to/(from) Reserves (719,836) 509,441 70.77%
Net Total -$ -$
Yorba Linda Water District
Water Enterprise
FY20 ProForma - Use of Funds
May 2020
Page 20 of 97
Yorba Linda Water District
Summary Financial Report
Water & Sewer Funds
For Period Ending May 31, 2020
Annual YTD May YTD YTD Actual Prior Year Prior Year YTD Actual YTD Actual
Budget Budget Actual Actual (Under) Over May Actual Actual (thru vs vs
FY20 FY20 FY20 FY20 YTD Budget FY19 May 2019)PY Actual $PY Actual %
Revenue (Operating):
Water Revenue (Residential)16,548,758$ 14,961,732$ 1,157,939$ 13,499,137$ (1,462,595)$ 1,431,838$ 12,701,851$ 797,286$ 6.28%
Water Revenue (Commercial & Fire Det.)1,872,073 1,692,541 93,169 1,499,836 (192,705)160,311 1,559,086 (59,250)-3.80%
Water Revenue (Landscape/Irrigation)3,917,982 3,542,248 211,898 3,233,793 (308,455)354,522 3,160,600 73,193 2.32%
Water Revenue (Service Charge)10,988,263 10,072,574 921,624 10,050,798 (21,776)840,323 9,207,081 843,717 9.16%
Sewer Charge Revenue 2,421,665 2,219,860 197,230 2,195,648 (24,212)187,455 2,024,895 170,753 8.43%
Locke Ranch Assessments 324,173 322,714 2,633 320,419 (2,295) 1,338 297,468 22,952 7.72%
Other Operating Revenue 964,708 884,315 40,937 814,702 (69,613)86,938 908,314 (93,612)-10.31%
Total Operating Revenue:37,037,622 33,695,984 2,625,430 31,614,333 (2,081,651)3,062,725 29,859,295 1,755,038 5.88%
Revenue (Non-Operating):
Interest 812,306 744,613 21,228 605,363 (139,250)45,530 694,744 (89,381)-12.87%
Property Tax 1,820,471 1,791,343 40,462 1,892,213 100,870 65,014 1,843,257 48,956 2.66%
Other Non-Operating Revenue 632,909 580,168 132,347 822,926 242,758 123,011 864,952 (42,026)-4.86%
Total Non-Operating Revenue:3,265,685 3,116,124 194,037 3,320,502 204,378 233,555 3,402,953 (82,450)-2.42%
Total Revenue 40,303,307 36,812,108 2,819,467 34,934,835 (1,877,273)3,296,280 33,262,248 1,672,588 5.03%
Expenses (Operating):
Variable Water Costs (G.W., Import & Power)15,110,810 13,661,683 2,065,064 14,831,667 1,169,984 1,132,782 12,008,767 2,822,900 23.51%
Salary Related Expenses 11,664,922 10,247,383 773,759 9,201,354 (1,046,029)1,043,039 8,927,350 274,004 3.07%
Supplies & Services 5,449,301 5,031,655 424,733 4,644,665 (386,990)312,085 3,939,619 705,046 17.90%
Total Operating Expenses 32,225,033 28,940,721 3,263,556 28,677,686 (263,035)2,487,906 24,875,736 3,801,950 15.28%
Expenses (Non-Operating):
Interest on Long Term Debt 1,303,967 1,195,303 109,994 1,194,674 (629) 111,601 1,239,015 (44,341) -3.58%
Other Expense 13,520 13,520 (16,832) 183,958 170,438 (2,032) 986,388 (802,430) -81.35%
Total Non-Operating Expenses:1,317,488 1,208,823 93,162 1,378,632 169,809 109,569 2,225,403 (846,771) -38.05%
Total Expenses 33,542,521 30,149,544 3,356,718.0 30,056,318 (93,227)2,597,475 27,101,139 2,955,179 10.90%
Net Position Before Capital Contributions 6,760,787 6,662,564 (537,251) 4,878,517 (1,784,046)698,805 6,161,109 (1,282,592) -20.82%
Capital Contributions (Non-Cash - - 225,091 1,028,993 1,028,993 - 38,556 990,437 0.00%
Transaction GASB 34 Compliant)
Net Position Before Depreciation 6,760,787 6,662,564 (312,160) 5,907,510 (755,054)698,805 6,199,665 (292,155)-4.71%
Depreciation & Amortization 7,720,659 7,077,270 643,688 7,114,617 37,347 604,259 6,720,712 393,904 5.86%
Total Net Position ($959,872)($414,706)(955,848) (1,207,107) ($792,400)$94,546 ($521,047)($686,060)-131.67%
(295,000) 270,417 (11,483) (231,185) (501,602) (27,657) (315,944) 84,759 -26.83%
(With May 31, 2019 for comparison purposes)
Page 21 of 97
Annual YTD May YTD YTD Actual Prior Year Prior YTD YTD Actual YTD - CUR
Budget Budget Actual Actual (Under)Over May Actual Actual (thru vs vs
FY20 FY20 FY20 FY20 YTD Budget FY19 May 2019) PY Actual $PY Actual %
Revenue (Operating):
Water Revenue (Residential)16,548,758$ $14,961,732 1,157,939$ 13,499,137$ (1,462,595)$ 1,431,838$ 12,701,851$ 797,286$ 6.28%
Water Revenue (Commercial & Fire Det.)1,872,073 1,692,541 93,169$ 1,499,836 (192,705) 160,311 1,559,086 (59,250) -3.80%
Water Revenue (Landscape/Irrigation)3,917,982 3,542,248 211,898$ 3,233,793 (308,455) 354,522 3,160,600 73,193 2.32%
Water Revenue (Service Charge)10,988,263 10,072,574 921,624$ 10,050,798 (21,777) 840,323 9,207,081 843,717 9.16%
Other Operating Revenue 902,996 827,746 39,737$ 747,901 (79,845) 84,963 853,605 (105,704) -12.38%
Total Operating Revenue:34,230,072 31,096,842 2,424,367 29,031,465 (2,065,377) 2,871,957 27,482,223 1,549,242 5.64%
Revenue (Non-Operating):
Interest 698,777 640,546 11,988 513,674 (126,872) 42,970 587,831 (74,157) -12.62%
Property Tax 1,820,471 1,791,343 40,462 1,892,213 100,869 65,014 1,843,257 48,955 2.66%
Other Non-Operating Revenue 608,430 557,728 118,945 778,179 220,452 118,649 830,732 (52,553) -6.33%
Total Non-Operating Revenue:3,127,678 2,989,617 171,395 3,184,066 194,449 226,633 3,261,820 (77,754) -2.38%
Total Revenue 37,357,750 34,086,458 2,595,762 32,215,531 (1,870,928) 3,098,590 30,744,043 1,471,488 4.79%
Expenses (Operating):
Variable Water Costs (G.W., Import & Power)15,110,810 13,661,683 2,065,064 14,831,667 1,169,983 1,132,782 12,008,767 2,822,900 23.51%
Salary Related Expenses 10,528,255 9,227,350 703,224 8,322,006 (905,344) 927,492 8,071,779 250,228 3.10%
Supplies & Services:
Communications 228,183 209,168 8,562 172,094 (37,074) 11,964 140,306 31,788 22.66%
Contractual Services 496,717 455,324 38,222 362,926 (92,398) 26,632 340,980 21,946 6.44%
Data Processing 324,069 297,063 12,342 209,750 (87,313) 13,336 236,273 (26,523) -11.23%
Dues & Memberships 78,862 72,290 6,761 84,770 12,480 440 74,056 10,714 14.47%
Fees & Permits 290,271 266,082 12,806 281,338 15,256 9,733 234,063 47,275 20.20%
Board Election - - - - - 52,742 (52,742) -100.00%
Insurance 304,468 279,096 23,506 261,782 (17,314) 19,719 244,404 17,379 7.11%
Materials 948,195 869,179 57,643 799,975 (69,204) 63,890 788,098 11,877 1.51%
District Activities, Emp Recognition 43,371 39,757 506 31,016 (8,741) 2,263 28,893 2,123 7.35%
Maintenance 565,165 518,068 16,572 508,675 (9,393) 40,720 418,281 90,395 21.61%
Non-Capital Equipment 200,778 184,047 4,939 121,722 (62,325) 15,652 123,538 (1,816) -1.47%
Office Expense 33,950 31,121 3,951 34,387 3,266 1,979 33,649 738 2.19%
Professional Services 585,971 585,971 155,847 848,455 262,484 20,786 328,022 520,432 158.66%
Training 78,301 71,775 661 32,387 (39,388) 5,060 35,648 (3,261) -9.15%
Travel & Conferences 126,278 115,755 (1,462) 51,702 (64,053) 9,089 75,081 (23,379) -31.14%
Uncollectible Accounts 4,185 3,836 - 3,730 (106) (743) 2,501 1,229 49.14%
Utilities 179,258 164,319 14,693 175,799 11,480 10,115 162,359 13,441 8.28%
Vehicle Equipment 335,600 307,633 21,109 352,251 44,618 40,119 261,012 91,239 34.96%
Supplies & Services Sub-Total 4,823,620 4,470,483 376,658 4,332,759 (137,724) 290,754 3,579,906 752,852 21.03%
Total Operating Expenses 30,462,685 27,359,516 3,144,946 27,486,432 126,915 2,351,028 23,660,452 3,825,980 16.17%
Expenses (Non-Operating):
Interest on Long Term Debt 1,303,967 1,195,303 109,994 1,194,674 (629) 111,601 1,239,015 (44,341) -3.58%
Other Expense 13,520 13,520 (16,832) 143,684 130,164 (2,032) 977,013 (833,329) -85.29%
Total Non-Operating Expenses:1,317,487 1,208,823 93,162 1,338,358 129,535 109,569 2,216,028 (877,670) -39.61%
Total Expenses 31,780,172 28,568,339 3,238,108 28,824,790 256,450 2,460,597 25,876,480 2,948,310 11.39%
Net Position Before Capital Contributions 5,577,578 5,518,119 (642,346) 3,390,741 (2,127,378) 637,993 4,867,563 (1,476,822) -30.34%
Capital Contributions (Non-Cash Transaction -- - 99,999 430,143 430,143 - 34,500 395,643 1146.79%
GASB 34 Compliant)
Net Position Before Depreciation 5,577,578 5,518,119 (542,347) 3,820,884 (1,697,235) 637,993 4,902,063 (1,081,179) -22.06%
Depreciation & Amortization 6,289,903 5,765,744 521,830 5,794,544 28,799 489,407 5,459,853 334,691 6.13%
Total Net Position (712,325)$ (247,626)$ (1,064,177)$ (1,973,660) (1,726,034)$ 148,586$ (557,790)$ (1,415,870)$ -253.84%
Capital - Direct Labor (225,000) (206,250)(10,473) (201,775) 4,475 (23,155) (247,086) 45,311 -18.34%
Yorba Linda Water District
Water Fund
For Period Ending May 31, 2020
(With May 31, 2020 for comparison purposes)
Page 22 of 97
$27,806,163
$29,359,511 $28,720,017
$31,886,959
$30,744,043
$32,215,531
4.79%
$22,898,104
$21,316,685
$23,284,070
$25,940,426 $25,876,480
$28,824,790
11.39%
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
May. 2015 May. 2016 May. 2017 May. 2018 May. 2019 May. 2020
Water Revenues & Expenses -May
(excludes Depreciation, Special Items, and Contributed Capital )
Total Revenue Total Expenses
Page 23 of 97
Annual YTD May YTD YTD Actual Prior Year Prior Year YTD Actual YTD - CUR
Budget Budget Actual Actual (Under)Over May Actual Actual (thru vs vs
FY20 FY20 FY20 FY20 YTD Budget FY19 May 2019)PY Actual $PY Actual %
Revenue (Operating):
Sewer Charge Revenue 2,421,665$ 2,219,860$ 197,230$ 2,195,648$ (24,211)$ 187,455$ 2,024,895$ 170,753$ 8.43%
Locke Ranch Assessments 324,173 322,714 2,633 320,419 (2,295) 1,338 297,468 22,952 7.72%
Other Operating Revenue 61,712 56,569 1,200 66,801 10,232 1,975 54,709 12,092 22.10%
Total Operating Revenue:2,807,550 2,599,143 201,063 2,582,868 (16,275)190,768 2,377,072 205,796 8.66%
Revenue (Non-Operating):
Interest 113,528 104,067 9,239 91,688 (12,379)2,560 106,913 (15,225)-14.24%
Other Non-Operating Revenue 24,480 22,440 13,403 44,747 22,307 4,362 34,220 10,527 30.76%
Total Non-Operating Revenue:138,008 126,507 22,642 136,435 9,928 6,922 141,133 (4,698) -3.33%
Total Revenue 2,945,558 2,725,650 223,705 2,719,303$ (6,347)197,690 2,518,205 201,099 7.99%
Expenses (Operating):
Salary Related Expenses 1,136,668 1,020,033 70,535 879,347 (140,686)115,547 855,571 23,775 2.78%
Supplies & Services:
Communications 13,412 12,294 644 9,045 (3,249)901 7,794 1,251 16.05%
Contractual Services 30,764 28,200 2,049 23,663 (4,538)1,893 21,498 2,165 10.07%
Data Processing 21,382 19,600 929 11,545 (8,055)804 15,498 (3,953)-25.50%
Dues & Memberships 5,928 5,434 509 6,381 947 33 5,574 807 14.49%
Fees & Permits 15,509 14,217 1,107 15,786 1,570 641 9,907 5,880 59.35%
Board Election - - - - 3,970 (3,970)-100.00%
Insurance 22,917 21,007 1,769 23,687 2,680 1,484 18,326 5,361 29.26%
Materials 65,206 59,772 4,227 16,630 (43,142)3,257 46,690 (30,060)-64.38%
District Activities, Emp Recognition 3,264 2,992 38 2,232 (760)170 2,106 126 5.96%
Maintenance 171,135 156,874 20,226 68,880 (87,994)3,709 83,212 (14,332)-17.22%
Non-Capital Equipment 39,542 36,247 3,871 22,292 (13,955)3,132 26,180 (3,888)-14.85%
Office Expense 2,555 2,342 297 2,539 197 139 2,315 224 9.66%
Professional Services 156,229 143,210 10,233 49,154 (94,056)607 42,950 6,204 14.44%
Training 8,569 7,855 44 7,253 (602)276 17,777 (10,524)-59.20%
Travel & Conferences 14,362 13,165 222 5,402 (7,763)650 6,258 (856)-13.68%
Uncollectible Accounts 315 288 (4) 324 35 (111) 82 241 292.60%
Utilities 13,493 - 1,106 12,974 12,974 761 12,584 390 3.10%
Vehicle Equipment 41,100 37,674 809 34,117 (3,557)2,985 36,992 (2,875)-7.77%
Supplies & Services Sub-Total 625,681 561,172 48,076 311,904 (249,268) 21,331 359,713 (47,809) -13.29%
Total Operating Expenses 1,762,349 1,581,205 118,611 1,191,251 (389,954) 136,878 1,215,284 (24,034) -1.98%
Expenses (Non-Operating):
Other Expense - - - 40,274 40,274 9,375 30,900 329.62%
Total Non-Operating Expenses:- - - 40,274 40,274 - 9,375 30,900 0.00%
Total Expenses 1,762,349 1,581,205 118,611 1,231,525 (349,680) 136,878 1,224,659 6,866 0.56%
Net Position Before Capital Contributions 1,183,209 1,144,446 105,094 1,487,778 343,333 60,812 1,293,546 194,232 15.02%
Capital Contributions (Non-Cash Transaction -- - 125,092 598,850 598,850 - 4,056 594,794 14664.55%
GASB 34 Compliant)
Net Position Before Depreciation 1,183,209 1,144,446 230,186 2,086,628 942,183 60,812 1,297,602 789,026 60.81%
Depreciation & Amortization 1,430,756 1,311,526 121,859 1,320,073 8,547 114,852 1,260,859 59,214 4.70%
Total Net Position (247,547) (167,081) 108,327 766,555 933,636 (54,040) 36,743 729,812 1986.26%
Capital - Direct Labor (70,000)(64,167) (1,010) (29,410)34,757 (4,502) (68,858)39,448 -57.29%
Yorba Linda Water District
Sewer Fund
For Period Ending May 31, 2020
(With May 31, 2020 for comparison purposes)
Page 24 of 97
$1,732,943
$1,871,078
$2,135,394
$2,260,005
$2,518,205
$2,719,303
7.99%
$1,082,998 $1,154,471
$1,239,376 $1,297,088
$1,224,659 $1,231,525
.56%
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
May. 2015 May. 2016 May. 2017 May. 2018 May. 2019 May. 2020
Sewer Revenues & Expenses -May
(excludes Depreciation, Special Items, and Contributed Capital)
Total Revenue Total Expenses
Page 25 of 97
$9,502,713 $9,287,996 $9,168,008 $9,207,081 10,050,798
$1,540,516 $1,616,731 $1,737,952 $1,559,086
1,499,836
$2,357,635 $2,904,153 $3,661,443 $3,160,600
3,233,793
$11,039,022
$11,921,152
$14,187,504
$12,701,852
$13,499,137
$24,439,886
$25,730,032
$28,754,906
$26,628,619
$28,283,563
6.21% increase
compared to
FY19
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
FY16 FY17 FY18 FY19 FY20
Water Revenue Comparison by Fiscal Year
Water Revenue (Service Charge) Water Revenue (Commercial & Fire Det.) Water Revenue (Landscape/Irrigation) Water Revenue (Residential)Total
Page 26 of 97
-
100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
900,000
FY18 FY19 FY20 FY18 FY19 FY20 FY18 FY19 FY20 FY18 FY19 FY20
FEBRUARY MARCH APRIL MAY
48,163
27,314
38,605
39,778
27,776
34,499 38,906
36,243
30,353
65,973
52,932
33,978
92,152
14,160
76,617
70,377
10,653
75,439 64,775
62,542
39,369
171,732
122,305
95,282
CONSUMPTION BY UNITS CCF
Residential Commercial Landscape
Page 27 of 97
1,388,016
1,284,700
1,135,165
981,755
1,069,354
494,671
494,190
886,166
1,080,372
1,194,567
1,505,340
1,358,893
1,340,186
1,143,948
1,518,953
939,601
1,019,271
788,116
1,200,582
1,311,137
1,729,514
1,512,043
1,307,477
981,384
1,019,234
657,883
460,667
590,007
945,974
1,132,782
1,492,928
1,435,706
1,361,053
1,100,471
1,058,481
772,447
1,367,226
1,231,436
1,286,293
2,065,064
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
Aug Sept Oct Nov Dec Jan Feb Mar April May
Variable Costs Analysis
FY17 Var Costs FY18 Var Costs FY19 Var Costs FY20 Var Costs
Page 28 of 97
ITEM NO. 8.4.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
Kelly McCann, Senior Accountant
SUBJECT:Cash and Investment Report for Period Ending May 31, 2020
RECOMMENDATION:
That the Board of Directors receive and file the Cash and Investment Report for Period Ending
May 31, 2020.
BACKGROUND:
Government Code Section 530607, et. seq., requires the person delegated to invest funds to
make monthly report of investments to the legislative body.
The Cash and Investment Portfolio Report presents the market value and percent yield for all
District investments by institution. The Cash and Investment Summary Report
includes budget and actual interest and average term portfolio information as well as market
value broken out by reserve categories. The Fair Value Measurement Report categorizes
investments with the fair value hierarchy established by generally accepted accounting
principles. The Unrestricted Reserves and Days in Cash Graph presents Water Unrestricted
Reserve Balances and Days in Cash at a particular point in time for the last five years. The
average portfolio yield for the month ending May 31, 2020 is 1.29%.
The District's Total Cash and Investment balance at May 31, 2020 resulted in an overall
increase in the investment balance from the previous month is approximately $1,089,701.
Larger balance changes include an increase in the Water Operating Fund of $71,910 and
$191,943 in the Sewer Operating Fund due to a positive net effect between operating
revenues and expenses through the reporting month of the fiscal year. Where the Water
Capital Project Reserve Fund had an increase of $751,607 predominantly due to initial draw of
approximately $943,000 from the Revolving Line of Credit with Bank of America to reimburse
the District for eligible capital project expenses; and the PARS fund increased by $63,788 due
to gain in value.
Page 29 of 97
STRATEGIC PLAN INITIATIVES:
G2 4C - Manage cash flow to maximize investment income.
ATTACHMENTS:
1.Investment Reports and Graphs for May 2020
Page 30 of 97
Market %Date of Percent
Value Par of Total Institution Maturity Yield
Checking Account:
534,237$ 534,237$ Wells Fargo Bank
534,237$ 534,237$ 1.35%Total 0.00%
Money Market Accounts:
43$ 43$ US Bank (Revenue Bonds)0.00%
3,788,487 3,788,487 US Bank (Money Market)0.01%
1,985,228 1,985,228 Public Agency Retirement Svcs. (PARS)
5,773,757$ 5,773,757$ 14.64%Total 0.01%
Certificates of Deposits:
252,832 249,000 Comenity Cap Bk Salt Lake City 06/30/21 1.62%
248,714 248,000 EnerBank USA Salt Lake City 08/26/20 1.30%
179,573 180,000 HSBC BK USA, NA MC Clean CTF 08/31/21 2.24%
252,380 248,000 Wells Fargo Bank NA Sioux Falls D 08/31/21 1.57%
255,961 247,000 PrivateBank & Tr Chicago Ill CTF 03/30/22 2.12%
250,351 245,000 Goldman Sachs Bank 06/28/21 2.15%
250,351 245,000 Morgan Stanley Private Bank 06/28/21 2.15%
254,903 245,000 Capital One Bank USA 06/27/22 2.11%
254,903 245,000 Capital One Bank NA 06/27/22 2.11%
255,158 245,000 Ally Bank 06/27/22 2.16%
255,158 245,000 Sallie Mae Bank 06/27/22 2.16%
255,697 245,000 Synchrony 05/17/22 2.35%
256,495 245,000 Morgan Stanley Bank NA 06/13/22 2.44%
3,222,475$ 3,132,000$ 8.17%Total 2.03%
Corporate Notes:
507,385$ 500,000 Wells Fargo Co.03/04/21 2.46%
506,860$ 500,000 JP Morgan Chase Co.03/01/21 2.52%
1,014,245$ 1,000,000$ 2.57%Total 2.49%
Pooled Investment Accounts:
28,890,351$ 28,890,351$ Local Agency Investment Fund 1.36%
28,890,351$ 28,890,351$ 73.26%1.36%
39,435,066$ 39,330,346$ 100%Total Investments 1.29%
Per Government Code requirements, the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Yorba Linda Water District
Cash & Investment Portfolio Report
May 31, 2020
________________________________
Kelly McCann, Senior Accountant
5/31/20
Page 31 of 97
Below is a chart summarizing the yields as well as terms and maturities for the month of May 2020:
Average # of
Month Portfolio Days to
of 2019 Yield Maturity
May 1.29%53
Below are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest 5/31/2019 5/31/2020
Monthly - May 45,530$ 21,228$
Year-to-Date 694,744$ 605,363$
Budget 2018/2019 2019/2020
Interest Budget, May YTD 328,167$ 744,614$
Interest Budget, Annual 358,000$ 812,306$
Interest earned on investments is recorded in the fund that owns the investment.
The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds
is as follows:
The table below displays the District's Cash and Investment balance of $38.37 million which is allocated between the established
reserve funds, Wells Fargo Checking Account, and restricted funds held at U.S. Bank for the Bond payment and PARS for
the pension/OPEB payments. The number of Days in Cash are 368 for the Un-Restricted Water Reserve balance and 1,205 for the
Un-Restricted Sewer Reserve balances, as of May 31, 2020.
FY20 Reserve Cash and
Requirements Investments
April 2020 % Alloc May 2020 % Alloc "Target Available for
Fund Description Balance 4/30/2020 Balance 5/31/2020 Levels"CY Obligations
Water Operating Reserve 12,075,386$ 33.59%12,269,261$ 33.24%12,427,055$ (157,794)$
Water Emergency Reserve 7,292,128 20.29%7,306,766$ 19.79%7,115,108 191,658
Water Capital Project Reserve 6,162,283 17.14%6,913,890$ 18.73%7,314,221 (400,331)
Rate Stabilization Reserve 4,193,067 11.66%4,194,482$ 11.36%4,093,400 101,082
Un-Restricted Water Reserve Balance 29,722,864 30,684,399$ 30,949,784 (265,385)
Conservation Reserve 104,911 0.29%104,911$ 0.28%- 104,911
Employee Liability Reserve 306,534 0.85%306,534$ 0.83%400,000 (93,466)
Restricted Reserve Balance 411,444 411,444$ 400,000 11,444
Sewer Operating Reserve 2,472,960 6.88%2,486,781$ 6.74%1,335,465 1,151,316
Sewer Emergency Reserve 1,953,968 5.44%1,961,096$ 5.31%1,914,347 46,749
Sewer Capital Project Reserve 1,384,567 3.85%1,371,839$ 3.72%1,909,045 (537,206)
Un-Restricted Sewer Reserve Balance 5,811,496 5,819,715$ 5,158,857 660,858
Total Reserve Balances 35,945,804$ 100.00%36,915,558$ 100.00%36,508,641$ 406,917$
Water Operating 343,718 221,753
Sewer Operating 134,361 312,484
478,079 534,237
Rev. Bond 2012A & 2017A-Principal & Interest 43 43
Public Agency Retirement Svc. -PARS (Restricted)1,921,439 1,985,228
Total Cash and Investments 38,345,365$ 39,435,066$
Cash & Investment Summary Report
Cash & Investment Summary Comparison Between Current and Previous Month
Wells Fargo Bank Checking
US Bank Held (Restricted)
Page 32 of 97
Checking Account:534,237$ 1.35%
Money Market Accounts:5,773,757$ 14.64%
Certificates of Deposit:3,222,475$ 8.17%
Corporate Notes:1,014,245$ 2.57%
Pooled Investment Accounts:28,890,351$ 73.26%
Total 39,435,066$ 100.00%
Checking Account:
1.35%
Money Market Accounts:
14.64%
Certificates of Deposit:
8.17%
Corporate Notes:
2.57%
Pooled Investment Accounts:
73.26%
INVESTMENT BALANCES (AS OF 5 -31-2020)
Checking Account:Money Market Accounts:Certificates of Deposit:Corporate Notes:Pooled Investment Accounts:
Page 33 of 97
Yorba Linda Water District
Fair Value Measurement Report
May 31, 2020
Quoted Observable Unobservable
Prices Inputs Inputs
Investments Level 1 Level 2 Level 3 Total
Local Agency Investment Fund - 28,890,351 - 28,890,351
Corporate Notes - 1,014,245 - 1,014,245
Negotiable Certificates of Deposit - 3,222,475 - 3,222,475
Total Investments -$ 33,127,072$ -$ 33,127,072$
Page 34 of 97
Transaction
Date Transaction Description
Water Operating
Pension
Water Operating
OPEB
Sewer Operating
Pension
Sewer Operating
OPEB Account Total
Beginning Balance as of 7/1/19 1,235,837.20 526,669.64 135,806.94 62,230.97 1,960,544.75
7/31/2019 Investment Gain/(Loss)6,734.69 2,716.09 339.13 320.93 1,970,655.59
7/31/2019 Management Fees (272.06)(109.72)(13.70)(12.97) 1,970,247.14
7/31/2019 Investment Gain/(Loss) - Adjustment (361.18)361.18 1,970,247.14
7/31/2019 Management Fees - Adjustment 14.59 (14.59)1,970,247.14
8/31/2009 Investment Gain/(Loss)(5,050.10)(2,151.57)(553.40)(254.23) 1,962,237.84
8/31/2019 Management Fees (258.81)(110.27)(28.36)(13.03) 1,961,827.37
9/30/2019 Investment Gain/(Loss)9,114.79 3,884.40 1,001.64 458.98 1,976,287.18
9/30/2019 Management Fees (257.63)(109.80)(28.31)(12.97)1,975,878.47
10/31/2019 Investment Gain/(Loss)14,236.16 6,066.94 1,564.44 716.87 1,998,462.88
10/31/2019 Management Fees (259.48)(110.58)(28.51)(13.07) 1,998,051.24
11/30/2019 Investment Gain/(Loss)20,875.28 8,896.31 2,294.02 1,051.18 2,031,168.03
11/30/2019 Management Fees (607.78)(259.01)(66.79)(30.61) 2,030,203.84
12/31/2019 Investment Gain/(Loss)21,409.30 9,123.89 2,352.71 1,078.07 2,064,167.81
12/31/2019 Management Fees (962.97)(410.40)(105.82)(48.49) 2,062,640.13
1/31/2020 Investment Gain/(Loss)4,243.88 1,808.60 466.37 213.70 2,069,372.68
1/31/2020 Management Fees (631.28) (269.02) (69.37) (31.79) 2,068,371.22
2/29/2020 Investment Gain/(Loss)(42,572.34) (18,142.83) (4,678.36) (2,143.74) 2,000,833.95
2/29/2020 Management Fees (1,008.44) (429.78) (110.82) (50.78) 1,999,234.13
3/31/2020 Investment Gain/(Loss)(125,690.52) (53,564.85) (13,812.37) (6,329.19) 1,799,837.20
3/31/2020 Management Fees (636.87) (271.43) (69.99) (32.07) 1,798,826.84
4/30/2020 Investment Gain/(Loss)77,883.71 33,191.29 8,558.79 3,921.86 1,922,382.49
4/30/2020 Management Fees (594.64) (253.42) (65.35) (29.94) 1,921,439.14
5/31/2020 Investment Gain/(Loss)40,776.28 17,377.42 4,480.98 2,053.30 1,986,127.12
5/31/2020 Management Fees (567.06) (241.66) (62.31) (28.55) 1,985,227.54
Account Balance by Account Type 1,251,394.72 533,300.24 137,518.15 63,014.43 1,985,227.54$
63%27%7%3%100%
Pension OPEB Total
Initial Contribution as of 12/28/2017 247,599.00$ - 247,599.00
Additional Contribution 6/26/19 1,105,248.00$ 587,339.00 1,692,587.00
Total Contributions =1,940,186.00
Total Gain (or Loss) from Inception 43,706.00$ 11,855.03 55,561.03
Total Management Fees from Inception (7,640.13)$ (2,879.36) (10,519.49)
Balance as of 3-31-19 = 1,388,912.87$ 596,314.67$ 1,985,227.54$
PARS (Public Agency Retirement Services) Funding Reconciliation
Page 35 of 97
$33,902,416
$27,815,071 $29,004,527
$30,173,550
$30,684,399
462
393 396 384 368
60
110
160
210
260
310
360
410
460
510
$20,000
$5,020,000
$10,020,000
$15,020,000
$20,020,000
$25,020,000
$30,020,000
$35,020,000
$40,020,000
May. 2016 May. 2017 May. 2018 May. 2019 May. 2020
Unrestricted Reserves & Days in Cash (Water)
Unrestricted Reserves (Water)Days in Cash (Water)
Page 36 of 97
ITEM NO. 8.5.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Rosanne P. Weston, Engineering Manager
Ariel Bacani, Associate Engineer
SUBJECT:Professional Services Agreements for On-Call Surveying Services
RECOMMENDATION:
That the Board of Directors authorize the General Manager to execute three (3) non-exclusive
Professional Services Agreements (pending review and approval as to form by General
Counsel) for On-Call Surveying Services with Coast Surveying, Inc., Johnson-Frank &
Associates, and D. Woolley & Associates, Inc. for an initial period of three (3) years and
cumulative total not to exceed $200,000.
SUMMARY:
Engineering staff issued a Request for Proposals (RFP) for on-call surveying services to assist
the District on an as-needed basis for the next three (3) years on District projects.
FISCAL IMPACT:
Budgeted: $200,000
Total Budget: $200,000
Cost Estimate: $200,000
Funding Source: Water and Sewer Funds
BACKGROUND:
The District has identified the need to contract on-call surveying services to assist the District's
Engineering Department in the design of upcoming Capital Improvement Projects and other
projects. The Engineering Department will utilize Consultants on an "on-call" or "as-needed"
basis to assist with surveying work that has to be completed over the next three (3) years,
including Capital Improvement Projects, developer projects, and other miscellaneous projects.
Page 37 of 97
The District issued an RFP on May 5, 2020 for On-Call Surveying Services. Five (5) proposals
were received from Consultants in response to the RFP. District staff evaluated and scored
each of the proposals and is recommending that the District enter into Professional Service
Agreements (PSAs) with the top three (3) scoring Consultants, Coast Surveying, Inc.,
Johnson-Frank & Associates and D. Woolley & Associates, Inc. The RFP is attached.
ATTACHMENTS:
1.Request for Proposals for On-Call Surveying Services
Page 38 of 97
REQUEST FOR PROPOSALS
TO PROVIDE
ON-CALL LAND SURVEYING SERVICES
FOR THE
YORBA LINDA WATER DISTRICT
1717 E. MIRALOMA AVE.
PLACENTIA, CA 92870
May 5, 2020
Page 39 of 97
RFP for On-Call Land Surveying Services Page 1
Yorba Linda Water District – May 5, 2020
1. INTRODUCTION
The Yorba Linda Water District (District) is a public agency that provides water and sewer services
to residents and businesses in Yorba Linda and parts of Placentia, Brea, Anaheim, and unincorporated
Orange County. The District is committed to providing reliable water and sewer services to protect
public health and the environment with financial integrity and superior customer service.
The District has identified numerous water and sewer facilities projects and tasks that need to be
completed within the next five years. It is anticipated that up to three (3) Consultants will be awarded
an On-Call Professional Services Agreement (PSA) to provide non-exclusive on-call land surveying
services on a Task Order basis to help implement these various projects and tasks.
Consultants shall have a Registered California Professional Land Surveyor (PLS) on each Task Order
team who has the necessary expertise to stamp plans and reports.
The term of the PSA will be three (3) years, with the District’s option to extend the PSA for up to
two additional years. The extension, if exercised by the District, will be in writing and signed by
both the District and Consultant. The Not to Exceed amount for the sum total of all three (3)-year
term PSAs awarded shall be $200,000. The District shall have the option to increase the Not to
Exceed dollar amount if a PSA term is extended beyond the initial three (3) year term. The District
does not guarantee a minimum number and dollar amount of Task Orders that may be assigned to
each Consultant under a PSA, nor does the District guarantee that each Consultant will be assigned
an equal number and dollar amount of Task Orders with respect to other Consultants awarded a PSA.
2. SERVICES REQUIRED IN RESPONSE TO THIS REQUEST FOR PROPOSALS (RFP)
Consultants shall provide on-call land surveying services on an as-needed basis for various water
and wastewater projects and tasks in compliance with the District’s policies and standards. The
anticipated on-call land surveying services are listed below. Consultants shall provide the following
services in their Proposals.
a. Preparation of Boundary Surveys including research of existing easements.
b. Preparation of Topographical Surveys.
c. Field Staking.
d. Preparation of Records of Survey with permanent monuments.
e. Preparation of Legal Descriptions and Plats.
f. Plan checking services for grant deed and easement legal descriptions and plats, parcel maps,
tract maps, developed by others (for all disciplines mentioned in, but not limited to Items 4 and
5 below).
g. Utility surveys, route surveys, as-built surveys and other surveying services.
District staff will be available to answer the Consultant’s questions during the entirety of the PSA.
The District will make record drawings, reports, and related material available as necessary for each
project. Access to District facilities will be provided as necessary.
Subsequent sections of this RFP describe the requirements, deadlines, and information relevant to
the evaluation of submitted Proposals. It is recommended that Consultants read this information
thoroughly.
Page 40 of 97
RFP for On-Call Land Surveying Services Page 2
Yorba Linda Water District – May 5, 2020
3. SCHEDULE
a. RFP Issued: May 5, 2020
b. Last day for Consultant questions: May 18, 2020 at 5 pm
c. Proposals due: June 2, 2020 at 2 p.m.
d. Anticipated PSA Award: June 9, 2020
4. ELEMENTS OF PROPOSAL
The Proposal shall include, at a minimum, the following information:
A brief letter that includes the following information:
Complete legal company name (as it should appear in a contract).
Company address.
Contact person, telephone number, and e-mail address.
Identify all team members including Sub-Consultants.
Identify all materials and enclosures being included.
Provide statement regarding ability to perform the requirements of this RFP.
Provide statement on willingness and ability to provide the required insurance coverage.
The letter shall be signed by an individual authorized to bind the firm and shall contain a
statement indicating that the Proposal is valid for 90 days after the due date for the RFP submittal.
Proposals shall be concise, well organized, and demonstrate the Consultant’s, Sub-Consultant’s,
and individual team member’s qualifications. Provide description of Consultant team’s
capabilities, firm experience with providing surveying services, licenses, quality assurance and
quality control procedures, and surveying equipment. Emphasis shall be placed on water and
sewer projects and prior work with the District, if applicable. Provide recent project references.
See attached form (Exhibit 1) to be used for each project and reference to be included in your
proposal.
Include a signed Affidavit of Noncollusion, attached as Exhibit 2 to this RFP.
Include confirmation of receipt of any Addenda that may be issued to this RFP, including the
Addendum number and date of receipt.
Proposals shall be enclosed in sealed packages. The Consultant’s name and address shall appear
clearly on the package. Each package shall contain 3 bound hardcopies of the proposal and one
electronic copy on a flash drive. DO NOT include the Fee Schedule on the flash drive.
Proposals shall be mailed or hand-delivered to the following address:
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92870
Attn: Ariel Bacani
Re: Proposal for On-Call Land Surveying Services RFP
Page 41 of 97
RFP for On-Call Land Surveying Services Page 3
Yorba Linda Water District – May 5, 2020
The District will not be responsible for Proposals that are delinquent, lost, mismarked, sent to an
address other than the address provided above, or sent by mail or courier service and not signed
and time stamped by the District.
Only respond to this RFP if you are able to execute the PSA (sample attached as Exhibit 3). The
provisions within the executed PSA shall apply to Sub-Consultants. In submitting a Proposal to
this RFP, Consultant will be deemed to have agreed to each section in the PSA unless the
Proposal states an objection to language within the PSA and the District agrees in writing to
revise the objectionable language. District reserves the right to revise the PSA prior to
Consultant and District signing the PSA.
Written proof of insurance from either the Consultant's insurance carrier or equivalent regarding
the Consultant’s professional liability coverage. Insurance requirements are described in the
attached PSA.
In a separate sealed envelope, provide a Fee Schedule.
Include the billing classifications and associated billing rates for Consultant and billing
classifications and billing rates for Sub-Consultants.
Include markups on Sub-Consultant costs. Markups on Sub-Consultant costs shall not
exceed 10 percent. Markups on Other Direct Costs (ODCs) shall not be allowed, unless
otherwise approved by the District.
The Fee Schedule should include fees for each calendar year for the three (3)-year term.
If the District exercises its right to extend the term of the PSA by two years as noted in
Section 1 above, the fee schedule may be revised for each subsequent calendar year, if
necessary. This shall be in writing and by mutual agreement upon execution of the
amendment to extend the term.
5. CONSULTANT QUESTIONS, REQUESTS FOR CLARIFICATION, AND EXCEPTIONS
In the event that the Consultant has any questions, requests for clarification, or would like to take an
exception regarding any part of this RFP or its attachments, the Consultant shall notify the District
in writing with their concerns no later than the deadline date noted in Section 3. Questions, Requests
for Clarification, and Exceptions submitted after this date will not be considered. Questions,
Requests for Clarification, and Exceptions submitted with the Proposal may result in the Proposal
being deemed non-responsive and may be rejected.
Exceptions will only be considered if all Proposals submitted are allowed the same exception. The
District reserves the right to approve or deny any and all requested exceptions.
Questions, Requests for Clarification, and Exceptions shall be directed in writing to Ariel Bacani at
abacani@ylwd.com, and received by the deadline noted in Section 3.
6. EVALUATION PROCESS AND SELECTION CRITERIA
Evaluation of the Proposals will be based upon a competitive selection process. Any pertinent
information that becomes available during the evaluation or negotiation period may be considered in
the evaluation. Proposals will be evaluated for completeness and compliance with the RFP
Page 42 of 97
RFP for On-Call Land Surveying Services Page 4
Yorba Linda Water District – May 5, 2020
requirements. Consultant(s) will be chosen on the basis of the apparent greatest benefit to the District,
and not necessarily on the basis of lowest price.
Team experience and performance on similar projects 60%
Cost Proposal 40%
Based upon this information, District staff will make a recommendation for award of PSA(s) to the
District’s Board of Directors. The selected Consultant(s) shall be able to begin work immediately
upon award of the PSA(s) and shall be able to maintain the required level of effort throughout the
term of the PSA(s).
7. GENERAL TERMS AND CONDITONS
Proposals may be withdrawn if written notification of withdrawal is signed by an authorized
representative of the Proposer and received at the District office prior to closing time for receipt of
Proposals. Proposals cannot be changed or withdrawn after the time designated for receipt.
Proposals (including accompanying materials) will become the property of the District. Proposals
will be held in confidence to the extent permitted by law. After award of a PSA or after rejection of
all Proposals, the Proposals will be public records subject to disclosure under the California Public
Records Act (Government Code Section 6250 et seq.).
News releases pertaining to the award of any PSA or Task Order resulting from this RFP shall not
be made by Consultants or Sub-Consultants without prior approval of the District. The District’s
name shall not appear on customer lists, advertising or other materials used to promote the
Consultant’s services without prior written approval of the District.
As need arises for projects and tasks, one or more Consultant(s) that are awarded PSA(s) will be
provided with a Task Proposal Request with a due date to provide a Task Proposal. Upon review of
the Task Proposal and negotiations with the Consultant(s), Task Order(s) may be issued for the
services. If negotiations are not successful, Task Order(s) will not be issued.
The District reserves the right to:
a. Request additional information from prospective Consultants prior to final selection and to
consider information about a Consultant other than that submitted in the Proposal or interview.
b. Select Consultant(s) that, in the District’s judgment, will best meet the District’s needs and are
most advantageous to the District.
c. Verify all information submitted in the Proposals.
d. Negotiate with any qualified Proposer and appoint more than one Consultant to provide services
on portions of a given Task Order.
e. Withdraw this RFP at any time without prior notice before a PSA is awarded.
f. Amend this RFP.
g. Amend the final PSA to incorporate necessary attachments and exhibits or to reflect negotiations
between the District and the successful Consultant(s).
h. Reject any or all Proposals.
This RFP does not commit the District to retain one or any Consultant, to use the Consultant(s)
exclusively, to assign a guaranteed amount of work, to pay a minimum amount if no Task Orders are
released, to pay costs incurred in the preparation of Proposals, or to proceed with the Task Orders.
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RFP far On-Call Land Surveying Services Page S
Yarba Linda Water District—May 5,2020
8. AFFIDAVIT OF NONCOLLUSION
The attached Affidavit of Noncollusion(Exhibit 2)must appear in Consultant's Proposal and signed
by an authorized signatory of Consultant. Otherwise, the Proposal will be deemed nonresponsive
and rejected.
9. CONFLICT OF INTEREST
Consultant warrants and represents that there is no actual or potential conflict between Consultant's
business, real property, or financial interests and the Services provided under the attached FSA.
Consultant may not enter into any agreement during the performance of the PSA which will create a
conflict of interest with Consultant's duties to District under the PSA. In the event the District
determines a conflict of interest exists, such conflict may constitute grounds for termination of the
PSA.
Sincerely,
YORBA LINDA WATER DISTRICT
f--------------
f
Rosanne Weston, PMP
Engineering Manager
Enclosures:
Exhibit 1. Project Description and Reference Form
Exhibit 2: Affidavit of Noncollusion
Exhibit 3: Sample Professional Services Agreement(PSA), including Insurance Requirements
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EXHIBIT 1
PROJECT DESCRIPTION AND REFERENCE FORM
NAME OF PROJECT AND YEAR: ________________________________________________
NAME(S) OF CONSULTANT TEAM MEMBERS WHO WORKED ON THE PROJECT:
______________________________________________________________________________
______________________________________________________________________________
NAME(S) OF SUB-CONSULTANTS AND FIRMS THAT WORKED ON THE PROJECT:
______________________________________________________________________________
______________________________________________________________________________
PROJECT DESCRIPTION: _______________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
(Add pages if needed)
CLIENT REFERENCE INFORMATION:
NAME AND TITLE: ______________________________________________________
AGENCY: ______________________________________________________________
ADDRESS: _____________________________________________________________
PHONE NUMBER: _______________________________________________________
EMAIL ADDRESS: _______________________________________________________
Consultant hereby authorizes the District to perform such investigation of the Consultant as the
District deems necessary to establish the qualifications, responsibility, trustworthiness, and
financial ability of the Consultant. By its signature below, Consultant authorizes the District to
obtain reference information concerning the Consultant and releases the party providing
information and the District from any and all liability to the Consultant as a result of any reference
information provided. Consultant further waives any right to receive copies of reference
information provided to the District.
By: __________________________________________________________________________
Signature of Authorized Representative
Name and Title: ________________________________________________________________
Date: _________________________________________________________________________
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EXHIBIT 3
AFFIDAVIT OF NONCOLLUSION
The following Affidavit of Noncollusion must appear in Consultant’s Proposal and signed by an
authorized signatory of Consultant. Otherwise, the Proposal will be deemed nonresponsive and
rejected.
I, ___________________________________[NAME OF AUTHORIZED REPRESENTATIVE],
hereby attest that I am the ________________________________ [REPRESENTATIVE’S TITLE] of
_______________________________________________[LEGAL NAME OF CONSULTANT],
who submits this Proposal to the Yorba Linda Water District, and further attest:
1. That this Proposal is made without collusion with any other person, firm or corporation
and that the only person or parties interested as principals are named therein.
2. That _____________________________________[LEGAL NAME OF CONSULTANT]
has not offered any gratuities, favors, or anything of monetary value to any official, employee, or agent
of the District for the purpose of influencing consideration of this Proposal.
I certify under penalty of perjury that the above information is correct
By:______________________________________ Title:________________________________
Date:____________________________________
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YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
EXHIBIT 3
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE YORBA LINDA WATER DISTRICT
AND
[NAME]
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into
on [DATE], by and between the YORBA LINDA WATER DISTRICT, a local public agency,
created and operating under authority of Division 12 of the California Water Code (“District”),
and [NAME] (“Consultant”) (collectively referred to herein as the “Parties”).
RECITALS
WHEREAS, Consultant and District desire to enter into this Agreement for on-call land surveying
services described herein (“Services”); and
WHEREAS, Consultant submitted a Proposal in response to the District’s Request for Proposals
to provide Land Surveying Services (“RFP”) and met the qualifications in the RFP; and
WHEREAS, entering into this Agreement qualifies Consultant to perform Services for the District
on a Task Order basis to help implement Task Order(s), but it does not entitle Consultant to any
compensation or a right to perform Services on any particular Task Order for the District; and
WHEREAS, when the District needs Services for Task(s), it will submit a Scope of Work to
Consultant requesting Task Proposals. If Consultant’s Task Proposal is selected by the District,
Consultant represents and warrants to District that it is fully qualified and available to perform the
Services for, and as requested by, the District.
NOW, THEREFORE, in consideration of the mutual promises, covenants, and terms and
conditions herein, the Parties agree as follows:
AGREEMENT
1.0. SERVICES, CONSULTANT, AND AGREEMENT. All Services shall be performed in
accordance with the standards customarily provided by an experienced and competent professional
engineer rendering the same or similar services and in such a prompt and continuous fashion as
not to impede or delay the overall completion of Task Order(s).
1.1 Scope of Services. Scope of Services shall be as follows:
a. Preparation of Boundary Surveys including research of existing easements.
b. Preparation of Topographical Surveys.
c. Field Staking.
d. Preparation of Records of Survey with permanent monuments.
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YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
e. Preparation of Legal Descriptions and Plats.
f. Plan checking services for grant deed and easement legal descriptions and plats, parcel
maps, tract maps, developed by others (for all disciplines mentioned in, but not limited
to Items 4 and 5 below).
g. Utility surveys, route surveys, as-built surveys and other surveying services.
1.2. Consultant’s Proposal Consultant’s Proposal submitted in response to the
District’s RFP is part of this Agreement and incorporated herein by reference.
1.3. Project or Task Manager. Consultant acknowledges that continuous and effective
communication between District, Consultant, and other consultants (as appropriate) is
necessary to the successful completion of the Task. Consultant may also be required to
furnish copies of its work product and communications to others as requested by District.
On a given Task Order, Consultant’s primary contact with District, specified in
Consultant’s Task Proposal, shall be through District’s Project Manager. Under this
Agreement, District’s primary contact with Consultant shall be through the Consultant’s
representative designated on Consultant’s Proposal in response to the District’s RFP. When
requested by District, Consultant’s primary contact shall attend meetings and will
undertake, as a part of its professional responsibility under this Agreement, to coordinate
its activities with all appropriate individuals and consultants.
1.4. Sub-Consultants. The District may allow Consultants to contract with Sub-
Consultants to provide Services to the District during the term of this Agreement. District
may require Sub-Consultants to submit information, such as qualifications, to the District
for evaluation and approval or rejection by the District. The District reserves the right to
approve or reject proposed Sub-Consultants.
1.5. Use of Designs and Drawings. All work product of Consultant, whether created
solely by Consultant or in cooperation with others, is prepared specifically and expressly
for District and all right, title, and interest therein shall be owned by District. District shall
make available to Consultant such information, documents, graphs, studies, etc., which
District possesses or has access to, which are relevant to Consultant’s Services pursuant to
this Agreement.
1.6. Confidentiality of District Information. During the performance of Services,
Consultant may gain access to and use District information regarding, but not limited to,
procedures, policies, training, operational practices, critical infrastructure, vulnerability
assessments, and other vital information (hereafter collectively referred to as “District
Information”) which are valuable, special, unique, and vulnerable assets of the District.
Consultant agrees that it will not use District Information obtained during performance of
Services for any purpose other than fulfillment of Consultant’s Services, to protect all
District Information and treat it as strictly confidential and proprietary to District, and that
it will not at any time, either directly or indirectly, divulge, disclose or communicate in any
manner any District Information to any third party, other than its own employees, agents,
or subconsultants who have a need for the District Information for performance of the
Services, without the prior written consent of the District, or as required by law. A violation
by Consultant of this section shall be a material breach of this Agreement and will warrant
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YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
legal and/or equitable relief. Consultant’s obligations under this section shall survive the
completion of Services, expiration, or termination of this Agreement.
1.7. Review. Consultant will provide District with every opportunity to ascertain
whether the Services of Consultant are being performed in accordance with this Agreement
and Task Order. All Services done and materials furnished shall be subject to final review
and approval by District.
1.8. Commencement of this Agreement. This Agreement will commence on [DATE].
1.9. Time Is Of The Essence. Schedules will be submitted in Consultant’s Task
Proposals for approval by the District. Consultant shall perform all Services with due
diligence as time is of the essence in the performance of this Agreement and Task Orders.
2.0 COMPENSATION. As compensation for performance of the Services, District shall pay
Consultant an amount not to exceed the amount specified in the Task Order. Payment will be
made at the rates set forth in Consultant’s Fee Schedule attached to Consultant’s Proposal to the
District’s RFP. Consultant’s said Fee Schedule is attached herein as Exhibit “A”. Costs or
expenses not designated or identified in the Fee Schedule shall not be reimbursable unless
otherwise provided in this Agreement.
2.1. Invoicing. Consultant shall submit an invoice within ten (10) days after the end of
each month during the term of the Task Order, describing the Services performed under
the Task Order for which payment is requested. District shall review and approve all
invoices prior to payment. District shall pay approved invoices within thirty (30) days of
receipt. Consultant agrees to submit additional documentation to support the invoice if
requested. If District does not approve an invoice, District shall send a notice to Consultant
setting forth the reason(s) the invoice was not approved. Consultant may re-invoice
District to cure the defects identified by District. The revised invoice will be treated as a
new submittal. District’s determinations regarding verification of Consultant’s
performance, accrued reimbursable expenses, if any, and percentage of completion shall
be binding and conclusive. Consultant’s time records, invoices, receipts and other
documentation supporting the invoices shall be available for review by District upon
reasonable notice and shall be retained by Consultant for three (3) years after completion
of the applicable Task Order.
2.2. Extra Services. Before performing any services outside the scope of the Scope of
Work (“Extra Services”), Consultant shall submit a written request for approval of such
Extra Services and receive written approval from District. District shall have no
responsibility to compensate Consultant for any Extra Services provided by Consultant
without such prior written approval.
3.0 TERMINATION. District may terminate this Agreement or Task Order at any time upon
ten (10) days written notice to Consultant. Should District exercise the right to terminate this
Agreement or Task Order, District shall pay Consultant for any Services performed under Task
Order(s) that were satisfactorily completed prior to the date of termination, based upon
Consultant’s Fee Schedule. Consultant may terminate this Agreement or Task Order upon ten (10)
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days written notice to District in the event of substantial failure by District to perform in
accordance with the terms hereof through no fault of Consultant; or in the event District fails to
pay Consultant in accordance with the terms in Section 2.0; or if Consultant’s Services hereunder
is suspended for a period of time greater than ninety (90) days through no fault of Consultant.
3.1. Withholding Payment. In the event District has reasonable grounds to believe
Consultant will be materially unable to perform the Services under this Agreement or Task
Order, or if District becomes aware of a potential claim against Consultant or District
arising out of Consultant’s negligence, intentional act or breach of any provision of this
Agreement or Task Order, including a potential claim against Consultant by District, then
District may, to the fullest extent allowed by law, withhold payment of any amount payable
to Consultant that District determines is related to such inability to complete the Services,
negligence, intentional act, or breach.
4.0. SAFETY. Consultant shall conduct and maintain the Services so as to avoid injury or
damage to any person or property. Consultant shall at all times exercise all necessary safety
precautions appropriate to the nature of the Services and the conditions under which the Services
are to be performed, and be in compliance with all applicable federal, state and local statutory and
regulatory requirements including State of California, Department of Industrial Relations
(Cal/OSHA) regulations. Consultant is responsible for the safety of all Consultant personnel at all
times during performance of its Services, including while on District property.
5.0 INDEMNIFICATION.
5.1. When the law establishes a professional standard of care for the Consultant’s
services, to the fullest extent permitted by law, Consultant will defend, indemnify and hold
harmless District, its directors, officers, employees, and authorized volunteers from and
against all claims and demands of all persons that arise out of, pertain to, or relate to the
Consultant’s negligence, recklessness, or willful misconduct in the performance (or actual
or alleged non-performance) of the Services under this Agreement or Task Order.
Consultant shall defend itself against any and all liabilities, claims, losses, damages, and
costs arising out of or alleged to arise out of Consultant’s performance or non-performance
of the Services hereunder, and shall not tender such claims to District nor to its directors,
officers, employees, or authorized volunteers, for defense or indemnity.
5.2. Other than in the performance of professional services, to the fullest extent
permitted by law, Consultant will defend, indemnify and hold harmless District, its
directors, officers, employees and authorized volunteers from and against all claims and
demands of all persons arising out of the performance (or actual or alleged non-
performance) of the Services (including the furnishing of materials), including but not
limited to claims by the Consultant, Consultant’s employees and any subconsultants for
damages to persons or property, except for damages resulting from the willful misconduct,
sole negligence or active negligence of District, its directors, officers, employees, or
authorized volunteers.
5.3. Consultant shall defend, at Consultant's own cost, expense and risk, any and all such
aforesaid suits, actions or other legal proceedings of every kind that may be brought or
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YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
instituted against District or any of its directors, officers, employees, or authorized
volunteers, with legal counsel reasonably acceptable to District. Consultant shall pay and
satisfy any judgment, award or decree that may be rendered against District or any of its
directors, officers, employees, or authorized volunteers, in any and all such aforesaid suits,
actions, or other legal proceedings for which Consultant is obligated to defend, indemnify
and hold harmless District, its directors, officers, employees and authorized volunteers
under this Agreement or Task Order.
5.4. Consultant shall reimburse District or its directors, officers, employees, and
authorized volunteers, for any and all legal expenses and costs incurred by each of them in
connection therewith or in enforcing the indemnity herein provided. Consultant’s obligation
to indemnify shall not be restricted to insurance proceeds, if any, received by District or its
directors, officers, employees, or authorized volunteers.
6.0 INSURANCE REQUIREMENTS. Prior to execution of this Agreement, and at any time
thereafter on request, Consultant shall provide executed certificates of insurance in the form
attached hereto as Exhibit “B” evidencing the required coverage and limits for each insurance
policy. In addition, Consultant shall provide a new executed certificate of insurance in the form
attached hereto as Exhibit “B” whenever an insurance policy required herein, expires, is renewed
or is replaced. District may also, at any time, request submittal of policies and policy endorsements
acceptable to District evidencing the required coverage and limits. Each insurance policy shall be
primary insurance as respects District, its affiliated organizations and its and their respective
officers, directors, trustees, employees, agents, consultants, attorneys, successors and assigns
(collectively, the “Covered Parties”) for all liability arising out of the activities performed by or
on behalf of Consultant. Any insurance, pool coverage, or self-insurance maintained by Covered
Parties shall be excess of Consultant’s insurance and shall not contribute to it. Except for the
Errors and Omissions policy (Section 6.4), all insurance coverage maintained or procured pursuant
to this Agreement shall be endorsed to waive subrogation against the Covered Parties or shall
specifically allow Consultant or others providing insurance evidence in compliance with these
requirements to waive their right of recovery prior to loss. Consultant waives its right of recovery
against the Covered Parties for damages covered by insurance required by this Agreement.
Consultant shall require similar written express waivers and insurance clauses from each of its
subconsultants. The insurer issuing the Workers’ Compensation insurance shall amend its policy
to waive all rights of subrogation against the Covered Parties.
Each insurance policy shall provide, or be endorsed to provide, that coverage shall not be cancelled
except after thirty (30) days prior written notice by U.S. Mail (ten (10) days for non-payment of
premium) has been given to District. Unless otherwise approved by District, each insurance
provider shall be authorized to do business in California and have an A.M. Best rating (or
equivalent) of not less than “A-:VII.” Consultant shall provide and maintain at all times during the
performance of this Agreement the following insurance: (1) Commercial General Liability
(“CGL”) insurance; (2) Automobile Liability insurance; (3) Workers’ Compensation and
Employer’s Liability insurance; and (4) Errors and Omissions (“E&O”) liability insurance.
6.1. Commercial General Liability. Each CGL policy shall identify Covered Parties
as additional insured, or be endorsed to identify Covered Parties as additional insured using
a form acceptable to the District. Coverage for additional insured shall not be limited to
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vicarious liability. Defense costs must be paid in addition to limits. Each CGL policy shall
have liability coverage limits of at least $2,000,000 per occurrence for bodily injury,
personal injury and property damage, and $4,000,000 aggregate total bodily injury,
personal injury and property damage. CGL insurance and endorsements shall be kept in
force at all times during the performance of this Agreement and all coverage required
herein shall be maintained after the term of this Agreement so long as such coverage is
reasonably available.
6.2. Automobile Liability. Each Automobile Liability policy shall require coverage
for “any auto” and shall have limits of at least $1,000,000 for bodily injury and property
damage, each accident, and shall use ISO policy form “CA 00 01,” including owned, non-
owned and hired autos, or the exact equivalent. If Consultant owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the CGL policy
described above. Automobile Liability insurance and endorsements shall be kept in force
at all times during the performance of this Agreement and all coverage required herein
shall be maintained after the term of this Agreement so long as such coverage is reasonably
available.
6.3. Workers’ Compensation/Employer’s Liability. Consultant shall cover or insure
the existence of coverage under the applicable laws relating to Workers’ Compensation
insurance, all of their employees employed directly by them or through subconsultants at
all times in carrying out the Services contemplated under this Agreement, in accordance
with the “Workers’ Compensation and Insurance Act” of the California Labor Code and
any amendatory Acts. Consultant shall provide Employer’s Liability insurance with limits
of at least $1,000,000 each accident, $1,000,000 disease policy limit, and $1,000,000
disease each employee.
By Consultant’s signature hereunder, Consultant certifies that it is aware of the provisions
of Section 3700 of the California Labor Code, which requires every employer to be insured
against liability for Workers’ Compensation or to undertake self-insurance in accordance
with the provisions of that code, and that Consultant will comply with such provisions
before commencing Services under this Agreement. Upon the request of District,
subconsultants must provide certificates of insurance evidencing such coverage.
6.4. Errors and Omissions. Each E&O policy shall have limits of at least $1,000,000
per claim and $1,000,000 aggregate. E&O insurance and endorsements shall be kept in
force at all times during the performance of this Agreement and all coverage required
herein shall be maintained after the term of this Agreement so long as such coverage is
reasonably available.
7.0. CONFLICT OF INTEREST. During the term of this Agreement, Consultant shall
comply with the Political Reform Act, Government Code section 1090, and the District’s Conflict
of Interest Code. Consultant shall immediately disqualify itself and shall not use its official
position to influence in any way, any Scope of Work submitted to Consultant in which Consultant
has a financial interest as defined in the Government Code. Consultant must disclose any past,
ongoing, or potential conflicts of interest which Consultant may have as a result of performing
Services in any Scope of Work.
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8.0. INDEPENDENT CONTRACTOR. The Parties agree that the relationship between
District and Consultant is that of an independent contractor and Consultant shall not, in any way,
be considered an employee or agent of District. Consultant shall not represent or otherwise hold
out itself or any of its directors, officers, partners, employees, or agents to be an agent or employee
of District. District will not be legally or financially responsible for any damage or loss that may
be sustained by Consultant because of any act, error, or omission of Consultant or any other
consultant, nor shall Consultant make any claim against District arising out of any such act, error,
or omission.
8.1. Taxes and Benefits. Consultant shall be solely responsible for the payment of all
federal, state and local income tax, social security tax, Workers’ Compensation insurance,
state disability insurance, and any other taxes or insurance Consultant, as an independent
contractor, is responsible for paying under federal, state or local law. Consultant is not
eligible to receive Workers’ Compensation, medical, indemnity or retirement benefits
through District, including but not limited to enrollment in CalPERS. Consultant is not
eligible to receive overtime, vacation or sick pay.
8.2. Permits and Licenses. Consultant shall procure and maintain all permits, and
licenses and other government-required certification necessary for the performance of its
Services, all at the sole cost of Consultant. None of the items referenced in this section
shall be reimbursable to Consultant under the Agreement.
8.3. Methods. Consultant shall have the sole and absolute discretion in determining the
methods, details and means of performing the Services required by District. Consultant
shall furnish, at its own expense, all labor, materials, equipment, tools and transportation
necessary for the successful completion of the Services to be performed under a Task
Order. District shall not have any right to direct the methods, details and means of the
Services; however, Consultant must receive prior written approval from District before
assigning or changing any assignment of Consultant’s Manager or key personnel and
before using any subconsultants or subconsultant agreements for Services or materials
under a Task Order and any work authorizations.
9.0. NOTICES. Any notice may be served upon either Party by delivering it in person, or by
depositing it in a U.S. Mail Deposit Box with the postage thereon fully prepaid, and addressed to
the Party at the address set forth below:
District: General Manager
Yorba Linda Water District
P.O. Box 309
Yorba Linda, California 92885-0309
Consultant: [CONTACT NAME AND ADDRESS]
Any notice given hereunder shall be deemed effective in the case of personal delivery, upon receipt
thereof, or, in the case of mailing, at the moment of deposit in the course of transmission with the
United States Postal Service.
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10.0 ASSIGNMENT. Neither Consultant nor District may assign or transfer this Agreement,
or any part thereof, without the prior written consent of the other Party, which shall not be
unreasonably withheld.
11.0 ATTORNEY’S FEES. In the event of any action arising out of, or in connection with,
this Agreement, or the Services to be performed under a Task Order, the prevailing Party shall be
entitled to have and recover, in addition to damages, injunctive or other relief, its reasonable costs
and expenses, including without limitation, its attorney’s fees.
12.0. BINDING ARBITRATION. Within thirty (30) days after service of a civil action on
either Party arising out of, or in connection with, this Agreement, either Party may elect to submit
the action to binding arbitration before the Judicial Arbitration and Mediation Service (“JAMS”),
located in Orange County. The Parties agree that upon an election to arbitrate, any civil action filed
will be stayed until arbitration proceedings have concluded. Upon submission of the matter to
JAMS, the submitting Party shall obtain from JAMS a list of three (3) randomly selected arbitrators
and serve said list upon the other Party. In the event that there are more than two parties to the
action, the number of arbitrators randomly selected and included in the list shall be increased by
two for each additional party involved. Upon service of the randomly selected list of arbitrators,
each party shall have twenty (20) days to eliminate two arbitrators from the list and return it to
JAMS, with the selected arbitrator being the remaining name on the list. Should more than one
name remain on the list, JAMS will randomly select the arbitrator from the names remaining on
the list. Arbitration shall be scheduled for hearing on the merits no later than six (6) months after
the date the arbitrator is selected. All parties shall be permitted to conduct discovery as provided
by the current rules of the California Code of Civil Procedure. All costs of JAMS or of the
arbitrator shall be divided equally among the Parties, unless otherwise ordered by the arbitrator. In
an arbitration to resolve a dispute under this provision, the arbitrator’s award shall be supported
by law and substantial evidence.
13.0 FORCE MAJEURE. Upon written notice by the Party who is owed something, the
respective duties and obligations of the Parties hereunder (except District’s obligation to pay
Consultant such sums as may become due from time to time for Services rendered by it) shall be
suspended while and so long as performance thereof is prevented or impeded by strikes,
disturbances, riots, fire, governmental action, war acts, acts of God, or any other cause similar or
dissimilar to the foregoing which are beyond the reasonable control of the Party from whom the
performance was suspended.
14.0 ENTIRE AGREEMENT. This Agreement, and the attached Exhibits, represent the entire
and integrated agreement between District and Consultant and supersedes all prior negotiations,
representations, or agreements, either written or oral. This Agreement may be amended only by
written instrument signed by both District and Consultant.
15.0 TERM. The term of this Agreement is for three years. At its discretion, District may
extend the term of this Agreement for two years by written amendment to this Agreement signed
by both Parties. The total duration of this Agreement as amended, including the exercise of any
extension hereunder, shall not exceed five years unless the Parties agree, in writing, to a longer
term.
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IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be entered into as
of the day and year written above.
District:Consultant:
Yorba Linda Water District [NAME]
By:By:
General Manager
(Name and Title)
APPROVED AS TO FORM:REVIEWED
Kidman Law LLP Yorba Linda Water District
By:By
Andrew B. Gagen, General Counsel Rosanne Weston, Engineering Manager
Attachments: Exhibit A: Consultant’s Fee Schedule
Exhibit B: District’s Insurance Certificates
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Exhibit A
Consultant’s Fee Schedule
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Exhibit B
District’s Insurance Certificates
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CERTIFICATE 1: COMMERCIAL GENERAL LIABILITY INSURANCE
This certificate is issued to the Yorba Linda Water District, located at 1717 E. Miraloma
Avenue, Placentia, California 92870, that the following described policy has been issued to:
Insured: _________________________________________
Address: _________________________________________
_________________________________________
Coverage is provided for the attached Agreement (under an annual policy and is not project or task
specific coverage):
_______________________________
(Coverage shall be at least as broad as Insurance Services Office Commercial General Liability
coverage, Occurrence Form No. CG 00 01.)
Type of Insurance COMMERCIAL GENERAL LIABILITY: “Occurrence” Policies Only
Insurer and Policy No.: _______________________________________________
Policy Expiration Date: _______________________________________________
Limits of Liability in
Thousands (000)
Policy Covers
Each Occurrence Aggregate
BODILY INJURY: $ $
PROPERTY DAMAGE $ $
PERSONAL INJURY $ $
COMP OPERATIONS AGGREGATE $
[X] Premises Operations
[X] Contractual Liability
[X] Products/Completed Operations
[X] Separation of Insureds
I have examined the policy mentioned in the foregoing section, and am familiar with the terms and
endorsements of the policy. I have also reviewed Section 6.0 (Insurance) of the Insured’s
Page 58 of 97
2
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
Agreement with Yorba Linda Water District. I do not certify that the policy covered by this
Certificate will be in place for the entire term of the Insured’s Agreement with Yorba Linda Water
District but instead only confirm that the policy covered by this Certificate expires on the Policy
Expiration Date.
I certify that the following provisions apply:
1) The Yorba Linda Water District, its affiliated organizations and its and their
respective officers, directors, trustees, employees, agents, consultants, attorneys,
successors and assigns (“Covered Parties”) are named as additional insureds on the
above-described insurance policy, as respects liability arising out of the activities
performed by or on behalf of the Insured. Coverage for the Covered Parties is not
limited to vicarious liability. Defense costs are paid in addition to limits.
2) The above-described insurance policy shall be primary insurance and any
insurance, pool coverage, or self-insurance maintained by the Covered Parties shall
be excess of the above-described insurance policy and shall not contribute with it.
The Yorba Linda Water District shall not be liable for the payment of premiums or
assessments under this policy.
3) The above-described policy will not be canceled except after thirty (30) days prior
written notice by U.S. Mail (ten (10) days for non-payment of premium) has been
given to Yorba Linda Water District.
4) The insurer issuing the above-described insurance policy shall have waived, either
according to the terms in their policies or by endorsement, all rights of subrogation
against the Covered Parties. The insurance policy allows the Insured to waive their
right of recovery prior to loss.
5) The insurer issuing this policy has a Best’s rating as of the date set forth below of
no less than “A-:VII.”
Insurance Carrier: ___________________________________________
(General)
Address:___________________________________________
___________________________________________
I, __________________, under penalty of perjury under the laws of the State of California,
declare as Insurance Broker to the Insured that the foregoing statements in this Certificate are true
and correct as of this ____ day of ______________, 20___.
Broker Representative: ____________________________________
Company or Firm: ____________________________________
Phone: _______________ Date: _______________________________
Page 59 of 97
3
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
CERTIFICATE 2: AUTOMOBILE LIABILITY INSURANCE
This certificate is issued to the Yorba Linda Water District, located at 1717 E. Miraloma
Avenue, Placentia, California 92870, that the following described policy has been issued to:
Insured: _________________________________________
Address: _________________________________________
_________________________________________
Coverage is provided for the attached Agreement (under an annual policy and is not project or task
specific coverage):
_______________________________
Coverage is Insurance Services Office (Form No. CA 0001, or equivalent) covering Automobile
Liability, Code 1 (any auto) or in the alternative, owned or scheduled autos plus non-owned and
hired autos.
Type of Insurance: AUTOMOBILE LIABILITY: “Occurrence” Policies Only
Insurer and Policy No.: _______________________________________________
Policy Expiration Date: _______________________________________________
Limits of Liability in
Thousands (000)
Policy Covers
Each Occurrence Aggregate
BODILY INJURY $ $
(PER PERSON)
BODILY INJURY $ $
(PER ACCIDENT)
PROPERTY DAMAGE: $ $
BODILY INJURY AND PROPERTY
DAMAGE COMBINED: $ $
[X] Comprehensive Form
[X] Any Auto
[X] Owned
[X] Non-owned
[X] Hired
I have examined the policy mentioned in the foregoing section, and am familiar with the terms and
endorsements of the policy. I have also reviewed Section 6.0 (Insurance) of the Insured’s
Agreement with Yorba Linda Water District. I do not certify that the policy covered by this
Page 60 of 97
4
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
Certificate will be in place for the entire term of the Insured’s Agreement with Yorba Linda Water
District but instead only confirm that the policy covered by this Certificate expires on the Policy
Expiration Date.
I certify that the following provisions apply:
1) The Yorba Linda Water District, its affiliated organizations and its and their
respective officers, directors, trustees, employees, agents, consultants, attorneys,
successors and assigns (“Covered Parties”) are named as additional insureds on the
above-described insurance policy, as respects liability arising out of activities
performed by or on behalf of the Insured.
2) The above-described insurance policy is primary insurance and any insurance, pool
coverage, or self-insurance maintained by the Covered Parties shall be excess of
the above-described insurance policy and shall not contribute with it. The Yorba
Linda Water District shall not be liable for the payment of premiums or assessments
under these policies.
3) The above-described policy will not be canceled except after thirty (30) days prior
written notice by U.S. Mail (ten (10) days for non-payment of premium) has been
given to Yorba Linda Water District.
4) The insurer issuing the above-described insurance policy shall have waived, either
according to the terms in their policies or by endorsement, all rights of subrogation
against the Covered Parties. The insurance policy allows the Insured to waive their
right of recovery prior to loss.
5) The insurer issuing this policy has a Best’s rating as of the date of set forth below
of no less than “A-:VII.”
Insurance Carrier: ___________________________________________
Address:___________________________________________
___________________________________________
I, __________________, under penalty of perjury under the laws of the State of California,
declare as Insurance Broker to the Insured that the foregoing statements in this Certificate are true
and correct as of this ____ day of ______________, 20___.
Broker Representative: ____________________________________
Company or Firm: ____________________________________
Phone: _______________ Date: _______________________________
Page 61 of 97
5
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
CERTIFICATE 3: WORKERS’ COMPENSATION
AND EMPLOYERS’ LIABILITY INSURANCE
This certificate is issued to the Yorba Linda Water District, located at 1717 E. Miraloma
Avenue, Placentia, California 92870, that the following described policy has been issued to:
Insured: _________________________________________
Address: _________________________________________
_________________________________________
Coverage is provided for the attached Agreement (under an annual policy and is not project or task
specific coverage):
_______________________________
(Coverage shall be as broad as required by the Labor Code of the State of California and
Employer’s liability coverage.)
Limits of Liability in
Thousands (000)
Policy Covers
[X] WORKERS’ COMPENSATION AND
EMPLOYERS’ LIABILITY $
(EACH ACCIDENT)
Insurer and Policy No.: _______________________________________________
Policy Expiration Date: _______________________________________________
I have examined the policy mentioned in the foregoing section, and am familiar with the terms and
endorsements of the policy. I have also reviewed Section 6.0 (Insurance) of the Insured’s
Agreement with Yorba Linda Water District. I do not certify that the policy covered by this
Certificate will be in place for the entire term of the Insured’s Agreement with Yorba Linda Water
District but instead only confirm that the policy covered by this Certificate expires on the Policy
Expiration Date.
I certify that the following provisions apply:
1) The above-described insurance policy is primary insurance and any insurance, pool
coverage, or self-insurance maintained by the Covered Parties shall be excess of
the above-described insurance policy and shall not contribute with it. The Yorba
Linda Water District shall not be liable for the payment of premiums or assessments
under these policies.
Page 62 of 97
6
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
2) The above-described policy will not be canceled except after thirty (30) days prior
written notice by U.S. Mail (ten (10) days for non-payment of premium) has been
given to Yorba Linda Water District.
3) The insurer issuing the above-described insurance policy shall have waived, either
according to the terms in their policies or by endorsement, all rights of subrogation
against the Covered Parties. The insurance policy allows the Insured to waive their
right of recovery prior to loss.
4) The insurer issuing this policy has a Best’s rating as of the date set forth below of
no less than “A-:VII.”
Insurance Carrier: ___________________________________________
Address:___________________________________________
___________________________________________
I, __________________, under penalty of perjury under the laws of the State of California,
declare as Insurance Broker to the Insured that the foregoing statements in this Certificate are true
and correct as of this ____ day of ______________, 20___.
Broker Representative: ____________________________________
Company or Firm: ____________________________________
Phone: _______________ Date: _______________________________
Page 63 of 97
7
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
CERTIFICATE 4: ERRORS AND OMISSIONS
This certificate is issued to the Yorba Linda Water District, located at 1717 E. Miraloma
Avenue, Placentia, California 92870, that the following described policy has been issued to:
Insured: _________________________________________
Address: _________________________________________
_________________________________________
Coverage is provided for the attached Agreement (under an annual policy and is not project or task
specific coverage):
_______________________________
Limits of Coverage
Per Claim Aggregate
$
Insurer and Policy No.: _______________________________________________
Policy Expiration Date: _______________________________________________
I have examined the policy mentioned in the foregoing section, and am familiar with the terms and
endorsements of the policy. I have also reviewed Section 6.0 (Insurance) of the Insured’s
Agreement with Yorba Linda Water District. I do not certify that the policy covered by this
Certificate will be in place for the entire term of the Insured’s Agreement with Yorba Linda Water
District but instead only confirm that the policy covered by this Certificate expires on the Policy
Expiration Date.
I certify that the following provisions apply:
1) The above-described insurance policy is primary insurance and any insurance, pool
coverage, or self-insurance maintained by the Covered Parties shall be excess of
the above-described insurance policy and shall not contribute with it. The Yorba
Linda Water District shall not be liable for the payment of premiums or assessments
under these policies.
2) The above-described policy will not be canceled except after thirty (30) days prior
written notice by U.S. Mail (ten (10) days for non-payment of premium) has been
given to Yorba Linda Water District.
Page 64 of 97
8
YLWD Professional Services Agreement for On-Call Land Surveying Services (10/19)
3) The insurer issuing this policy has a Best’s rating as of the date set forth below of
no less than “A-:VII.”
Insurance Carrier: ___________________________________________
Address:___________________________________________
___________________________________________
I, __________________, under penalty of perjury under the laws of the State of California,
declare as Insurance Broker to the Insured that the foregoing statements in this Certificate are true
and correct as of this ____ day of ______________, 20___.
Broker Representative: ____________________________________
Company or Firm: ____________________________________
Phone: _______________ Date: _______________________________
Page 65 of 97
ITEM NO. 9.1.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
Kaden Young, Sr. Management Analyst
SUBJECT:Water Rates for Fiscal Year 2021
RECOMMENDATION:
That the Board of Directors adopt Resolution No. 2020-XX adjusting water rates effective
August 1, 2020 and rescinding Resolution No. 2019-16.
SUMMARY:
In preparing and reviewing the projected year-end results for FY20 and the proposed
Operating Budget for FY21, staff was charged with analyzing the District's rates and
recommending necessary rate adjustments that meet the goals and objectives as set by the
Board of Directors.
Upon review of the multiple scenarios presented to the Board, staff has determined that a 5%
adjustment to the monthly Base Charge is necessary to meet the goals and objectives as set
by the Board. The approved and adopted rate adjustments to the monthly Base Charge,
effective August 1, 2020 will yield the results listed below:
Meter Size Current Rate New Rate
Net Monthly
Adjustment
5/8" and 3/4"$ 21.20 $ 22.26 $ 1.06
1"$ 35.41 $ 37.18 $ 1.77
1 ½”$ 70.61 $ 74.14 $ 3.53
2"$ 113.02 $ 118.67 $ 5.65
3"$ 247.47 $ 259.84 $ 12.37
4"$ 445.32 $ 467.59 $ 22.27
6"$ 989.67 $1,039.15 $ 49.48
Page 66 of 97
These rates do not exceed those listed in the 2015 Water Rate Study and the adjustments are
in accordance with Proposition 218.
Staff recommends that the Board adopt Resolution 2020-XX ratifying the proposed water
rates, effective August 1, 2020.
BACKGROUND:
At the April 28, 2020 Regular Board meeting, staff presented a projection as to how decreased
revenues and increased expenses, that the District was experiencing brought upon by the
unprecedented times and events, would potentially negatively affect the District’s year-end net
position and debt coverage ratio.
At the May 19, 2020 Budget Workshop, which was an open Zoom driven workshop for all
public to participate via a link, staff presented various scenarios derived from amending the
proposed FY21 Operating Budget that would result in various year-end net positions and debt
coverage ratios (125% and 225%).
At the May 26, 2020 Special Meeting, which was an open Zoom driven workshop for all public
to participate via a link, staff presented various scenarios derived from amending the proposed
FY21 Operating Budget that would result in various year-end net positions and debt coverage
ratios (125%, 175%, and 225%). Staff was tasked with preparing an additional scenario based
on desired debt coverage ratios from the Board.
At the June 9, 2020, Regular Meeting, which was an open Zoom driven meeting for all public
to participate via a link, staff presented various scenarios derived from amending the proposed
FY21 Operating Budget that would result varying year-end net positions and debt coverage
ratios (125%, 150%, and 175%). Staff was tasked with preparing additional scenarios based
on desired debt coverage ratios from the Board.
ATTACHMENTS:
1.Presentation
2.Resolution
Page 67 of 97
1 00
Yorba Linda
Water District
Water Rates for FY21
June 23, 2020
.� '�-r' �_� ter'• �� ,� � �� � ��
Item 9.1 - Water Rates - June 23, 2020`
jEl Budget Assumptions
• Water Supply — 18,200 of
36.1 % Groundwater (Jul-Sep, May-Jun)
• 63.9% Import
• $20 million LOC for CIP
• Water to Sewer Ratio:
• 85% water
• 15% sewer
• Pay OPEB/PERS Annual UAL payments from PARS
• 1351145115011751225% Coverages
�
Item 9.1 — Water Rates — June 23, 2020 `
�
00 LAW&—
F
-•ir - I ■ ■ y lir X— -msµ+ --1 -
�.ai
ProompDoo"se
R e v e n u e
1 ) 5% rate increase effective 8-1 -2020 = $492,067
Meter Size Current Rate New Rate Net Monthly
Adjustment
5/8" and 3/4" $ 21.20 $ 22.26 $ 1.06
1" $ 35.41 $ 37.18 $ 1.77
1%' $ 70.61 $ 74.14 $ 3.53
2" $ 113.02 $ 118.67 $ 5.65
3" $ 247.47 $ 259.84 $ 12.37
4" $445.32 $ 467.59 $22.27
6" $ 989.67 $1,039.15 $49.48
2) ow6¢ commodity increase effective 1 -1 -21 = $193,579
• Analysis to be completed November 2020
Item 9.1 Water Rates — June 23, 2020 --
1 Budget Option 135% Results
*$ 1 867,233 Shortfall*
1 ) 5% rate increase effective 8-1 -20
2) -6¢ commodity increase effective 1 -1 -21
3) PFAS Impact Fee effective 1 -1 -21 to 6-30-2020
• Approximately $7.88/month/account
• Subject to change pending analysis by November 2020
v �
_ �
Item 9.1 — Water Rates — June 23, 2020` 4 �'�
1 Budget Option 145% Results
*$2 , 159,361 Shortfall*
1 ) 5% rate increase effective 8-1 -20
2) -6¢ commodity increase effective 1 -1 -21
3) PFAS Impact Fee effective 1 -1 -21 to 6-30-2020
• Approximately $9.82/month/account
• Subject to change pending analysis by November 2020
Item 9.1 — Water Rates — June 23, 2020`
LP
21 Budget Option 150% Results
*$2 , 305,426 Shortfall*
Staff Recommendation
1 ) 5% rate increase effective 8-1 -20
2) -6¢ commodity increase effective 1 -1 -21
3) PFAS Impact Fee effective 1 -1 -21 to 6-30-2020
• Approximately $10.80/month/account
• Subject to change pending analysis by November 2020
"-� � � - � tib' J �' * � �� •�
Item 9.1 — Water Rates — June 23, 2020Y = -- �
CN
LP
1 Budget Option 175% Results
*$3, 035, 747 Shortfall*
1 ) 5% rate increase effective 8-1 -20
2) -6¢ commodity increase effective 1 -1 -21
3) PFAS Impact Fee effective 1 -1 -21 to 6-30-2020
• Approximately $15.67/month/account
• Subject to change pending analysis by November 2020
_JW
Item 9.1 — Water Rates — June 23, 2020` '
LN
1 Budget Option 225% Results
*$4,496, 389 Shortfall*
FA Recommendation/BOD Policy
1 ) 5% rate increase effective 8-1 -20
2) -6¢ commodity increase effective 1 -1 -21
3) PFAS Impact Fee effective 1 -1 -21 to 6-30-2020
• Approximately $25.401monthlaccount
• Subject to change pending analysis by November 2020
_JW
Item 9.1 — Water Rates — June 23, 2020` '
Item 9.1 — Water Rates — June 23, 2020 --
- x- -
oraLin a
DistrictWater
Item 9.1 Water Rates — June 23, 2020 --
Resolution No. 2020-XX Adjusting Water Rates Effective August 1, 2020 and Rescinding Resolution No. 2019-16 1
RESOLUTION NO. 2020-XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADJUSTING WATER RATES EFFECTIVE AUGUST 1, 2020
AND RESCINDING RESOLUTION NO. 2019-16
WHEREAS,pursuant to Water Code Section 31007, the Board of Directors of the Yorba
Linda Water District (YLWD) is required to set water rates at a level which
will yield an amount of revenue sufficient to pay for operating expenses,
provide for repairs and depreciation of works, and pay the principal and
interest on any bonded debt; and
WHEREAS,on July 16, 2015 and August 31, 2015, the Board of Directors considered
the 2015 Water and Sewer Rate Study Report (“Rate Study”) and
determined that the schedule of water rate increases described in the Rate
Study is necessary and sufficient to cover, without exceeding, the cost to
provide water service to each customer connection; and
WHEREAS,pursuant to, and in compliance with, Proposition 218 (California Constitution
art. XIII D), the District on July 31, 2015 mailed a notice of schedule of water
and sewer rate increases (“Prop 218 Notice”) to all property owners within
the District’s service area which included proposed water rates beginning
Fiscal Year 2016; and
WHEREAS,on September 17, 2015, and in accordance with article XIII D, the Board of
Directors held a public hearing regarding its Prop 218 Notice, and adopted
Resolution No. 15-22, which established water rates, effective October 1,
2015; and
WHEREAS,the Board of Directors has since rescinded Resolution No. 15-22 and
adopted and rescinded Resolution No. 16-10; and
WHEREAS,the rescinded Resolution No. 16-10 repeated the Board of Directors’
findings, determinations, and resolutions in Sections 2 - 5 of Resolution No.
15-22, which are not repeated in this Resolution to avoid any confusion
regarding the findings, determinations, and resolutions to adjust the water
rates in this Resolution; and
WHEREAS,on November 13, 2018, the Board of Directors adopted Resolution No.
18-32, which adjusted water rates that took effect on January 1, 2019; and
WHEREAS,on May 28, 2019, the Board of Directors adopted Resolution No. 2019-16
ratifying action taken on May 14, 2019 which adjusted water rates that took
effect on July 1, 2019 and implemented any potential commodity adjustment
by October 1, 2019; and
Page 78 of 97
Resolution No. 2020-XX Adjusting Water Rates Effective August 1, 2020 and Rescinding Resolution No. 2019-16 2
WHEREAS,in Fiscal Year 2020, following substantial review and analysis, which
included Board workshops, District staff prepared a cost of service analysis
for Fiscal Year 2021; and
WHEREAS,in accordance with the cost of service analysis and Water Code Section
31007, the Board of Directors desires to adjust certain water charges
effective August 1, 2020 within the confines of the District’s water rate
schedule published in its Prop 218 Notice.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Yorba Linda
Water District does hereby find, determine, and resolve the following:
Section 1.The matters set forth in the foregoing recitals are true and correct.
Section 2.Resolution No. 2019-16 is hereby rescinded effective August 1, 2020.
Section 3.Water rates and customer connection charges for service defined in Section
3.4 of the Rules and Regulations with Regard to the Rendition of Water
Service of the Yorba Linda Water District are hereby set forth as follows and
will take effect on August 1, 2020:
For All Potable Water Service:
All Water Usage shall be charged at $2.80 / 100 Cu. Ft.
(Does Not Include
an additional Pass-
through Charge
since Resolution
No. 18-32)
Monthly Service Charge for:
5/8” and 3/4” Meters $ 22.26
1” Meters $ 37.18
1 1/2” Meters $ 74.14
2” Meters $ 118.67
3” Meters $ 259.84
4” Meters $ 467.59
6” Meters $ 1,039.15
Section 4.Additional rates and fees for service are as follows:
The charge for Permanent Untreated Water Service as defined in Section
3.4.1 of the Rules and Regulations for Water Service shall be as follows:
The current Metropolitan Water District of Southern California
(MWD) Untreated Full rate, plus charges by the Municipal Water
District of Orange County (MWDOC), plus any other fees, charges
or penalties as may be imposed by MWD and/or MWDOC, plus $13
per acre foot.
Page 79 of 97
Resolution No. 2020-XX Adjusting Water Rates Effective August 1, 2020 and Rescinding Resolution No. 2019-16 3
PASSED AND ADOPTED this 23rd day of June 2020, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Phil Hawkins, President
Yorba Linda Water District
ATTEST:
Annie Alexander, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Andrew B. Gagen, Esq.
Kidman Gagen Law LLP
Page 80 of 97
ITEM NO. 9.2.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
Kaden Young, Sr. Management Analyst
SUBJECT:Amending the Operating Budget for Fiscal Year 2021 (Financial
Summaries)
RECOMMENDATION:
That the Board of Directors approve Resolution No. 2020-XX adopting the amended
Operating Budget for Fiscal Year 2021 (Financial Summaries) and rescinding Resolution No.
2019-18.
SUMMARY:
Staff has adhered to the budget process in developing an amended Operating Budget for
Fiscal Year 2021.
The included financial summaries will allow the District to operate, maintain, and fund projects
and activities that meet the goals and initiatives of the District's Strategic Plan.
In general, the FY21 budget identifies $52,903,899 in total outlay, including $37,731,368 in
total expenses, $7,775,155 in depreciation, and $7,397,376 in capital projects.
BACKGROUND:
At the April 28, 2020 Regular Board meeting, staff presented a projection as to how decreased
revenues and increased expenses, that the District was experiencing brought upon by the
unprecedented times and events, would potentially negatively affect the District’s year-end net
position and debt coverage ratio.
At the May 19, 2020 Budget Workshop, which was an open Zoom driven workshop for all
public to participate via a link, staff presented various scenarios derived from amending the
proposed FY21 Operating Budget that would result in various year-end net positions and debt
coverage ratios (125% and 225%). At the May 26, 2020 Special Meeting, which was an open
Page 81 of 97
Zoom driven workshop for all public to participate via a link, staff presented various scenarios
derived from amending the proposed FY21 Operating Budget that would result in various
year-end net positions and debt coverage ratios (125%, 175%, and 225%). Staff was tasked
with preparing an additional scenario based on desired debt coverage ratios from the Board.
At the June 9, 2020, Regular Meeting, which was an open Zoom driven meeting for all public
to participate via a link, staff presented various scenarios derived from amending the proposed
FY21 Operating Budget that would result varying year-end net positions and debt coverage
ratios (125%, 150%, and 175%). Staff was tasked with preparing additional scenarios based
on desired debt coverage ratios from the Board.
STRATEGIC PLAN INITIATIVES:
G2 3B - Regularly assess net position and steps to meet strategic goals.
ATTACHMENTS:
1.Resolution
2.Amended FY21 Operating Budget
3.Amended CIP Schedule
Page 82 of 97
Resolution No. 2020-XX Amending the Operating Budget for Fiscal Year 2021 1
RESOLUTION NO. 2020-XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
AMENDING THE OPERATING BUDGET
FOR FISCAL YEAR 2021
WHEREAS, on May 28, 2019 the Board of Directors approved Resolution No. 2019-18
adopting a two-year operating budget for Fiscal Years 2020 and 2021; and
WHEREAS,the District’s operating plan for this time period needed to be adjusted to
accommodate the lowering of response levels for per- and polyfluoroalkyl
substances (PFAS); and
WHEREAS, this adjustment to the District’s operating plan also necessitates
amendments to the operating budget for Fiscal Year 2021 which were
presented and reviewed by the Board of Directors at meetings held May 19
and 26, 2020 and June 9, 2020; and
WHEREAS,the Board of Directors desires to formally amend the operating budget for
Fiscal Year 2021.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1.That the operating budget for Fiscal Year 2021 as approved by Resolution
No. 2019-18 is hereby amended and adopted as set forth in Exhibit A and
attached hereto.
Section 2.That the amended operating budget for Fiscal Year 2021 is in full force and
effect beginning July 1, 2020, and will remain so until this Resolution is
rescinded by the Board of Directors.
Page 83 of 97
Resolution No. 2020-XX Amending the Operating Budget for Fiscal Year 2021 2
PASSED AND ADOPTED this 23rd day of June 2020 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Phil Hawkins, President
Yorba Linda Water District
ATTEST:
Annie Alexander, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Andrew B. Gagen, Esq.
Kidman Gagen Law LLP
Page 84 of 97
AMENDED FISCAL YEAR 2021 OPERATING BUDGET
FY21 FY21
ORIGINAL FY21 FY21 AMENDED DELTA DELTA
BUDGET WATER SEWER BUDGET $ %
Revenue(Operating):
Water Revenue(Residential) $ 16,946,962 $ 15,335,082 $ 15,335,082 $ (1,611,880) -10%
Water Revenue(Commercial) $ 1,969,765 $ 1,875,825 $ 1,875,825 $ (93,939) -5%
Water Revenue(Landscape/Irrigation) $ 4,056,592 $ 3,606,672 $ 3,606,672 $ (449,920) -11%
Water Service Charges $ 12,011,758 $ 11,560,123 $ 11,560,123 $ (451,635) -4%
PFAS Impact Fee $ - $ 2,639,699 $ 2,639,699 $ 2,639,699 NEW
Sewer Charge Revenue $ 2,447,582 $ 2,447,582 $ 2,447,582 $ - 0%
Sewer Parcel Assessments $ 324,173 $ 298,525 $ 298,525 $ (25,648)
Other Operating Revenue $ 1,017,210 $ 824,650 $ 40,545 $ 865,195 $ (152,015) -15%
Total Operating Revenue $ 38,774,042 $ 35,842,052 $ 2,786,652 $ 38,628,704 $ (145,338) 0%
Revenue(Non-Operating):
Interest $ 838,230 $ 600,000 $ 105,000 $ 705,000 $ (133,230) -16%
Property Tax $ 1,850,000 $ 1,950,000 $ 1,950,000 $ 100,000 5%
Other Non-Operating Revenue $ 662,438 $ 601,646 $ 19,200 $ 620,846 $ (41,592) -6%
Total Non-Operating Revenue $ 3,350,668 $ 3,151,646 $ 124,200 $ 3,275,846 $ (74,822) -2%
TOTAL REVENUE $ 42,124,710 $ 38,993,698 $ 2,910,852 $ 41,904,550 $ (220,160) -1%
Expenses(Operating):
Variable Costs
Water-Related Costs $ 13,665,365 $ 16,273,432 $ 16,273,432 $ 2,608,068 19%
Fixed Costs $ 1,182,773 $ 1,182,773 $ 1,182,773 $ - 0%
Power-Related Costs $ 1,475,826 $ 1,202,134 $ 1,202,134 $ (273,692) -19%
Total Variable Water Costs Related Expenses $ 16,323,964 $ 18,658,340 $ 18,658,340 $ 2,334,376 14%
Salary Related Expenses $ 12,189,273 $ 10,620,399 $ 1,955,874 $ 12,576,273 $ 387,000 3%
Reduction for Capital Project Labor $ (463,752) $ (217,000) $ (680,752) $ (680,752)
Total Salary Related Expenses $ 12,189,273 $ 10,156,647 $ 1,738,874 $ 11,895,521 $ (293,752) -2%
Supplies&Services
Communications $ 244,525 $ 205,891 $ 37,134 $ 243,025 $ (1,500) -1%
Contractual Services $ 525,306 $ 466,976 $ 66,878 $ 533,854 $ 8,548 2%
Data Processing $ 319,300 $ 274,924 $ 41,457 $ 316,381 $ (2,919) -1%
Dues&Memberships $ 88,525 $ 85,670 $ 15,075 $ 100,745 $ 12,220 14%
Fees&Permits $ 306,176 $ 288,635 $ 35,565 $ 324,200 $ 18,024 6%
Board Election $ 138,700 $ 84,165 $ 6,335 $ 90,500 $ (48,200) -35%
Insurance $ 338,125 $ 287,343 $ 50,708 $ 338,050 $ (75) 0%
Materials $ 1,034,000 $ 621,700 $ 75,800 $ 697,500 $ (336,500) -33%
District Activities $ 48,070 $ 40,130 $ 6,941 $ 47,070 $ (1,000) -2%
Maintenance $ 732,040 $ 528,780 $ 180,820 $ 709,600 $ (22,440) -3%
Non-Capital Equipment $ 163,220 $ 137,980 $ 48,691 $ 186,670 $ 23,450 14%
Office Expense $ 36,375 $ 32,003 $ 5,572 $ 37,575 $ 1,200 3%
Professional Services $ 872,400 $ 988,918 $ 482,272 $ 1,471,190 $ 598,790 69%
Training $ 79,695 $ 48,353 $ 14,832 $ 63,185 $ (16,510) -21%
Travel&Conferences $ 152,390 $ 42,570 $ 5,630 $ 48,200 $ (104,190) -68%
Uncollectible Accounts $ 5,100 $ 8,330 $ 1,470 $ 9,800 $ 4,700 92%
Utilities $ 162,700 $ 163,838 $ 28,913 $ 192,750 $ 30,050 18%
Vehicle Expenses $ 379,400 $ 285,260 $ 94,140 $ 379,400 $ - 0%
Total Supplies&Services $ 5,626,047 $ 4,591,464 $ 1,198,231 $ 5,789,695 $ 163,648 3%
Total Operating Expenses $ 34,139,284 $ 33,406,451 $ 2,937,105 $ 36,343,556 $ 2,204,271 6%
Expense(Non-Operating)
Interest Expenses $ 1,236,960 $ 1,236,960 $ 1,236,960 $ - 0%
Other Expenses $ 13,545 $ 117,994 $ 32,859 $ 150,853 $ 137,308 1014%
Total Non-Operating Expenses $ 1,250,505 $ 1,354,954 $ 32,859 $ 1,387,813 $ 137,308 11%
TOTAL EXPENSES $ 35,389,789 $ 34,761,404 $ 2,969,964 $ 37,731,368 I $ 2,341,579 7%
Net Income Before Capital Contributions&Special Item(s) $ 6,734,921 $ 4,232,294 $ (59,112) $ 4,173,182 $ (2,561,739) -38%
Special Item(s)
Capital Contributions
Net Income Before Depreciation $ 6,734,921 $ 4,232,294 $ (59,112) $ 4,173,182 $ (2,561,739) -38%
Depreciation $ 7,720,659 $ 6,335,693 $ 1,439,462 $ 7,775,155 $ 54,496 1%
INCOME(LOSS) $ (985,738) $ (2,103,399) $ (1,498,574) $ (3,601,973) $ (2,616,235) 265%
Page 85 of 97
PROJECT NAME: MASTER SUMMARY
PROJECT COST FY21 FY22 FY23 FY24 FY25 TOTAL
Planning&Design $ 489,000 $ 200,000 $ $ $ $ 751,000
Land&Land Preparation $ - $ - $ $ $ $ -
Construction(Contract) $ 3,757,924 $ 5,945,517 $ 4,338,500 $ 3,550,000 $ 3,550,000 $ 18,921,076
Project Management/Inspection $ 105,825 $ 183,225 $ - $ $ - $ 291,550
Equipment/Furnishings $ 266,855 $ - $ $ $ $ 266,855
Materials $ 984,489 $ 984,489 $ $ $ $ 2,215,006
YLWD Capitalized Labor $ 463,752 $ 649,552 $ 433,850 $ 355,000 $ 355,000 $ 2,088,895
Other(insert comment) $ - $ - $ - $ - $ - $ 5,200
ANNUALTOTAL 7,962,783 $ 4,772,350 $ 3,905,000 $ 3,905,000 $ 24,539,582
PROJECT FUNDING FY21 FY22 FY23 FY24 FY25 TOTAL
CIP Budget[PAY-GO] $ - $ 7,962,783 $ 4,772,350 $ 3,905,000 $ - $ 16,903,359
Line of Credit $ 5,767,845 $ - $ - $ - $ 3,905,000 $ 7,336,223
Bond Proceeds $ - $ $ $ $ $ -
Development Fees $ - $ $ $ $ $ -
Grants $ 300,000 $ $ $ - $ - $ 300,000
)R $ 6,067,845 $ 7,962,783 $ 4,772,350 $ 3,905,000 $ 3,905,000 $ 24,539,582
S-YEAR CAPITAL IMPROVEMENT PROJECTS
PROJECT NAME FY21 FY22 FY23 FY24 FY25 TOTAL
Advanced Metering Replacement Program $ 1,039,489 $ 1,039,489 $ $ $ $ 2,345,006
Elk Mountain BPS Generator $ 569,355 $ - $ $ $ $ 617,455
Field Headquarters Rehabilitation $ 238,999 $ 168,138 $ 45,100 $ $ $ 578,760
Hidden Hills BPS Upgrades $ 771,760 $ - $ - $ $ $ 780,560
Highland PRS $ - $ $ $ $ $ 375,177
Lakeview and Gardenia Reservoirs Site Rehabilitation $ 264,000 $ $ $ $ $ 332,750
Lakeview BPS Piping $ - $ 220,000 $ $ $ $ 220,000
Mickel and Camino Verde Waterline Replacement $ - $ - $ $ $ $ 660,000
Reservoir Fire Hardening $ 363,000 $ 220,000 $ 220,000 $ 220,000 $ 220,000 $ 1,399,200
Site and Security Upgrades at District Facilities $ - $ 336,600 $ 220,000 $ 220,000 $ 220,000 $ 1,075,927
Timber Ridge BPS Pump Replacement $ 220,000 $ 1,610,000 $ - $ - $ - $ 1,830,000
Upgrades at Water Treatment Plant Sites $ 1,159,142 $ 1,980,305 $ $ $ $ 3,139,448
Well 22 Equipping $ - $ 1,478,000 $ $ $ $ 1,478,000
Well Rehabilitation Project $ 110,000 $ 165,000 $ 165,000 $ 165,000 $ 165,000 $ 770,000
Fairmont PRS $ 534,600 $ - $ - $ - $ - $ 549,600
Box Canyon Pump Replacement $ - $ - $ 77,000 $ - $ - $ 77,000
Waterline Replacement $ 797,500 $ 745,250 $ 2,945,250 $ 2,200,000 $ 2,200,000 $ 8,888,000
PRS Replacements $ - $ - $ 1,100,000 $ 1,100,000 $ 1,100,000 $ 3,300,000
Water Only $ 7,962,783 $ 4,772,350 $ 3,905,000 $ 3,905,000 $ 28,416,882
Lakeview Sewer Extension $ 352,000 $ - $ - $ - $ - $ 352,000
Community Facilities District/Assessment District Projects $ - $ 1,650,000 $ 1,650,000 $ 1,650,000 $ 1,650,000 $ 6,600,000
Sewer System Rehabilitation and Replacement Project $ 385,000 $ 385,000 $ 385,000 $ 385,000 $ 385,000 $ 2,431,000
Sewer Only . ' NEW--$ 737,000 $ 2,035,000 $ 2,035,000 $ 2,035,000 $ 2,035,000 $ 9,383,000
CAPITAL OUTLAY FY21 FY22 FY23 FY24 FY25 TOTAL
Network Redesign $ 48,440
Firewall Replacement $ 42,600
Cell Phone Replacement $ 20,491
Operations Department $ 481,000
CAPITAL OUTLAY TOTAL $ 592,531
GRAND TOTAL FOR CIP $ 7,397,376 $ 9,997,783 $ 6,807,350 $ 5,940,000 $ 5,940,000 $ 37,799,882
Page 86 of 97
ITEM NO. 9.3.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Delia Lugo, Finance Manager
SUBJECT:Financial Reserves Policy for Fiscal Year 2021
RECOMMENDATION:
That the Board of Directors approve Resolution No. 2020-XX adopting a Financial Reserves
Policy for Fiscal Year 2021 and rescinding Resolution No. 2019-24.
SUMMARY:
Maintaining adequate reserves is an essential aspect of sound financial management. Being
fiscally prudent involves funding reserves to levels that enable the District to provide reliable
service to our customers, maintain infrastructure for current and future customers, finance
capital projects, as well as capital repair and replacement, and to provide the ability to respond
to changing circumstances or an unanticipated occurrence.
Upon review of the District's current reserve balances, as well as the Amended FY21
Operating and Capital Improvement Project Budgets, staff is recommending that the funding
of all listed reserves be set, at least, to the minimum target levels for Fiscal Year 2021.
It is a goal of the District to maintain its current AA and AA+ ratings, and it is recommended
that the total "unrestricted" water reserve balance be at least $33.4 million by June 30, 2021 to
maintain the minimum required 365 days in cash calculation.
ATTACHMENTS:
1.Resolution
2.Revised Policy
Page 87 of 97
Resolution No. 2020-XX Adopting the Financial Reserves Policy for Fiscal Year 2021 1
RESOLUTION NO. 2020-XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADOPTING THE FINANCIAL RESERVES POLICY FOR
FISCAL YEAR 2021 AND RESCINDING RESOLUTION NO. 2019-24
WHEREAS,the purpose of the Yorba Linda Water District’s (YLWD) Financial Reserves
Policy is to ensure that the District continues to have sufficient funding
available to meet its operating, non-operating, capital and debt service
obligations; and
WHEREAS,adequate reserves and sound financial policies maintain YLWD’s bond
ratings in the capital markets, provide financing flexibility and sustain debt
covenant compliance; and
WHEREAS,the District has completed a comprehensive Asset Management Plan and
has prepared a rate study and five-year financial plan; and
WHEREAS,the Financial Reserves Policy recommends establishing various reserve
categories, defines the purpose and use of these funds and identifies target
levels and priority funding of the reserves; and
WHEREAS,the Board of Directors desires to adopt a new Financial Reserves Policy for
Fiscal Year 2021.
NOW THEREFORE, the Board of Directors of the Yorba Linda Water District does find,
determine, and resolve:
Section 1.That effective July 1, 2020 Policy No. 3010-005 is hereby adopted to read
as attached hereto and by this reference incorporated herein.
Section 2.That Resolution No. 2019-24 is hereby rescinded effective July 1, 2020.
Page 88 of 97
Resolution No. 2020-XX Adopting the Financial Reserves Policy for Fiscal Year 2021 2
PASSED AND ADOPTED this 23rd day of June 2020 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Phil Hawkins, President
Yorba Linda Water District
ATTEST:
Annie Alexander, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Andrew B. Gagen, Esq.
Kidman Gagen Law LLP
Page 89 of 97
3010-005 Financial Reserves Policy Page 1 of 5
Policies and Procedures
Policy No.:3010-005
Adoption Method:Resolution No. 2020-XX
Effective Date:July 1, 2020
Last Revised:June 25, 2019
Prepared By:Delia Lugo, Finance Manager
Applicability:District Wide
POLICY:FINANCIAL RESERVES
1.0 GENERAL POLICY
Maintaining adequate reserves is an essential part of sound financial
management. The Yorba Linda Water District Board of Directors realizes the
importance of reserves in providing reliable service to its customers, well-
maintained infrastructure for current and future customers, financing capital
projects as well as capital repair and replacement, and the ability to respond to
changing circumstances. Interest derived from reserve balances shall be credited
to the reserve account from which it was earned.
2.0 CATEGORIES
Yorba Linda Water District (YLWD or District) shall accumulate, maintain and
segregate its reserve funds into the following categories:
•Board Designated Unrestricted Reserves; and
•Board Designated Restricted Reserves.
3.0 SCOPE
This policy will assist the Board of Directors in establishing:
•Minimum and Maximum Funding Levels, with target goals as a percentage
of maximum funding level for each reserve fund, unless otherwise noted;
•Requirements for the use of reserve funds; and
•Periodic review requirements for each reserve.
4.0 PERIODIC REVIEW
Staff and the YLWD Board shall review the reserve balances and targets annually
as a part of the annual budget process. The Finance Staff will continue to review
all reserve and investment balances monthly, with a quarterly report going to the
full Board. Any changes must be approved by resolution of the District Board of
Directors. Changes can include, but are not limited to, establishment of additional
reserve funds, changes in reserve target levels, and changes in types of reserve
categories.
Page 90 of 97
3010-005 Financial Reserves Policy Page 2 of 5
5.0 DESIGNATED UNRESTRICTED AND RESTRICTED RESERVES
5.1 Board Designated Unrestricted Reserves
These are reserve funds earmarked for the purpose of funding such items as
new capital facilities, repair or replacement of existing facilities, and general
operating reserves designated for a specific purpose and use by the Board
of Directors. All reserves in this category will be funded at least to the
recommended minimum level. As a means for the District to retain its AA and
AA+ ratings, the targeted total reserve balance is 365 days in cash at the end
of the fiscal year.
5.1.1 Operating Reserve
A.Definition and Purpose – Established to cover temporary cash
flow deficiencies that occur as a result of timing differences
between the receipt of operating revenue and expenditure
requirements and unexpected expenditures occurring as a
result of doing business.
B.Funding Level – The District’s current funding levels will be a
minimum of 25% and a maximum of 50% of the annual
operating budget, including interest expense, for both the
water and sewer funds. In the event this fund falls below its
minimum funding level, the Board will act to restore the
balance above the minimum funding level within twelve (12)
months from the date that the fund fell below the minimum
level.
Levels W ater Sewer
Minimum 25%25%
Maximum 50%50%
Levels W ater Sewer
Minimum $8,351,613 $734,273
Maximum $16,703,226 $1,468,553
C.Events or Conditions Prompting the Use of the Operating
Reserve – This reserve may be utilized as needed to pay
outstanding operating expenditures prior to the receipt of
anticipated operating revenues.
5.1.2 Emergency Reserve
A.Definition and Purpose – Established to provide protection
recovery to the District and its customers for losses arising
from an unplanned event or circumstance (i.e. fires,
earthquakes or financial emergencies). The reserve level
combined with YLWD’s existing insurance policies should
adequately protect YLWD and its customers in the event of a
loss.
B.Funding Level – Established at a minimum level equal to 5%
and a maximum level equal to 10% of the net capital assets
Page 91 of 97
3010-005 Financial Reserves Policy Page 3 of 5
for both the District’s water and sewer funds. In the event this
fund falls below its minimum funding level, the Board will act
to restore the balance above the minimum funding level within
twelve (12) months from the date that the fund fell below the
minimum level.
Levels W ater Sewer
Minimum 5%5%
Maximum 10%10%
Levels W ater Sewer
Minimum $5,675,444 $1,939,426
Maximum $11,350,888 $3,878,852
C.Events or Conditions Prompting the Use of the Emergency
Reserve – This reserve shall be utilized to cover unexpected
losses experienced by the District as a result of a disaster or
other unexpected loss. Any reimbursement received by the
District from insurance companies as a result of a submitted
claim shall be deposited back into the reserve as
replenishment for the loss.
5.1.3 Capital Replacement Reserve
A.Definition and Purpose – Established to provide funding for
general use on capital projects as well as capital repair and
replacement funding as the District’s infrastructure
deteriorates over its expected useful life. In addition, funding
is to provide for non-scheduled capital asset repair and
replacement and other capital related expenses.
B.Funding Level – The minimum target level for each reserve
fund is the current Fiscal Year capital budget and the
maximum is the current year plus 100% of the subsequent
Fiscal Year capital budget. The target levels in these reserve
funds will fluctuate depending on the capital improvement
plan and timing of the projects. Therefore, no target level will
be established. In the event these fund falls below the
minimum funding level, the Board will act to restore the
balance above the minimum funding level within twelve (12)
months from the date that the fund fell below the minimum
level.
Levels W ater Sewer
Minimum $6,660,376 $737,000
Maximum $14,623,159 $2,772,000
C.Events or Conditions Prompting the Use of the Capital
Replacement Reserve – Through the annual budget process,
staff shall recommend anticipated asset replacement and
capital improvement projects. The Board of Directors shall
take action to approve recommended project appropriations
from the capital replacement reserve. Should unplanned
Page 92 of 97
3010-005 Financial Reserves Policy Page 4 of 5
replacement be necessary during any fiscal year, the Board
of Directors may take action to amend the budget and
appropriate needed funds as required.
5.1.4 Rate Stabilization Reserve
A.Definition and Purpose – Established to assist in smoothing
out water rate increases. This reserve is governed by the
District’s bond covenants and funds deposited into this
reserve are treated as operating revenues in the fiscal year
designated by the District and will be treated as such in fiscal
years of such designation for the purposes of computing the
District's debt service coverage ratio.
B.Funding Level – Established at a minimum level of 5% and
maximum level of 20% of budgeted water sales for the current
fiscal year. The Board of Directors have the option of funding
the Rate Stabilization Reserve at a lower level.
Levels W ater
Minimum 5%
Maximum 20%
Levels W ater
Minimum $1,750,870
Maximum $7,003,480
C.Events or Conditions Prompting the Use of the Rate
Stabilization Reserve – The reserve can be used during any
year where other revenues are not sufficient to meet the
required debt service coverage ratio or when the maximum
level in the reserve is reached.
5.2 Board Designated Restricted Reserves
These are funds held to either satisfy limitations set by external requirements
established by creditors, grant agencies or law, or to Only be used for
Examples include stipulated bond covenants and reserves held with a fiscal
agent.
5.2.1 Conservation Reserve
A.Definition and Purpose – Established to provide funding for
District-wide conservation efforts.
B.Funding Level – Funding shall be established as the net result
of administrative penalties assessed less allowed
expenditures of each fiscal year.
Page 93 of 97
3010-005 Financial Reserves Policy Page 5 of 5
Levels W ater
Minimum $0
Maximum $104,911
C.Events or Conditions Prompting the Use of the Conservation
Reserve – This reserve may be used to fund district-wide
conservation efforts in relation to, but not limited to, salary and
related, maintenance, and material expenses for leak
detection, conservation efforts, and other allowable expenses
outside the normal cost of service for each fiscal year.
5.2.2 Employee Liability Reserve
A.Definition and Purpose – The purpose is to cover employees’
accrued vacation and other compensatory time and to ensure
the complete funding associated with the liability incurred for
employees whom have met the requirements necessary for
district paid health benefits at retirement.
B.Funding Level – Funding for FY20 shall be established at a
minimum target level of $281,979.
Level W ater Sewer
Target $260,554 $15,327
C.Events or Conditions Prompting the Use of the Employee
Liabilities Reserve – This reserve may be used in the event
that operating funds are not adequate to meet vacation,
compensatory and sick time paid out or retiree medical cost
obligations within the current year.
Page 94 of 97
ITEM NO. 11.1.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Annie Alexander, Executive Asst/Board Secretary
SUBJECT:Directors' Reports
The Directors will report on their attendance at the following events:
1.WACO Planning Committee - June 16, 2020
2.SAWPA Commission - June 16, 2020
3.YL City Council - June 16, 2020
4.MWDOC Board - June 17, 2020 (Nederhood/Miller)
5.OCWA Webinar - June 17, 2020 (Hawkins/Jones/Nederhood)
6.OCWD Board - June 17, 2020 (Jones)
Page 95 of 97
ITEM NO. 13.1.
AGENDA REPORT
MEETING DATE:June 23, 2020
TO:Board of Directors
FROM:Brett R. Barbre, General Manager
STAFF CONTACTS:Annie Alexander, Executive Asst/Board Secretary
SUBJECT:Meetings from June 24 - July 31, 2020
ATTACHMENTS:
1.Board of Directors' Activities Calendar
Page 96 of 97
Board of Directors Activity Calendar
Event Date Time Attendees
June
OCSD Board Wed, Jun 24 6:00 PM Jones
YL Planning Commission Wed, Jun 24 6:30 PM Hawkins (As Needed)
July
MWDOC Board Wed, Jul 1 8:30 AM Nederhood/Miller
OCSD Operations Committee Wed, Jul 1 5:00 PM Jones
OCWD Board Wed, Jul 1 5:30 PM Jones
ISDOC Executive Committee Tue, Jul 7 7:30 AM Nederhood
SAWPA Commission Tue, Jul 7 9:30 AM
YL City Council Tue, Jul 7 6:30 PM Hawkins
OC LAFCO Wed, Jul 8 8:15 AM
YL Planning Commission Wed, Jul 8 6:30 PM Hawkins (As Needed)
WACO Fri, Jul 10 7:30 AM
Board of Directors Regular Meeting Tue, Jul 14 5:30 PM
MWDOC Board Wed, Jul 15 8:30 AM Nederhood/Miller
OCWD Board Wed, Jul 15 5:30 PM Jones
YL Planning Commission Wed, Jul 15 6:30 PM Hawkins (As Needed)
WACO Planning Committee Tue, Jul 21 7:30 AM
SAWPA Commission Tue, Jul 21 9:30 AM
YL City Council Tue, Jul 21 6:30 PM Hall
MWDOC/OCWD Joint Planning Committee Wed, Jul 22 8:30 AM
OCSD Board Wed, Jul 22 6:00 PM Jones
YL Planning Commission Wed, Jul 22 6:30 PM Hawkins (As Needed)
Interagency Committee Meeting with MWDOC and OCWD Thu, Jul 23 4:00 PM Hawkins/Nederhood
ACWA-JPIA Conference Mon, Jul 27 8:00 AM Jones
Joint Committee Meeting with City of Yorba Linda Mon, Jul 27 4:00 PM Hawkins/Jones
ACWA-JPIA Conference Tue, Jul 28 8:00 AM Jones
Board of Directors Workshop Meeting Tue, Jul 28 8:30 AM
ACWA Conference Wed, Jul 29 8:00 AM Jones/Nederhood
YL Planning Commission Wed, Jul 29 6:30 PM Hawkins (As Needed)
ACWA Conference Thu, Jul 30 8:00 AM Jones/Nederhood
ISDOC Thu, Jul 30 11:30 AM
As of June 15, 2020
Page 97 of 97
BACKUP MATERIALS DISTRIBUTED LESS THAN 72 HOURS PRIOR TO THE MEETING
REVISED ITEM NO. 9.2.
PROJECT NAME: MASTER SUMMARY
PROJECT COST FY21 FY22 FY23 FY24 FY25 TOTAL
Planning&Design $ 489,000 $ 200,000 $ $ $ $ 689,000
Land&Land Preparation $ - $ - $ $ $ $ -
Construction(Contract) $ 3,757,924 $ 5,945,517 $ 4,338,500 $ 3,550,000 $ 3,550,000 $ 21,141,941
Project Management/Inspection $ 105,825 $ 183,225 $ - $ $ - $ 289,050
Equipment/Furnishings $ 266,855 $ - $ $ $ $ 266,855
Materials $ 984,489 $ 984,489 $ $ $ $ 1,968,978
YLWD Capitalized Labor $ 463,752 $ 649,552 $ 433,850 $ 355,000 $ 355,000 $ 2,257,154
Other(insert comment) $ - $ - $ - $ - $ - $ -
ANNUALTOTAL $ 6,ff&jff� 7,962,783 $ ' 4,772,350 $ 3,905,000 $ . 26,612,978
PROJECT FUNDING FY21 FY22 FY23 FY24 FY25 TOTAL
CIP Budget[PAY-GO] $ - $ 7,962,783 $ 4,772,350 $ 3,905,000 $ - $ 16,640,133
Line of Credit $ 5,767,845 $ - $ - $ $ 3,905,000 $ 9,672,845
Bond Proceeds $ - $ $ $ $ - $ -
Development Fees $ - $ $ $ $ $ -
Grants $ 300,000 $ $ $ $ $ 300,000
ANNUAL TOTAL $ 6,067,845 $ 7,962,783 $ 4,772,350 $ 3,905,000 $ 3,905,000 $ 26,612,978
S-YEAR CAPITAL IMPROVEMENT PROJECTS
PROJECT NAME FY21 FY22 FY23 FY24 FY25 TOTAL
Advanced Metering Replacement Program $ 1,039,489 $ 1,039,489 $ $ $ $ 2,078,978
Elk Mountain BPS Generator $ 569,355 $ - $ $ $ $ 569,355
Field Headquarters Rehabilitation $ 238,999 $ 168,138 $ 45,100 $ $ $ 452,238
Hidden Hills BPS Upgrades $ 771,760 $ - $ - $ $ $ 771,760
Highland PRS $ - $ $ $ $ $ -
Lakeview and Gardenia Reservoirs Site Rehabilitation $ 264,000 $ $ $ $ $ 264,000
Lakeview BPS Piping $ - $ 220,000 $ $ $ $ 220,000
Mickel and Camino Verde Waterline Replacement $ - $ - $ $ $ $ -
Reservoir Fire Hardening $ 363,000 $ 220,000 $ 220,000 $ 220,000 $ 220,000 $ 1,243,000
Site and Security Upgrades at District Facilities $ - $ 336,600 $ 220,000 $ 220,000 $ 220,000 $ 996,600
Timber Ridge BPS Pump Replacement $ 220,000 $ 1,610,000 $ - $ - $ - $ 1,830,000
Upgrades at Water Treatment Plant Sites $ 1,159,142 $ 1,980,305 $ $ $ $ 3,139,448
Well 22 Equipping $ - $ 1,478,000 $ $ $ $ 1,478,000
Well Rehabilitation Project $ 110,000 $ 165,000 $ 165,000 $ 165,000 $ 165,000 $ 770,000
Fairmont PRS $ 534,600 $ - $ - $ - $ - $ 534,600
Box Canyon Pump Replacement $ - $ - $ 77,000 $ - $ - $ 77,000
Waterline Replacement $ 797,500 $ 745,250 $ 2,945,250 $ 2,200,006 $ 2,200,000 $ 8,888,000
PRS Replacements $ - $ - $ 1,100,000 $ 1,100,000 $ 1,100,000 $ 3,300,000
Water Only , MIll 6,067,845 $ 7,962,783 $ 4,772,350 $ 3,905,000 $ 3,905,000 $ 26,612,978
Lakeview Sewer Extension $ 352,000 $ - $ - $ - $ - $ 352,000
Community Facilities District/Assessment District Projects $ - $ 1,650,000 $ 1,650,000 $ 1,650,000 $ 1,650,000 $ 6,600,000
Sewer System Rehabilitation and Replacement Project $ 385,000 $ 385,000 $ 385,000 $ 385,000 $ 385,000 $ 1,925,000
Sewer Only $ 737,000 $ 2,035,000 $ 2,035,000 $ 2,035,000 2,035,000 $ 8,877,000
CAPITAL OUTLAY FY21 FY22 FY23 FY24 FY25 TOTAL
Network Redesign $ 48,440
Firewall Replacement $ 42,600
Cell Phone Replacement $ 20,491
Operations Department $ 481,000
CAPITAL OUTLAY TOTAL $ 592,531
GRAND TOTAL FOR CIP $ 7,397,376 $ 9,997,783 $ 6,807,350 $ 5,940,000 $ 5,940,000 $ 36,082,509
MATERIALS SUBMITTED BY: Kaden Young
MEETING DATE: June 23, 2020
3010-005 Financial Reserves Policy Page 1 of 5
Policies and Procedures
Policy No.: 3010-005
Adoption Method: Resolution No. 2020-XX
Effective Date: July 1, 2020
Last Revised: June 25, 2019
Prepared By: Delia Lugo, Finance Manager
Applicability: District Wide
POLICY: FINANCIAL RESERVES
1.0 GENERAL POLICY
Maintaining adequate reserves is an essential part of sound financial
management. The Yorba Linda Water District Board of Directors realizes the
importance of reserves in providing reliable service to its customers, well-
maintained infrastructure for current and future customers, financing capital
projects as well as capital repair and replacement, and the ability to respond to
changing circumstances. Interest derived from reserve balances shall be credited
to the reserve account from which it was earned.
2.0 CATEGORIES
Yorba Linda Water District (YLWD or District) shall accumulate, maintain and
segregate its reserve funds into the following categories:
• Board Designated Unrestricted Reserves; and
• Board Designated Restricted Reserves.
3.0 SCOPE
This policy will assist the Board of Directors in establishing:
• Minimum and Maximum Funding Levels, with target goals as a percentage
of maximum funding level for each reserve fund, unless otherwise noted;
• Requirements for the use of reserve funds; and
• Periodic review requirements for each reserve.
4.0 PERIODIC REVIEW
Staff and the YLWD Board shall review the reserve balances and targets annually
as a part of the annual budget process. The Finance Staff will continue to review
all reserve and investment balances monthly, with a quarterly report going to the
full Board. Any changes must be approved by resolution of the District Board of
Directors. Changes can include, but are not limited to, establishment of additional
reserve funds, changes in reserve target levels, and changes in types of reserve
categories.
REVISED ITEM NO. 9.3.
MATERIALS SUBMITTED BY: Delia Lugo
MEETING DATE: June 23, 2020
3010-005 Financial Reserves Policy Page 2 of 5
5.0 DESIGNATED UNRESTRICTED AND RESTRICTED RESERVES
5.1 Board Designated Unrestricted Reserves
These are reserve funds earmarked for the purpose of funding such items as
new capital facilities, repair or replacement of existing facilities, and general
operating reserves designated for a specific purpose and use by the Board
of Directors. All reserves in this category will be funded at least to the
recommended minimum level. As a means for the District to retain its AA and
AA+ ratings, the targeted total reserve balance is 365 days in cash at the end
of the fiscal year.
5.1.1 Operating Reserve
A. Definition and Purpose – Established to cover temporary cash
flow deficiencies that occur as a result of timing differences
between the receipt of operating revenue and expenditure
requirements and unexpected expenditures occurring as a
result of doing business.
B. Funding Level – The District’s current funding levels will be a
minimum of 25% and a maximum of 50% of the annual
operating budget, including interest expense, for both the
water and sewer funds. In the event this fund falls below its
minimum funding level, the Board will act to restore the
balance above the minimum funding level within twelve (12)
months from the date that the fund fell below the minimum
level.
C. Events or Conditions Prompting the Use of the Operating
Reserve – This reserve may be utilized as needed to pay
outstanding operating expenditures prior to the receipt of
anticipated operating revenues.
5.1.2 Emergency Reserve
A. Definition and Purpose – Established to provide protection
recovery to the District and its customers for losses arising
from an unplanned event or circumstance (i.e. fires,
earthquakes or financial emergencies). The reserve level
combined with YLWD’s existing insurance policies should
adequately protect YLWD and its customers in the event of a
loss.
B. Funding Level – Established at a minimum level equal to 5%
and a maximum level equal to 10% of the net capital assets
Levels Water Sewer
Minimum 25%25%
Maximum 50%50%
Levels Water Sewer
Minimum $8,351,613 $734,273
Maximum $16,703,226 $1,468,553
REVISED ITEM NO. 9.3.
MATERIALS SUBMITTED BY: Delia Lugo
MEETING DATE: June 23, 2020
3010-005 Financial Reserves Policy Page 3 of 5
for both the District’s water and sewer funds. In the event this
fund falls below its minimum funding level, the Board will act
to restore the balance above the minimum funding level within
twelve (12) months from the date that the fund fell below the
minimum level.
C. Events or Conditions Prompting the Use of the Emergency
Reserve – This reserve shall be utilized to cover unexpected
losses experienced by the District as a result of a disaster or
other unexpected loss. Any reimbursement received by the
District from insurance companies as a result of a submitted
claim shall be deposited back into the reserve as
replenishment for the loss.
5.1.3 Capital Replacement Reserve
A. Definition and Purpose – Established to provide funding for
general use on capital projects as well as capital repair and
replacement funding as the District’s infrastructure
deteriorates over its expected useful life. In addition, funding
is to provide for non-scheduled capital asset repair and
replacement and other capital related expenses.
B. Funding Level – The minimum target level for each reserve
fund is the current Fiscal Year capital budget and the
maximum is the current year plus 100% of the subsequent
Fiscal Year capital budget. The target levels in these reserve
funds will fluctuate depending on the capital improvement
plan and timing of the projects. Therefore, no target level will
be established. In the event these fund falls below the
minimum funding level, the Board will act to restore the
balance above the minimum funding level within twelve (12)
months from the date that the fund fell below the minimum
level.
C. Events or Conditions Prompting the Use of the Capital
Replacement Reserve – Through the annual budget process,
staff shall recommend anticipated asset replacement and
capital improvement projects. The Board of Directors shall
take action to approve recommended project appropriations
from the capital replacement reserve. Should unplanned
Levels Water Sewer
Minimum 5%5%
Maximum 10%10%
Levels Water Sewer
Minimum $5,675,444 $1,939,426
Maximum $11,350,888 $3,878,852
Levels Water Sewer
Minimum $6,660,376 $737,000
Maximum $14,623,159 $2,772,000
REVISED ITEM NO. 9.3.
MATERIALS SUBMITTED BY: Delia Lugo
MEETING DATE: June 23, 2020
3010-005 Financial Reserves Policy Page 4 of 5
replacement be necessary during any fiscal year, the Board
of Directors may take action to amend the budget and
appropriate needed funds as required.
5.1.4 Rate Stabilization Reserve
A. Definition and Purpose – Established to assist in smoothing
out water rate increases. This reserve is governed by the
District’s bond covenants and funds deposited into this
reserve are treated as operating revenues in the fiscal year
designated by the District and will be treated as such in fiscal
years of such designation for the purposes of computing the
District's debt service coverage ratio.
B. Funding Level – Established at a minimum level of 5% and
maximum level of 20% of budgeted water sales for the current
fiscal year. The Board of Directors have the option of funding
the Rate Stabilization Reserve at a lower level.
C. Events or Conditions Prompting the Use of the Rate
Stabilization Reserve – The reserve can be used during any
year where other revenues are not sufficient to meet the
required debt service coverage ratio or when the maximum
level in the reserve is reached.
5.2 Board Designated Restricted Reserves
These are funds held to either satisfy limitations set by external requirements
established by creditors, grant agencies or law, or to Only be used for
Examples include stipulated bond covenants and reserves held with a fiscal
agent.
5.2.1 Conservation Reserve
A. Definition and Purpose – Established to provide funding for
District-wide conservation efforts.
B. Funding Level – Funding shall be established as the net result
of administrative penalties assessed less allowed
expenditures of each fiscal year.
Levels Water
Minimum 5%
Maximum 20%
Levels Water
Minimum $1,750,870
Maximum $7,003,480
REVISED ITEM NO. 9.3.
MATERIALS SUBMITTED BY: Delia Lugo
MEETING DATE: June 23, 2020
3010-005 Financial Reserves Policy Page 5 of 5
C. Events or Conditions Prompting the Use of the Conservation
Reserve – This reserve may be used to fund district-wide
conservation efforts in relation to, but not limited to, salary and
related, maintenance, and material expenses for leak
detection, conservation efforts, and other allowable expenses
outside the normal cost of service for each fiscal year.
5.2.2 Employee Liability Reserve
A. Definition and Purpose – The purpose is to cover employees’
accrued vacation and other compensatory time and to ensure
the complete funding associated with the liability incurred for
employees whom have met the requirements necessary for
district paid health benefits at retirement.
B. Funding Level – Funding for FY210 shall be established at a
minimum target level of $281,979306,534.
C. Events or Conditions Prompting the Use of the Employee
Liabilities Reserve – This reserve may be used in the event
that operating funds are not adequate to meet vacation,
compensatory and sick time paid out or retiree medical cost
obligations within the current year.
Levels Water
Minimum $0
Maximum $104,911
Level Water Sewer
Target $260,554 $15,327
Level Water Sewer
Target $260,554 $45,980
REVISED ITEM NO. 9.3.
MATERIALS SUBMITTED BY: Delia Lugo
MEETING DATE: June 23, 2020
General Manager’s Report
June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
ITEM 1:
Delinquent Water Bills
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Delinquent Water BillsDelinquent Water Bills
Payment Due Residential Commercial Total Past Due # Customers
January 2020 $77.31 $0.00 $77.31 2 RES
February 2020 $2,220.53 $192.42 $2,412.95 55 RES----5 COMM
March 2020 $53,373.19 $10,918.72 $64,291.91 782 RES----45 COMM
April 2020 $75,464.33 $52,086.89 $127,551.22 962 RES----168 COMM
Current Total Outstanding Bill Amounts -$194,333.39 or 2,019 customers
Total Residential -$131,135.36 or 1,801 residential customers
Total Commercial -$63,198.03 or 218 commercial customers
NOTE: JAN - Last month prior to SB998; FEB - first shut-offs under SB998 - May 4, 2020
Governor's order to suspend all shutoffs - March 4, 2020
All data as of April 28, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Current Delinquent Water Bills
Payment Due Residential Commercial Total Past Due # Customers
January 2020 $77.31 $0.00 $77.31 2 RES
February 2020 $1,385.64 $116.20 $1,501.84 31 RES----3 COMM
March 2020 $28,477.54 $7,879.79 $36,357.33 418 RES----32 COMM
April 2020 $33,776.00 $5,891.12 $39,667.12 415 RES----32 COMM
May 2020 $113,710.82 $29,049.29 $142,760.11 1,514 RES----105 COMM
Outstanding Balances by Type
Current Total Outstanding Bill Amounts -$220,363.71 or 2,542 customers
Current Total Residential -$177,427.31 or 2,380 residential customers
Current Total Commercial -$42,936.40 or 172 commercial customers
All data as of May 26, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Current Delinquent Water Bills
Outstanding Balances by Type
Current Total Outstanding Bill Amounts -$231,157.49 or 2,675 customers
Current Total Residential -$192,488.08 or 2,516 residential customers
Current Total Commercial -$38,669.41 or 159 commercial customers
All data as of June 8, 2020
Payment Due Residential Commercial Total Past Due # Customers
January 2020 $77.31 $0.00 $77.31 2 RES
February 2020 $1,322.97 $116.20 $1,439.17 28 RES----3 COMM
March 2020 $23,828.45 $7,613.12 $31,441.57 341 RES----29 COMM
April 2020 $26,255.68 $4,378.43 $30,634.11 314 RES----26 COMM
May 2020 $100,638.25 $24,342.48 $124,980.73 1,371 RES----89 COMM
June 2020 $40,365.42 $2,219.18 $42,584.60 460 RES----12 COMM
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Current Delinquent Water Bills
Outstanding Balances by Type
Current Total Outstanding Bill Amounts -$266,033.62 or 2,835 customers
Current Total Residential -$223,083.01 or 2,670 residential customers
Current Total Commercial -$42,950.61 or 165 commercial customers
All data as of June 23, 2020
Payment Due Residential Commercial Total Past Due # Customers
January 2020 $77.31 $0.00 $77.31 2 RES
February 2020 $1,182.57 $116.20 $1,298.77 26 RES----3 COMM
March 2020 $20,384.72 $4,406.75 $24,791.47 286 RES----26 COMM
April 2020 $21,755.52 $1,516.94 $23,272.46 254 RES----15 COMM
May 2020 $72,364.78 $16,856.13 $89,220.91 958 RES----57 COMM
June 2020 $107,318.11 $20,054.59 $127,372.70 1,144 RES----64 COMM
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Current Delinquent & Late PaymentsCurrent Delinquent & Late Payments
Date Residential Commercial Total
June 8, 2020 $192,488.08 $38,669.41 $231,157.49
June 23, 2020 $223,083.01 $42,950.61 $266,033.62
Difference $30,594.93 $4,281.20 $34,876.13
Date Residential Commercial Total
June 8, 2020 2,516 159 2,675
June 23, 2020 2,670 165 2,835
Difference 154 4 160
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Historic Payments in 27 DaysHistoric Payments in 27 Days
Month Cycle Total Bills % Paid 27 Days
July 2019 Month 25,082 93.3%
August 2019 Month 25,111 92.8%
September 2019 Month 25,142 93.3%
October 2019 Month 25,186 92.9%
November 2019 Month 25,185 93.3%
December 2019 Month 25,172 93.8%
January 2020 Month 25,214 93.8%
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Historic Payments in 27 DaysHistoric Payments in 27 Days
February 2020 Cycle 1 7,947 94.5%
February 2020 Cycle 2 5,630 93.9%
February 2020 Cycle 3 5,889 90.4%
February 2020 Cycle 4 5,755 92.0%
February 2020 Month 25,221 92.9%
March 2020 Cycle 1 7,943 91.4%
March 2020 Cycle 2 5,623 91.0%
March 2020 Cycle 3 5,882 87.9%
March 2020 Cycle 4 5,749 89.4%
March 2020 Month 25,197 89.7%
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
Historic Payments in 27 DaysHistoric Payments in 27 Days
April 2020 Cycle 1 7,933 90.8%
April 2020 Cycle 2 5,630 91.4%
April 2020 Cycle 3 5,898 91.2%
April 2020 Cycle 4 5,747 90.7%
April 2020 Month 25,208 91.0%
May 2020 Cycle 1 7,942 90.5%
May 2020 Cycle 2 5,627 92.0%
May 2020 Cycle 3 5,899 88.9%
May 2020 Cycle 4 5,747 90.3%
May 2020 Month 25,215 90.4%
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
ITEM 2:
CSDA Election
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Ballot has been cast for Greg Mills
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
ITEM 3:
MWDOC Division 1 Vacancy
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
MWDOC Division 1 Cities
Item 11.2 – General Managers Report – June 23, 2020
City of Brea
City of Buena Park
City of La Habra
City of La Palma
City of Placentia
City of Yorba Linda
Letter sent to Mayor and City Manager
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
ITEM 4:
Coronavirus Mitigation Efforts
Item 11.2 – General Managers Report – June 23, 2020
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
CITY OF YORBA LINDA
Item 11.2 – General Managers Report – June 23, 2020
City Hall is open on an appointment only during normal operating hours.
Council Meetings still virtual.
All visitors must wear a mask.
All recreation centers are closed.
Yorba Linda Community Center is open on a case by case basis.
Yorba Linda Police Services are open with modifications with the
anticipation of opening fully next week.
The Library is currently closed to public but offering curbside service.
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
CITY OF PLACENTIA
Item 11.2 – General Managers Report – June 23, 2020
City Hall is currently open (by appointment only).
Council Meetings still virtual.
Guests are to wear face coverings and practice social distancing.
Beginning next week – all facilities open around the City of Placentia.
The Library is currently closed to public but offering curbside service.
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
COUNTY OF ORANGE
Item 11.2 – General Managers Report – June 23, 2020
Board of Supervisors meetings open to public with social
distance and face coverings.
Hall of Administration Building open.
Assessor closed.
Old County Courthouse Open.
Courts Open.
All Clerk/Recorder office open.
County Admin South Open (Vital records and Fictitious Business).
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020
OCWD, MWD and MWDOC
Item 11.2 – General Managers Report – June 23, 2020
All offices closed to the public.
All meetings virtual.
ITEM NO. 11.2.
MATERIALS SUBMITTED BY: Brett R. Barbre
MEETING DATE: June 23, 2020