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HomeMy WebLinkAbout2009-06-11 - Board of Directors Meeting Agenda Packet 'rb Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, June 11, 2009, 6:30 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett 4. ADDITIONS/DELETIONS TO THE AGENDA 5. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board 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 matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 6. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 6.1. Minutes of the Regular Board of Directors Meeting Held May 28, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Workshop Meeting Held June 2, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $660,297.11. 6.4. Progress Payment No. 13 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress Payment No. 13 in the net amount of $135,664.82 to Schuler Engineering Corporation and 10% retention of $15,073.87 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 7. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 7.1. Opposition to Proposed Terms for Proposition 1 A Borrowing by Governor Schwarzenegger and the Legislative Analyst's Office (LAO) Recommendation: That the Board of Directors authorize the Board President to execute a letter to Senator Bob Huff and Assembly Member Curt Hagman opposing the terms of the Proposition 1A borrowing as proposed by Governor Schwarzenegger and the LAO. 7.2. Setting a Public Hearing for a Pass Through Water Rate Increase Recommendation: That the Board of Directors set a public hearing for June 25, 2009, 8:30 a.m. to consider a pass through rate increase effective July 1, 2009. 8. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. 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. 8.1. Proposed Water Rate Increase Recommendation: This is for information only. No action is required. 8.2. Status of Hidden Hills Reservoir Project Recommendation: This is for information only. No action is required. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports 9.3. General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett . Meeting scheduled for June 16, 4:00 p.m. 10.2. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills Minutes of meeting held June 9, 4:00 p.m. (to be provided at the meeting). Meeting scheduled for July 14, 4:00 p.m. 10.3. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield Minutes of meeting held June 8, 4:00 p.m. (to be provided at the meeting). Meeting scheduled for July 13, 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage Minutes of meeting held June 4, 4:00 p.m. Meeting scheduled for July 2, 4:00 p.m. 10.5. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong . Meeting scheduled for June 15, 9:00 a.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Summerfield . Meeting scheduled for July 28, 4:00 p.m. 10.7. Revenues and Rates Ad Hoc Committee (Collet/Mills) . Meeting to be scheduled. 10.8. City of Placentia Ad Hoc Committee (Beverage/Vecchiarelli) Minutes of meeting held June 10, 4:00 p.m. (to be provided at the meeting). Meeting to be scheduled. 10.9. Citizens Advisory Committee Minutes of meeting held June 1, 8:00 a.m. Meeting scheduled for June 29, 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. Yorba Linda City Council, June 2 (Mills) 11.2. MWDOC/MWD Workshop, June 3 (Staff) 11.3. OCWD Board, June 3 (Staff) 11.4. Yorba Linda Planning Commission, June 10 (Collett) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from June 12, 2009 thru July 31, 2009 Recommendation: Authorize Directors and such staff members of the District as approved by the General Manager to attend the listed meetings. 13. CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 13.1. Conference with Legal Counsel - Liability Claims Pursuant to Section 54956.95 of the California Government Code Claimants: J. Darrell and Kerry Kamm Agency Claimed Against: Yorba Linda Water District 13.2. Conference with Legal Counsel - Anticipated Litigation Pursuant to Subdivision (b)(1)(b) of Section 54956.9 of the California Government Code Number of Potential Cases: Unknown The exposure to litigation arises from assertions of District responsibility for property and related losses incurred during the Freeway Complex Firestorm of November 15 and 16, 2008. 14. ADJOURNMENT 14.1. The next regular meeting of the Board of Directors is scheduled for June 25, 2009 at 8:30 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 6.1 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Minutes of the Regular Board of Directors Meeting Held May 28, 2009 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: 052809 BOD - Minutes.doc SOD Mtg Minutes 05/28/09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 28, 2009 1. CALL TO ORDER The May 28, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Ken Vecchiarelli, General Manager William R. Mills, Vice President Pat Grady, Asst General Manager Paul R. Armstrong Steve Conklin, Engineering Manager Michael J. Beverage Lee Cory, Operations Manager Ric Collett Diane Cyganik, Finance Director Gina Knight, Human Resources Mgr Leon de los Reyes, Water Quality Engr Annie Alexander, Executive Secretary 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Mills, the Board voted 5-0 to approve the Consent Calendar. 6.1. Minutes of the Regular Board of Directors Meeting Held May 14, 2009 Recommendation. That the Board of Directors approve the minutes as presented. 6.2. Payment of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of $860,076.00. 6.3. Progress Payment No. 12 for the Highland Reservoir Replacement Project Recommendation. That the Board of Directors approve Progress Payment No. 12 in the net amount of $169,975.99 to Schuler Engineering Corporation and 10% retention of $18,886.22 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 6.4. Progress Payment No. 24 for the Lakeview Reservoir Project Recommendation. That the Board of Directors approve Progress Payment No. 24 in the net amount of $226,472.13 to SSC Construction, Inc. and 5% retention of $11,919.58 deposited to City National Bank escrow account, for construction of the Lakeview Reservoir Project, Job No. 200704. 6.5. Financial Statements for Quarter Ending March 31, 2009 Recommendation. That the Board of Directors receive and file the financial statements for the quarter ending March 31, 2009. 6.6. Investment Report for Quarter Ending March 31, 2009 Recommendation. That the Board of Directors receive and file the investment report for the quarter ending March 31, 2009. 6.7. Damage Claim Filed by Nelda E. Wamsley on Behalf of William C. Wamsley, 5088 Via Alvardo, Yorba Linda Recommendation. That the Board of Directors reject the claim. 7. ACTION CALENDAR 7.1. Fairmont Site Improvement Agreement with Shapell Industries Director Beverage announced that he would need to recuse himself from this item as the agreement was with a company who was a source of income. Director Beverage excused himself from the meeting at this time. Mr. Conklin introduced the item and explained that the agreement would formalize the responsibilities of the District and Shapell for funding the design and construction improvements at the Fairmont Booster Pump Station. The Planning-Engineering-Operations Committee discussed this item at its meeting held May 7t" and supports staff recommendation. Mr. Conklin then responded to questions from the Board. On a motion by Director Mills, seconded by Director Collett, the Board voted 4-0 to authorize the President and Secretary to execute the Facilities Finance, Design and Construction Agreement with Shapell Industries, Inc. for the Fairmont Site Improvements. Director Beverage rejoined the meeting at this time. 7.2. Frontage Fees for Grandview Sewer Extension Mr. Conklin explained that staff was requesting a one-time exemption to the District's Rules and Regulations for Sewer Service for the District 2 funded Grandview Sewer Extension project to help facilitate cost recovery. Approval of this request would also help establish a basis for invoicing one property owner who has connected to the sewer system without permission. Staff notified each of the affected property owners regarding this proposal and invited them to attend the meeting. Director Mills made a motion, seconded by Director Collett, to authorize a one-time exemption to the District's Rules and Regulations for Sewer Service and establish an adjusted frontage fee charge for the Grandview Sewer Extension, in the amount of $15,767. Francine Felgemaker, resident, asked if the District would be willing to provide financing for homeowners who do not have the ability to pay for construction costs. Mr. Vecchiarelli explained that the District would be unable to provide financing for residents as the District already financed the project and there was no requirement for sewer service at this time. Ms. Felgemaker also asked if District homeowners would be required to connect to sewer service if their home was sold. Mr. Vecchiarelli explained that there was no such requirement at this time but the Board of Directors reviews and considers changes to the District's Rules and Regulations from time to time. Currently, if a homeowner were to plan site improvements that would require they improve or replace an existing septic tank, if the public sewer system is within 200 feet, they must connect to it and abandon their private septic system. Director Armstrong requested staff to investigate the possibility of requiring homeowners to connect to sewer service upon sale of a home. Mr. Vecchiarelli stated that staff would provide information related to this request at a future Committee meeting and would include any other suggested changes to the District's sewer regulations. Director Armstrong commented that some value would be added to a home if it had sewer service versus a septic tank. Ray Sanchez, resident, expressed his appreciation to the Board for their decision and stated that he was looking forward to sewer service. Mr. Sanchez also asked if the District would contact Orange County Sanitation to see if they would be willing to honor previously quoted permitting fees for participating homeowners. Ms. Felgemaker stated that if the total cost of connecting to sewer service was $50,000, that same value would not be added to the home if sold. Mr. Vecchiarelli stated that the Board's decision would take approximately $13,000 off the District's cost estimate for each participating homeowner. 3 Ms. Felgemaker asked if the cost estimate would remain the same should homeowners decide not to connect to sewer service at this time. Mr. Vecchiarelli responded that the cost estimate would not necessarily remain the same, but the frontage fee calculation would be fixed. Other components of the fees may change from time to time as adopted by the Board of Directors. The motion was then approved 5-0 by the Board. Director Mills asked staff to contact Orange County Sanitation regarding Mr. Sanchez's request. Mr. Vecchiarelli stated that staff would contact both Orange County Sanitation and the City of Yorba Linda to see what could be done for participating homeowners. Mr. Vecchiarelli further commented that the District had sought funding assistance for sewer projects but was unsuccessful. Staff planned to perform an update of the District's Sewer Master Plan as part of the 5 Year Plan. 7.3. 2009 Consumer Confidence Report Mr. Vecchiarelli explained that staff was requesting the Board to approve only the content of the report. Formatting of the report would be completed at a later time and would be similar to previous years. This year's report will also include a section addressing the Boil Water Notice issued during the Freeway Complex Fire. Mr. de los Reyes then responded to questions from the Board regarding the content of the report. On a motion by Director Collett, seconded by Director Armstrong, the Board voted 5-0 to approve the 2009 Consumer Confidence Report for distribution to all District customers. 8. DISCUSSION ITEMS 8.1. Wells Capital Investment Report for the 3rd Quarter of FY 2008/09 Keith Khorey of Wells Capital Management, reviewed the District's Investment Performance Summary Report as provided in the agenda packets. Mr. Khorey also commented on Wells' current investment strategy for the District. 8.2. Status of Hidden Hills Reservoir Project Mr. Conklin reported that soil removal for the roadway to the reservoir had been underway for the past week. Trucks leaving the construction site are being monitored by an observer at the bottom of the hill and staff has not received any complaints to date. A street sweeper is cleaning up dirt spilled on the roadway during transport. Soil removal for the reservoir itself will begin next week. 4 9. REPORTS, INFORMATION ITEMS AND COMMENTS 9.1. President's Report No report was given. 9.2. Directors' Reports Director Mills reported on his attendance at the ACWA/JPIA and ACWA conferences. Director Mills also provided staff with a copy of the publication titled Water for Tomorrow and suggested that each of the Board members be provided with a copy. Director Beverage commented on a monthly investment report from CalPERS and the potential for a deficit affecting future budget cycles. Mr. Vecchiarelli responded and stated that the District's CaIPERS' actuarial reports indicate premiums would increase in 2011. Staff has included a 1.8% increase in CalPERS contributions in the next budget to be set aside for this future expense. Mr. Vecchiarelli then responded to questions from the Board regarding the Employer and Employee shares of CalPERS contributions and future funding options. Director Collett commented on the visible affect of the water crisis on farmers in the Central Valley and other parts of California. 9.3. General Manager's Report Mr. Vecchiarelli reported that he had attended the OC Water Summit along with 5 members of the Citizens Advisory Committee and Mark Schock. The summit included a wide variety of discussion panels and staff received a lot of positive feedback from the attending Committee members. Mr. Vecchiarelli also commented on a statement made by a resident at a previous Board meeting regarding water pressure and hydrant flows in her neighborhood. The District's 2005 Water Master Plan indicates that the water distribution system in this area would have trouble meeting current fire flow standards as the pipelines serving the area were constructed as early as the late 1920's. A project to address this issue is included in the District's current Capital Improvement Projects 5 Year Plan and is scheduled to begin within the next fiscal year. 9.4. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett Minutes of the meeting held May 21 were provided in the agenda packet. Directors Summerfield and Mills attended. Items discussed during the meeting were as follows: current grant activities and plan for obtaining future State and Federal grants; reports on legislative activities and 2009 legislative bills; General Counsel's monthly summary billing report; Directors' and General Manager's fees and expenses for Jan-Mar; future 5 planning initiatives from the strategic planning workshop; and an action plan update for OCWD annexation. Meeting scheduled for June 16, 4:00 p.m. 10.2. Finance-Accounting Committee (Beverage/Summerfield) Alternate. Mills Meeting scheduled for June 9, 4:00 p.m. 10.3. Personnel-Risk Management Committee (Armstrong/Collett) Alternate. Summerfield Meeting scheduled for June 8, 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate. Beverage Meeting scheduled for June 4, 4:00 p.m. 10.5. Public Information-Technology Committee (Collett/Beverage) Alternate. Armstrong Minutes of the meeting held May 19 were provided in the agenda packet. Directors Collett and Beverage attended. Items discussed during the meeting were as follows: table tents and tri-fold brochure regarding the Conservation Ordinance; and the Water Lines Spring 2009 Newsletter. Meeting scheduled for June 2, 4:00 p.m. was cancelled but may be rescheduled for later in the month. Meeting scheduled for July 7, 4:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate. Summerfield Minutes of the meeting held May 26 were provided at the meeting. Director Mills attended. Items discussed during the meeting were as follows: water supply update; Met conservation and outreach issues; state budget issues; lease site for well at Santa Ana Lakes (Warner Basin); and the OCWD annexation. Director Mills requested staff to include a discussion item regarding Bryant Ranch Wells on a future agenda. Meeting scheduled for July 28, 4:00 p.m. 10.7. Revenues and Rates Ad Hoc Committee (Collett/Mills) Meeting to be scheduled. 6 10.8. City of Placentia Ad Hoc Committee (Beverage/Vecchiarelli) Meeting scheduled for June 10, 4:00 p.m. 10.9. Citizens Advisory Committee Meeting scheduled for May 19, 4:00 p.m. was cancelled. Meeting scheduled for Jun 1, 8:00 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. Yorba Linda City Council, May 19 (Armstrong) Director Armstrong attended and reported that the Council discussed the possibility of declaring vacant commercial property in the Savi Ranch area as residential for future high density housing construction. The Council also discussed rising sewer pipeline maintenance expenses. 11.2. MWDOC Board, May 20 (Staff) Staff did not attend. 11.3. OCWD Board, May 27 (Staff) Staff did not attend. 11.4. Yorba Linda Planning Commission, May 27 (Collett) This meeting was cancelled. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from May 28, 2009 thru June 30, 2009 The Board reviewed the listed meetings with no changes. Director Beverage requested staff to continue to work with the City of Yorba Linda regarding water conservation and a possible variance to the recently passed Ordinance. 13. ADJOURNMENT 13.1. On a motion by Director Beverage, seconded by Director Mills, the meeting was adjourned at 10:09 a.m. A Board of Directors workshop meeting will be held June 2, 2009 at 8:00 a.m. The next regular meeting of the Board of Directors will be held June 11, 2009 at 6:30 p.m. 7 ITEM NO. 6.2 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Minutes of the Board of Directors Workshop Meeting Held June 2, 2009 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: 060209 BOD - Minutes.doc SOD Mtg Minutes 06/02/09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING June 2, 2009 1. CALL TO ORDER The June 2, 2009 workshop meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:00 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Ken Vecchiarelli, General Mgr William R. Mills, Vice President Pat Grady, Asst General Mgr Paul R. Armstrong Steve Conklin, Engineering Mgr Michael J. Beverage Lee Cory, Operations Mgr Ric Collett Diane Cyganik, Finance Director Gina Knight, HR Manager Annie Alexander, Exe Secretary 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested to add an item to the agenda as there was a need to take immediate action and the need for action came to the attention of the District subsequent to the agenda being posted. The item was a request to schedule a Public Information-Technology Committee meeting during the 3rd week of June. On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to add the item to the agenda. Following discussion, the meeting was set for Monday, June 15, 2009 at 9:00 a.m. 5. PUBLIC COMMENTS None. 6. DISCUSSION ITEMS 6.1. FY 2009/10 Proposed Budget Status and Rate Increase Discussion Mr. Vecchiarelli introduced the item and explained that Mr. Grady would begin with a brief presentation. Mr. Grady provided a PowerPoint presentation highlighting the primary factors affecting the FY 2009/10 proposed budget. This included a review of the budget forecast for FY 2008/09 and issues affecting future revenues and expenses. Mr. Conklin then reviewed the proposed Capital Improvement and Repair and Replacement Projects followed by Mr. Cory who reviewed the proposed equipment purchases for the Operations Department. Staff then responded to questions from the Board regarding current District budget practices for generating revenue to cover depreciation of District assets. Following discussion, it was the consensus of the Board to wait until an asset management plan was completed before including the full depreciation component in the proposed rate increase. Mr. Grady then reviewed the FY 2009/10 proposed budget and reviewed the options for implementing a rate increase. The Board discussed the different options and the possibility of implementing a tiered rate structure. Following discussion, it was the consensus of the Board to support implementation of a proposed pass through water rate increase effective July 1, 2009 to cover increased water supply costs. Staff was instructed to review the necessary resources and expenses needed to implement an additional tiered rate increase to cover increased overhead expenses effective September 1, 2009. This proposed rate increase would require adherence to Prop 218 procedures. 6.2. Future Agenda Items and Staff Tasks None. 7. CONFERENCES AND SEMINARS 7.1. MWD Community Leaders' Breakfast Briefing - June 19, 2009 On a motion by Director Mills, seconded by Director Summerfield, the Board voted 5-0 to authorize Director Collett to attend the event. 8. ADJOURNMENT 8.1. On a motion by Director Beverage, seconded by Director Mills, the meeting was adjourned at 10:16 a.m. The next regular meeting of the Board of Directors will be held June 11, 2009 at 6:30 p.m. 2 ITEM NO. 6.3 AGENDA REPORT Meeting Date: June 11, 2009 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $660,297.11 Funding Source: All Funds From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Diane Cyganik, Finance Director Dept: Finance Reviewed by Legal: N/A Prepared By: Maria Trujillo, Accounting CEQA Compliance: N/A Assistant I Subject: Payments of Bills, Refunds, and Wire Transfers SUMMARY: 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 the Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $660,297.11. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A check of $135,664.82 to Schuler Engineering Corporation for Job 200309 progress payment; and, a check of $70,742.72 to Southern California Edison for May 2009 utility expenses. The balance of $222,332.57 is routine invoices. ADP is now issuing our payroll checks, with the exception of the third party checks. The accounts payable check register total is $428,740.11; payroll No. 11 total is $231,557.00; and, the disbursements for this agenda report are $660,297.11. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers bi-monthly. ATTACHMENTS: June11 check list.pdf Check list 6-11 Backup Material 09-CS 611 .doc Cap sheet 6-11 Backup Material I Yorba Linda Wator ]71 Str4-c t-CHECK REGISTER FOR CHECKS -DATHT) 05-29-09 THRU 06-11-09 Check . Ctlec_~. Posting. "Yorid.or Namee . Check.... . No DaLe Date AinounL 51658 06-1-1-09 06 11 09 ABIGA-Ij ABBOTT STA PING SVC 6,530.10 51659 06-11-09 06 -11-09 ADVANCE, T'IiPRASF RUC"'I'URR 1,741.60 51660 06-11-09 06-11 09 ANAHEIM WHEEL & `['IRE 487.50 51661 06-11-09 06- 11 09 ANSWER ON2 COMMtjN'FCA'-fTONS 469.66 51662 06-11-09 06-11-09 ARROWHEAD 44.76 51663 06-1.i1 -09 06-11-09 ART VE:GA 922.99 51654 06-11-09 06-11-09 ARTTSTIC MAIN'7'FNANCE, INC 3,495.60 51665 06-11-09 06 11-09 ASSOCIATED LABORATOR=ES 2,066.60 51666 06-7.1-09 06 !1.-09 AT T MOBTT,I'T'Y 416.05 51667 06-11-09 06-11-09 B & M LAWN AND GARDEN INC. 465.00 51668 06-11-09 06-11-09 BELL PIPE & SUPPLY 33.17 51669 06-11-09 06-11-09 BUTTER ENGINEERING INC 15,267.50 516'70 06-11-09 06--11-09 CADFT ITNTFORM SERVICE 281.26 51671 06-11-09 06-11-09 CAROLLO ENGINEERS 11,558.00 51672 06 -1-09 06-11--09 CDti°w-G GOVERNMENT, INC 1-,'.742.46 51673 06-1.1-09 06-11-09 CFRIDIAN F3-NEFITS SERVICES 100.00 51674 06-1---09 06-11-09 CERI'IFIFD LABORA.T.ORTES 991.68 51675 06-11-09 06-11-09 CITIZEN'S BUSINESS HANK J-5,073.87 51676 06-11-09 06-11-09 COGSDALE SERVICES CORPORATION 5,51.2.50 51677 06 11-09 06-11-09 CONSOLIDATED REPROGRAPHICS 130.84 51650 06-11-09 05-29-09 COPP CONTRACTING INC 939.88 51651 06-11-09 05-29-29 CYNTHIA PERRY 15.27 51678 06-11-09 06-11-09 D.R. CRISKE TRUCKING INC 700.25 51679 06-11-09 06-11-09 DAN COPP CRUSHING CORP. 97.00 51680 06-11-09 06,11-09 DAPPER T*FRF CO. INC. 515.56 51681 06-1.1-09 06-11- 09 DIANE;. DAhl[TON 145.00 51682 06-11-09 06-11-09 EISEL ENTERPRISES, LNC. 3,266.70 51683 06-11-09 06-11-09 FRY`S ELECTRONICS 373.79 51684 06--11-09 06-11-09 GRIFFITH AIR TOOL, INC. 924.38 51685 06.11 09 06 11-09 HAAKER. EQ[JTPMFNT CO. 2,476.98 516€36 06-11.-09 06-1-1-09 HARDY & HARPER 32,662.00 51687 06-11-09 06-11-09 HOME DEPOT CRED-T SERVICES 88.91 51.688 06-11 09 06 11-09 INFOSEND 14,745.95 51689 06-11-09 06-11-09 INTERIORS BY JANI-'PRESS 7, 879.44 51690 06-11-09 06-11-09 JEFF KIRSCH 59.99 Yurba Linda Wa eI. Dist-r-1c:`C HHC"K REGIS'T'ER FOR CHECKS DATED 05-29-09 THRU 06-11-09 Check. Checc._. Pasting. Vender Name Check..... No Date Date Amcunt- 51691 06-11-09 06-11-09 JESUS SOSA 80-00 51692 06-11-09 06-11-09 JOBS AVAILABLE 671.70 51693 06-11-09 06-11•-09 KAREN SHEA 62.53 51652 06-11--09 05-29-09 KEITH KEPHART 137.76 51594 06-11-09 06-11-09 LEON DE LOS REYES 82.00 51695 06--11 09 06-11-09 LIEBERT CASSIDY WHITMORE 5,643.00 51653 06.11-09 05-29-09 LORETTA COOK 50.28 51696 06-11-09 06-11-09 MAXIMUM PC 36.00 51697 06-11-09 06-11-09 McCORMICK,KIDMAN & BEHRENS LLP 23,404.04 51698 06-11-09 06-11-09 MINUTEMAN PRESS 117.45 51654 06-11-09 05-29-09 MONICA VANDERSCHUIT 65.24 51699 06-11-09 06-11-09 MUZAK OA 65.25 5'-700 06-11-09 06-11--09 NICKHIY PETROLEUM CO 6,731.99 51701 06-_l-09 06-11-09 NORMAN A. TRAUB ASSOCIA'T'ES 671.00 51702 06-LI-09 06-11-09 OFFICE SOLUTIONS 32.09 51703 06 1 09 06-11-09 ORANGE COUNTY REGISTER 1,118.64 51704 06 1 09 06-11-09 PARTS SOURCE ANAHEIM 253.29 51705 06-11-09 06-11-09 PETE'S ROAD SERVICE INC 70.00 51706 06--11-09 06-11-09 PE"TRA GEOTECHNICAL INC. 410.00 51655 06-11-09 05-29-09 PHT IP LOPICCOL•A 46.07 51707 06-11-09 06-11-09 PITNEY BOWES 6,201.00 51656 06-11-09 05 29--09 PREMIER CONTRACTINC; INC. 852.84 51708 06-11-09 06-11-09 QU-NN POWER SYSTEMS ASSO{'rf'17 S 40.3 .22 51709 06-1I-09 06-11--09 R J SERVICES, INC 6,927.12 51710 06-11-09 06-11-09 RED RIDER INFORMATICS 1,486.00 51657 06-11-09 05-29-09 ROBER'T' SMITH 98.00 51711 06.11-09 06-11-09 SACRAMENTO ADVOCATES 3,000.00 51712 06-11- 09 06 11 09 SAFETY-K?,FEN CORP. 326.69 51 713 06-11-09 06--11_.09 SARBS - CWEA 1'10.07 51714 06-11-09 06-11-09 SC FUELS 911.30 51715 06-11-09 06-11-09 SCHULER ENGINEERING CORP. 135,664.82 51716 06-11-09 06-11-09 SCOTT W. MOULTON 6,120.00 51717 06---11-09 06-11-09 SRCUR FTY SOLUTIONS 3501.00 51718 06-11-09 06--11 09 SIEMENS WATER 243.24 51719 06-11 09 06-11-09 SOURCE REFR_GER.AT:ION 623.03 Yorba Linda Water DistricLCHE'CK REGISTER FOR CHECKS DATED 05-29-09 THRU 06-11-09 Check. Check... Posting. Vender Name Check..... No Date Dane Ancunt_ 51720 06-11-09 06-11-09 SOUTHERN CALIF EDISON CO. 70,742.72 51721 06-11-09 06-11-09 SOUTHERN CALIF OAS CO. 10,408.36 51722 06-11-09 06-11-09 SOU'1HWHST SERVICES 1,668.33 51723 06-1.1-09 06-11-09 SPECIALIZED CLEANING? 138.00 51724 06-11-09 06-11-09 STANDARD REGISTER 184.53 51725 06-11-09 06-11-09 STAPLES BUSINESS ADVANTAGE 179.94 51726 06-11-09 06-11-09 SUNSTA'TE EQUIPMENT CO 113.86 51727 06-11-09 06 11-09 TESTOUT CORPORATION 10.22 51.728 06 11-09 06-11-09 TIFCO INDUSTRIES 36.12 51729 06-11-09 06-11-09 TIME WARNER CABLE 137.38 51730 06-11-09 06-11-09 UNDERGROUND SERVICE; ALERT 166.50 51732 06-11-09 06-11-09 UNITTD INDUSTRIES 131.31 . 51732 06-- -09 06-11-09 VERIZON WIRELESS 490.82 51733 06- 1 -09 06-11-09 VILLAGE NURSERIES 97.82 51734 06-11-09 06-11-09 VISION SERVTCE PLAN 1,633.94 51735 06-11-09 06-11-09 WALTERS WHOLESALE ELECTRIC CO 11.14 51736 06-11-09 06-11.09 WELLS SUPPLY CO 3,942.13 51737 06--11-09 06-11-09 WESTSIDE BUILDING MATERIAL 594.33 51738 06-11--09 06-11-09 WILI LAM MILLS 883.91 51739 06-11-09 06-11-09 XEROX CORPORATION 1,212.93 51740 06-11 -09 06-11-09 YORBA TjTNDA HARDWARE 101.23 51741 06-11-09 06-11-09 ZEP MANUFACTURING 241.76 428,740.11 June 11, 2009 CHECK NUMBERS: Computer Checks 51650 TO 51741 $ 428,740.11 TOTAL OF CHECKS $ 428,740.11 PAYROLL NO. 11 (including ADP checks): DISTRICT CHECK NUMBERS: Manual Checks 4316 TO 4320 $ 231,557.00 TOTAL: $ 660,297.11 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JUNE 11, 2009 TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $ 639,232.55 SEWER $ 19,637.25 ID#1 $ 0.00 ID#2 $ 1,427.31 TOTAL: $ 660,297.11 . If approved, total progress payments to date including retentions are $4,741,827.33 (50.5% of the revised contract amount) . As of May 31, 2009, 364 calendar days were used (47.3% of the revised contract calendar days) Staff and Carollo Engineers, the District's construction management consultant, reviewed the progress payment request and recommend payment. A copy of Progress Payment Request No. 13 is attached for your information. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors awarded a construction contract to Schuler Engineering on April 10, 2008 in the amount of $9,049,346 for construction of the project. On May 15, 2008, the Board approved execution of a Professional Service Agreement with Carollo Engineers in the amount of $605,856 for engineering support services, construction management and backup inspection services; a Professional Service Agreement with Leighton Consulting Engineers in the amount of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental compliance services; and approved the construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project. On April 9, 2009, the Board approved an amendment to BonTerra's Professional Services Agreement in the amount of $15,700 for additional environmental compliance services. The Board has approved 12 progress payments and 2 change orders to date, the most recent of which were approved on May 28, 2009 and March 12, 2009, respectively. ATTACHMENTS: ascription: Type: PP Report #13.pdf - rogress Pay Report No. 13 Backup Material YO RBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Highland Reservoir PROGRESS PAY REQUEST NO. 13 LOCATION Yorha Linda PROJECT NO. J- PAGE 1 OF 1 PAGES 200309 - CONTRACTOR Schuler Engineering DATE May 31,2009 i ORIGINAL CONTRACT AMOUNT: $ 9,049,346.00 AU rHC7RlZED Cl IANGE ORDERS: $ 335,575.44 REVISED CONTRACT AMOUNT.- $ 9,384,921.44 PROGRESS PAY ESTIMATE FOR PERIOD May 1, 2009 TO May 31, 2009 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETE[') s 4,267,4(36.45 1 $ 150,738.69 $ 4,418,265.14 CHANGE ORDER WORK COMPLETED $ 323.622.191 S - $ 323,622.19 FC-1-F l VALUE OF WORK COMPLETED s .ti X01 non cl~ w 15~ TEA Cn P 4 ?A1 R-7 .qi3 LESS RETENTION 10% S 474,182.74 LESS OTHER DEDUCTIONS AMOUNT DUE THIS ESTIMATE 5 4,267,644.59 LESS AMOUNT PREVIOUSLY PAID $ 4.131,979-77 BALANCE DUE THIS ESTIMATE $ 135,664.82 NOTICE TO PROCEED June 2,2008 COMPLETION TIME 730 CALENDAR DAYS APPROVED TIME EXTENSIONS 39 CALENDAR DAYS TOTAL CONTRACT TIME 769 CALENDAR DAYS TIME EXPENDED TO DATE 364 CALENDAR DAYS TIME REMAINING 405 CALENDAR DAYS REQUESTED BY: ° DATE:: $ S HUL.ER ENGINEERING-CONTRACTOR f Chas Wick APPROVED BY: DATE: CAROLLO-OWNER'S- REPRESENTATr. Brian Wilson APPROVED BY DATE- YLWD- OWNER Steve Conklin ITEM NO. 7.1 AGENDA REPORT Meeting Date: June 11, 2009 Budgeted: N/A Total Budget: N/A To: Board of Directors Cost Estimate: N/A Funding Source: N/A From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: No Prepared By: Annie Alexander, Executive CEQA Compliance: N/A Secretary Subject: Opposition to Proposed Terms for Proposition 1 A Borrowing by Governor Schwarzenegger and the Legislative Analyst's Office (LAO) SUMMARY: Governor Schwarzenegger and the LAO have proposed that the state borrow $2.1 billion in local property tax revenues from cities, counties and special districts to help fund the revised state budget. The funds would be borrowed under the terms of Proposition 1 A passed in 2004, which stipulates that the funds would have to be repaid with interest within three years. The LAO has further recommended that the state take more than 25% (at least $500 million) of the $2.1 billion from water and wastewater enterprise special districts. ACWA opposes this proposal and has requested its membership to send a letter to their local Assembly and Senate representatives urging them to oppose such borrowing and describe how losing this important funding source would negatively affect their district. In response, District staff drafted the attached letter to Senator Bob Huff and Assembly Member Curt Hagman opposing the terms of the Proposition 1 A borrowing as proposed by Governor Schwarzenegger and the LAO. STAFF RECOMMENDATION: That the Board of Directors authorize the Board President to execute a letter to Senator Bob Huff and Assembly Member Curt Hagman opposing the terms of the Proposition 1 A borrowing as proposed by Governor Schwarzenegger and the LAO. DISCUSSION: Governor Schwarzenegger and the Legislative Analyst's Office (LAO) have proposed that the state borrow $2.1 billion in local property tax revenues from cities, counties and special districts to help fund the revised state budget deficit. The funds would be borrowed under Proposition 1 A which allows the state to borrow up to 8% of total local property tax revenues during a Governor-declared fiscal emergency. The funds would have to be repaid within 3 years with interest. The LAO has further recommended that the state take more than 25% (at least $500 million) of the $2.1 billion from water and wastewater enterprise special districts. The LAO noted that enterprise water and wastewater districts "typically depend on property taxes for less than 7% of their operating revenues and have broad authority to increase fees or reduce programs." Borrowing more from them "would allow the state to borrow less from agencies with less fiscal flexibility." ACWA has stated that it opposes any attempt to take property tax revenues from water agencies at a time when California is facing severe water challenges. ACWA staff is currently working with its membership and local government allies to re-educate legislators, the Administration and other audiences on the negative consequences of borrowing local property tax revenues. As part of these efforts, ACWA has recommended that each of its member agencies send a letter to their local Assembly and Senate representatives urging them to oppose such borrowing and describe how losing this important funding source would negatively affect their district. As described in the attached letter, the District is expecting a significant decrease in revenues as well as an increase in expenses for FY 2009/10. This shortfall is mainly due to water shortages resulting in mandatory water conservation, the associated reduction in water sales and substantial water supply cost increases. The District is already considering a rate increase to cover anticipated pass-through and overhead expenses. Should the District's property tax revenue be diverted to the state, an additional $100,000 in revenue would be lost at the 8% rate and approximately $300,000 at the proposed 25% rate. Losing this important source of funding could make it difficult for the District to continue with preventative maintenance programs for critical water and sewer infrastructure. Faced with cost increases of over 37% for imported water supplies this year alone, the District would be forced to increase rates even further in order to recover the revenue borrowed by the state. While Proposition 1A allows the divertion of property tax revenues to the state, the District strongly opposes the proposed uneven distribution of this burden and urges our legislators to establish a fair and even take of 8% across the affected agencies. Staff has prepared a letter from our Board President to State Senator Bob Huff and State Assembly Member Curt Hagman urging their support for an even distribution of the property tax revenue shift. PRIOR RELEVANT BOARD ACTION(S): None. ATTACHMENTS: 061109= Opposing Proposition _1AeBorrowing.doc 31109 Revised letter opposing borrowing Backup Material June 11, 2009 Senator Bob Huff 29th Senate District California State Senate 2605 E Foothill Blvd Ste A Glendora CA 91741 Dear Senator Huff: The Yorba Linda Water District opposes the recent proposal by the Legislative Analyst's Office (LAO) to borrow more than $500 million in local property tax revenues from water and wastewater enterprise special districts as part of a one-time borrowing of $2.1 billion total from cities, counties and special districts to help bridge the state's budget deficit. The LAO proposal unfairly targets water and wastewater districts to provide more than 25% of the total loan amount of $2.1 billion at a time when local water districts are facing sever water challenges. Water districts already are being forced to raise water rates dramatically due to ongoing water shortages and the impacts of regulatory actions under the Endangered Species Act. They also face an array of potential new water-related regulatory fees proposed by the LAO as another way to balance the budget. Taking revenues away from local water districts such as ours will make it significantly harder to finance and move forward with critically needed local projects and infrastructure improvements to the statewide water system. The Yorba Linda Water District is expecting a significant decrease in revenues as well as an increase in expenses for FY 2009/10. This shortfall is mainly due to water shortages resulting in mandatory water conservation and reduced water sales. The District is already considering a rate increase to cover anticipated pass-through and overhead expenses. Should the District's property tax revenue be diverted to the state, an additional $100,000 to $300,000 in revenue would be lost. Losing this important source of funding could make it difficult for the District to continue with maintenance programs of critical water and sewer infrastructure. The District would be forced to ask its ratepayers to pay higher rates to cover the revenue borrowed by the state. Again, the Yorba Linda Water District opposes the inequitable LAO-proposed borrowing formula that would take at least $500 million in property tax revenues from water and wastewater special districts. We urge you to oppose this proposal when it is heard and voted upon as part of the state budget. Sincerely, John W. Summerfield Board President June 11, 2009 Assembly Member Curt Hagman 60th Assembly District California State Assembly 23355 E Golden Springs Dr Diamond Bar CA 91765 Dear Assembly Member Hagman: The Yorba Linda Water District opposes the recent proposal by the Legislative Analyst's Office (LAO) to borrow more than $500 million in local property tax revenues from water and wastewater enterprise special districts as part of a one-time borrowing of $2.1 billion total from cities, counties and special districts to help bridge the state's budget deficit. The LAO proposal unfairly targets water and wastewater districts to provide more than 25% of the total loan amount of $2.1 billion at a time when local water districts are facing sever water challenges. Water districts already are being forced to raise water rates dramatically due to ongoing water shortages and the impacts of regulatory actions under the Endangered Species Act. They also face an array of potential new water-related regulatory fees proposed by the LAO as another way to balance the budget. Taking revenues away from local water districts such as ours will make it significantly harder to finance and move forward with critically needed local projects and infrastructure improvements to the statewide water system. The Yorba Linda Water District is expecting a significant decrease in revenues as well as an increase in expenses for FY 2009/10. This shortfall is mainly due to water shortages resulting in mandatory water conservation and reduced water sales. The District is already considering a rate increase to cover anticipated pass-through and overhead expenses. Should the District's property tax revenue be diverted to the state, an additional $100,000 to $300,000 in revenue would be lost. Losing this important source of funding could make it difficult for the District to continue with maintenance programs of critical water and sewer infrastructure. The District would be forced to ask its ratepayers to pay higher rates to cover the revenue borrowed by the state. Again, the Yorba Linda Water District opposes the inequitable LAO-proposed borrowing formula that would take at least $500 million in property tax revenues from water and wastewater special districts. We urge you to oppose this proposal when it is heard and voted upon as part of the state budget. Sincerely, John W. Summerfield Board President ITEM NO. 10.2 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills Minutes of meeting held June 9, 4:00 p.m. (to be provided at the meeting). Meeting scheduled for July 14, 4:00 p.m. ATTACHMENTS: Description: Type: 060909 FA -_Minutes.doc `=A Mtg Minutes 06109,09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE - ACCOUNTING COMMITTEE MEETING June 9, 2009 A meeting of the Finance-Accounting Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director John W. Summerfield Diane Cyganik, Finance Director Sandi Van Etten, Senior Accountant 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1 Monthly Financial Statements for April 2009 The Financial Statements were reviewed and accepted as presented. 2.2 Monthly Investment Report for April 2009 The investment report was reviewed and accepted as presented. 3. DISCUSSION ITEMS 3.1 Fiscal Year 2008-2009 Financial Audit Entrance Conference - Nitin Patel, CPA of Diehl, Evans & Company Mr. Patel presented an overview of the upcoming audit. He discussed the new Government Accounting Standards Board pronouncements that have been passed and are now in effect. Director Beverage asked for an update on the rate covenant in the bonds issued in 2003 and 2008, after Mr. Patel mentioned that the District's net revenues to debt service ratio would be one of the items looked at during the audit and the findings would be reflected in the report. August 10th was confirmed as the start date for this fiscal year's audit. 3.2 U.S. Bank's Government Securities Treasury Fund Update Ms. Cyganik reported that the Finance department had contacted U.S. Bank regarding the options available as to where to put our bond funds. They recommended two funds, explained the pros and cons of each one, and Finance chose to go with the bank's money market fund which is currently yielding .30% compared to the current fund which is not earning interest. 1 3.3 Monthly Portfolio Report for May 2009 Staff had called Keith Khorey prior to the meeting; he reported there were no credit concerns with the portfolio. The Committee stated they had no need to call Keith. Director Beverage requested Ms. Cyganik contact Mr. Khorey regarding the U.S. Treasuries that were sold on Monday, June grn to determine who purchased the securities. He also pointed out the priority shift of bondholder repayment in the Chrysler bankruptcy and was concerned a new precedent was forming whereby the bondholder would no longer be first in line for payment. 3.4 Future Agenda Items and Staff Tasks A.) Report to the Committee the approximate number of ratepayer calls received by Customer Service regarding the April "catch-up" bills, whether or not the calls have tapered off and if so, the time period this happened. B.) Review the last water rate increase proposal and projections made by staff, and compare those numbers to actuals to determine the effect the rate increase had on the District's bottom line. 4. ADJOURNMENT 4.1 The Committee adjourned at 5:05 p.m. The next regular meeting of the Finance-Accounting Committee will be held July 14, 2009 at 4:00 p.m. 2 ITEM NO. 10.3 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield Minutes of meeting held June 8, 4:00 p.m. (to be provided at the meeting). Meeting scheduled for July 13, 4:00 p.m. ATTACHMENTS: escription: Type: 060809_PRM_-_Minutes.doc - Mtg Minutes 06,08,09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING June 8, 2009 A meeting of the Personnel-Risk Management Committee was called to order by Director Armstrong at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Paul Armstrong, Chair Ken Vecchiarelli, General Manager Director Ric Collett Gina Knight, Human Resources Manager Lee Cory, Operations Manager Ken Mendum, Water Maint. Superintendent 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1 Proposed Authorized Positions FY 2009/2010 Staff discussed for consideration with the Committee the proposed authorized positions for FY 2009/2010. The Committee had several questions, comments and suggestions related to a Public Affairs Officer position. In addition, the District's Operations Manager presented the Committee with a proposal to establish a Sewer Collections Systems division that would consist of five (5) staff members. These five individuals would be assigned to this division and would not rotate amongst the other existing divisions in operations. The Committee approved this structural change and supported the concept of establishing a Sewer Collections Systems Division. 2.2 Status of Recruitments Staff gave an update on the current recruitment for a Sr. Project Manager. 2.3 Status of Risk Management Activities Staff gave an update on recent claims received. Recommendations will follow pending the Board of Directors Closed Session discussion scheduled June 11, 2009. 2.4 Future Agenda Items and Staff Tasks None. 1 On a motion by Director Armstrong, seconded by Director Collett, the Committee entered into Closed Session at 5:15 p.m. 3. CLOSED SESSION 3.1 Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code The Committee reconvened in Open Session at 5:24 p.m. Director Armstrong announced that there were no reportable items from Closed Session. 4. ADJOURNMENT 4.1 The Committee adjourned at 5:27 p.m. The next regular meeting of the Personnel-Risk Management Committee will be held July 13, 2009 at 4:00 p.m. 2 ITEM NO. 10.4 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage Minutes of meeting held June 4, 4:00 p.m. Meeting scheduled for July 2, 4:00 p.m. ATTACHMENTS: `?esc'iption: Type: 060409_PEO_-_Minutes.doc IEO Mtg Minutes 06/04/09 Minutes MINUTES OF THE YORBA LINDA WATER DISRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING June 4, 2009 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Mills at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director Paul R. Armstrong Steve Conklin, Engineering Manager Lee Cory, Operations Manager Ken Mendum, Ops Superintendent John DeCriscio, Chief Plant Operator 1. PUBLIC COMMENTS Mr. John Pierson was present to discuss Item 2.1. 2. ACTION CALENDAR 2.1 Sewer Connection Fee for Mr. John Pierson at 5922 Highland Avenue. General Manager Vecchiarelli summarized the issue and described the District's sewer connection fees and means of calculation. Mr. Pierson presented his understanding of the issue. Following discussion by the Committee with Mr. Pierson and with staff, the Committee recommended that the District's fee for connection of 5922 Highland Avenue to the sewer be $5,155, as previously quoted by staff to Mr. Pierson. 3. DISCUSSION ITEMS 3.1 Use of Membrane Bioreactor Technology for Landscape Irrigation. Director Mills described information he found on membrane bioreactor technology, as an example of a means to locally treat wastewater for reuse for landscape irrigation. He suggested that the District look into the potential for a subregional program for wastewater reuse with other local entities such as the cities of Placentia, Yorba Linda, Fullerton and Anaheim. The goal would be to use recycled water for irrigation of local golf courses, parks, school grounds, and landscaped areas. It was noted that the City of Anaheim is looking at a similar program for irrigation in the downtown area of the city. In response, Staff will contact Anaheim for more information on their plan and contact other agencies to discuss the idea. 3.2. Monthly Groundwater Production and Purchased Water Report. Chief Plant Operator DeCriscio presented the subject report and groundwater production information. He reported that the District has fulfilled its CUP pumping requirement and is currently exceeding the 1 groundwater production goal and projecting to finish the year on target with the BPP. 3.3 Monthly Preventative Maintenance Program Report. Operations Superintendent Ken Mendum presented the subject report and status towards goals on maintenance activities. He reported that the department is hitting its targets except for sewer cleaning. He noted that there was a greater than expected number of sewer line repairs addressed last month. Operations Manager Lee Cory noted that the department may modify its target time period for the cleaning of all sewers, and will report back next month on this issue. 3.4 Monthly MWDOC Managers Meeting Summary Report. General Manager Vecchiarelli reported on the MWDOC Managers meeting that he attended. 3.5 Monthly OC Groundwater Producers Meeting Summary Report. Engineering Manager Conklin presented the subject report from the May meeting he attended with Chief Plant Operator John DeCriscio. 3.6 Status Report on Capital Projects in Progress. Engineering Manager Conklin presented the subject report for project progress in May. After discussing progress on construction of the reservoir projects, it was agreed that a tour of construction sites will be planned for September for the Board, jointly with members of the Citizens Advisory Committee. The potential for construction of solar power generation facilities at the District's reservoir sites was also discussed. Staff reported that new information has been gathered on feasibility, cost and pay-back, and that this will be brought to the July 2 PEO meeting for discussion. 3.7 Future Agenda Items and Staff Tasks. Beyond the items noted above, there were no additional items requested by the Committee. 4. ADJOURNMENT The meeting was adjourned at 5:45 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held July 2, 2009 at 4:00 p.m. 2 ITEM NO. 10.8 AGENDA REPORT Meeting Date: June 11, 2009 Subject: City of Placentia Ad Hoc Committee (Beverage/Vecchiarelli) Minutes of meeting held June 10, 4:00 p.m. (to be provided at the meeting). Meeting to be scheduled. ATTACHMENTS: `?esc'iption: Type: 061009_Placentia _Ad_Hoc_ _Minutes.doc Placentia Mtg Minutes 06,10,09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT and CITY OF PLACENTIA AD HOC COMMITTEE MEETING June 10, 2009 A meeting of the Yorba Linda Water District and City of Placentia Ad Hoc Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. YLWD COMMITTEE MEMBER YLWD STAFF Michael J. Beverage, Director Ken Vecchiarelli, General Manager PLACENTIA COMMITTEE MEMBER PLACENTIA STAFF Greg Sowards, Mayor Ken Domer, Asst. City Administrator OTHER ATTENDEES Frank Heldman, Manager OC District Manager, Golden State Water Company Stan Yarbrough, District Engineer, GSWC 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1 Increasing Water Supply Costs and Supply Allocations Mr. Heldman explained in detail, Golden State Water Company's proposed rate increases and how they plan to apply a block tiered rate structure to their single family residential customers. The allocation for each customer is based on the historic usage from 2004-2006, which is the base period used by Metropolitan Water District of Southern California (MWD) and the Municipal Water District of Orange County (MWDOC) for water supply allocations in Fiscal Year 2009-2010. Mr. Vecchiarelli stated that the District's Board of Directors will consider rate adjustments in the very near future and may also consider a tiered rate structure. The Committee discussed these matters at some length. 2.2 Water Conservation Ordinance and Public Outreach Mr. Heldman and Mr. Vecchiarelli also compared and contrasted the two agencies' respective Water Conservation Ordinances which were modeled to be very close in structure and form as well as in the water waste prohibitions. GSWC's ordinance has seven stages of mandatory conservation and rationing, compared to YLWD's four stages of water supply shortage. Mr. Vecchiarelli reported while YLWD and GSWC will both fall into a Stage 2 condition effective July 1, 2009, YLWD will be targeting a 10% conservation goal while GSWC is establishing a 6% allocation to its customers. Unfortunately, the affects of allocation from the water wholesalers varies across the retail agencies in Orange County. The Committee discussed the challenges to the agencies and to the public 1 with this lack of continuity in the public information and messaging outreach. Mr. Heldman left the meeting following these discussions. 2.3 City Sewer System Mr. Domer reported on regional efforts and discussions between Placentia and four other cities in an effort to create synergy through resource sharing and other ideas for partnering to create efficiencies in a fiscally challenging time. Mr. Vecchiarelli stated that he would set up a meeting to discuss the possibility of providing sewer cleaning and maintenance services to the City under a multi-year contract. Director Beverage recounted other ideas discussed in prior meetings including GIS services. 2.4 Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1 The Committee adjourned at approximately 5:15 p.m. The next meeting of the Yorba Linda Water District and City of Placentia Ad Hoc Committee meeting will be determined. 2 ITEM NO. 10.9 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Citizens Advisory Committee Minutes of meeting held June 1, 8:00 a.m. Meeting scheduled for June 29, 8:30 a.m. ATTACHMENTS: Description: Type: 060109_-_CAC_Minutes.doc -'AC Mtg Minutes 06/01 /09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING June 1, 2009 A meeting of the Citizens Advisory Committee was called to order at 8:00 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Carl Boznanski Lindon Baker Ken Vecchiarelli, General Manager Gary Melton Marlo Nable-Mole Cindy Botts, Management Analyst Gene Scearce Richard Bogda Gregory Meyers William Guse OTHER ATTENDEES Mark Schock PUBLIC COMMENTS None. DISCUSSION ITEMS 1. Report on OC Water Summit of May 15, 2009 Messrs. Boznanski, Melton, Meyers and Scearce all reported on the Summit. Issues discussed included lessons from Australia on dealing with drought, distribution of water resources in California and economic problems stemming from drought. 2. Status Report on Conservation Ordinance & Supporting PI Materials Ms. Botts presented several examples of upcoming conservation collateral. 3. Status of Proposed FY 2009/10 Budget and Rates Discussion Mr. Vecchiarelli stated that the proposed budget would be reviewed by the Board of Directors tomorrow, June 2, 2009. 4. Future YLWD Facilities Tour & OCWD GWRS Tour The majority of the Committee showed interest in a GWRS tour in August and a YLWD tour in September. Dates will be set at a later meeting. 5. Capital Improvement Projects in Progress and Proposed Future Projects Mr. Vecchiarelli stated that Steve Conklin, Engineering Manager, would be discussing project updates at the next CAC meeting. ADJOURNMENT The next meeting of the Citizens Advisory Committee will be scheduled. 1 ITEM NO. 12.1 AGENDA REPORT Meeting Date: June 11, 2009 Subject: Meetings from June 12, 2009 thru July 31, 2009 STAFF RECOMMENDATION: Authorize Directors and such staff members of the District as approved by the General Manager to attend the listed meetings. ATTACHMENTS: _escription. Type. BOD Activities Calendar.pdf OD Activities Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: June 2009 Public Information-Technology Committee Mon, Jun 15 9:OOAM Collett/Beverage Executive-Admin-Organizational Committee Tue, Jun 16 4:00PM Summerfield/Mills Yorba Linda City Council Tue, Jun 16 6:30PM Armstrong MWDOC Board Wed, Jun 17 8:30AM Staff OCWD Board Wed, Jun 17 5:00PM Staff Yorba Linda Planning Commission Wed, Jun 24 7:OOPM Summerfield District Board Meeting Thu, Jun 25 8:30AM Citizens Advisory Committee Mon, Jun 29 8:30AM July 2009 MWDOC/MWD Workshop Wed, Jul 1 7:30AM Staff OCWD Board Wed, Jul 1 5:00PM Staff Planning-Engineering-Operations Committee Thu, Jul 2 4:00PM Mills/Armstrong Holiday Fri, Jul 3 7:30AM District Offices Closed Public Information-Technology Committee Tue, Jul 7 4:OOPM Collett/Beverage Yorba Linda City Council Tue, Jul 7 6:30PM Mills District Board Meeting Thu, Jul 9 8:30AM Personnel-Risk Management Committee Mon, Jul 13 4:00PM Armstrong/Collett Finance-Accounting Committee Tue, Jul 14 4:00PM Beverage/Summerfield MWDOC Board Wed, Jul 15 8:30AM Staff OCWD Board Wed, Jul 15 5:00PM Staff Yorba Linda Planning Commission Wed, Jul 15 7:00PM Collett Executive-Admin-Organizational Committee Tue, Jul 21 4:00PM Summerfield/Mills Yorba Linda City Council Tue, Jul 21 6:30PM Armstrong District Board Meeting Thu, Jul 23 8:30AM MWDOC/OCWD Ad Hoc Committee Tue, Jul 28 4:00PM Mills/Collett Yorba Linda Planning Commission Wed, Jul 29 7:00PM Summerfield 6/8/2009 1:19:07 PM