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Home My WebLink About2010-01-14 - Board of Directors Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 14, 2010, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL William R. Mills, President Michael J. Beverage, Vice President Ric Collett John W. Summerfield 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. SPECIAL RECOGNITION 6.1. Introduce Joann M. Gitmed, newly hired Accounting Assistant II. 7. 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. 7.1. Minutes of the Regular Board of Directors Meeting Held December 23, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,330,844.46. 7.3. Progress Payment No. 20 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress Payment No. 20 in the net amount of $240,104.56 to Schuler Engineering Corporation and 10 retention of $26,678.28 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 7.4. Proposed Change Order No. 4 to Well Rehabilitation Contract. Recommendation: That the Board of Directors authorize approval of Change Order No. 4 in the amount of $36,185 to conduct test pumping as part of Well 5 rehabilitation. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. Letter of Intent to Accept the City of Yorba Linda Sewer System Recommendation: That the Board of Directors consider authorizing the President to execute the attached correspondence addressed to the Mayor of the City of Yorba Linda, expressing the District's willingness to accept the sewer system to operate and maintain for the overall benefit of the community and the residents served by this system. 9. 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. 9.1. Procedures for Filling a Vacancy on the Board of Directors Recommendation: That the Board of Directors consider the options available for filling the vacancy on the Board and provide further direction to staff. 10. REPORTS. INFORMATION ITEMS. AND COMMENTS 10.1. President's Report 10.2. Directors' Reports 10.3. General Manager's Report 10.4. General Counsel's Report 10.5. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS 11.1. Executive Administrative - Organizational Committee (Mills /Beverage) Alternate: Collett Meeting scheduled January 19, 2010 at 4:00 p.m. 11.2. Finance - Accounting Committee (Sum merfield /Collett) Alternate: Mills Minutes of meeting held January 11, 2010 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled February 8, 2010 at 4:00 p.m. 11.3. Personnel -Risk Management Committee (Collett/ ) Alternate: Summerfield Minutes of meeting held January 12, 2010 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled February 9, 2010 at 4:00 p.m. 11.4. Planning- Engineering- Operations Committee (Mills /Summerfield) Alternate: Beverage Minutes of meeting held January 7, 2010 at 4:00 p.m. Meeting scheduled February 4, 2010 at 4:00 p.m. 11.5. Public Information - Technology Committee (Beverage/ ) Alternate: Summerfield Minutes of the meeting held January 5, 2010 at 4:00 p.m. Meeting scheduled February 2, 2010 at 4:00 p.m. 11.6. MWDOC /OCWD Ad Hoc Committee (Mills /Beverage) Alternate: Collett Meeting scheduled January 26, 2010 at 4:00 p.m. 11.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled December 28, 2009 at 8:30 a.m. was cancelled. Meeting scheduled January 25, 2010 at 8:30 a.m. (Mills) 12. INTERGOVERNMENTAL MEETINGS 12.1. YL City Council - January 5, 2010 (Mills) 12.2. MWDOC /MWD Workshop - January 6, 2010 (Staff) 12.3. OCWD Board - January 6, 2010 (Staff) 12.4. YL Planning Commission - January 13, 2010 (Beverage) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from January 15, 2010 - February 28, 2010 14. 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. 14.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Itani, et al vs. YLWD (OC Superior Court — Case No. 00124906) Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court — Case No. 00125994) Name of Case: State Farm General Insurance Company vs. YLWD (OC Superior Court — Case No. 00311353) Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080) Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No. 00320239) Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC Superior Court - Case No. 00327152) 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 15. ADJOURNMENT 15.1. The next regular meeting of the Board of Directors will be held January 28, 2010 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. AGENDA REPORT Meeting Date: January 14, 2010 ITEM NO. 7.1 Subject: Minutes of the Regular Board of Directors Meeting Held December 23, 2009 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 122309 BOD - Minutes.doc BOD Mtg Minutes 12/23/09 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 23, 2009 1. CALL TO ORDER The December 23, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:32 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 William R. Mills, President Michael J. Beverage, Vice President Paul R. Armstrong Ric Collett John W. Summerfield STAFF PRESENT Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Lee Cory, Operations Manager Gina Knight, HR Manager Cindy Navaroli, Interim Finance Director Annie Alexander, Executive Secretary 4. ADDITIONS /DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR On a motion by Director Collett, seconded by Director Armstrong, the Board voted 5 -0 to approve the Consent Calendar. Director Collett abstained from voting on Check No. 53127 of Item No. 6.2. as he has a financial consideration with the vendor. 6.1. Minutes of the Regular Board of Directors Meeting Held December 10, 2009 Recommendation. minutes as presented. That the Board of Directors approve the 6.2. Payment of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of $1,455,348.03. 1 6.3. Final Progress Payment 5 and Notice of Completion for the Lakeview Sewer Lift Station Rehabilitation Project Recommendation. That the Board of Directors approve Final Progress Payment No. 5 in the net amount of $42,571.80 to Schuler Engineering Corporation, authorize staff to file the Notice of Completion and release the retention thirty -five days following recordation if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found in the Lakeview Sewer Lift Station Rehabilitation Project, Job No. 200905. 6.4. Progress Payment No. 6 for the Zone Reconfiguration Project Recommendation. That the Board of Directors approve Progress Payment No. 6 in the net amount of $72,423.63 to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.5. Progress Payment No. 7 for Construction of the Hidden Hills Reservoir Project Recommendation. That the Board of Directors approve Progress Payment No. 7 in the net amount of $223,690.05 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 6.6. Change Order No. 1 for the Zone Reconfiguration Project Recommendation. That the Board of Directors approve Change Order No. 1 in the amount of $75,027.39, with the addition of 7 calendar days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.7. Sewer Master Plan Update Recommendation. That the Board of Directors authorize execution of a Professional Services Agreement with IDModeling in the amount of $300,210 to provide a Sewer Master Plan Update. 6.8. Quarterly Investment Report for June 2009 Recommendation. That the Board of Directors receive and file the investment report for the quarter ending June 30, 2009. 6.9. Quarterly Investment Report for July 2009 — September 2009 Recommendation. That the Board of Directors receive and file the investment report for the quarter ending September 30, 2009. K 7. ACTION CALENDAR 7.1. Board of Directors Committee Assignments President Mills presented his recommendations for Committee assignments to the Board. The Board then reviewed the recommendations and discussed the need for alternates and regularly scheduled meeting dates and times. Following discussion, the Board agreed to continue assigning alternates to each committee and meeting at regularly scheduled dates and times. The Board also requested staff to provide agenda packets to committee alternates for review. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 5 -0 to approve the following committee assignments and meeting times for the upcoming calendar year COMMITTEE ASSIGNMENTS Executive - Administrative - Organizational Committee Director Mills, Chair Director Beverage Director Collett, Alternate (Meets Monthly on 3rd Tuesday at 4:00 p.m.) Finance - Accounting Committee Director Summerfield, Chair Director Collett Director Mills, Alternate (Meets Monthly on 2nd Monday at 4:00 p.m.) Personnel -Risk Management Committee Director Collett, Chair Director Armstrong Director Summerfield, Alternate (Meets Monthly on 2nd Tuesday at 4:00 p.m Planning- Engineering- Operations Committee Director Mills, Chair Director Summerfield Director Beverage, Alternate (Meets Monthly on 1St Thursday at 4:00 p.m.) Public- Information - Technology Committee Director Beverage, Chair Director Armstrong Director Summerfield, Alternate (Meets Monthly on 1St Tuesday at 4:00 p.m.) K3 AD HOC COMMITTEE ASSIGNMENTS City of Placentia Ad Hoc Committee Director Beverage (Meets As Needed) City of Yorba Linda Ad Hoc Committee None (Temporarily Discontinued) MWDOC /OCWD Ad Hoc Committee Director Mills Director Beverage Director Collett, Alternate (Meets Bi- Monthly on 4t" Tuesday at 4:00 p.m.) OTHER COMMITTEE ASSIGNMENTS Citizens Advisory Committee Directors will rotate their attendance at each meeting. (Meets Monthly on 4t" Monday at 8:30 a.m.) INTERGOVERNMENTAL MEETING ASSIGNMENTS Placentia City Council None Placentia Planning Commission None Yorba Linda City Council Director Mills / Director Summerfield Yorba Linda Planning Commission Director Collett / Director Armstrong ACWA/J PIA Director Mills / Director Armstrong ISDOC Director Mills MWD None OCWD None CI ACWA Region 10 None LAFCO Director Beverage MWDOC None WACO Director Mills 8. REPORTS, INFORMATION ITEMS AND COMMENTS 8.1. President's Report President Mills announced that he had recently welcomed a new grandchild to his family. 8.2. Directors' Reports Director Collett wished everyone a Merry Christmas. Director Armstrong thanked everyone for their support and willingness to fill in for him when he hasn't been available. President Summerfield wished everyone Happy Holidays. ■ CRWUA Conference — December 9 -11, 2009 (Beverage) Director Beverage reported on his attendance at this conference which focused primarily on the effects of climate change. 8.3. General Manager's Report Mr. Vecchiarelli expressed his appreciation for the Board's support during the previous challenging year. 8.4. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive - Administrative - Organizational Committee (Mills /Beverage) Alternate: Collett Minutes of the meeting held December 14, 2009 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: Ethics Policy; 2009 Summary of Committee Activities; 2010 Goals and Objectives; Board of Directors Committee Assignments; Customer Correspondence: Records Retention Policy; Citizens Advisory Committee Membership; OCWD Annexation; City of Yorba Linda and City of Placentia Sewers; Final Report on 2009 Legislative Bills; General Counsel's Monthly Summary Billing Report. Mr. Vecchiarelli reported that OCWD had issued the District a permit for construction of Well 20 to be located near Well 11 on Richfield Road. Meeting scheduled January 19, 2010 at 4:00 p.m. 9.2. Finance - Accounting Committee (Summerfield /Collett) Alternate: Mills Meeting scheduled January 11, 2010 at 4:00 p.m. 61 9.3. Planning- Engineering- Operations Committee (Mills /Summerfield) Alternate: Beverage Meeting scheduled January 7, 2010 at 4:00 p.m. 9.4. Public Information - Technology Committee (Beverage /Armstrong) Alternate: Summerfield Meeting scheduled January 5, 2010 at 4:00 p.m. 9.5. Personnel -Risk Management Committee (Collett /Armstrong) Alternate: Summerfield Meeting scheduled December 14, 2009 at 4:00 p.m. was cancelled. Meeting scheduled January 12, 2010 at 4:00 p.m. 9.6. MWDOC /OCWD Ad Hoc Committee (Mills /Beverage) Alternate: Collett Meeting scheduled January 26, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled December 28, 2009 at 8:30 a.m. has been cancelled. Meeting scheduled January 25, 2010 at 8:30 a.m. (Mills) 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - December 15, 2009 (Collett) Director Collett attended and commented on an RFP for a new Cultural Arts Center which was discussed during the meeting. 10.2. MWDOC Board -December 16, 2009 (Staff) Staff did not attend. 10.3 OCWD Board -December 16, 2009 (Staff) Staff did not attend. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from January 1, 2010 —January 31, 2010 The Board reviewed the listed meetings noting changes made due to new committee assignments. Director Armstrong will attend the Yorba Linda Planning Commission meeting on January 13, 2010 and Director Collett will attend the same meeting on January 27, 2010. Mr. Vecchiarelli stated that staff would provide the Board with an updated calendar shortly. C.1 12. CONFERENCES AND SEMINARS 12.1. Water Inspections Tours Water Resource Tour — January 15, 2010 A.D. Edmonston Pumping Plant — January 29, 2010 Diamond Valley Lake — February 5, 2010 Director Mills expressed interest in attending the Diamond Valley Lake tour if it was possible to join and leave the tour at OCWD field offices instead of in Fountain Valley. Staff will contact MWDOC to see if this option could be made available. 12.2 ACWA DC Conference — February 23 -25, 2010 Director Mills expressed interest in attending this conference if needed. On a motion by Director Summerfield, seconded by Director Collett, the Board voted 5 -0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the ACWA DC Conference. Director Collett stated that he would not be in attendance at the Board meeting on February 25, 2010. On a motion by Director Collett, seconded by Director Beverage, the Board voted 5 -0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the Water inspection Tours as listed in Item No. 12.1. A brief recess was declared at 9:24 a.m. The meeting reconvened at 9:29 a.m. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 9:30 a.m. All Directors were present. 13.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:00 a.m. President Mills announced that no action was taken during Closed Session that was required to be reported under the Brown Act. rA 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:00 a.m. The next regular meeting of the Board of Directors will be held January 14, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary E:3 AGENDA REPORT Meeting Date: January 14, 2010 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Cindy Navaroli, Interim Finance Director Prepared By: Maria Trujillo, Accounting Assistant I Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: Reviewed by Legal: CEQA Compliance: Subject: Payments of Bills, Refunds, and Wire Transfers SUMMARY: ITEM NO. 7.2 Yes N/A $1,330,844.46 All Funds N/A N/A Finance N/A N/A Section 31302 of the California Water Code states 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. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,330,844.46. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A wire of $83,667.66 to ACWA -HBA for January 2010 health premium; a wire of $503,743.80 to MWDOC for November water purchases; a check of $240,104.56 to Schuler Engineering Corporation for a Highland Reservoir progress payment; and a check of $49,989.64 to Southern California Edison for December utility services on all sites. The balance of $231,037.40 is routine invoices. ADP issues the District's payroll checks, with the exception of the third party checks. The Accounts Payable check register total is $1,108,543.06; Payroll Nos. 26 and 26a totals are $220,644.24 and $1,657.16, respectively; and, the disbursements of this agenda report are $1,330,844.46. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi - monthly. ATTACHMENTS: Description: CkReg11410 BOD.pdf Check Register Backup Material 09 -CS 114.doc Cap Sheet Backup Material Yvrba Linda Water District Check Register For Checks gated, 12/24/2009 thru 1/14/2010 Check No. Date Vendor Larne Amount Description J�25k or greater) 53169 01/1412010 Abbott Staffing Group, Inc. 3,672.85 53170 01/14/2010 ACWA/JPIA 50.00 W122809A 12/28/2009 ACWA -EAP 261.96 W122809 12/28/2009 ACWA -HBA 83,667.66 Health premium Jan 10 53171 01/14/2010 Akeen Solar, Inc. 21,810.60 53156 01/14/2010 Alex Galindo 35.80 53172 01/14/2010 Alternative Hose Inc. 168.35 53173 01/14/2010 Anaheim Wheel & Tire 236.00 53174 01/14/2010 Annie Alexander 346.48 53175 01/14/2010 Answer One Communications 463.06 53176 01/14/2010 Aqua - Metric Sales Co. 6,755.95 53177 01/14/2010 Aramark Uniform Services, Inc 792.11 53178 01/14/2010 Archie's Towing 95.00 53179 01/14/2010 AT & T - Calnet2 45162 53180 01/14/2010 AT & T Mobility 208.64 53181 01/14/2010 Battery Systems 218.46 53182 01/14/2010 Brown And Caldwell 600.00 53183 01/14/2010 Calif Water Environ Assn (CWEA) 250.00 53184 01/14/2010 CDW Government, Inc 231.43 53185 01/14/2010 Ceridian Benefits Services 100.00 53187 01/14/2010 Citizen's Business Bank 26,678.28 Highland Res retention DecO9 53188 01/14/2010 Coastline Equipment 228.72 53190 01/14/2010 Costco 115.28 53191 01/14/2010 Dangelo Co. 1,059.19 53194 01/14/2010 Dean Criske Trucking 551.46 53192 01114/2010 DeltaCare USA 296.32 53193 01/14/2010 Dick's Lock & Safe Inc. 603.25 53195 01/14/2010 E. G. Brennan & Co., Inc 40.24 53196 01/14/2010 Fairway Ford Sales, Inc. 13.66 53197 01/14/2010 Fidelity National Title Company 300.00 53198 01/14/2010 Fry's Electronics 180.75 53199 01/14/2010 Golden Bell Products 2;035.00 53166 01/14/2010 Henry Campos 5.18 53200 01/14/2010 Home Depot Credit Services 611.28 53201 01/14/2010 HSBC Business Solutions 149.44 53202 01/14/2010 Infosend Inc. 11,645.05 53203 01/14/2010 Jackson's Auto Supply - Napa 1,233.03 53168 01/14/2010 Joel Mc Clure 44 -96 53157 01/14/2010 John Nixon 134.32 53204 01/14/2010 Katrina Aragon 1,255.56 53158 01/14/2010 Larry Rawley 41.52 53205 01/14/2010 Hebert Cassidy Whitmore 2.759.00 53162 01/14/2010 Matlock Assoc Inc 75.00 53206 01/14/2010 Matt Chlor Inc. 2,850.00 53207 01/14/2010 Merchants Building Maintenance LLC 5,993.13 53189 01/14/2010 Merging Communications, Inc. 140.00 53208 01/14/2010 Michael 1. Beverage 467.20 53159 01/14/2010 Monica Sonntag 6.77 53209 01/14/2010 MSO Technologies, Inc. 12,000.00 53211 01/14/2010 Mudge Fasteners, Inc 809.21 W11410 01/14/2010 Municipal Water District 503,743.80 Water purchase Nov 09 53212 01/14/2010 Muzak OA 65.25 53213 01/14/2010 MWH Americas, Inc. 9,300.73 53214 01/14/2010 NCO Receivables Management Solutions 139.60 53215 01/14/2010 Nickey Petroleum Co 3,543.58 53161 01/14/2010 Nora Nader 42.51 53216 01/14/2010 Office Solutions 156 -96 53218 01/14/2010 One Source Distributors, LLC 879.73 53217 01/14/2010 One Stop Signs & Graphics 647 -28 53219 01/14/2010 Orange County - Auditor /Cont 87.50 53220 01/14/2010 Orange County Hose Co. 1,224.70 53221 01/14/2010 Orange County Water District 550.00 53222 01/14/2010 Peggy McClure 2,500.00 53223 01/14/2010 Pete's Road Service Inc 828.29 53186 01/14/2010 Platinum Consulting Group 18,686.25 53224 01/14/2010 Praxair Distribution 79.35 53165 01/14/2010 Prudential California Realty 24.52 53225 01/14/2010 Quinn Power Systems Associates 983.33 53228 01/14/2010 R 1 Services, Inc 520.11 53226 01/14/2010 Red Wing Shoe Store - Orange 209.67 53227 01/14/2010 Ricoh Americas Corporation 1,627.36 53229 01/14/2010 RSM McGladrey, Inc. 3,990.00 53230 01/14/2010 Sancon Engineering Inc. 9,930-00 53231 01/14/2010 SC Fuels 1,222.53 53232 01/14/2010 Schuler Engineering Corp. 240,104.56 Highland Res prog.pay Dec09 53233 01/14/2010 Scott W. Moulton 5,780.00 53167 0111412010 Screening System Inc 325.05 53234 01/14/2010 Security Solutions 3,984.71 53235 01/14/2010 Selman Chevrolet Company 72.04 53155 01/14/2010 Shea Homes 770.00 53236 01/14/2010 Shred -It USA Inc 7215 53237 01/14/2010 Southern Calif Edison Co. 49,989.64 December utility all sites 53238 01/14/2010 Southern Calif Gas Co. 8,278.27 53239 01/14/2010 Stacy Bavol /Petty Cash 87.96 53210 01/14/2010 Standard Automation & Control LP 17,337.84 53240 01/14/2010 Staples Business Advantage 981.88 53241 01/14/2010 State of California 20.00 53242 01/14/2010 Sunstate Equipment Co 87.00 53243 01/14/2010 SWR { =B Fees 2,678.00 53244 01/14/2010 Terryberry Company 419.44 53245 01/14/2010 Tetra Tech, ISG 1,207.50 53246 01/14/2010 The Bee Man 225.00 53247 01/14/2010 Time Warner Cable 298-04 53164 01/14/2010 Ufven Enterprises Inc 882.02 53160 01/14/2010 USS Cal Builders Inc 842.50 53248 01/14/2010 ValverdeCon5truction, Inc. 1,013.77 53249 01/14/2010 Verizon Wireless 360.20 53250 01/14/2010 Village Nurseries 243.60 S3251 01/14/2010 Vision Service Plan 1,615.35 53252 01/14/2010 Water Education Foundation 2,734.00 53253 01/14/2010 Wells Supply Co 11,779.70 53254 01/14/2010 Western Highway Products, Inc. 724.77 53153 01/14/2010 Yorha Linda Country Club 1,705.53 53255 01/14/2010 YRC 198.72 Total $1,108,543.06 CHECK NUMBERS: Computer Checks 53155 — 53255 WIRES: W- 122809 W- 122809A W -11410 ACWA -HBA ACWA -EAP MWDOC January 14, 2010 $ 520, 869.64 $ 83, 667.66 $ 261.96 $ 503, 743.80 $ 587,673.42 TOTAL OF WIRE AND CHECKS $ 1,108,543.06 PAYROLL NOS. 26 and 26a: (including ADP checks): District Manual Checks 4405 — 4409 $ 220,644.24 District Manual Check 4410 $ 1,657.16 DISBURSEMENT TOTAL: $ 1,330,844.46 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JANUARY 14, 2010 ------------------------------------------------------------------ ------------------------------------------------------------------ TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $1,299,905.27 SEWER $ 27,425.68 I D# 1 $ 2,605.02 I D# 2 $ 908.49 TOTAL: $ 1,330,844.46 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT January 14, 2010 Board of Directors Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: Reviewed by Legal: Joe Polimino, Project Engineer CEQA Compliance: ITEM NO. 7.3 Yes $11.2M $11.2M Water Revenue Bond 101 -2700 200309 Engineering No MND Progress Payment No. 20 for the Highland Reservoir Replacement Project Work is proceeding on schedule and on budget for the construction of the Highland Reservoir Replacement Project. Construction is approximately 70% complete. Submitted for consideration is construction Progress Payment No. 20. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 20 in the net amount of $240,104.56 to Schuler Engineering Corporation and 10% retention of $26,678.28 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. DISCUSSION: In accordance with the contract documents, Schuler Engineering Corporation submitted a request for Progress Pay No. 20 for the period ending December 31, 2009. This progress pay request includes payment for continued installation of rebar, formwork and placing concrete for the reservoir walls and columns for Basins 1 & 2. The Contractor placed approximately 296 c.y. of concrete into prepared wall and column forms. The status of the construction contract with Schuler Engineering is as follows: • The current contract amount is $9,481,193.87 and 804 calendar days (includes $431,847.87 in authorized change orders and additional 74 calendar days with approved time extensions). • If approved, Progress Payment No. 20 is $266,782.84 (2.8% of the revised contract amount) less 10% retention of $26,678.28 for a net payment of $240,104.56. • If approved, total progress payments to date including retentions are $6,874,365.44 (72.5% of the total revised contract amount). • As of December 31, 2009, 578 calendar days were used (71.9% 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. 20 is attached for your information. PRIOR RELEVANT BOARD ACTION(S): The Board has approved 19 progress payments to date, the most recent of which was approved on December 10, 2009. ATTACHMENTS: Description: Type: Schuler Engineering PPR 20 Highland Reservoir.pdf Schuler Engineering PPR20 Highland Reservoir Backup Material YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Highland Reservoir PROGRESS PAY REQUEST NO. 20 LOCATION Yorba Linda PROJECT NO. .l- PAGE 1 OF 1 PAGES 200309 CONTRACTOR Schuler..Engineering DATE Dec.31,2009 ORIGINAL CONTRACT AMOUNT: $ 9,049,346.00 AUTHORIZED CHANGE ORDERS: $ 431,847.87 REVISED CONTRACT AMOUNT: $ 91481,193,87 PAY ESTIMATE FOR PERIOD December 1,2009 TO VALUE OF WORK COMPLETED $ 6,1 CHANGE ORDER WORK COMPLETED $ 4 TOTAL VALUE OF WORK COMPLETED S R F LESS RETENTION 10% LESS OTHER DEDUCTIONS AMOUNT DUE THIS ESTIMATE LESS AMOUNT PREVIOUSLY PAID BALANCE DUE THIS ESTIMATE COMPLETION TIME APPROVED TIME EXTENSIONS TOTAL CONTRACT TIME TIME EXPENDED TO DATE TIME REMAINING REQUESTED BY: 730 CALENDAR DAYS 74 CALENDAR DAYS 844 CALENDAR DAYS 578 CALENDAR DAYS 226 CALENDAR DAYS 263,977.70 2.805.14 DATE: 31 ENGINEERING-CONY CTOR Chas Wick APPROVED BY: DATE: CAROLL - OWNER'S- REPRESENTATIVE Brian Wilson APPROVED BY: DATE: YLWD- OWNER Steve Conklin 5 687 104.56 I AGENDA REPORT Meeting Date: January 14, 2010 To: Planning-Engineering- Operations Committee From: Ken Vecchiarelli, General Manager Presented By: Steve Conklin, Engineering Manager Prepared By: Anthony Manzano, Senior Project Manager Budgeted: Total Budget: Cost Estimate: Funding Source: Account No: Job No: Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 7.4 Yes $190,000 $36,185 All Water Funds 101 -2700 200813 Engineering N/A N/A Subject: Proposed Change Order No. 4 to Well Rehabilitation Contract. SUMMARY: Well 5 rehabilitation testing has been completed to determine modifications required for continued long -term production of the 60- year -old well. The work was performed by General Pump Company, who was previously retained for the District's Well Optimization Project based on competitive bidding in accordance with District procedures. Testing and monitoring was based on specifications prepared by the District's consultant, CDM. District Staff, in concert with CDM, has monitored work performed by General Pump and recommends approval of Change Order No 4 as attached. STAFF RECOMMENDATION: That the Board of Directors authorize approval of Change Order No. 4 in the amount of $36,185 to conduct test pumping as part of Well 5 rehabilitation. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee discussed this item at its meeting on January 7, 2010 and supports staff recommendation. DISCUSSION: Work is continuing on the District's Well Optimization Project, to maximize the life and production of our existing wells. The first element of work was testing and rehabilitation of Well No.12 by General Pump, which encompassed Change Order No. 1, approved by the Board in August 2009. The second element of work was testing of Well No. 5, which recently underwent video - inspection, cleaning and test - pumping. This work was performed as Change Orders No. 2 and 3 under the General Manager's signature authority, including pump removal and video - logging ($8,611) and wire -brush cleaning and re -video ($4,621), respectively. Following the above, District staff requested a proposal from General Pump to perform a test program for Well No. 5 similar to that performed for Well No. 12. A copy of the proposal, dated October 5, 2009, is attached for a proposed cost of $40,785. The actual work performed, under the supervision of staff from CDM and the District, was less than proposed, at a final cost of $36,185. Pump- testing was performed under various flow rates to determine a sustainable flow rate that could be achieved without air being entrained in the discharge. The air is a result of water cascading down the well casing as a result of the declining aquifer levels. Based on the test pump results, a discharge of 2,000 GPM appears to be feasible. Change Order 4, in the amount of $36,185, includes installation of the test pump and packer, along with a temporary holding tank to conduct test pumping as recommended by District Staff and CDM. If approved, Change Order No. 4 increases the total contract price to $156,375.39. District staff reviewed and recommends approval of the change order to proceed with further rehabilitation and service of Well 5. Staff will seek future Board authorization when additional costs for permanent pump installation improvements are determined. PRIOR RELEVANT BOARD ACTION(S): On December 11, 2008, the Board authorized approval of a contract with General Pump Company for well rehabilitation services. On August 6, 2009, the Board approved Change Order 1 to provide and install a new water -lubed pump at Well 12 for $56,973.39. ATTACHMENTS: Description: Well 5 CO #4.pdf Well No. 5 C04 Type: Backup Material YGRBA LINDA ' `VATER DISTRICT CHANGE ORDER NO. 4 DATE December 10, 2009 Page _1 ._ of _? CONTRACT NAME: Well 4 Pump Installation, ,Job 200813 CONTRACT AMT.: $120,190.39 DAYS: CONTRACTOR-. Ceneral Pumas Company Tl ,IS CHANGE: $36,185,00- _ DAYS: OWNER: Yorba Linda Water District REVISED CONTRACT AMT, $156,376.39 DAYS: This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials. and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. The amount of the w;.1 - -..: ^sod by the _ �f S3f _.. s he 5y Sys- The undersigned Ccr•_, - ^ -- g:,,, va, `ameaaina Ch- - -° C as to for rh °<e ~° Including any and ai; sup. _. _ . - - " . ,. completion of the er,?•re work an account of said C' ; _ wont ac or c,L� - „ and 7.7-f ail other necessary work, inclusive of that directly or Ind e f to ` "e approved timne c ��'a:,: { tc E: the C!'Ance Oro This document will become a supplement of the c. c_7d all prov sionS will �- .[y he-=`� it is the r w _ s^ effec!kje .:firer approved by the Owner _ . c cc a full, f, :.. - 'o ' s t (.�i dii ex ^s! s overhead, profit and any damages of every kind tnat the Contractor may incur I " °`re "•:e refer ced changes in the work including any impact on tl:� referenced work of any Other work under the conUz _' any chances in " Per.uences of any work, any delay to �ny work, any disc optic^ of any work: any rescheduling of any work, and any other - ~- . of ur his c- -" -act. By p of the Change +r ;a the Corriractor accepts the contract price cha n g -- _- e 7 € and exp .•=, "y waives any claims fog any additional compensation. damages or ti o t c ^s, rn cony r h ve ofara, ^� OWNER DATE: J 0 - - -- ------- - - - - -- -- te�e on g ring Manager ACCE 7- PTD: '•�' -7 _ .. °� _�"^ CONTRACTOR DATE: % / �%��✓ Mid Bodart, Director of Engineering APPROVED: _ OWNER DATE: __ Ken Vecchiarelli, General Manager +INCREASE CONTRACT TIME DESCRIPTION OF CHANGES ]OR +EXTENSION 1 - DECREASE IN OR - REDUCTION CONTRACT (DAYS) AMOUNT M Well 5: Mobilize to site, Install Pump & Packer with Baker Tank & Conduct Test +36,185.00 Pumping, as shown on attached NET CHANGE $36,185.00 REVISED CONTRA(- AMOUNT AND TIME $156,375.39 The amount of the w;.1 - -..: ^sod by the _ �f S3f _.. s he 5y Sys- The undersigned Ccr•_, - ^ -- g:,,, va, `ameaaina Ch- - -° C as to for rh °<e ~° Including any and ai; sup. _. _ . - - " . ,. completion of the er,?•re work an account of said C' ; _ wont ac or c,L� - „ and 7.7-f ail other necessary work, inclusive of that directly or Ind e f to ` "e approved timne c ��'a:,: { tc E: the C!'Ance Oro This document will become a supplement of the c. c_7d all prov sionS will �- .[y he-=`� it is the r w _ s^ effec!kje .:firer approved by the Owner _ . c cc a full, f, :.. - 'o ' s t (.�i dii ex ^s! s overhead, profit and any damages of every kind tnat the Contractor may incur I " °`re "•:e refer ced changes in the work including any impact on tl:� referenced work of any Other work under the conUz _' any chances in " Per.uences of any work, any delay to �ny work, any disc optic^ of any work: any rescheduling of any work, and any other - ~- . of ur his c- -" -act. By p of the Change +r ;a the Corriractor accepts the contract price cha n g -- _- e 7 € and exp .•=, "y waives any claims fog any additional compensation. damages or ti o t c ^s, rn cony r h ve ofara, ^� OWNER DATE: J 0 - - -- ------- - - - - -- -- te�e on g ring Manager ACCE 7- PTD: '•�' -7 _ .. °� _�"^ CONTRACTOR DATE: % / �%��✓ Mid Bodart, Director of Engineering APPROVED: _ OWNER DATE: __ Ken Vecchiarelli, General Manager a GENERAL � PUMP COMPANY WELL & PUMP SERVICE SINCE 1952 October 5, 2009 Yorba Linda Water District 1717 Fast M i raloma Avenue Placentia, California 92870 Attn: John DeCriscio Subject: Well 5 - Testing Dear John: 159 N. ACACIA STREET - SAN DIMAS, CA 91773 PHONE: (909) 599 -9606 • FAX: (909) 599 -6238 Liu. #496765 Via E-mail We are setting up for the testing of the above Well 5. We are pleased to offer the same cost as we bid for Well 12. The overall cost is slightly lower, because we do not plan to perform Items 6 and 7. These items were also not performed on the Well 12 project. Item Description 1 Mobilization and demobilization to /from the site including site cleanup 2 Furnish, install and demobilize pump equipment and packer for pumping 3 Furnish and install Baker Tank and piping. 4 Lower the packer 1 pump to next setting. 5 Conduct constant discharge pumping. Total Cast Total Cost S 7,000 21,885 5,500 1,600 4,800 $40,785 Should you have any questions or need additional information, please do not hesitate to give us a call. Sincerely, GENERAL PUMP COMPANY, INC. W lcFiaefBodart Michael Bodart Director of Engineering cc: Julio Martinez - GPC GENERAL PUMP COMPANY WATERWELL & PUMP SERVICE SINCE 1952 159 N. AC;AC 1A S I REE'I', SAN DIMA6, CALIFORNIA 91773 PHONE: (909) 599-9606 FAX. (909) 599-6238 LICENSE. 496765 BILL TO: YORBA LINDA WATER DISTRICT P.O, BOX 309 YORBA LINDA CA 92885 ATTN: JOHN DECRISCIO INVOICE INVOICE NO. 20728 INVOICE DATE 1113012009 CUSTOMER NO. 487 CUSTOMER P.O. 17101 CONTRACT NO. NONE JOB NO: 11380 PROJECT: WELL 5 SALESPERSON: 190 A SALES TAX CODE: 30 TERMS: 30DY DUE DATE: 12/3012009 Description Amount MOBILIZATION & DEMOBILIZATION TO & FROM THE SITE, INCLUDING SITE CLEAN UP 7,000-00 FURNISH, INSTALL & DEMOBILIZE PUMP EQUIPMENT & PACKER FOR PUMPING 21,885,00 FURNISH & INSTALL BAKER TANK & PIPING 5,500.00 LOWER THE PACKER - PUMP TO NEXT SETTING (NO CHARGE) CONDUCT CONSTANT DISCHARGE PUMPING 1,800-00 REMIT TO.• General Pump Company 159 N. Acacia Street San Dimas, CA 91773 Thank you for yourpromptpayment. NON-TAXABLE AMOUNT: 36,185-00 TAXABLE AMOUNT: 0.00 SALES TAX: 0,00 INVOICE TOTAL: 36,185.00 RETENTION- 0.00 AMOUNT PAID- 0,00 AMOUNT DUE: 36,185.00 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT January 14, 2010 Board of Directors Ken Vecchiarelli, General Manager Ken Vecchiarelli, General Manager Pat Grady, Assistant General Manager Budgeted: Dept: Reviewed by Legal: ITEM NO. 8.1 N/A Administration N/A Letter of Intent to Accept the City of Yorba Linda Sewer System On January 19, 2009, the Yorba Linda City Council will discuss financial alternatives and consider a sale or transfer of the sewer system that is currently operated and maintained by the City. Included within that discussion is the possible transfer of the City sewer system to the Yorba Linda Water District to operate and maintain indefinitely. Prior to the January 19 City Council meeting, Staff suggests a notification to the City of the District's willingness to accept the sewer system and identifying preliminary conditions for acceptance should the Council opt for the transfer. Attached for the Board's review and consideration is correspondence addressed to the City Mayor expressing the District's willingness to accept the sewer system should the City select this alternative. STAFF RECOMMENDATION: That the Board of Directors consider authorizing the President to execute the attached correspondence addressed to the Mayor of the City of Yorba Linda, expressing the District's willingness to accept the sewer system to operate and maintain for the overall benefit of the community and the residents served by this system. COMMITTEE RECOMMENDATION: None DISCUSSION: In 2006, the new Waste Discharge Requirements (WDR) for sanitary sewer systems placed costly mandates on agencies that operate and maintain sewer systems. For the City of Yorba Linda, these mandates have resulted in additional costs of approximately $500,000 per year, above and beyond what is currently being collected from their existing Sewer District Assessment fees. According to City reports, the $500,000 shortfall continues to be subsidized from the City's general fund on a yearly basis. In April 2009, the City conducted a wastewater rate study to determine the appropriate fee structure for operating and maintaining the sewer system. A Proposition 218 hearing was held by the City in August 2009. The Council however declined to raise the sewer rates at that time. At its January 19, 2009 meeting, the City Council will discuss various alternatives related to the sewer system and the financial impacts of each. One alternative includes the potential sale or transfer of the system to a private company or to Yorba Linda Water District. Both City and District officials have previously discussed this matter and mutually agree that transfer of the system to the District is feasible and provides the best overall benefit for the community. Under this alternative, Staff believes a transfer should take place at no cost to the District. Since the assets of the sewer system were previously paid for by the residents, any charge associated with a potential transfer would need to be recovered by the same residents. In essence, the customers would pay for the sewer system twice. This would be the case should the City opt to sell the facilities to a for - profit private company. However, since Yorba Linda Water District is a public agency where all assets are owned by the public, a direct transfer of the sewer system from the City to the District, at no cost, would be the most feasible and cost effective option for all parties concerned, especially for the residents of Yorba Linda. Should the City opt to transfer the sewer system and should the Board be willing to accept, the District's start -up for maintaining the system would be minimal as the District has maintained the City system in prior years under a contract with the City. The District also has the equipment and trained staff for a smooth transition. As a formality, a transfer would require application and approval from the Local Agency Formation Commission (LAFCO). PRIOR RELEVANT BOARD ACTION(S): None. ATTACHMENTS: 01- 14- 10_- _ City _of_YL.pdf Description: Correspondence to City of YL Type: Backup Material Yorba Linda Water District Reliable and Trusted Service for More Than 100 Years January 14, 2010 Mayor John Anderson City of Yorba Linda PO Box 87014 Yorba Linda CA 92885 -8714 Dear Mayor Anderson: It is our understanding that the City Council will consider the option of transferring the ownership and maintenance responsibility of the City -owned sewer system to the Yorba Linda Water District. Under this option, the public's vital infrastructure would remain publicly -owned and maintained under local control. The District does not support a purchase /sale option, which ultimately passes on to the citizens and businesses, additional costs for a system that has previously been paid for by the residents of Yorba Linda, in addition to relinquishing local control. I have been authorized to inform you that our Board of Directors supports the public transfer option and that our management and staff are prepared to make this transfer and transition as seamless as possible for the benefit of the community we jointly serve. The District is prepared to provide sewer service to the entire Yorba Linda community and looks forward to serving reliable, cost effective water and sewer services for many years to come. Sincerely, William R. Mills Board President CC: Nancy Rikel, Mayor Pro Tern Jan Horton, Councilmember Mark Schwing, Councilmember Jim Winder, Councilmember David Adams, City Manager YLWD Board of Directors 1717 E. Miraloma Avenue Placentia, CA 92870 714 - 701 -3000 714 -701 -3058 Fax AGENDA REPORT Meeting Date: January 14, 2010 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: ITEM NO. 9.1 No N/A N/A N/A N/A N/A Administration Reviewed by Legal: N/A Prepared By: Annie Alexander, Executive CEQA Compliance: N/A Secretary Subject: Procedures for Filling a Vacancy on the Board of Directors SUMMARY: Sadly, Director Paul R. Armstrong passed away January 8, 2010 leaving a vacancy on the Board of Directors. According to Section 1780 of the California Government Code, the Board has two options to fill this vacancy. STAFF RECOMMENDATION: That the Board of Directors consider the options available for filling the vacancy on the Board and provide further direction to staff. DISCUSSION: On January 8, 2010, Director Paul R. Armstrong passed away with nearly 28 years of continuous, dedicated service on the Board of Directors. The Board has two options to fill the existing vacancy which are summarized below: Appointment The Board can fill the vacancy by making an appointment within 60 days of this meeting, or by March 14, 2010. This would require that a notice of vacancy be posted in three or more conspicuous places in the District at least 15 days before the appointment is made. The Board may choose to solicit interested persons to apply for the appointment as well as form an ad hoc committee to review the applications and provide recommendations to the Board for interviews and possible appointment. Election In lieu of making an appointment, the Board may choose to call an election. The next available and qualifying election date would be June 8, 2010. To participate in this election, the District wold need to provide notice to the Orange County Registrar of Voters Office before January 29, 2010. The Registrar's Office has advised staff that participating in this election would cost between $86,000 and $106,000. In the event that the Board does not appoint someone to fill the vacancy or call an election by March 14, 2010, the Orange County Board of Supervisors has the authority to fill the vacancy by appointment or by calling an election. While Director Armstrong's term is up for election this November, in order to effectively continue the business of the District and to save our rate payers the extensive cost and delay of an election, staff recommends the Board of Directors consider filling Director Armstrong's position with a qualified and willing candidate that is committed to run in the November general election. PRIOR RELEVANT BOARD ACTION(S): Historically, the Board of Directors has chosen to fill vacancies on the Board by appointment rather than election when the vacancy occurs between regular elections. Yorba Linda Water District — January 14, 2010 1 '- Jessica Hanley, Public Affairs Specialist Municipal Water District of Orange County r` • MWDOC has invested in water education for more than 35 years • Benefits of water education: • Water awareness • Water use efficiency • Environmental stewardship • Water - related careers • Critical component of demand management' IAIER r Y 1/19/2010 1 • Program began in 1973 • Assembly -style & in -class presentations • For grades K -5 • Grade specific • CA science standards -based • Partnership with DSC Ricki the Rambunctious Raindrop • More than 3 million students reached,% • FY 2009 -10 goal: 86,000 students • FY08 -09: 1,890 YLWD students served (4/8) ! • FY09 -10: 2,300 YLWD students booked (5/8)' • ' books- YLWD • Program began in 2007 63 • Partnership with OCWD r • Students pledge to save 20 gallons per day — get prizes =• • Makes saving water fun! • Water Hero kit • Engages families in water conservation activities �r • Superhero component to involve parents G r • More than 10,000 participants ■ Approx. 200 YLWD students° 1/19/2010 2 • Program began in 2007 • Serves 40 students per year • Sponsored by more than 25 organizations and businesses • Educates students about water, wastewater, and the environment & % ■ Hands -on educational activities -- • Exposes students to careers in water r i_ • eCurrents newsletter • O.C. Water Summit and water policy dinners • Poster and slogan contest ■ School calendar • Public service announcements • Inspection trips • Magazine and newspaper articles ■ Monthly articles in Live OC ■ Sunset magazine special publication x�m G r� .s 1/19/2010 3 1/19/2010 19 • Met with client agencies • Each agency doing different outreach activities • Using different messages • Desire to do more • Development of regional conservation message ■ Positive • Long -term change ■ Customizable ' Agreement op", WATER DO MORE WITH LESS 099�j G r� 4 r ` 1/19/2010 5 ■ Strategic, countywide communication plan Goals: ■ Raise awareness, the Delta ■ Increase water use efficiency+ meet allocation levels ■ Foster long -term change Key strategies employed: • Strategic partnerships • Client agencies' efforts • Focus on "guerillC111101 CL"g f • Discovery Science Center PP • Hurley co�nicsiry • Volcom • Inside the Outdoors Hurley]( • Live OC V&M • Orange County Department of Education - WIN • Sunset Magazine ■ . A WL G 1� S.q��MPt^I NkMW ;I Tti 1/19/2010 A • Team W.A.T.E.R. ■ 3 college students, 2 high school students • Comprehensive 2 -day training • TEST! • Staffed events throughout O.C. from June - September ■ O.C. Fair ■ Hurley US Open of Surfing ■ Fountain Valley Summerfest ■ San Clemente Ocean Festival ■ Assemblyman Solorio Open House • At the booth: ■ Conservation materials ■ Trivia questions ■ Giveaway items r� .y 1/19/2010 7 • How many gallons of water does it take to produce one orange? .P • Of all the earth's water, what percentage is available for us to drink? r� 1/19/2010 D • 12 hours /day, 5 days /week R + � r JULY 10— AM 9 tom_ f Nell http: / /www.youtube.com/ watch ?v= zaogwgCrzxQ &feature = channel page 1/19/2010 1/19/2010 10 r WATER; DO MORE WITH LESS G 1/19/2010 11 • Many questions about: ■ Rebates ■ Ordinances ■ Allocations ■ Water sources • Some guests angry about: ■ Water rates if l ■ Conflicting watering schedules /restrictions f ■ Issues covered in local media ■ • Excited to tell us how they were saving water • Desalination - wanting us to do it sooner • Mentioned Ricki, School Program, Water Hero Program • Glad we were there; why aren't we doing more outreach ?`;fir r� f 1/19/2010 12 • Discussed water with more than 17,000 people • Held joint press event with more than 500 in attendance • More than 2,000 O.C. Water Hero kits distributed • Distributed thousands of conservation literature and giveaway items % • Retail water demand down 13% (July -Nov, 109) • Yorba Linda Water District down 14 %! r i ■ 1/19/2010 13 Meeting Date: Subject: ATTACHMENTS: 011110 FA - Minutes.doc ITEM NO. 11.2 AGENDA REPORT January 14, 2010 Finance - Accounting Committee (Sum merfield /Collett) Alternate: Mills Minutes of meeting held January 11, 2010 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled February 8, 2010 at 4:00 p.m. Description: FA Mtg Minutes 01/11/10 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE - ACCOUNTING COMMITTEE MEETING January 11, 2010 A meeting of the Finance - Accounting Committee was called to order by Director Summerfield 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 John W. Summerfield, Chair Ken Vecchiarelli, General Manager Director Ric Collett Cindy Navaroli, Interim Finance Director Sandi Van Etten, Senior Accountant 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. November 2009 Budget to Actual Results Ms. Navaroli noted that although revenues are behind prior year amounts at this time, they will likely catch up during the last six months of the fiscal year as the rate increase is now in full effect. She also indicated that the expenses appear to be mostly on target with budgeted amounts, and will be reevaluated next month in greater detail as we close the second quarter and review our mid -year budget status. 2.2. November 2009 Monthly Investment Report Ms. Navaroli presented the monthly investment report and noted that capital bond proceeds are being spent as projected and that there were no large variations in reserve levels. 3. DISCUSSION ITEMS 3.1. Retirement Alternatives (Verbal Report) Ms. Navaroli requested an additional month to complete the retirement alternatives survey, and also asked for more clarification on the financial analysis the Committee would like prepared. It was agreed that the survey would be presented at the February meeting, at which time the Committee will decide on alternatives that merit a more thorough financial analysis. 3.2. Monthly Portfolio Reports for December Ms. Navaroli noted that the yield on investments is still quite low and then introduced Mr. Keith Khorey, from Wells Capital Management, who discussed alternative investments such as CalTrust. The Committee asked Mr. Khorey to contact a representative from CalTrust and have them return next month to provide more information. 1 3.3. Inventory Surplussed in Compliance with Restrictive Lead Regulation Ms. Navaroli indicated that the restricted inventory was sold or disposed of by December 31, 2009, as required by California law. As expected, there was a loss on the disposal of the inventory. However some funds were recovered by selling the inventory to an out of state vendor and to in -state vendors for scrap. 3.4. Future Agenda Items and Staff Tasks Staff was directed to bring the results of the retirement alternatives survey to the next Committee meeting, and to put the CalTrust investment alternative on the next agenda if a representative is available to provide more information. 4. ADJOURNMENT 4.1. The Committee adjourned at 4:50 p.m. The next regular meeting of the Finance - Accounting Committee will be held February 8, 2010 at 4:00 p.m. 2 AGENDA REPORT Meeting Date: January 14, 2010 ITEM NO. 11.3 Subject: Personnel -Risk Management Committee (Collett/ ) Alternate: Summerfield Minutes of meeting held January 12, 2010 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled February 9, 2010 at 4:00 p.m. ATTACHMENTS: Description: Type: 011210 PRM - Minutes.doc PRM Mtg Minutes 01/12/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING January 12, 2010 A meeting of the Personnel -Risk Management Committee was called to order by Director Collett at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE Director Ric Collett, Chair Director Michael J. Beverage 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR STAFF Ken Vecchiarelli, General Manager Gina Knight, Human Resources Mgr 2.1. Medicare -Only Coverage Ms. Knight presented and discussed extending Medicare Only coverage to five (5) long -term dedicated employees who have served the District for more than twenty (20) years each. The Committee discussed the issue and recommends staff present repot to the Board of Directors at the next Board Meeting on January 28, 2010. 2.2. Review of Authorized Positions FY 2009/2010 Ms. Knight presented a proposal to reclassify two (2) employees from Maintenance Worker I to Maintenance Distribution Operator II positions. The Committee discussed the issue and recommends staff present a report to the Board of Directors at the next Board Meeting on January 28, 2010. 3. DISCUSSION ITEMS 3.1. Status of Risk Management Activities Staff gave an update on the department activity for the month of December. In addition, staff gave reported the status of both the Finance Director and the Public Information Specialist recruitments. 3.2. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at5:00 p.m. The next regular meeting of the Personnel -Risk Management Committee will be held February 9, 2010 at 4:00 p.m. 1 ITEM NO. 11.4 AGENDA REPORT Meeting Date: January 14, 2010 Subject: Planning- Engineering- Operations Committee (Mills /Summerfield) Alternate: Beverage Minutes of meeting held January 7, 2010 at 4:00 p.m. Meeting scheduled February 4, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 010710 - _Minutes.doc PEO Mtg Minutes 01/07/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING January 7, 2010 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 Director William R. Mills, Chair Director John W. Summerfield 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR STAFF Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Lee Cory, Operations Manager Ken Mendum, Ops Superintendent Joe Polimino, Project Engineer 2.1. Zone Reconfiguration Project Change Order No. 2 Mr. Conklin reported that a Revised Agenda Report for this item was prepared January 7, 2010 and copies were provided to the Committee. He indicated that per the revised agenda report, staff is requesting that the proposed change order item for contractor mobilization be delayed so that staff can continue to pursue agreement with the contractor on this item. Otherwise, staff is requesting approval of the other change order items presented. Following discussion, the Committee supported staff's recommendation as presented in the revised agenda item. 2.2. Amendment No. 1 to Professional Services Agreement — Design of Highland Booster Pump Station Replacement Mr. Conklin reported that design work on the new pump station is currently at the 70% completion level. He noted that during the design review and coordination process, District staff identified the need for additional design elements not in the original services agreement. At the request of the District, MWH provided a proposal for the additional requested design services. Following discussion, the Committee supported staff's recommendation for approval of Amendment No. 1, with exception of the pump test witnessing, a revision with which staff concurred. 2.3. Proposed Change Order No. 4 to Well Rehabilitation Contract Mr. Conklin reported on the status of the Well Rehabilitation Project, and current work on Well No. 5. As part of the discussion, the viability of using VFDs with electric -motor drives was suggested as a means to maximize discharge without air entrainment, for further consideration by staff. Following discussion, the Committee supported staff's recommendation for approval of Change Order No. 4 in the amount of $36,185. 1 3. DISCUSSION ITEMS 3.1. Monthly Groundwater Production and Purchased Water Report. Mr. Vecchiarelli reported on groundwater and import water purchases for the month of December. He noted that for the month District demands were 13% below the budget projection, and that for the first six months of FY 09/10, the District is 4.2% below the budget projection, which equates to 14.2% below our historical use for this time period. 3.2. Monthly Preventative Maintenance Program Report. Mr. Mendum reported on PM status through December 2009. He noted that we are close to our target levels for most of the maintenance tasks and that resources will be redirected to focus on maintenance categories that are currently below target levels. Mr. Cory and Mr. Mendum predicted the District would reach the 75% target goals by March 2010. 3.3. Monthly Groundwater Producers Meeting Report Mr. Conklin reported on the Groundwater Producers Meeting for December 2009. A written summary report was included with the committee agenda packets. 3.4. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects in planning, design and construction through December 2009. An updated matrix was included with the committee agenda packets. 3.5. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting was adjourned at 4:56 p.m. The next regular meeting of the Planning- Engineering- Operations Committee will be held February 4, 2010 at 4:00 p.m. 2 ITEM NO. 11.5 AGENDA REPORT Meeting Date: January 14, 2010 Subject: Public Information - Technology Committee (Beverage/ ) Alternate: Summerfield Minutes of the meeting held January 5, 2010 at 4:00 p.m. Meeting scheduled February 2, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: 010510 PIT _- _Minutes.doc PIT Mtg Minutes 01/05/10 Type: Report(s) MINUTES OF THE YORBA LINDA WATER DISRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING January 5, 2010 A meeting of the Public Information - Technology 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, Alternate Pat Grady, Assistant General Manager Art Vega, IS Administrator 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Water Bill Redesign Mr. Grady presented two water bill redesign options for the Committee to consider. Following discussion, the Committee supported the water bill with the primary color of blue. The Committee requested that a proof of the water bill be developed by Infosend and presented at the next Committee meeting for consideration. 3. DISCUSSION ITEMS 3.1. Winter Newsletter — DRAFT Mr. Grady presented a draft of the winter newsletter. The committee approved the newsletter with minor modifications. The newsletter is scheduled to be mailed no later than mid - February /2010. 3.2. Conservation Ordinance Monthly Statistics Mr. Vecchiarelli presented the conservation ordinance statistics through the month of December /2009. The Committee recommended a format modification to the report. 3.3. Automated Vehicle Locator (AVL) Pilot Program Mr. Grady indicated that the District is implementing a pilot program for installing GPS units, initially on ten District vehicles. Should the program be successful, the remaining fleet will acquire GPS units in FY 2010/11. Staff is currently requesting quotations from three vendors and the pilot program is scheduled to be operational by mid - February/2010. 1 3.4. IT Projects Monthly Status Mr. Grady reviewed the monthly status report. The Committee discussed progress of the implementation project for the new financial and utility billing software. The Committee also requested that additional details be included on future status reports. 3.5. Future Agenda Items and Staff Tasks Mr. Vecchiarelli reported that Staff is preparing material to notify the public of the upcoming Metropolitan Water District import water shut -down scheduled from January 25 -31, 2010. 4. ADJOURNMENT 4.1. The meeting was adjourned at 4:50 p.m. The next regular meeting of the Public Information - Technology Committee will be held February 2, 2010 at 4:00 p.m. 2 ITEM NO. 13.1 AGENDA REPORT Meeting Date: January 14, 2010 Subject: Meetings from January 15, 2010 - February 28, 2010 ATTACHMENTS: Description: Type: BOD Activity Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activitv Calendar Event Date Time Attendance by: January 2010 Exec - Admin- Organizational Committee Meeting Tue, Jan 19 4:OOPM Mills /Beverage Yorba Linda City Council Tue, Jan 19 6:30PM Summerfield MWDOC Board Wed, Jan 20 8:30AM Staff OCWD Board Wed, Jan 20 5:OOPM Staff Citizens Advisory Committee Meeting Mon, Jan 25 8:30AM Mills MWDOC /OCWD Ad Hoc Committee Meeting Tue, Jan 26 4:OOPM Mills /Beverage Yorba Linda Planning Commission Wed, Jan 27 7:OOPM Collett Board of Directors Regular Meeting Thu, Jan 28 8:30AM Collett February 2010 Public Information - Technology Committee Meeting Tue, Feb 2 4:OOPM Beverage/ Yorba Linda City Council Tue, Feb 2 6:30PM Mills MWDOC /MWD Workshop Wed, Feb 3 7:30AM Staff OCWD Board Wed, Feb 3 5:OOPM Staff Planning- Engineering- Operations Committee Meeting Thu, Feb 4 4:OOPM Mills /Summerfield Finance - Accounting Committee Meeting Mon, Feb 8 4:OOPM Summerfield /Collett Personnel -Risk Management Committee Meeting Tue, Feb 9 4:OOPM Collett/ Yorba Linda Planning Commission Wed, Feb 10 7:OOPM Collett Board of Directors Regular Meeting Thu, Feb 11 8:30AM Holiday Mon, Feb 15 7:30AM District Offices Closed Exec - Admin- Organizational Committee Meeting Tue, Feb 16 4:OOPM Mills /Beverage Yorba Linda City Council Tue, Feb 16 6:30PM Summerfield MWDOC Board Wed, Feb 17 8:30AM Staff OCWD Board Wed, Feb 17 5:OOPM Staff Citizens Advisory Committee Meeting Mon, Feb 22 8:30AM Yorba Linda Planning Commission Wed, Feb 24 7:OOPM Board of Directors Regular Meeting Thu, Feb 25 8:30AM 1 i8,2010 3:35:38 PM