HomeMy WebLinkAbout2011-02-10 - Board of Directors Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, February 10, 2011, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Michael J. Beverage, President
Phil Hawkins, Vice President
Ric Collett
Robert R. Kiley
Gary T. Melton
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 Board of Directors Regular Meeting Held January 26, 2011
Recommendation: That the Board of Directors approve the minutes as presented.
6.2. Minutes of the Board of Directors Special Meeting Held January 29, 2011
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 $1,398,807.14.
6.4. Financial Statements for the Period Ending December 2010
Recommendation: That the Board of Directors receive and file the Financial
Statements for the period ending December 2010.
6.5. Investment Report for the Period Ending December 2010
Recommendation: That the Board of Directors receive and file the Investment
Report for the period ending December 2010.
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. Amendment No. 3 to MWH Americas Professional Services Agreement - Construction
Support Services for the Highland Booster Pump Station Replacement
Recommendation: That the Board of Directors approve Amendment No. 3 to the
Professional Services Agreement (PSA) with MWH Americas, in the amount of
$219,791, for additional construction support services for the Highland Booster
Pump Station Replacement and Expansion Project, Job No. 200814.
7.2. Board of Directors Compensation
Recommendation: That the Board of Directors review and consider adjusting their
compensation rate for the upcoming year.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
8.2. Directors' Reports
CRWUA Conference - December 15-17, 2010 (Beverage, Kiley, Melton)
Video "Managing a River of Issues" (15 min)
8.3. General Manager's Report
• State Mandated Costs Reimbursement Program
8.4. General Counsel's Report
8.5. Future Agenda Items and Staff Tasks
9. COMMITTEE REPORTS
9.1. Executive Administrative-Organizational Committee
(Beverage/Hawkins)
• Minutes of meeting held February 4, 2011 at 11:30 a.m. (To be provided at the
meeting.)
• Meeting scheduled February 15, 2011 at 4:00 p.m.
9.2. Finance-Accounting Committee
(Collett/Kiley)
Minutes of meeting held February 7, 2011 at 8:00 a.m. (To be provided at the meeting.)
Meeting scheduled March 14, 2011 at 4:00 p.m.
9.3. Personnel-Risk Management Committee
(Kiley/Beverage)
Minutes of meeting held February 8, 2011 at 4:00 p.m. (To be provided at the meeting.)
Meeting scheduled March 8, 2011 at 4:00 p.m.
9.4. Planning-Engineering-Operations Committee
(Melton/Collett)
Minutes of meeting held February 3, 2011 at 4:00 p.m.
Meeting scheduled March 3, 2011 at 4:00 p.m.
9.5. Public Information-Technology Committee
(Hawkins/Melton)
Minutes of meeting held February 7, 2011 at 4:00 p.m. (To be provided at the meeting.)
Meeting scheduled March 7, 2011 at 4:00 p.m.
9.6. MWDOC/OCWD Ad Hoc Committee
(Beverage/Hawkins)
• Meeting scheduled March 22, 2011 at 4:00 p.m.
9.7. Citizens Advisory Committee
(Beverage)
• Meeting scheduled February 28, 2011 at 8:30 a.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. YL Planning Commission - January 26, 2011 (Collett)
10.2. ISDOC - January 27, 2011 (Beverage)
10.3. YL City Council - February 1, 2011 (Melton)
10.4. MWDOC/MWD Workshop - February 2, 2011 (Melton)
10.5. OCWD Board -February 2, 2011 (Kiley)
10.6. WACO -February 4, 2011 (Kiley)
10.7. YL Planning Commission - February 9, 2011 (Collett)
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from February 11, 2011 - March 31, 2011
12. CONFERENCES AND SEMINARS
12.1. WEF Lower Colorado River Tour - March 16-18, 2011
Recommendation: That the Board of Directors authorize Director attendance at the
above listed event.
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 - 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)
Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968)
Name of Case: Rodriguez vs. YLWD, et al (OC Superior Court - Case No. 00333938)
Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior
Court - Case No. 00348304)
Name of Case: Buc vs. YLWD (OC Superior Court - Case No. 00409755)
Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD (OC
Superior Court - Case No. 00425404)
Name of Case: First American Specialty Insurance Company vs. YLWD (OC Superior
Court - Case No. 00439702)
14. ADJOURNMENT
14.1. A workshop meeting of the Board of Directors will be held February 17, 2011 at 8:00
a.m. The next regular meeting of the Board of Directors will be held February 24, 2011
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: February 10, 2011
Subject: Minutes of the Board of Directors Regular Meeting Held January 26, 2011
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Narne: Description: Type:
012611 BOD - Minutes.doc BOD Mtg Minutes 01/26/11 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
RC/PH 5-0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
January 26, 2011
1. CALL TO ORDER
The January 26, 2011 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Beverage at 8:33 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
Michael J. Beverage, President Ken Vecchiarelli, General Manager
Robert R. Kiley Steve Conklin, Engineering Manager
Gary T. Melton Lee Cory, Operations Manager
Gina Knight, Human Resources Mgr
Stephen Parker, Finance Director
Damon Micalizzi, PI Officer
Harold Hulbert, Operations Assistant
Annie Alexander, Executive Secretary
DIRECTORS ABSENT pu.
Phil Hawkins, Vice President
Ric Collett 9
OTHER VISITORS
Mark Schock, Resident
4. ADDITIONS/DELETIONS TO THE AGENDA
President Beverage announced that the CRWUA Conference report and related
video listed under Item No. 8.2. would be moved to the next agenda as Directors
Hawkins and Collett were not in attendance.
5. PUBLIC COMMENTS
None.
6. CONSENT CALENDAR
On a motion by Director Melton, seconded by Director Kiley, the Board voted 3-0
to approve the Consent Calendar.
6.1. Minutes of the Regular Board of Directors Meeting Held January 13, 2011
Recommendation. That the Board of Directors approve the minutes as
presented.
1
6.2. Minutes of the Board of Directors Workshop Meeting Held January 20,
2011
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 $498,486.68.
7. ACTION CALENDAR
7.1. Emergency Response & Operation Plan Update
Mr. Hulbert explained that the Employee Emergency Management
Committee (EEMC) had reviewed the District's Emergency Response and
Operations Plan and recommended development of a new plan to comply
with the latest State and Federal guidelines. Staff contacted three
consultants to assist with this process of which only one, Emergency
Planning Consultants, responded with a proposal. Staff then contacted
another consultant, Willdan Homeland Solutions, who also provided a
proposal. The EEMC reviewed both proposals and have recommended
that an agreement be entered into with Willdan Homeland Solutions to
perform the update of the District's emergency response plan. Mr.
Vecchiarelli then clarified that the agreement would be subject to review
and approval as to form by General Counsel.
On a motion by Director Kiley, seconded by Director Melton, the Board
voted 3-0 to authorize the General Manager to enter into a Professional
Services Agreement with Willdan Homeland Solutions to update the
District's Emergency Response & Operations Plan, at a cost not to exceed
$33,832.
Mr. Hulbert left the meeting at this time.
7.2. California Employers' Retirement Benefit Trust Fund
Mr. Parker explained that with the implementation of GASB 45, the District
must report its annual Other Post Employment Benefits (OPEB)
obligations on the District's financial statements. This year's contribution
has been estimated to be approximately $110,000, which must be placed
in an irrevocable trust and restricted for OPEB purposes or it will continue
to accumulate as a growing liability. Mr. Parker then responded to
questions from the Board regarding the number of other agencies
currently participating in the program. Mr. Vecchiarelli added that the
District would not be able to use this fund to gain interest on other
investments as it is limited to the total liability for OPEB purposes only.
2
On a motion by Director Kiley, seconded by Director Melton, the Board
voted 3-0 on a Roll Call vote to authorize the President to. (1) execute a
CERBT Program Agreement and Election of YLWD to Prefund Other Post
Employment Benefits through CaIPERS, subject to review and approval
as to form by legal counsel; and (2) approve a Resolution of the Board of
Directors to delegate authority to request disbursements from the trust,
exclusively for payment or reimbursement of OPEB expenses.
8. REPORTS, INFORMATION ITEMS AND COMMENTS
8.1. President's Report
President Beverage requested that those Board members who had not
returned their survey responses from the Strategic Planning meeting to
please do so. President Beverage then commented that a new Council
member for the City of Placentia had requested a tour of the District's
facilities on Thursday, February 3, 2011 at 11:00 a.m. President
Beverage then suggested that this tour be agendized so that YLWD Board
members could attend as well. President Beverage then reminded the
Directors that their Form 460/470 was due at the end of the month.
8.2. Directors' Reports
CRWUA Conference - December 15-17, 2010 (Beverage, Kiley, Melton)
Video "Managing a River of Issues" (15 min)
This item was moved to the next agenda.
8.3. General Manager's Report
None.
8.4. Future Agenda Items and Staff Tasks
Director Melton questioned if Mr. Schock's written comments at a recent
Planning-Engineering-Operations Committee had been forwarded to the
Public Information-Technology (PIT) Committee for consideration. Mr.
Vecchiarelli confirmed that the PIT Committee would address this matter
at a future meeting. President Beverage then requested that the District's
cell phone policy and budget also be reviewed at a future PIT Committee
meeting.
9. COMMITTEE REPORTS
9.1. Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Minutes of the meeting held January 18, 2011 were provided at the
meeting. Directors Beverage and Hawkins attended. Matters discussed
during the meeting were as follows: Alternative Work Schedule; Board of
Directors and Committee Meeting Minutes; Board of Directors
Compensation; Board of Directors Travel Expense Reimbursement Policy;
District Purchasing Policy; Customer Service Feedback Report; Employee
Productivity-Innovation-Communications Committee Activities Report;
3
General Counsel's Monthly Summary Report; Director's and General
Manager's Fees and Expenses (Oct-Dec 2010); and Water Conservation
Ordinance.
Meeting scheduled February 4, 2011 at 11:30 a. m.
9.2. Finance-Accounting Committee
(Collett/Kiley)
Meeting scheduled February 7, 2011 at 8:00 a.m.
9.3. Personnel-Risk Management Committee
(Kiley/Beverage)
Meeting scheduled February 8, 2011 at 4:00 p.m.
9.4. Planning-Engineering-Operations Committee ,
(Melton/Collett)
Meeting scheduled February 3, 2011 at 4:00 p.m.
9.5. Public Information-Technology Committee
(Hawkins/Melton)
Meeting scheduled February 7, 2011 at 4:00 p.m.
9.6. MWDOC/OCWD Ad Hoc Committee
(Beverage/Hawkins)
Minutes of the meeting held January 25, 2011 were provided at the
meeting. Directors Beverage and Melton attended. Matters discussed
during the meeting were as follows: Water Supply Conditions;
MWDOC/Member Agencies Settlement Agreement Status; OC-51
Progress; and OCWD Annexation and Potential Well Sites.
Meeting scheduled March 22, 2011 at 4:00 p.m.
9.7. Citizens Advisory Committee
(Beverage)
Minutes of the meeting held January 24, 2011 were provided at the
meeting. Director Beverage attended. Matters discussed during the
meeting were as follows: Citizen Advisory Committee Structure, Re-
Organization and Membership; City of Yorba Linda Sewer Transfer; Board
of Directors and Committee Meeting Minutes; and Alternative Work
Schedule.
Meeting scheduled February 28, 2011 at 8:30 a.m.
4
10. INTERGOVERNMENTAL MEETINGS
10.1. YL City Council - January 18, 2011 (Melton)
Director Melton attended and reported that the majority of the meeting was
public comments related to the proposed equestrian center.
10.2. MWDOC Board - January 19, 2011 (Melton/Staff)
Director Melton attended and reported that the MWDOC Board discussed
candidates for the LAFCO seat and voted to suspend an increase in
Directors' compensation. The MWDOC Board also voted to re-elect the
same President and Vice President for the upcoming year.
10.3. OCWD Board - January 19, 2011 (Kiley/Staff)
Director Kiley attended and reported that the OCWD Board also discussed
candidates for the LAFCO seat with no consensus.
10.4. YL Planning Commission - January 26, 2011 (Collett)
This item will be was moved to the next agenda as Director Collett was not
in attendance to provide his report.
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from January 28, 2011 - February 28, 2011
The Board reviewed the listed meetings and made no additional changes.
12. CONFERENCES AND SEMINARS
12.1. MWDOC Water Policy Forum & Dinner - February 24, 2011 (Kiley)
MWDOC Inspection Trip of the State Water Project and Sacramento-San
Joaquin Delta -February 25-26, 2011 (Kiley/Melton)
ACWA DC Conference - March 1-3, 2011
President Beverage removed the ACWA DC conference from the agenda.
On a motion by Director Melton, seconded by Director Kiley, the Board
voted 3-0 to authorize Director attendance at the above listed events with
the exception of the ACWA DC Conference.
Mr. Schock addressed the Board and requested that when a special meeting was
scheduled the minutes identify its purpose.
5
13. ADJOURNMENT
13.1. The meeting was adjourned at 9:34 a.m. A special meeting of the Board
of Directors will be held January 29, 2011 at 9:00 a.m. The next regular
meeting of the Board of Directors will be held February 10, 2011 at 8:30
a. m.
Ken Vecchiarelli
Board Secretary
6
ITEM NO. 6.2
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Minutes of the Board of Directors Special Meeting Held January 29, 2011
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Narne: Description: Type:
012911 BOD - Minutes.doc BOD Mtg Minutes 01/29/11 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
RC/PH 5-0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS SPECIAL MEETING
January 29, 2011
1. CALL TO ORDER
The January 29, 2011 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Beverage at 9:00 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
Michael J. Beverage, President Ken Vecchiarelli, General Manager
Phil Hawkins, Vice President Gina Knight, Human Resources Mgr
Ric Collett
Robert R. Kiley
Gary T. Melton
OTHER VISITORS
Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore
4. PUBLIC COMMENTS
None.
5. CONFERENCES AND SEMINARS
5.1. WACO - February 4, 2011
On a motion by Director Hawkins, seconded by Director Collett, the Board
voted 5-0 to authorize Director Kiley to attend the above listed meeting.
Director Kiley announced that he would not be able to attend the OCWD
Board meeting on February 2, 2011. Mr. Vecchiarelli will review the
agenda and arrange for staff or another Director to attend in Director
Kiley's place if needed. Director Kiley also announced the he would not
be able to attend the Yorba Linda Planning Commission meeting on
February 9, 2011. Director Collett will attend in Director Kiley's place and
Director Kiley will attend the Planning Commission meeting on February
23, 2011.
1
6. CLOSED SESSION
The meeting was adjourned to Closed Session at 9:07 a.m. All Directors were
present. Also present was Mr. Vecchiarelli.
6.1. Conference with Real Property Negotiators
Pursuant to Section 54956.8 of the California Government Code
Property: 4622 Plumosa Drive, Yorba Linda CA
Agency Negotiators: Ken Vecchiarelli
Negotiating Parties: City of Yorba Linda
Under Negotiation: Price and Terms of Payment
Mr. Vecchiarelli left the Closed Session at 9:28 a.m. Ms. Knight and Mr.
Kreisler joined the Closed Session at this time.
6.2. Public Employee Performance Evaluation
Pursuant to Section 54957 of the California Government Code
Title: General Manager
The Board reconvened in Open Session at 11:42 a.m. President Beverage
announced that no action was taken during either Closed Session that was
required to be reported under the Brown Act.
7. ADJOURNMENT
7.1. The meeting was adjourned at 11:43 a.m. A special meeting of the Board
of Directors to conduct a facilities tour was scheduled for February 3, 2011
at 11:00 a.m. It was determined that no meeting would be held or
44- agendized as a quorum of the Directors would not be in attendance. The
next regular meeting of the Board of Directors is scheduled for February
10, 2011 at 8:30 a.m.
,4.
Ken Vecchiarelli
Board Secretary
2
ITEM NO. 6.3
AGENDA REPORT
Meeting Date: February 10, 2011 Budgeted: Yes
Total Budget: N/A
To: Board of Directors Cost Estimate: $1,398,807.14
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Stephen Parker, 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 Board of Directors' approval.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $1,398,807.14.
DISCUSSION:
The wire transfers on this disbursement list are as follows: A wire of $858,004.20 to OCWD for June
through December 2010 Replenishment Assessment; and, a wire of $67,376.64 to OCWD for 2009-
2010 Annexation Charge. The balance of $235,035.78 is routine invoices. The Accounts Payable check
register total is $1,160,416.62; Payroll No. 2 total is $238,390.52; and, the disbursements of this agenda
report are $1,398,807.14. 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:
Nan-le. Description: Type:
CkReg21011_BOD.pdf Check Register Backup Material
11-CS 210.doc Cap Sheet Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
RC/PH 5-0
Yvrba Linda Water District
Check Register
For Checks Dated: 1/28/2011 thru 2/10/2011
Check No. Date Vendor Name Amount Description [$25k or greater)
55791 02/10/2011 Abbott Staffing Group 4,561.10
55 /92 02/10/2011 ACWA-Assn Of Ca Water Agencies 895.00
55793 0213012011 Anixter Inc. 5,680.71
55794 02/10/2011 Answer One Communications 452.33
55613 02/02/2011 Anthem Blue Cross EAP -158.40
55795 02/10/2011 Anthem Blue Cross EAP 158.40
55796 02/10/2011 Appleone Employment Services 2,142.67
55797 0211012011 Aqua-Metric Sales Co. 14,777.00
55798 02/10/2011 Aramark 462.91.
55799 02/10/2011 Arrow Hardware 174.83
55800 02/10/2011 Associated Lahoratories 2,362.10
55802 0211012011 AT & T 45.02
55801 02/10/2011 AT & T- Calnet2 3,278.85
55803 02/10/2011 AWWA - Dues 95.00
55804 02/10/2011 Bell Pipe & Supply 343.27
55811. 0211012011 C. Wells Pipeline 619.88
55805 02/10/2011 Calif Special Districts Assr) 725.00
5580E 02/10/2011 Chuck Maddox 235.00
55807 0211012011 City Of Placentia 717.50
55808 0211012011 Cla-Val Co. 504.65
55809 0211012011 Coastline Equipment 532.27
55812 02/10/2011 Danpelo Co. 257.63
55813 0211012011 Dell Marketing l..P. 39.14
55814 02/10/2011 Delta Care USA 316.01
55815 0211012011 OLT Solutions, Inc. 1,036.22
55816 02/10/2011 Doug A. Baker 89.25
5581/ 02/10/2011 Eisel Enterprises, Inc. 563.32
55818 02/10/2011 Elite Equipment Inc, 117.18
55819 0211012011 Embassy Suites Monterey Bay - Seaside 447.94
55820 02/10/2011 ENV Services, Inc. 190.00
55821 02/10/2011 Federal Express 132.57
5:5822 02/10/2011 Fullerton Paint & Flooring 36.57
55823 02/10/2011. Haaker Equipment Co. 11,644.64
55824 02/10/2011 HAITB3INK ASPHALT PAVING INC. 11,432.68
55825 07/10/2011 Home Depot Credit Services 71.64
55826 02/10/2011 ID Modeling, Inc. 33,530.00 Sewer Master Plan consulting
55827 02/10/2011 Infosend Inc. 5,201.23
55789 01/28/2011 ISDOC (Independent Special Dist OC) 16.00
55873 02/10/2011 JAMES JENNISON 977.38
55828 02/10/2011 Jahn Decrisr_in 90.00
55830 02/10/2011 Joyce (Dale Consulting, Inc. 772.63
55831 02/10,/2011 Kenneth R. Vecchiarelli 79.87
55832 02/10/2011 Konica Minolta Business 312.48
55833 0211.012011 Lawyers Title Company 500.00
55834 02/10/2011 Leighton Consulting, Inc. 1,098.00
55835 0211012011 Liebert Cassidy Whitmore 2,759.00
54909 01/28/2011 Maria Torres -180.24
55836 0211012011 Mc Fadden-Dale Hardware 215.38
55837 0211012011 Mc Master Carr Supply Co. 496.82
55810 0211012011 Merging Communications, Inc. 271.25
55838 02110/2011 Michael J. Beverage 74.48
55839 0211012011 Microsoft Corporation 488.29
55840 02/1.0/2011 Miguel Serna 1,944.08
55872 02/10/2011 MONIQUE WILSON-EDGMON 90.60
55841 02/10/2011 Municipal Water District 75.00
55842 0211012011 Muzak LLC 68.51
55843 0211012011 Nickey Petroleum Co 4,533.70
55844 0211012011 Norman A. Traub Associates 2,219.80
55845 02/10/2011 Office Solutions 244.00
55846 02/10/2011 One Source Distributors, LLC 1,32118
54:367 01/28/2011 ONLINE Collections 54.96
W12811 01/28/2011 Orange County Water District 858,004.20 Replenishmt Assessmt Jul-Dec
W12811A 01/28/2011 Orange County Water District 67,376.64 Annexation charge 2009 2010
55847 0211.012011 Orvar Electronics 125.85
55851 02/10/2011 P.T.I. Sand & Gravel, Inc. 595.29
55848 021101201.1 Pacific Parts & Controls, Inc. 861,60
55849 02/10/2011 Peggy McClure 110.00
55829 02/10/2011 Pollard Water.com 448.18
55850 02/10/2011 Praxair Distribution 296.66
55854 6211012011 R J Services, Inc 2,691.00
55852 02/10/2011 RBF Consulting 7,268.59
55853 02/10/2011 Red Wing Shoe Store - Orange 176.00
55855 0211012011 RKI Engineering, LLC 2,100.00
55356 02/10/2011 Security Solutions 1,440.00
55857 0211012011 Shred-It USA Inc 75.32
55790 01/28/2011 Southern Calif Edison Co- 1,998.97
55858 02/10/2011 Southern Calif Edison Co. 36,420.27 Flectrical charges Jan;sary
55859 02/10/2011 Southern Calif Gas Co. 3,636.84
55860 02/101201.1 Staples Business Advantage 184.90
55861 02/10/2011 Stater Bros. Markets 42.44
55862 02/10/2011 Stephen Parker/ Petty Cash 110.17
55863 02/10/2011 Tab Products Co. 547.91
55864 02/10/2011 Tetra Tech, Inc-,. 13,698.50
55874 02/10/2011 ULVEN ENTERPRISES INC DBA CHRI 837.18
55865 02/10/2011 United Industries 139.10
55866 02/'0/2011 United Traffic Services & Supply 415.64
55867 02/10/2011 Ureno Tree Service 600.00
55875 0211017011 Viewer Central, Inc. 399.00
55868 02/10/2011 Village Nurseries 84.83
55869 02/10/2011 Wells Supply Co 16,031.40
55876 02/10/2011 Westin Engineering, Inc. 20,169.06
55870 0211012011 Westside Building Material 37:3.76
55871 0211012011 Xerox Corporation 1,051.02
Total $1,160,496.62
February 10, 2011
CHECK NUMBERS:
Void Checks 54367, 54909
And 55616 $ (393.60)
Manual Checks 55789-55790 $ 2,014.97
Computer Checks 55791-55876 $ 233,414.41
$ 235, 035.78
WIRES:
W-12811 OCWD $ 858,004.20
W-12811A OCWD $ 67,376.64
$ 925, 380.84
TOTAL OF CHECKS AND WIRES $ 1,160,416.62
PAYROLL NO. 2:
Computer Checks 4783- 4786
Manual Checks 4787- 4798 $ 238,390.52
DISBURSEMENT TOTAL: $ 1,398,807.14
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF FEBRUARY 10, 2011
ITEM NO. 6.4
AGENDA REPORT
Meeting Date: February 10, 2011 Budgeted: Yes
Total Budget: $31,350,527 (Full
Year)
To: Board of Directors Cost Estimate: $14,987,919 (Half
Year)
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Director
Reviewed by Legal: N/A
Prepared By: Delia Lugo, Senior Accountant
Subject: Financial Statements for the Period Ending December 2010
SUMMARY:
Presented are the Period Ending December 2010 Financial Statements for the Water Fund, Sewer
Fund and Consolidated (combined) Funds.
STAFF RECOMMENDATION:
That the Board of Directors receive and file the Financial Statements for the period ending
December 2010.
DISCUSSION:
The Period Ending December 2010 Water Fund, Sewer Fund, and Consolidated (Water and Sewer
combined) financial statements are presented for review and approval. Each statement is presented
with the year-to-date total for the current fiscal year's second quarter and a year-to-date percentage
as a result to the 2010/11 annual budget.As of December 31, one half of the fiscal year has been
completed and in general expectations should reflect that 50% of annual budgeted revenues and
expenses have been met. However, some items such as water revenues, insurance, variable costs,
fees and permits, and materials are not received nor spent evenly throughout the year. Seasonal
trends and timing of payments affect how budgeted items are reflected on the statements, therefore
the comparison percentage of the annual budget for some line items may be higher or lower than
generally expected.
Water operating revenue is only 50.4% of annual budget, which is lower than a normal average of
55%, mostly due to cooler weather through the summer and higher precipitation in November and
December. The budget was based on 15% conservation (reduced demands), and through
December customers demands are down by 25%, which is a two thirds increase over the target
percentage. While this results in lower than expected revenues, it also equates to lower variable
costs, which make up over one half of all District operating expenses.
Variable water costs as a percentage of budget are higher than operating revenues. This is
primarily the result of the District's operational strategy to purchase a higher percentage of import
water in the first six months of the fiscal year, to take advantage of the current import water rates
prior to Metropolitan Water District of Southern California's 7.5% rate increase, which was
implemented on January 1, 2011.
PRIOR RELEVANT BOARD ACTION(S):
The Financial Statements for the period ending September 30, 2010 were received and filed by the
Board of Directors on November 10, 2010.
ATTACHMENTS:
fame: 1. osci'ip pion: 1 ype,
Water Sewer Second Qtr 2010-11.xls Consolidated Statement for Period Ending December Backup Material
2010
Water Second Quarter 2010-11.xls Water Statement For Period Ending December 2010 Backup Material
Sewer second Qtr 2010-11.xls Sewer Statement for Period Ending December 2010 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
RC/PH 5-0
Yorba Linda Water District
Consolidated Financial Report
Water & Sewer Funds
For The Period Ending December 31, 2010
Annual YTD % of
Budget YTD Under/(Over) Annual
FY 10/11 FY 2010-11 Budget Budget
Revenue (Operating):
Water Revenue (Consumption & Flat Charge) $25,672,831 $12,937,224 $12,735,607 50.39%
Sewer Revenue 1,235,402 669,471 $565,931 54.19%
Other 714,221 493,329 $220,892 69.07%
Total Operating Revenue: 27,622,454 14,100,024 13,522,430 51.05%
Expenses (Operating):
Variable Water Costs (G.W., Import & Power) 12,667,236 6,624,533 6,042,703 52.30%
Salary Related Expenses 7,624,683 3,172,766 4,451,917 44.80%
Supplies & Services 3,996,585 1,568,385 2,428,200 39.24%
Depreciation & Amortization 5,017,876 2,614,522 2,403,354 52.10%
Total Operating Expenses: 29,306,380 13,980,206 15,326,174 47.70%
Operating Income (Loss) (1,683,926) 119,818 (1,803,744) -7.12%
Revenue (Non-Operating):
Interest and Investments 156,000 133,430 22,570 85.53%
Property Taxes 1,206,000 650,807 555,193 53.96%
Other 126,133 349,762 (223,629) 277.30%
Total Non-Operating Revenue: 1,488,133 1,133,999 354,134 76.20%
Expenses (Non-Operating):
Interest on Long Term Debt (1,940,954) (961,401) (979,553) 49.53%
Other Expense (103,193) (46,312) (56,881) 44.88%
Total Non-Operating Expenses: (2,044,147) (1,007,713) (1,036,434) 49.30%
Non-Operating Income (Loss) (556,014) 126,286 (682,300) -22.71%
Net Income (Loss) ($2,239,940) $246,104 ($2,486,044) -10.99%
Contributed Capital 145,860 445,168 (299,308) 305.20%
Capital - Direct Labor - (243,128) 243,128
Yorba Linda Water District
Water Fund
For The Period Ending December 31, 2010
FY 2011 YTD % of
Annual Actual Under/(Over) Annual
Budget YTD Budget Budget
Revenue (Operating):
Water Revenue (Residential) $ 17,248,481 $ 8,249,799 $ 8,998,682 47.83%
Water Revenue (Commercial & Fire Det.) 1,522,341 969,312 553,029 63.67%
Water Revenue (Landscape/Irrigation) 3,588,335 2,120,988 1,467,347 59.11%
Water Revenue (Service Charge) 3,313,674 1,597,125 1,716,549 48.20%
Other Operating Revenue 701,089 482,127 218,962 68.77%
Total Operating Revenue: 26,373,920 13,419,351 12,954,569 50.88%
Expenses (Operating):
Variable Water Costs (G.W., Import & Power) 12,666,536 6,624,215 6,042,321 52.30%
Salary Related Expenses 6,809,598 2,821,195 3,988,403 44.97%
Supplies & Services:
Communications 374,576 117,903 256,673 31.48%
Contractual Services 707,007 347,892 359,115 49.21%
Data Processing 109,596 34,622 74,974 31.59%
Dues & Memberships 30,778 19,832 10,946 64.44%
Fees & Permits 44,020 37,719 6,301 85.69%
Board Election 72,800 - 72,800 0.00%
Insurance 314,314 163,174 151,140 51.91%
Materials 337,800 199,849 137,951 59.16%
District Activities, Emp Recognition 11,648 4,493 7,155 38.57%
Maintenance 325,227 49,276 275,951 15.15%
Non-Capital Equipment 92,611 25,987 66,624 28.06%
Office Expense 41,221 13,690 27,531 33.21%
Professional Services 638,224 188,433 449,791 29.52%
Training 45,735 9,170 36,565 20.05%
Travel & Conferences 40,602 9,572 31,030 23.58%
Uncollectible Accounts 45,955 5,612 40,343 12.21%
Utilities 111,930 51,369 60,561 45.89%
Vehicle Equipment 256,302 105,379 150,923 41.12%
Supplies & Services Sub-Total 3,600,346 1,383,972 2,216,374 38.44%
Depreciation & Amortization 4,403,257 2,313,596 2,089,661 52.54%
Total Operating Expenses 27,479,737 13,142,978 14,336,759 47.83%
Operating Income (Loss) (1,105,817) 276,373 (1,382,190) -24.99%
Revenue (Non-Operating):
Interest 142,000 122,408 19,592 86.20%
Property Taxes 1,206,000 650,807 555,193 53.96%
Other Non-Operating Revenue 100,687 336,102 (235,415) 333.81%
Total Non-Operating Revenue: 1,448,687 1,109,317 339,370 76.57%
Expenses (Non-Operating):
Interest on Long Term Debt (1,940,954) (961,401) (979,553) 49.53%
Other Expense (102,193) (38,445) (63,748) 37.62%
Total Non-Operating Expenses: (2,043,147) (999,846) (1,043,301) 48.94%
Non-Operating Income (Loss) (594,460) 109,471 (703,931) -18.42%
Total Income (Loss) $ (1,700,277) $ 385,844 (2,086,121) -22.69%
Contributed Capital $ 92,807 $ 118,531 $ (25,724) 127.72%
Capital - Direct Labor - $ (240,830) $ 240,830
Yorba Linda Water District
Sewer Fund
For The Period Ending December 31, 2010
FY 2011 YTD % of
Annual Actual Under/(Over) Annual
Budget YTD Budget Budget
Revenue (Operating):
Sewer Charge Revenue $ 1,132,574 $ 612,693 $ 519,881 54.10%
Locke Ranch Assessments 102,828 56,778 46,050 55.22%
Other Operating Revenue 13,132 11,202 1,930 85.30%
Total Operating Revenue: 1,248,534 680,673 567,861 54.52%
Expenses (Operating):
Variable Costs (Power) 700 318 382 45.43%
Salary Related Expenses 815,085 351,571 463,514 43.41%
Supplies & Services:
Communications 39,284 11,842 27,442 30.14%
Contractual Services 61,478 32,169 29,309 52.33%
Data Processing 10,839 3,425 7,414 31.60%
Dues & Memberships 3,340 2,105 1,235 63.02%
Fees & Permits 6,382 4,212 2,170 66.00%
Board Election 7,200 - 7,200 0.00%
Insurance 31,086 16,139 14,947 51.92%
Materials 18,815 13,999 4,816 74.40%
District Activities 1,152 444 708 38.54%
Maintenance 41,973 28,991 12,982 69.07%
Non-Capital Equipment 20,509 5,194 15,315 25.33%
Office Expense 3,879 1,340 2,539 34.54%
Professional Services 67,176 22,064 45,112 32.85%
Training 5,314 1,836 3,478 34.55%
Travel & Conferences 4,348 937 3,411 21.55%
Uncollectible Accounts 4,545 555 3,990 12.21%
Utilities 11,070 5,062 6,008 45.73%
Vehicle Equipment 57,849 34,099 23,750 58.94%
Supplies & Services Sub-Total 396,239 184,413 211,826 46.54%
Depreciation & Amortization 614,619 300,926 313,693 48.96%
Total Operating Expenses 1,826,643 837,228 989,415 45.83%
Operating Income (Loss) (578,109) (156,555) (421,554) 27.08%
Revenue (Non-Operating):
Interest 14,000 11,022 2,978 78.73%
Other Non-Operating Revenue 25,446 13,660 11,786 53.68%
Total Non-Operating Revenue: 39,446 24,682 14,764 62.57%
Expenses (Non-Operating):
Other Expense (1,000) (7,867) 6,867 786.70%
Total Non-Operating Expenses: (1,000) (7,867) 6,867 786.70%
Non-Operating Income (Loss) 38,446 16,815 21,631 43.74%
Total Income (Loss) $ (539,663) $ (139,740) $ (399,923) 25.89%
Contributed Capital $53,053 326,637 (273,584) 615.68%
Capital - Direct Labor - (2,298) $2,298
ITEM NO. 6.5
AGENDA REPORT
Meeting Date: February 10, 2011 Budgeted: N/A
To: Board of Directors
From: Ken Vecchiarelli, General
Manager
Presented By: Stephen Parker, Finance Director Dept: Finance
Reviewed by Legal: N/A
Prepared By: Delia Lugo, Senior Accountant
Subject: Investment Report for the Period Ending December 2010
SUMMARY:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to make a
quarterly report of the investments to the legislative body.
STAFF RECOMMENDATION:
That the Board of Directors receive and file the Investment Report for the period ending December
2010.
COMMITTEE RECOMMENDATION:
The Finance-Accounting Committee discussed this item on February 7, 2011.
DISCUSSION:
Staff is submitting the December 2010 Monthly Investment Report for your review and approval. This
report contains investment information as of the end of the second quarter for FY 2010/11. The
Investment Portfolio Report presents the market value and percent yield for all the District investments
by institution. The Investment Report Summary includes budget and actual interest and average term
portfolio information as well as market value broken out by reserve categories. The total average
portfolio yield for the month of December 2010 was 0.80%.
PRIOR RELEVANT BOARD ACTION(S):
Investment reports are presented to the Board of Directors on a quarterly basis. The Investment Report
for the Period Ending September 30, 2010, was received and filed by the Board of Directors on
November 10, 2010.
ATTACHMENTS:
Name: D esciiption: type:
Invst Rpt 12-10.xlsx Investment Portfolio Backup Material
Agenda Feb backup-December 2010.docx Agenda Backup Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
RC/PH 5-0
Yorba Linda Water District
Investment Portfolio Report
For Period Ending December 2010
Market % Percent
Value Cost of Total Institution Yield
Cash & Checking Accounts:
$ 151,774 $ 151,774 Wells Fargo Bank
$ 151,774 $ 151,774 0.45% Total 0.00%
Money Market Accounts:
$ 906,605 $ 906,605 Wells Fargo Money Market 0.30%
$ 906,605 $ 906,605 2.75% Total 0.30%
$ 1,058,379 $ 1,058,379 3.21% Sub-total 0.30%
Money Market Account:
$ 8,295,130 $ 8,295,130 US Bank 2008 Revenue Bond 0.20%
$ 8,295,130 $ 8,295,130 25.18% 0.20%
CaITR UST
$ 5,584,617 $ 5,563,561 Ca1TRUST Short Term 0.50%
$ 18,003,129 $ 17,810,955 Ca1TRUST Medium Term 1.19%
$23,587,745 $23,374,516 71.62% 1.03%
$ 32,941,255 $ 32,728,026 100% Total Investments 0.80%
Per Government Code requirements, the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Delia Lugo, Senior Accountant
12/31/10
Investment Report Summary
Below is a chart summarizing the yields as well as terms and maturities for the month of
December 2010:
Avg. Portfolio Avg. Portfolio # of Avg. Term
Month Yield Without Yield With Days to of Portfolio
of 2010 CaITRUST CaITRUST Maturity in Days
December 0.21% 0.80% 368 251
Below is a chart comparing operating fund interest for current and prior fiscal years.
Actual Interest 12/31/09 12/31/10
Monthly - December $19,642 $21,298
Year-to-Date $117,461 $133,430
Budget 2009/2010 2010/2011
Interest Budget, December YTD $63,950 $78,000
Interest Budget, Annual $127,900 $156,000
Interest earned on investments is recorded in the Fund that owns the investment.
Investment Summary Comparison
The distribution of investments in the portfolio both in dollars and as a percentage of the total
portfolio by funds is as follows:
Fund Description Balance 11/30/10
Water Operating $ 968,770 2.88%
Water Emergency Reserve 2,068,926 6.16%
Water Capital Project Reserve 19,510,370 58.09%
Water Reserve for Debt Service 546,957 1.63%
COP Revenue Bond 2008 - Reserve 2,147,096 6.39%
COP Revenue Bond 2008 6,148,034 18.30%
Sewer Operating 495,325 1.47%
Sewer Emergency Reserve 1,003,087 2.99%
Sewer Capital Project Reserve 699,165 2.09%
$33,587,730 100.00%
Wells Fargo Bank Checking
Water Operating (640,237)
Sewer Operating 6( ,238)
64( 6,475)
Total 32.941.255
ITEM NO. 7.1
AGENDA REPORT
Meeting Date: February 10, 2011 Budgeted: Yes
Total Budget: $5.5 Million
To: Board of Directors Cost Estimate: $220,000
Funding Source: Water Revenue Bond
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: J-200814
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND
Subject: Amendment No. 3 to MWH Americas Professional Services Agreement -
Construction Support Services for the Highland Booster Pump Station
Replacement
SUMMARY:
Construction of the new Highland Booster Pump Station (BPS) commenced in December and is
proceeding on schedule. District staff and the project team determined that construction support
services are needed from MWH, which were not included in the original scope of work for the
Professional Services Agreement (PSA). At the District's request, MWH prepared a proposal for
additional construction support services, which staff has reviewed and recommends for approval.
STAFF RECOMMENDATION:
That the Board of Directors approve Amendment No. 3 to the Professional Services Agreement
(PSA) with MWH Americas, in the amount of $219,791, for additional construction support services
for the Highland Booster Pump Station Replacement and Expansion Project, Job No. 200814.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this matter at its meeting on February
3rd, 2011. The attached proposal by MWH conforms to the Committee's recommendation.
DISCUSSION:
When the Request for Proposals (RFP) was initially prepared by District staff for the new pump
station project, the Scope of Work included primarily the engineering design services and limited
Construction Phase Services. It was understood by District staff that this was a minimum level of
services and that a considerably greater effort would be required, due to the anticipated complexity
of the project. The full scope of Construction Phase Services required could not be accurately
determined until after the design criteria was approved by the project team and the design was
completed relative to mechanical equipment, electrical systems, control systems, and other project
elements.
The purpose of including a basic or minimum level of Construction Management (CM) services in
the RFP was to have the proposing firms provide information on their proposed CM staff, approach,
experience and staff hours per task. This information helped YLWD staff determine the
qualifications and capabilities of the proposing firms to perform all of the necessary tasks for the
project, from permitting through design and construction management. These efforts assisted in the
selection of MWH Americas as the District's preferred consultant for the project.
After the completion of design, award of the construction contract, and receipt of initial shop
drawings from the construction contractor, it was possible to more accurately project the extra work
hours and tasks required for CM beyond those listed in the original RFP. Following discussions
between District and MWH staff regarding necessary CM tasks and level of effort, MWH submitted
a letter proposal describing the additional tasks, hours and fee, a copy of which is attached.
In summary the additional tasks would include the following:
Submittals/Shop Drawings. The original PSA includes review of 30 submittals and shop drawings.
The amendment includes services for an additional 45 submittals.
Requests for Information (BFI's). The original PSA includes review of 12 RFI submittals. The
amendment includes services for an additional 48 submittals.
Change Order Preparation. The original PSA did not include these services. The amendment
budgets 100 hours to draft and process change order documents.
Review Change Requests. The original PSA did not include these services. The amendment adds
80 manhours to review change order requests from the contractor.
Meetings. The original PSA included 9 meetings. The amendment includes 8 additional meetings.
Southern California Edison Permit Coordination. MWH will subcontract with RBF Consulting
(the project electrical engineer) to continue their support of the SCE Generating Facility
Interconnection Application in accordance with SCE Rule 21. Added is $8,520 for this task.
Instrumentation and Programming Support. The original PSA did not include support relating to
the control systems, programming of the PLC and Wonderware software development. Added is a
subcontract under MWH with MSO Technologies for $20,000.
Specialty Inspections. The original PSA did not include support for special inspections, including
electrical and instrumentation. MWH will provide an electrical and instrumentation engineer to
observe and inspect installations as needed. Added is $22,840 for this task.
Final Inspection and Startup. MWH will assist the District in the final walk through with inspection
of the electrical, instrumentation and startup of the engines, motors and pumps. The amendment
adds $21,033 for this task.
If approved, Amendment No. 3 for $219,791 will increase the PSA total from $587,027 to $806,818.
Within that total, the tasks and fee for CM Services will increase from $60,000 to $279,791. That
total equates to approximately 6.2% of the $4,525,800 construction cost. This percentage compares
very favorably to other recent complex construction projects completed, including 6.5% for CM for
the Lakeview Booster Station, 6.4% CM for the Highland Reservoir, and 6.9% CM for the Hidden
Hills Reservoir construction.
District staff has reviewed the proposed change order and discussed it with staff of MWH. Staff
believes that the proposed scope and fee are necessary and appropriate for the additional services
and recommend approval of Amendment No. 3 for $219,791.
PRIOR RELEVANT BOARD ACTION(S):
On July 9, 2009, the Board of Directors approved the award of the Professional Services
Agreement for the Highland Booster Pump Station Replacement Project to MWH Americas, for a
fee not to exceed $469,593. On January 28, 2010 the Board of Directors approved Amendment No.
1 for a fee not to exceed $91,940. On February 11, 2010 the Board of Directors approved
Amendment No. 2 for a fee not to exceed $18,929.
ATTACHMENTS:
Name: Description: Type:
Addendum 3 Exhibit A Scope of Work.docx MWH Scope of Work Exhibit A Backup Material
YLWD_Add_3rev5(2).pdf Exhibit B Cost Breakdown Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/10/2011
GM/RC 5-0
MWH
BUILDING A BETTER WORLD
EXHIBIT A
SCOPE OF WORK
The project construction for Highland Booster Station Replacement is expected to require
approximately thirteen (13) months of as-needed support. The estimate below is based
on overall completion of the contract for engineering services during construction.
Record drawing preparation is included in our original contract. If the construction
contract period extends beyond thirteen months from the notice to proceed, adjustments
for inflation for work performed after that date may be required for work aside from
preparation of record drawings.
MWH will review shop drawings for the project for conformance with the contract
documents. Our contract included some submittals. We are requesting a budget for an
additional 45 submittals. MWH will provide a written response to each of the shop
drawings with a recommendation for the contractor's next course of action. Quotation of
hours and cost is based on an estimated average of 4 hours of review and processing
time for original submittals. It is estimated that 10 submittals will be resubmitted to
incorporate comments from the review of the initial submittal. Each re-submittal will
require an estimated 1.5 hours of review and processing time.
MWH will respond to written requests for information/clarification from the contractor
during construction. Our contract included 12 RFI's. We are requesting budget for an
additional 48 RFI's. It is assumed that MWH will respond to 60 RFIs during the course of
the project. Quotation of hours and cost is based on an estimated average of 4 hours of
review and processing time.
MWH will issue Contract drawing Clarification, as requested by the District to support
construction activities. We will notify the District of any such requested deviations or
substitutions and when necessary provide the District with a recommendation concerning
the same. MWH will prepare change orders during the construction of the project. It is
estimated that 100 hours may be required to draft and process change order documents
during the course of the project. Our contract did not include a budget for change order
preparation or review.
MWH will review change order requests to support the District. Change order requests
will be reviewed for compliance with the contract documents and reasonableness of
cost/time estimates. MWH will respond to requests directly to the District. It is estimated
80 hours for review of contractor change orders.
19900 MacArthur Blvd. TEL 949-328-2400
/ Suite 250 FAX 949-328-2448
Irvine, California 92612 www.mwhglobal.com
YLWD -2- January 24, 2011
MWH will attend project meetings and site visit at the request of the District during the
construction. It is assumed that one kick-off meeting, fifteen (15) site visits/meetings and
a concrete conference will be held during the construction of the project. Two MWH staff
are budgeted for each meeting. Our contract included nine (9) meetings during
construction. MWH will attend these additional 8 meetings, as requested by the District.
MWH will subcontract with RBF to continue their support of the SCE Generating Facility
Interconnection Application in accordance with SCE Rule 21. The contractor will require
additional information during the submittal process to make the application. RBF will
assist the contractor by responding to questions from SCE. It is assumed one meeting
will be held at the project site with SCE.
MWH will subconsult with MSO Technologies Inc. to provide support to the District
relating to questions on the control systems, programming of the PLC and Wondware
development. MSO will support the District in the review of design questions,
instrumentation calibration questions and meetings.
The District will require assistance during construction in performing inspection of the
electrical and instrumentation systems. MWH will provide an electrical and
instrumentation engineer to observe and inspect the installation of the electrical and
instrumentation. It is assumed there will be no factory inspection of the motor control
center of electrical cabinets. MWH may also perform up to 80 hours of special inspection
of the mechanical equipment during construction. The equipment will be inspected in the
field prior to installation.
The District will require special inspection at the completion of construction for
development of a final punchlist. MWH will assist the District in the final walk through with
inspection of electrical and instrumentation. The mechanical engineer will also be
present during the startup of the engines, motors and pumps. It is assumed four
engineers will be present during the walk through. It is estimated the final inspection will
be one-day with a follow-up meeting at the District.
Pump station startup will require support by the electrical engineer and mechanical
engineer to witness startup and assist in adjustments to mechanical and electrical
equipment.
Exhibit B
Proposed Budget
Task Principal Principal Senior Senior Professional Subconsult Total
Professional Engineer Designer Addendum 2
235 220 155 150 135
1. Shop Drawings 60 60 40 40 $33,900
RBF $12,880 $12,880
2. RFI's 2 80 120 $36,070
RBF $3,680 $3,680
3. Change Order Preparation 20 40 40 $16,000
RBF $3,478 $3,478
4. Review Contractor Change Requests 2 40 40 $15,470
$0
5. Meetings 2 40 40 $15,470
RBF $3,680 $3,680
6. SCE Permit Coordination 16 $3,520
$5,000 $5,000
7. Instrumentation and Programming Support 16 16 2 $6,270
MSO $20,000 $20,000
8. Special Inspections 30 80 $19,000
RBF $3,840 $3,840
9. Final Inspection and Startup 2 24 48 $13,190
RBF and MSO $7,843 $7,843
Other Direct Cost $500
Total 8 326 324 160 82 $60,401 $219,791
ITEM NO. 7.2
AGENDA REPORT
Meeting Date: February 10, 2011 Budgeted: Yes
Total Budget: $54,000 (FY 2010/11)
To: Board of Directors Cost Estimate: $126,000
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 1-1010-0440-00
Manager
Presented By: Ken Vecchiarelli, General Dept: Board of Directors
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Board of Directors Compensation
SUMMARY:
The Water Code, Section 20202, permits water districts to increase the compensation amount for
Board member meeting attendance each calendar year.
STAFF RECOMMENDATION:
That the Board of Directors review and consider adjusting their compensation rate for the upcoming
year.
COMMITTEE RECOMMENDATION:
The Executive-Administrative-Organizational Committee discussed this matter on January 18, 2011
and instructed staff to present it to the full Board for their consideration.
DISCUSSION:
The level of compensation for attendance at Board and Committee meetings is currently $150 per
day, limited to 10 days per month, pursuant to Water Code Section 20202. Section 20202 allows for
an increase in compensation of up to five percent for each year following the date of the last
adjustment. As the last adjustment was made in Janaury 2003 by Ordinance No. 2003-01, the
Board of Directors is eligible for an increase in compensation up to $210 per day, with a maximum
of 10 days per month.
Attached is a matrix of daily compensation rates and meeting attendance limitations for various
Boards and City Councils of other agencies.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors last increased their meeting compensation rate in 2003, and prior to that, in
1991.
ATTACHMENTS:
!game: Description: Type:
BOD Compensation Comparision Matrix.xlsx Compensation Comparison Matrix Backup Material
Agency Compensation Comparision
Agency
Daily /Per Mtg
Max. Mtgs. Month
Compensation
Mesa Consolidated WD
$207 /mtg
10
Walnut Valley WD
$150 /day
6
South Coast WD
$190 /mtg
10
Irvine Ranch WD
$237 /mtg
10
Santa Margarita WD
$210
10
City of Yorba Linda
N/A
N/A
City of Placentia
$150 /mtg
10
OC Fire Authority
$100 /mtg
3
Vector Control Board
$100 /mtg
1
Transportation Corridor JPA
$120 /mtg
6
Comments
$500 /mo Salary
ITEM NO. 9.1
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Executive Administrative-Organizational Committee
(Beverage/Hawkins)
• Minutes of meeting held February 4, 2011 at 11:30 a.m. (To be provided at
the meeting.)
• Meeting scheduled February 15, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020411 EAO - Minutes.doc EAO Mtg Minutes 02/04/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
February 4, 2011
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Beverage at 11:35 a.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 Phil Hawkins Gina Knight, Human Resources Mgr
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Alternative Work Schedule
Further Committee discussion on this matter is pending a
recommendation from the Citizens Advisory Committee (CAC), which will
consider the item again at their meeting on February 28.
2.2. Board of Directors and Committee Meeting Minutes
The Committee discussed a misunderstanding with the Citizens Advisory
Committee draft meeting minutes from January 24, 2011, regarding the
Committee's discussion on the matter of how Board Meeting minutes
should be taken and whether the meetings should be audio or video
recorded. Mr. Mark Schock stated his opinion that staff's reporting in the
minutes did not accurately reflect the Citizens Advisory Committee's
motion and recommendation. Director Beverage, who also attended the
Citizens Advisory Committee Meeting expressed that he felt the meeting
minutes did reflect the Citizens Advisory Committee's recommendation
and the parties respectfully agreed to disagree. The Executive-
Administration-Organizational Committee recommended staff present this
item for action at the next meeting on February 15 and then on to the full
Board of Directors for their consideration at the meeting scheduled
February 24, 2011.
2.3. Board of Directors Travel Expense Reimbursement Policy
The Committee reviewed the areas for follow up in the draft policy
presented at the last Executive-Administration-Organizational Committee
meeting and recommend staff bring back the policy with revisions for
action consideration at the February 15 Committee meeting. The items for
review and follow up include combining the per diem expenses over the
1
course of a conference or travel period, and per diem food and lodging
expenses in the IRS plan that did not seem to cover true costs for certain
destinations. The Committee also recommended comparing the proposed
policy with the current one adopted by the Municipal Water District of
Orange County (MWDOC). The District's respective policies should be
comparable.
2.4. District Purchasing Policy
The Committee discussed the current policy and concerns with approval
levels that may be out of range with government open transparency
practices and public perception. Staff was instructed to include this item
once again on the agenda for the February 15 Executive-Administration-
Organizational Committee meeting.
2.5. Employee Productivity-Innovation-Communications Committee Activities
Report
The Committee reviewed the activities report and summary minutes from
the EPIC Committee meeting held January 25, 2011. The Committee
discussed the Job Classification Summary and expressed concerns
regarding resource allocation for what could be a timely and unproductive
process. The Committee requested input from Ms. Knight who suggested
the Human Resources Department could include the concerns of the EPIC
Committee and perhaps their participation as well, working with HR on a
future salary and job classifications survey. This will ensure an open and
inclusive process.
2.6. Organizational Chart
The Committee discussed possible changes to the organizational
structure. The General Manager (GM) will review this and bring back
recommendations for further discussion.
2.7. 1 Year/2 Year Budget Preparation
The Committee discussed the benefits and pitfalls of a two year budget.
The GM will bring an agenda item to the full Board of Directors for further
direction.
2.8. Directors and General Manager Fees and Expenses (Oct-Dec 2010)
The Committee reviewed the revised expense reports from the previous
meeting on January 18. The reports now accurately reflect the total
District expenses for travel and conferences. The prior report showed
only reimbursement amounts, which reflect out of pocket expenses for
Directors and staff. The reports now show all expenses including those
prepaid by the District such as conference registration fees and hotel
accommodations.
2
2.9. Water Conservation Ordinance (Verbal Report)
This discussion item will be continued to future committee meetings until
action is taken. Staff discussed the Metropolitan Water District (MWD)
shutdown at the end of the month as a valid reason to postpone any
potential changes in the ordinance at this time.
2.10. Future Agenda Items and Staff Tasks
Several items were identified for future consideration as follows:
1) The Elk Mountain joint facilities use plan will come back to this
committee for consideration and further direction on February 15.
2) The potential sewer system transfer from the City of Yorba Linda will
remain on this Committee's agenda until acted upon by both agencies.
3) Director Beverage requested dates of available workshops the new
Board members may consider attending for their required Ethics
Training and Sexual Harassment Training.
4) Director Beverage handed staff a schedule of workshops hosted by the
Orange County Human Resources Consortium in 2011 and highlighted
dates and topics of potential interest to the Board of Directors. Annie
Alexander will include these dates in a future Board of Directors
agenda under Conferences and Seminars for the Board's
consideration.
5) Director Beverage requested staff formalize and present the Facilities
Use Policy and Agreement to the appropriate committee (either
Personnel-Risk Management or Executive-Administration-Organiza-
tional Committee) for refinement and recommendation to the full Board
of Directors.
3. ADJOURNMENT
3.1. The Committee adjourned at 1:45 p.m. The Committee Chair requested
scheduling another Executive-Administration-Organizational Committee
meeting on Wednesday, March 2 at 11:30 A.M. Following that meeting,
the next regular meeting of the Executive-Administrative-Organizational
Committee will be held February 15, 2011 at 4:30 p.m.
3
ITEM NO. 9.2
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Finance-Accounting Committee
(Collett/Kiley)
• Minutes of meeting held February 7, 2011 at 8:00 a.m. (To be provided at the
meeting.)
• Meeting scheduled March 14, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020711 FA - Minutes.doc FA Mtg Minutes 02/07/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE-ACCOUNTING COMMITTEE MEETING
February 7, 2011
A meeting of the Finance-Accounting 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 STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Robert R. Kiley Stephen Parker, Finance Director
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. December 2010 Budget to Actual Results
Mr. Parker presented the December 2010 budget to actual results.
Despite demands being down 25% year to date, the District is in a healthy
financial position as a result of lower than budgeted spending in supplies
and services and salary-related expenses. Mr. Vecchiarelli pointed out
that through the midpoint of the year, the District actually has a net income
of $246,000 rather than a budgeted net loss of $1,120,000. The
Committee asked for more detail in the Communications, Materials,
Maintenance and Professional Services areas. The Committee received
and filed the December Budget to Actual Results.
2.2. December 2010 Investment Report
Mr. Parker presented the December 2010 Investment Report and
explained the factors affecting increases in the Sewer Operating, Water
Operating and Water Reserve for Debt Service accounts with CaITRUST.
He also pointed out that the District's yield on investments was 0.80%.
The Committee received and filed the December 2010 Investment Report.
3. DISCUSSION ITEMS
3.1. CSMFO Award Notification
Mr. Parker shared the news as provided by the California Society of
Municipal Finance Officers (CSMFO), that YLWD's 2010 Comprehensive
Annual Financial Report (CAFR) qualified to receive the Certificate of
Award for Outstanding Financial Reporting. He added that the report
through June 30, 2010, was the first time the District received the CSMFO
award for a CAFR. The Committee congratulated staff on this
accomplishment.
1
3.2. December 2010 Debt Service Ratio
Mr. Parker presented the December 2010 debt service ratio. He
explained that in issuing the 2003 and 2008 Certificates of Participation
(COP's - aka, revenue bonds), the District covenanted to receive revenue
that was at least 110% of annual debt service expenses. He gave
background into the situation the District found itself in at the end of the
08/09 fiscal year with three large MWD rate increases in rapid succession,
water supply allocations and a slowing economy lowering demands and
revenues, all combining to place the District well under its revenue
covenant, and forcing a significant water rate increase in September 2009.
As a result, last year's revenue covenant was made, with a debt service
ratio of 165%. As of December 2010, the unaudited debt service ratio is
202%. Mr. Parker explained that part of the increase in the 2010/11 FY
can be attributed to finally reaping the complete benefits of a rate increase
that missed some very big water demand months in the 2009/10 FY. He
gave assurances that this would be calculated quarterly, and that a repeat
of falling below the revenue covenant would not happen again as long as
water costs were passed along as they were in the current fiscal year.
3.3. Proposed Calendar for FY 2011/12 Budget
Mr. Parker presented the draft budget calendar and explained that the
respective Committees would have an opportunity to see the various
components of the budget including each and every department's budget
twice with the current calendar. Mr. Parker indicated that as changes
were made to the budget calendar, they would be presented to the
Committee and to the full Board. Mr. Vecchiarelli shared that the matter of
preparing a one-year or two-year budget was discussed at the Executive-
Administration-Organizational Committee Meeting on February 4 and
would be presented for consideration to the full Board at their meeting on
February 24.
3.4. OCWD Replenishment Assessment History
Mr. Vecchiarelli spoke about the historical semi-annual Orange County
Water District (OCWD) replenishment assessment payment, and pointed
out the substantial difference between OCWD and the Municipal Water
District of Orange County (MWDOC) water supply rates. The Committee
discussed the importance of proceeding with the annexation of YLWD's
eastern and northerly areas into OCWD. The other attached charts were
reviewed and discussed.
3.5. Continuing Disclosure Annual Report
Mr. Parker explained that as a part of our 2003 and 2008 COP's, an
annual report is required to be disclosed for the current bondholders,
rating agencies and for potential investors. Mr. Parker presented the
report and pointed out that while the District's water rates look high in
comparison to several other local agencies listed, our average meter size
is 1 inch, which usually has a much higher monthly service charge at other
agencies. Mr. Vecchiarelli pointed out an error in the report, and Mr.
2
Parker explained that while he had corrected it on the draft version, the
District's bond consultant had not followed through with this correction.
The Committee suggested following up on this oversight and Mr. Parker
stated he would do so.
3.6. Reporting of Significant Event
Mr. Parker explained that another requirement of our COP's is disclosure
to stakeholders whenever reportable events occur. Recently the reinsurer
of the 2003 COP's was downgraded by Standard & Poor's (S&P) from "A"
to "BBB", and that triggered a reporting requirement. Mr. Parker stated
that the District's bond consultant explained while this is not a cause for
alarm, it does require disclosure.
3.7. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The Committee adjourned at 8:49 a.m. The next regular meeting of the
Finance-Accounting Committee will be held on March 14, 2011 at 4:00
p.m.
3
ITEM NO. 9.3
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Personnel-Risk Management Committee
(Kiley/Beverage)
• Minutes of meeting held February 8, 2011 at 4:00 p.m. (To be provided at the
meeting.)
• Meeting scheduled March 8, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020811 PRM - Minutes.doc PRM Mtg Minutes 02/08/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
February 8, 2011
A meeting of the Personnel-Risk Management Committee was called to order by
Director Kiley 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 Robert R. Kiley, Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Status of Human Resources and Risk Management Activities
The Committee reviewed the staff report and status updates for the
various activities related to Policies and Procedures, Training,
Recruitments, Risk Management Claims, Workers Compensation,
Employee Functions, Safety and Wellness and other Human Resources
functions. The Committee suggested filling in the "Status" column of the
Policies and Procedures section of the report, to show planned dates for
completing draft policies and to show any further action required. The
Committee also recommended consulting with Director Melton on his
years of experience working for PacBell, to determine if a claim against
AT&T could be processed more effectively. The Committee requested
additional information on two other recent claims. Staff will report back on
these items.
2.2. Status of Recruitments and Authorized/Budgeted Positions
The Committee reviewed the status report and discussed pending open
position recruitments. Director Beverage suggested staff delay action on
filling supervisory-level and higher position vacancies, if temporary
measures are effectively keeping business activities flowing, until
organizational and budgetary direction is considered and presented to the
Board.
2.3. Future Agenda Items and Staff Tasks
■ Development of Succession Plan
Staff reported a plan of works will be prepared for discussion at the
next Committee meeting.
1
3. ADJOURNMENT
3.1. The Committee adjourned at 4:56 p.m. The next regular meeting of the
Personnel-Risk Management Committee will be held March 8, 2011 at
4:00 p.m.
2
ITEM NO. 9.4
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Planning-Engineering-Operations Committee
(Melton/Collett)
Minutes of meeting held February 3, 2011 at 4:00 p.m.
Meeting scheduled March 3, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020311 - PEO Minutes.doc PEO Mtg Minutes 02/03/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
February 3, 2011
A meeting of the Planning-Engineering-Operations Committee was called to order by
Director Melton 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 Gary T. Melton, Chair Ken Vecchiarelli, General Manager
Director Ric Collett Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
John DeCriscio, Chief Plant Operator
Derek Nguyen, Water Quality Engineer
1. PUBLIC COMMENTS
Mr. Dwight Rehm, a resident of Berryhill Drive, attended the meeting. His
concern is that the new chain link fence around the perimeter of Highland
Reservoir has cut off his access to the City's equestrian trail. He asked that the
District consider providing a gate in the fence that would allow him to pass
through District property to the horse trail. Following further discussion of the
situation, the Committee thanked Mr. Rehm for his information. (Mr. Rehm
stayed for the remainder of the meeting.)
2. DISCUSSION ITEMS
2.1 Water Quality Discussion - Hard Water, Taste & Odor Concerns
Mr. Nguyen provided the Committee with background and information on
the topics of water hardness, taste and odor in our drinking water. He
noted that calls on these subjects generally are 1-4 calls per month on
taste and odor, and 5-10 calls per month on hardness.
2.2. Monthly Groundwater Production and Purchased Import Water Report
Mr. Vecchiarelli reported on groundwater and import water purchased for
the month of January 2011. He noted that we are now maximizing our
use of groundwater, which was 25% of our supply last month and 76% this
month. For the month, our demand was 3% over the projected amount.
However, since July 2009, the District's conservation percentage is
19.4%.
2.3. 2011 MWD Shutdown
Mr. DeCriscio reported on the planned shutdown by MWD for February 27
through March 5, and the District's plan to meet water demands without
the MWD supply. He noted that one mobile pump is set up at the
Fairmont Reservoir site and two others are in reserve. Demands will be
1
met using groundwater and drawing from our reservoirs, which will be
filled to the maximum before February 27.
2.4. Monthly Preventative Maintenance Program Report
Mr. Cory reported on the status of PM programs. He noted that all water
system maintenance functions are on target. Sewer cleaning is on task
but sewer televising has fallen behind. This is due to the televising efforts
discovering damaged lines which need repairs. The repairs are being
addressed using in-place slip lining technologies, which cost about 25% of
excavation and replacement of sewer lines.
2.5. Status Report on Capital Projects in Progress
Mr. Conklin reported on capital projects in planning, design and
construction.
2.6. Groundwater Producers Meeting Report
Mr. Conklin reported on the activities at the January 12 meeting.
3. ACTION CALENDAR
3.1. Amendment No. 3 to MWH Americas Professional Services Agreement -
Construction Support Services for the Highland Booster Pump Station
Replacement
Mr. Conklin reported that the project is on schedule with construction and
that construction support services are needed which were not included in
the original scope of work. He noted that the original work scope at the
initiation of the project included a minimum level of construction
management (CM) services. However, the full extent of services required
could not be determined until after design was completed and the
construction contract was awarded. At that time, the District's consultant,
MWH Americas, was asked to submit a proposal for services determined
necessary to meet the full complexity of the project. Following discussion
of the project and the proposed additional services and fee, the
Committee supported the staff recommendation for approval of
Amendment No. 3 for $219,791.
4. DISCUSSION ITEMS CONTINUED
4.1. Future Agenda Items and Staff Tasks
None.
5. ADJOURNMENT
5.1. The meeting adjourned at 5:20 p.m. The next regular meeting of the
Planning-Engineering-Operations Committee will be held March 3, 2011 at
4:00 p.m.
2
ITEM NO. 9.5
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Public Information-Technology Committee
(Hawkins/Melton)
• Minutes of meeting held February 7, 2011 at 4:00 p.m. (To be provided at the
meeting.)
• Meeting scheduled March 7, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020711 PIT - Minutes.doc PIT Mtg Minutes 02/07/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
February 7, 2011
A meeting of the Public Information-Technology Committee was called to order by
Director Hawkins 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 Phil Hawkins, Chair Ken Vecchiarelli, General Manager
Director Gary Melton Damon Micalizzi, PI Officer
VISITORS
Mark Schock
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Committee Name Change
The Committee discussed a proposal from Staff to change the name of
the Public Information-Technology (PIT) Committee to the Public Affairs-
Communications-Technology (PACT) Committee, underscoring the need
for greater public outreach and enhanced internal and external
communications. The Committee agreed to take the recommendation to
the Board, providing the name change would not require an excessive
amount of staff time or costs to implement.
3. DISCUSSION ITEMS
3.1. Ohio St. Construction - Public Outreach Meetings (Verbal Report)
Mr. Micalizzi presented to the Committee a verbal report on the January
20th public meeting held at YLWD to inform and answer questions
regarding the upcoming Ohio St. Construction Project. Three members of
the public attended the meeting, including Mayor Rikel. The Committee
was also briefed by Mr. Vecchiarelli on the City's Traffic Commission
Meeting held on January 27th at which the item came before the
Commission. Three members of the public attended the Traffic
Commission Meeting - none were present specifically for the District's
project.
1
3.2. Arboretum Class Attendance Update
Mr. Micalizzi updated the Committee on YLWD Customer attendance at
the most recent Fullerton Arboretum Conservation Gardening Class, of
which 13 of the 25 in attendance were YLWD Customers who are
admitted to the classes free of charge due to a YLWD Partnership with the
Arboretum.
3.3. Children's Water Education Fest - YLWD Presentation
Mr. Micalizzi offered the Committee a verbal report on YLWD's plans to
host a booth at the upcoming Children's Water Education Festival on
March 23-24th at the Nixon Library. YLWD will present a hands-on display
of how water travels from the ground to the hilltops with an interactive
model consisting of pumps coupled with a SCADA demonstration.
3.4. Winter Newsletter Final (To be provided at the meeting.)
Mr. Micalizzi presented the Committee the final YLWD Winter Newsletter.
The Committee suggested attempting to have the Orange County Register
do a write-up on the recruitment for Citizens Advisory Committee
Members to augment the Newsletter and the YLWD Website.
3.5. AB-37 Smart Timers
Mr. Hawkins presented the Committee some background information
regarding Assembly Bill 37, proposed by Assemblyman Jared Huffman (D-
Marin) regarding Smart Meters and a possible opt out option for
customers. Mr. Hawkins noted that while this proposed bill is in the
infancy stages, it should be monitored as the District may have to evaluate
options should the bill pass.
3.6. Tour of Orange County Fire Authority (Verbal Report)
Mr. Micalizzi informed the Committee of an opportunity for the newly
elected Board Members to tour the Orange County Fire Authority. Both
Director Hawkins and Director Melton expressed interest in attending such
a tour and directed staff to look into potential dates.
3.7 Customer Service Feedback Report
The Committee reviewed the Customer Service Feedback Report for
2010. Noting that the overwhelming majority of Feedback was positive,
the Committee discussed possible ways to better interpret and report
constructive or negative feedback. The Committee also suggested adding
minor information to the graphical portion of the Report to make it easier to
read.
3.8. Future Agenda Items and Staff Tasks
■ Review Policy and Budget for District Cell Phones
■ Review Status of Software Programming for Each Department
2
■ Public Information on Hydrant Testing
Mr. Schock commented again on this item suggesting the District
consider the means to make the information readily accessible to
the public, possibly linking the maintenance records through the
Geographic Information Systems (GIS). Mr. Vecchiarelli reported
that this matter will be considered further with implementation of the
District's Computerized Maintenance Management System
(CMMS).
4. ADJOURNMENT
4.1. The meeting was adjourned at 4:58 p.m. The next regular meeting of the
Public Information-Technology Committee will be held on March 7, 2011,
at 4:00 p.m.
3
ITEM NO. 11.1
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: Meetings from February 11, 2011 - March 31, 2011
ATTACHMENTS:
Name: Dosciiption: a ype:
BOD - Activity Calendar.pdf BOD Activity Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
February 2011
Exec-Admin-Organizational Committee Meeting Tue, Feb 15 4:30PM Beverage/Hawkins
Yorba Linda City Council Tue, Feb 15 6:30PM Melton
MWDOC Board Wed, Feb 16 8:30AM Melton/Staff
OCWD Board Wed, Feb 16 5:30PM Kiley/Staff
Board of Directors Workshop Meeting Thu, Feb 17 8:OOAM
Yorba Linda Planning Commission Wed, Feb 23 7:OOPM Kiley
Board of Directors Regular Meeting Thu, Feb 24 8:30AM
Citizens Advisory Committee Meeting Mon, Feb 28 8:30AM Beverage
March 2011
Yorba Linda City Council Tue, Mar 1 6:30PM Hawkins
MWDOC/MWD Workshop Wed, Mar 2 8:30AM Melton/Staff
OCWD Board Wed, Mar 2 5:30PM Kiley/Staff
Planning-Engineering-Operations Committee Meeting Thu, Mar 3 4:OOPM Melton/Collett
WACO Fri, Mar 4 7:30AM Hawkins
Public Information-Technology Committee Meeting Mon, Mar 7 4:OOPM Hawkins/Melton
Personnel-Risk Management Committee Meeting Tue, Mar 8 4:OOPM Kiley/Beverage
Yorba Linda Planning Commission Wed, Mar 9 7:OOPM Kiley
Board of Directors Regular Meeting Thu, Mar 10 8:30AM
Finance-Accounting Committee Meeting Mon, Mar 14 4:OOPM Collett/Kiley
Exec-Admin-Organizational Committee Meeting Tue, Mar 15 4:OOPM Beverage/Hawkins
Yorba Linda City Council Tue, Mar 15 6:30PM Melton
MWDOC Board Wed, Mar 16 8:30AM Melton/Staff
OCWD Board Wed, Mar 16 5:30PM Kiley/Staff
MWDOC/OCWD Ad Hoc Committee Meeting Tue, Mar 22 4:OOPM Beverage/Hawkins
Yorba Linda Planning Commission Wed, Mar 23 7:OOPM Collett
Board of Directors Regular Meeting Thu, Mar 24 8:30AM
Board of Directors Workshop Meeting Fri, Mar 25 8:OOAM
Citizens Advisory Committee Meeting Mon, Mar 28 8:30AM Beverage
2/4/2011 2:48:30 PM
ITEM NO. 12.1
AGENDA REPORT
Meeting Date: February 10, 2011
Subject: WEF Lower Colorado River Tour - March 16-18, 2011
STAFF RECOMMENDATION:
That the Board of Directors authorize Director attendance at the above listed event.
ATTACHMENTS:
Name: Description: Type:
WEF Colorado Tour.pdf Event Flyer Backup Material
March 16-18
Lower Colorado River Tour (Field Trip)
~ ~h A4
This 3-day, 2-night tour follows the course of the lower Colorado River through Nevada, Arizona and California, and
includes a private tour of Hoover Dam. Tour stops include the Yuma Desalting Plant, farms in the Imperial and
Coachella valleys, MWD's Gene Village, the All-American Canal lining and Warren H. Brock Reservoir and the
Salton Sea. Issues discussed include drought management, the Central Arizona Project, Southern Nevada's water
needs, U.S.-Mexico border issues, endangered species and tribal water rights. The tour begins in Las Vegas and
ends at California's Ontario Airport.
The major sponsors of the 2010 Lower Colorado River Tour were the Bureau of Reclamation - Lower
Colorado Region; California Department of Water Resources; Coachella Valley Water District, George
Miller and Janet McKinley; ICF; Imperial Irrigation District; Metropolitan Water District of Southern
California; PBS&J and Southern Nevada Water Authority.
The Water Education Foundation's tours are action-packed field trips that offer participants a firsthand look at
the water facilities, rivers and regions critical in the debate about the future of water resources. Issues of water
supply, water quality, environmental restoration, flood management, groundwater and water conservation are
addressed by a wide-range of speakers representing different viewpoints.
View the map and itinerary from the 2010 Lower Colorado River Tour:
2010 Lower Colorado River Tour Itinerary
2010 Lower Colorado River Tour Map
2010 Lower Colorado River Tour Interactive Map
2010 Lower Colorado River Tour Sponsor List
Click here to register securely online for the Colorado River Tour
Gallery
P f .
l
IWO.
Tentative Itinerary
Day 1 (subject to change)
Las Vegas
Hoover Dam
Lake Mead
Lake Havasu National Wildlife Refuge
Lake Havasu City
Day 2 (subject to change)
Central Arizona Project Mark Wilmer pumping plant
Metropolitan Water District of Southern California Gene Village
Colorado River Indian Tribes reservation
Yuma Desalting Plant
All-American Canal Lining Project
Warren H. Brock Reservoir
Imperial Valley farms
Day 3 (subject to change)
Imperial Irrigation District water control office
IID aqueducts and storage facilities
Salton Sea
Coachella Canal
Coachella Valley farms
Coachella Valley Water District offices