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2011-03-10 - Board of Directors Meeting Agenda Packet
Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, March 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. SPECIAL RECOGNITION 6.1. Introduce Carlos Murillo, Newly Hired Maintenance Worker 1 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 Board of Directors Regular Meeting Held February 24, 2011 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 $548,613.22. 7.3. Amendment No. 3 to Professional Services Agreement with Tetra Tech, Inc. for Ohio Street Pipeline Replacement Project Recommendation: That the Board of Directors authorize approval of Engineering Services Amendment No. 3 with Tetra Tech, Inc. for a fee increase not to exceed $17,280, resulting in a total fee of $167,380. 7.4. Change Order No. 1 - Water Quality Mixer for Hidden Hills Reservoir Recommendation: That the Board of Directors approve Change Order No. 1 in the amount of $8,656, for the installation of a Tank Shark Water Management System at the Hidden Hills Reservoir. 7.5. Receipt of Final Report for Sewer Master Plan Update 2010 Recommendation: That the Board of Directors receive and file the Sewer Master Plan Update. 7.6. Name Change of Public Information-Technology Committee to Public Affairs- Communication-Technology Commitee Recommendation: That the Board of Directors change the name of the Committee to include the more vast umbrella of "Public Affairs" which will include and place greater emphasis on public, community and government relations and communications, underscoring the Districts intentions to achieve greater internal and external communications. 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. Revised Purchasing Policy Recommendation: That the Board of Directors consider the revised Purchasing Policy. 8.2. Board Travel Expense Reimbursement and Ethics Training Policy Recommendation: That the Board of Directors approve the attached Board Travel and Reimbursement Policy. 8.3. Water Conservation Ordinance - Temporary Lifting of Restriction on Sunday Watering Recommendation: That the Board of Directors consider temporarily lifting the Water Conservation Ordinance restriction on Sunday watering, on a trial basis, through June 30, 2011. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports MWDOC Water Policy Forum - February 24, 2011 (Kiley) North Orange County Legislative Alliance Reception - February 24, 2011 (Hawkins/Melton) MWDOC Inspection Trip of the State Water Project and Sacramento-San Joaquin Delta - February 25-26, 2011 (Kiley/Melton) 9.3. General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of meeting held March 2, 2011 at 11:30 a.m. Meeting scheduled March 15, 2011 at 4:00 p.m. 10.2. Finance-Accounting Committee (Collett/Kiley) • Meeting scheduled March 14, 2011 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Kiley/Beverage) Meeting scheduled March 8, 2011 at 4:00 p.m. was cancelled. Meeting scheduled April 12, 2011 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Melton/Collett) Minutes of meeting held March 3, 2011 at 4:00 p.m. Meeting scheduled April 7, 2011 at 4:00 p.m. 10.5. Public Information-Technology Committee (Hawkins/Melton) Minutes of meeting held March 7, 2011 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled April 4, 2011 at 4:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) • Meeting scheduled March 22, 2011 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) • Minutes of meeting held February 28, 2011 at 8:30 a.m. (To be provided at the meeting.) • Meeting scheduled March 28, 2011 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL Planning Commission - February 23, 2011 (Kiley) 11.2. YL City Council - March 1, 2011 (Hawkins) 11.3. MWDOC/MWD Workshop -March 2, 2011 (Melton) 11.4. OCWD Board -March 2, 2011 (Kiley) 11.5. WACO -March 4, 2011 (Hawkins) 11.6. YL Planning Commission - March 9, 2011 (Kiley) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from March 11, 2011 - April 30, 2011 13. CONFERENCES AND SEMINARS 13.1. MWDOC Inspection Trip of the Colorado River Aqueduct - April 15-17, 2011 Labor and Employment Relations Issues During Lean Economic Times - April 21, 2011 ACWA/JPIA Spring Conference - May 9-10, 2011 ACWA Spring Conference - May 10-13, 2011 Recommendation: That the Board of Directors authorize Director attendance at the above listed events. 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 Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association 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 March 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. 7.1 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Minutes of the Board of Directors Regular Meeting Held February 24, 2011 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 022411 BOD - Minutes.doc BOD Mtg Minutes 02/24/11 Minutes Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 24, 2011 1. CALL TO ORDER The February 24, 2011 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 8:30 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Phil Hawkins, Vice President Steve Conklin, Engineering Manager Ric Collett Lee Cory, Operations Manager Robert R. Kiley Gina Knight, Human Resources Mgr Gary T. Melton Delia Lugo, Senior Accountant Damon Micalizzi, PI Officer Nicholle Hill, Engineering Secretary Nick Hollon, Maintenance Worker Annie Alexander, Executive Secretary OTHER VISITORS Art Kidman, General Counsel, McCormick, Kidman & Behrens Brett Barbre, Director, Municipal Water District of Orange County Tom Lindsey, Councilmember, City of Yorba Linda Mark Schock, Resident 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Barbre addressed the Board and requested permission to allow participants in a tour scheduled April 14, 2011 to park at the District's Administration building. President Beverage consulted with staff regarding any liability issues that may need to be addressed before approving Director Barbre's request. Director Barbre then provided the Board with an overview of the current water supply situation and responded to questions from staff regarding the scheduled MWD shutdown. Councilmember Lindsey addressed the Board and stated that Mayor Nancy Rikel had asked him to attend this meeting in her absence. Councilmember Lindsey further stated that he was looking forward to future partnerships between the City and the District. 1 6. SPECIAL RECOGNITION 6.1. Introduce Nicholle Hill, Newly Hired Engineering Secretary Mr. Conklin introduced Ms. Hill and provided the Board with an overview of her background and work history. 6.2. Introduce Nick Hollon, Newly Promoted to Maintenance Worker I Mr. Cory introduced Mr. Hollon and explained that he first began working for the District in the Meter Department and was recently promoted to the position of Maintenance Worker I in the Operations Department. Ms. Hill and Mr. Hollon left the meeting at this time. 7. CONSENT CALENDAR On a motion by Director Collett, seconded by Director Kiley, the Board voted 5-0 to approve the Consent Calendar. Director Collett abstained from voting on Check No. 55951 of Item No. 7.3. as he has a financial interest with the vendor. 7.1. Minutes of the Board of Directors Regular Meeting Held February 10, 2011 Recommendation. That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Workshop Meeting Held February 17, 2011 Recommendation. That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of $1,352,922.71. 7.4. Progress Payment No. 1 for Construction of the Highland Pump Station Project Recommendation. That the Board of Directors approve Progress Payment No. 1 in the net amount of $283,590.00 to Pacific Hydrotech Corporation for construction of the Highland Pump Station Project, Job No. 200814. 8. ACTION CALENDAR 8.1. Recording Board of Directors Meeting Minutes Mr. Vecchiarelli explained that the Executive-Administrative- Organizational Committee and Citizens Advisory Committee had been discussing a recommendation for audio/video taping the Board of Directors meetings. Staff conducted a survey of the recording practices of 2 similar agencies and provided a summary of the results with the agenda report. Mr. Vecchiarelli and Mr. Kidman then responded to questions from the Board regarding the length the audio recordings should be kept and the level of detail needed in the written minutes. Director Collett suggested that staff contact the City of Yorba Linda regarding their current recording practices. Director Hawkins suggested that the Board consider videotaping the meetings and streaming them on the District's website especially since the meetings are not regularly held in the evening. Director Melton agreed with Director Hawkins and suggested that the Board consider keeping the recordings for a longer time period than the legal minimum. Mr. Vecchiarelli and Mr. Micalizzi then responded to questions from the Board regarding the estimated cost of videotaping the meetings, the City of Anaheim's current setup and possible arrangements with Time Warner Cable. Councilmember Lindsey briefly commented on the City of Yorba Linda's setup and related costs. MWDOC Director Barbre suggested that the District work with the journalism department at Chapman University. Director Kiley stated that he would prefer to videotape the meetings rather than audiotape them. Director Beverage suggested that the District first adopt a policy to begin audio taping its Board meetings as soon as possible, have the minutes transcribed in greater detail, and specify how long the recordings should s be kept. Staff would then be instructed to research the cost of videotaping the meetings in preparation for the next budget cycle. Director Beverage further stated that he had spoken with staff about scheduling night meetings when items like the budget or water rates were being considered by the Board. Mr. Vecchiarelli then responded to questions from the Board regarding the time it would take staff to be ready to audio and/or videotape the Board meetings. Director Melton stated that he liked MWDOC Director Barbre's suggestion and that the District should begin audio taping its Board meetings right away then move towards videotaping at a later time. Director Hawkins stated that he felt the Board should set a date to begin videotaping its meetings. Director Beverage suggested that a motion be made to begin audio taping the Board meetings as soon as practical, that the minutes should be transcribed in greater detail, and that the recordings should be kept for a minimum of 90 days. 3 Mr. Kidman commented on the push towards greater transparency in local government and recommended that the written minutes be considered the District's official record. Mr. Kidman further stated that while he was not against audio/video recording the meetings or retaining the recordings for set period of time, he did recommend that the written minutes be limited to recording action by the Board and not contain a detailed transcript of the Directors' deliberation or discussion. The Board then further discussed the length of time recordings should be kept. Mr. Vecchiarelli asked for clarification from the Board as to whether they wished to have only the Board meetings recorded or Committee meetings as well. Following brief discussion, it was decided that only the Board meetings be recorded. Director Collett made a motion, seconded by Director Hawkins, to begin audio taping the Board of Directors meetings at the next regular meeting or within one month at a minimum, to begin videotaping the Board of Directors meetings in June or July, and to keep copies of the audio recordings for 60 days. Mr. Kidman suggested that the Board clarify if the audio recordings would be destroyed 60 days from the date of the meeting or 60 days from the date the meeting minutes were approved by the Board. Director Collett then amended his motion to keep copies of the audio recordings for 60 days following the date the meeting minutes are approved by the Board and to begin video recording the Board of Directors meetings by the beginning of the next fiscal year. Director Hawkins seconded the amended motion. Mark Shock addressed the Board and stated that he was happy to see the recording of these meetings being implemented. Mr. Schock then recommended the use of a digital recorder and suggested that the Board keep copies of the audio recordings until video recording of the meetings was implemented. The Board then voted 5-0 to approve the amended motion. 9. REPORTS, INFORMATION ITEMS AND COMMENTS 9.1. President's Report None. 9.2. Directors' Reports None. 4 9.3. General Manager's Report ■ Board of Directors' Facilities Tour -April 21, 2011 President Beverage announced that a facilities tour for the Board of Directors had been scheduled for April 21, 2011. The Board then discussed the meeting time and decided on 8:00 a.m. 9.4. General Counsel's Report Mr. Kidman reported that the legislature was in full session and that the deadline for introducing new bills had recently passed. Mr. Kidman and his staff will review all of the proposed legislation once it has been made available and notify staff of any possible negative impacts. Mr. Kidman then announced that the name of his firm would be changing to Kidman, Behrens & Teague. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of the meeting held February 15, 2011 were provided in the agenda packet. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: Citizens Advisory Committee Recommendation for Board of Directors Meeting Minutes; Draft 2 Strategic Planning Document; Elk Mountain Reservoir Practice Field Project; Organizational Chart; District Purchasing Policy; General Counsel's Monthly Summary Report; and Water Conservation Ordinance. Meeting scheduled March 2, 2011 at 11:30 a.m. Director Beverage briefly commented on the comprehensiveness of the monthly billing report provided by Mr. Kidman's office. Mr. Kidman stated that he would be happy to work with District staff to make the report more meaningful to the Board. Councilmember Lindsey and Mr. Schock left the meeting at this time. 10.2. Finance-Accounting Committee (Collett/Kiley) Meeting scheduled March 14, 2011 at 4:00 p.m. was rescheduled to March 15, 2011 at 9:30 a.m. 10.3. Personnel-Risk Management Committee (Kiley/Beverage) Meeting scheduled March 8, 2011 at 4:00 p.m. 5 10.4. Planning-Engineering-Operations Committee (Melton/Collett) Meeting scheduled March 3, 2011 at 4:00 p.m. 10.5. Public Information -Technology Committee (Hawkins/Melton) Meeting scheduled March 7, 2011 at 4:00 p.m. Mr. Schock rejoined the meeting at this time. 10.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) Meeting scheduled March 22, 2011 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) Meeting scheduled February 28, 2011 at 8:30 a.m. Director Hawkins asked regarding the status of recruitment for new Committee members. Mr. Vecchiarelli responded that staff planned to have a list of candidates for the Board to consider further action on at the second Board meeting in March. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council - February 15, 2011 (Melton) Director Melton attended and provided a brief report on matters discussed during the meeting including a presentation regarding a landscape plan for the Diemer Plant provided by a Michael Claisse from MWD and the pedestrian bridge project across Imperial Highway. Director Melton also mentioned that he had attended the City's celebration for the Main Street archway. 11.2. MWDOC Board - February 16, 2011 (Melton) Director Melton attended and provided a brief report on the operating agreement between IRWD, MWD and MWDOC which was discussed during the meeting. 11.3. OCWD Board - February 16, 2011 (Kiley) Director Kiley attended and provided a brief report on the engineer's report on groundwater conditions which was discussed during the meeting. Director Kiley also mentioned that a 30 year service award was presented to OCWD Director Philip Anthony. 6 11.4. YL Planning Commission - February 23, 2011 (Kiley) Director Kiley attended and provided a brief report on the conveyance of the City owned sewer system to the District and related compliance with the master plan which were discussed during the meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from February 25, 2011 - March 31, 2011 The Board reviewed the listed meetings and made no additional changes. 13. CONFERENCES AND SEMINARS 13.1. North Orange County Legislative Alliance Reception - February 24, 2011 (Hawkins/Melton) WACO - March 4, 2011 Tour of Orange County Fire Authority Facilities - March 11, 2011 Children's Water Education Festival - March 23-24, 2011 On a motion by Director Melton, seconded by Director Hawkins, the Board voted 5-0 to authorize Director attendance at the above listed meetings and events with the exception of the WACO meeting on March 4, 2011. Mr. Vecchiarelli suggested that the Board meet at the District's administration building at 8:30 a.m. on March 11, 2011 to carpool to the OCFA tour. Director Hawkins stated that he would not be able to attend this tour. A brief recess was declared at 9:45 a.m. The meeting reconvened at 9:50 a.m. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:50 a.m. All Directors were present. Also present were Messrs. Vecchiarelli and Richard Kriesler and Ms. Knight. 14.1. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association 7 Mr. Vecchiarelli left the Closed Session at 10:53 a.m. 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 11:25 a.m. President Beverage announced that no action was taken during either Closed Session that was required to be reported under the Brown Act. President Beverage further announced that the Board would be cancelling the Personnel-Risk Management Committee meeting scheduled March 8, 2011 and calling a special meeting of the Board of Directors on the same date at 4:00 p.m. to conduct a Closed Session for performance evaluation of the General Manager. 15. ADJOURNMENT 15.1. The meeting was adjourned at 11:27 a.m. The next regular meeting of the Board of Directors will be held March 10, 2011 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary a. 8 ITEM NO. 7.2 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $548,613.22 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 $548,613.22. DISCUSSION: The wire transfer on this disbursement list is as follows: A wire of $93,660.43 to ACWA-HBA for March 2011 health premium. The balance of $230,780.47 is routine invoices. The Accounts Payable check register total is $324,440.90; Payroll No. 4 total is $224,172.32; and, the disbursements of this agenda report are $548,613.22. 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: N r. a e: Descilp on: a pe: CkReg31011 BOD.pdf Check Register Backup Material 11-CS 310.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 Yorba Linda Water District Check Register For Checks Dated: 2,125/2011 thru 3/10/2011 Check No. Date Vender Name Amount Description ($10k or greater) 55990 03/10/2011 Abbott Staffing Group 4,930.00 W22511 02/25/2011 ACWA-HBA 93,660.43 Health premium March 2011 55991 03/10/2011 Advanced Infrastructure 1,509.45 55992 03/10/2011 Albert A. Webb Associates 10,805.22 Elk Mtn Reservoir Dec-Jan svc 55993 03/10/2011 Alternative Hose Inc. 158.44 55994 03/10/2011 Amelia Cloonan 81.09 55995 03/10/2011 Anaheim Wheel & Tire 60.00 55996 03/10/2011 Answer One Communications 449.28 55997 03/10/2011 Anthony Manzano 14S.00 55998 03/10/2011 Appleone Employment Services 1,349.00 55999 03/10/2011 Aqua-Metric Sales Co. 2,000.25 56000 03/10/2011 Aramark 439.55 56012 03/10/2011 ARC 2,271.02 55001 03/10/2011 AT & T - Calnet2 2,618.34 56002 03/10/2011 Automationdirect.com, Inc. 159.00 56003 03/10/2011 AWWA - Dues 462.00 56004 03/10/2011 Bank Of America 145.69 55984 03/10/2011 BYRON P MEYERS 70.36 56010 03/10/2011 C & L Refrigeration Corp. 1,699.03 56013 03/10/2011 C. Wells Pipeline 5„07537 56005 03/10/2011 Carollo Engineers 24,514.40 Highland Reservoir Jan Svcs 56006 03/10/2011 CDW Government, Inc 648.00 56007 03/10/2011 Chambers Group Inc. 1,330.25 56008 03/10/2011 City Of Placentia 8,442.76 56009 03/10/2011 CIVILTEC Engineering, Inc 3,360.75 56011 03/10/2011 Coastal Ignition & Controls 385.14 56026 03/10/2011 C©stco Online 429.84 55985 03/10/201.1 DAM I EN BATES 2.51 56014 03/10/2011 Dapper Tire Co. Inc. 3,447.28 55986 03/10/2011 DEAN RICHENS 1,125.32 56015 03/10/2011 Derek Nguyen 448.20 56016 03/10/2011 Dick's Lock & Safe Inc. 83.50 56017 03/10/2011 Eisel Enterprises, Inc... 2,155.97 56018 03/10/2011 Empire West, Inc. 1,607.74 56019 03/10/2011 Employee Relations, Inc. 205.75 56020 03/10/2011 Employment Development Department 5,850.00 56021 03/10/2011 Energy Fnvironmentai Soln, Inc 2,200.00 55988 03/1.0/2011 FAWN QUINONES 115.31 56022 03/10/2011 Firemaster-Inland Region 1,726.97 56023 03/10/2011 Government Finance Officers 160.00 56D24 03/10/2011 Home Depot Credit Services 59.77 56025 03/10/2011 Hotsy Of So California 314.72 56027 03/10/7011 Industrial Chem. Labs & Services, Inc. 106.43 56028 03/10/2011 Infosend Inc. 12,746.64 BiII,Newsletter Mailing Feb 56032 03/10/2011 J & S Construction 12,480.00 Concrete Work/Repair 56030 03/10/2011 J.J. Roofing 250.00 56029 03/10/2011 Jackson's Auto Supply - Napa 203.91 55989 03/10/2011 JAMISON ENGINEERING 914.36 56031 03/10/2011 Jorge Lopez 55.00 56033 03/10/2011 Kenneth R. Vecchiareili 460.00 56034 03/10/2011 Knott's Berry Farm 4,427.75 56035 03/10/1011 Lee & Re, Inc. 4,054.86 56036 03/10/2011 L ebert Cassidy Whitmore 445.00 56037 03/10/2011 Light Bulbs Etc 64.92 56038 0311012011 Mag Systems, Inc. 1,258.86 56039 0311012011 Mc Fadden-Dale Hardware 25839 56040 03/10/2011 Mc Master-Carr Supply Co. 124.55 5£042 03/10/2011 Municipal Water District 198.00 56043 03/10/2011 Muzak LLC 6831 56044 03/10/2011 MWH Americas, Inc. 15,758.50 HghldUpgrade,2oneTfrJan svcs 56045 03/10/2011 New Pig Corporation 467.05 56046 03/10/2011 Nextel Of California 1,852.82 56047 0311012011 Nickey Petroleum Co 5,146.59 56048 03/10/2011 Ninyo & Moore 1,811.50 56049 03/10/2011 Norman A. Traub Associates 2,332.77 56050 03/10/2011 Office Solutions 197.76 56051 03/10/201 t One Source Distributors, LLC 349.70 56052 03/10/2011 Orange County Water Assn.-Dues 50.00 56053 03/10/2011 Orange County Water District 2,000.00 56054 03/10/2011 Partition Specialties Inc. 557.00 56055 03/10/2011 Parts Source Anaheim 17.43 56056 03/10/201.1 Pete's Parts & Accessories 609.87 56057 03/10/2011 Praxair Distribution 198.71 56058 03/10/2011 Prudential Group Insurance 2,833.07 56059 03/10!'2011 Quinn Power Systems Associates 2,699.04 56060 03/10/2011 R J Services, Inc 487,50 55983 03/10/2011 RICK MORTON 145.19 56061 03/10/2011 Sancon Engineering Inc. 4,490.00 56062 0311012011 Sanders Paving, Inc_ 18,437.00 Asphalt Repair 56063 03/10/2011 Shred-It LISA Inc 76.19 56064 03/10/2011 Southern Calif Edison Co. 315.44 56065 03/10/2011 Southern Calif Gas Co. 4,752.03 56066 03/10/201.1 Southern Counties 4,923.99 56067 03/10/2011 Stater Bros- Markets 38.57 55982 03/03/2011 Stefano's Golden Baked Hams 277.00 56068 03/10/2011 Stephen Parker/ Petty Cash 249.89 56069 03/10/2011 Tetra Tech, Inc. 6,91830 55987 03/10/2011 THERESA BARELA 91.72 56070 03/10/2011 United Industries 578.73 56071 03/10/2011 Valverde Construction, Inc. 4,800.00 56072 03/10/2011 Water Education Foundation 2,500.00 56073 03/101'2011 Water Environment Federation 270,00 56074 03/10/2011 Wells Supply Co 8,985.42 56075 03/10/2011 Westside Building Material 254.48 56041 03/10/2011 Wonderware West 3,247.56 Total $324,440.90 March 10, 2011 CHECK NUMBERS: Manual Check 55982 $ 277.00 Computer Checks 55983-56075 $ 230,503.47 $ 230, 780.47 WIRE: W-22511 ACWA-HBA $ 93,660.43 TOTAL OF CHECKS AND WIRE $ 324,440.90 PAYROLL NO. 4: Void Check 4814 Computer Checks 4815-4817 Manual Checks 4818-4829 $ 224,172.32 DISBURSEMENT TOTAL: $ 548,613.22 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF MARCH 10, 2011 ITEM NO. 7.3 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: Yes Total Budget: $775,000 To: Board of Directors Cost Estimate: $17,280 Funding Source: All Water Funds From: Ken Vecchiarelli, General Account No: 101-2700-201006 Manager Job No: 201006 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: Amendment No. 3 to Professional Services Agreement with Tetra Tech, Inc. for Ohio Street Pipeline Replacement Project SUMMARY: Due to additional design work requirements, a change in the design scope and fee is requested. STAFF RECOMMENDATION: That the Board of Directors authorize approval of Engineering Services Amendment No. 3 with Tetra Tech, Inc. for a fee increase not to exceed $17,280, resulting in a total fee of $167,380. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this item at its meeting on March 3, 2011 and supports staff recommendation. DISCUSSION: On May 27, 2010, the Board ratified issuance of a Professional Services Agreement for engineering services with Tetra Tech, Inc., for the Ohio Street Pipeline Replacement Project, for a fee of $85,400. On July 8, 2010, the Board of Directors approved Amendment No. 1 to the Professional Services Agreement with Tetra Tech, Inc., to include engineering design of Oriente Drive Pipeline Replacement, from Lakeview Avenue to Ohio Street, for a total fee increase not to exceed $63,300, increasing the total contract to $148,700. Amendment 2 for $1,400 was recently approved by staff for Corrosion Engineering services to provide pipeline protection design guidelines resulting from recently discovered aggressive soil conditions. This amount was within the signing authority of the Engineering Manager. This increased the total to $150,100. Subsequently, after completing a detailed site walk and preliminary design work, staff determined that other waterline replacement improvements are needed and require additional design work including: . details for abandonment of an existing 14 inch diameter waterline, constructed in the 1920's, in easements within private residential properties . revised pipeline sizing for Ohio Street north of Oriente Drive . re-alignment in Ohio Street, north of Villa Terrace, to accommodate a narrow construction work area and a traffic lane for residents. . additional meetings attended by Tetra Tech, Inc. . detailed easement research . detailed water meter relocation design work The above design work is not within Tetra Tech's original scope of work, resulting in this request to increase the design fee by $17,280. Tetra Tech's proposal for additional services (copy attached) was reviewed by staff and determined to be necessary and appropriate for the required work. Staff recommends approval. PRIOR RELEVANT BOARD ACTION(S): On May 27, 2010, the Board ratified issuance of a Professional Services Agreement for engineering services with Tetra Tech, Inc., for the Ohio Street Pipeline Replacement Project, for a fee of $85,400. On July 8, 2010, the Board of Directors approved Amendment No. 1 to the Professional Services Agreement with Tetra Tech, Inc., to include engineering design of Oriente Drive Pipeline Replacement, from Lakeview Avenue to Ohio Street, for a total fee increase not to exceed $63,300, increasing the total contract to $148,700. ATTACHMENTS: Name: Des°urip io 2: Type: Ohio St. Pipeline Replacement Amendment 3 02 Ohio Street Pipeline Replacement -Amendment No. 3 Backup Material 02-201 1. pdf Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 TETRATECH February 2, 2011 Mr. Steve Conklin, P.E. Engineering Manager Yorba Linda Water District 1717 East Miraloma Avenue Placentia, CA 92870 Reference: Ohio Street and Oriente Drive Pipeline Replacement Project Contract No. 2010-06 Additional Services Request Dear Mr. Conklin: Tetra Tech has been providing professional engineering services for this project since April 2010 and has completed 90% plans and is now working on the 100% submittal. Tetra Tech has been working diligently in partnership with the District on this challenging project to resolve the impacts to the public. During the execution of the work, we have expended additional effort that was not planned for in our original scope and fee. In addition, the District is requesting changes to the design after the 90% submittal and is also requesting additional work that is outside of our current scope. We respectfully request the District review these additional services and provide a corresponding increase to our approved budget. Please do not hesitate to contact me via telephone at (949) 809-5156 should you have any questions relative to the scope or fee for the additional services. If the request is acceptable to the District, please provide written authorization. Sincerely/ r bU ' Tom Epperson, P.E. Divisional Vice President TLE/MWB/cg P.^09270' 1 ',4-09270- 1000 1 Tioftmf ( orrespondence`'It002-201 1-02-02.doc(100) Attachment Tetra Tech, Inc. 17885 Von Karman Avenue, Suite 500, Irvine, CA 926 9 4-62 1 3 Tel 949.809.5000 Fax 949.809. 50 10 www.tetratech.com YORBA LINDA WATER DISTRICT Ohio Street and Oriente Drive Pipeline Replacement Project REQUEST FOR APPROVAL OF SERVICES The following correspondence Summarizes our request for an increase in the budget authorization to compensate us for the services that will be or have been required to be performed during the execution of the project. Additional Items of Work Item I - Abandonment of Existing 14-inch Cast Iron Pipe: The District has requested that the abandonment of approximately 1,800 feet of existing 14-inch cast iron pipe be included in the project. The District has indicated four areas along the pipeline that the District wants the pipeline disconnected from other water mains and the water main filled with grout and the ends plugged. Tetra Tech performed a site visit with the District to review these areas and the replacement requirements. These areas will require replacement of landscape, hadscape (sidewalks) and street pavement. Tetra Tech will utilize the District's atlas sheets and create a new sheet to show the location and length of the pipeline to be abandoned. A second sheet will be added to the plan set and will use photographs, one of each area, to provide call-outs for the removal and replacement requirements. Item 2 - Revise Pipe Size front 8-inch to 12-inch PVC from Oriente Drive to Approximately 100 feet north of J&J Lane: The District has requested that the 8-inch PVC pipeline between Oriented Drive and approximately 100 feet north of J&J Lane be upsized to 12-inch PVC pipe. The District has been directed to make this change in order to move water more effectively from a pressure reducing vault located in Maple Leaf Lane. This will result in the following changes: 1. Minor revisions to the profile design on Sheets C-106 and C-107. 2. Change of construction call outs on the plan and profile sheets from 8-inch to 12-inch. 3. Minor Revisions to the following details: Details 1, 2, 3, and 4 on Sheet C-505. Item 3 - Realignment of Water Main North of Villa Terrace: Based on discussions with the District, it is desirable to adjust the pipe alignment such that a temporary travel lane can be provided to accommodate residents north of Oriente Drive. The pipe alignment will need to be adjusted to the west, a cross-section added to the plans to provide delineation of work area and removal and replacement of existing features. This results in minor revisions to the horizontal alignment on Sheet C-106 and the addition of the cross-section to the sheet. Item 4 - Additional Meetings: Our scope (original plus the amendment for Oriente Drive) included attending six (6) meetings: three review meetings, one additional meeting for the preliminary alignment for Oriente Drive and two field walks. To date we have attended eight (8) meetings: 50% review of Ohio, 50% review of Oriente, two field walks, two meetings with the City of Yorba Linda, a 90% review meeting and a meeting to discuss work areas, traffic control and production rates. We are anticipating one additional meeting will be required for the project to review the 100% design. Therefore we are requesting compensation for three (3) additional meetings. Item 5 - Easements: During the preparation of the plans, we realized that several of the roads connecting to Ohio Street and Oriente Drive are private streets. In addition to that the District has easements to cover their facilities within these private streets, as well as easements for their utilities P 09270'.134-09270-10001'1'i jM,,,,A C rrespon t-- 1100'_--3011 02 03.d- - I - TETRA TECH YORBA LINDA WATER DISTRICT Ohio Street and Oriente Drive Pipeline Replacement Project outside of the public right-of-way and not within these private streets. We did not plan on this effort to obtain and plot approximately 15 easements for the District and approximately 13 City/roadway easements that overlay this project area. There was also a question about the disposition of the north end of Ohio Street, north of Shadow Ridge Lane which was eventually clarified through the efforts of ourselves, the District and the City. It is important to reflect these easements so that the District can perform their coordination and access agreements with the private owners for the construction and that the final improvements are located within the existing easements. Item 6 - Relocation of Water Meters: During our field walks of both preliminary alignments, the District directed us to relocate several existing water meters that were located in undesirable areas (e.g. top of walls, behind walls, in concrete driveways or located back-off the limits of the paved street in back lots). This resulted in special design for 16 water meters including the following: 1) additional field work to verify the work required to reconnect the service and abandon the existing water meters, and 2) additional construction notes and notations to describe the work required by the Contractor. Schedule Tetra Tech has been working on the 100% submittal and responding to the District's comments. With the recent request to add the abandonment of the 14-inch pipeline and change the pipeline size between Oriente Drive and J&J Lane we are anticipating submitting the 100% submittal by February 7, 2011. While the City is perforining their final review, we will also be performing our final internal QA/QC which will take two weeks to complete. Summary We are requesting an increase to our budget authorization of $17,280 for this project. The total contract amount will increase from S85,400 (original budget) plus 563,300 (Amendment 1 for Oriente Drive), plus 51,400 (Amendment 2 for Corrosion Engineer) and $17,280 (Amendment 3) to a total of $167,380. Please do not hesitate to call me should you have any questions relative to the scope or fee. P 01)'70'.134-09270-10001'1'i jM,,,,A C - pon t--1100'_--3011 02 01cf- - TETRA TECH Price Proposal Labor Plan Price Summary /Totals 7 Labor Resources Task Pricing Totals 17,280 Ohio/Oriente Pipeline Replacement Project Bill Rate> z6o.oo 2-0 161M 127.0 117.0 117.0 s7M Specify Add'I Fees on Setup 0 Technology Use Fee Additional Services Request ProiA- Total Price 17,280 Submitted to: Yor a Linda Water District Pricing by Resource E Contract Type: T&M - _ g d - r Task Pricing Total a a abor 2 -28 Schedule Labor Hrs 3 a Rate Esc. Labor Subs Travel Mat'ls & Equip ODCs Totals Project Phases / Tasks From Thm Mo.th6 3 0 3 118 a v w 24 a w zz az 0.00% 17,064 96 120 17,280 Item 1 Abadonment of Existing 14-inch Cl Pipe 31 1 4 10 - 4 12 - 4,582 - 18 - 80 4,680 Field Visit 2 2 - 330 18 348 Plan Sheet of Abandonment 15 1 z 4 4 4 - 2,126 40 2,166 Detail of Abandonment Areas (4) 15 1 2 4 8 - 2,126 40 2,166 Item 2 Revise Pipe Size from Oriente to J8d Lane 18 - 2 - - 8 8 - 2,272 - - - 28 2,300 Revise Sheets C-106 and C-107 9 1 4 4 - 1,136 14 1,150 Revise Details on Sheet C-505 9 1 4 4 - 1,136 14 1,150 Item 3 Realignment of Water Main north of Villa Terrace 5 - 1 - - 2 2 - 568 - - - 12 580 Revise Sheet C-107 5 1 2 2 - 568 12 580 Item 4 Additional Meetings 10 2 6 2 - - - - 2,050 - 50 - - 2,100 Three (3) Additional Meetings 10 2 6 2 - 2,050 50 2,100 Item 5 Easements 27 1 2 4 8 - 12 - 3,740 - - - - 3,740 Additional effort to add easements 27 1 2 4 8 12 - 3,740 3,740 Item 6 Relocation of Water Meters 27 1 2 8 - 8 8 - 3,852 - 28 - - 3,880 Relocation of 16 water meters 27 1 2 8 8 8 - 3,852 28 3,880 Totals 118 s 17 24 a zz 42 0.00% 17,064 96 120 17,280 Tetra Tech - Confidential and Proprietary Page 1 of 1 Printed 2/2/2011 ITEM NO. 7.4 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: Yes Total Budget: $80,000 To: Board of Directors Cost Estimate: $80,906 Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Manager Job No: 2010-25 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: N/A Engineer Subject: Change Order No. 1 - Water Quality Mixer for Hidden Hills Reservoir SUMMARY: On January 13, 2011, the Board of Directors approved a contract for the installation of a Tank Shark Reservoir Management System at the Hidden Hills Reservoir for a total cost of $72,250. Upon further review of the mixing system and the operational changes required to achieve our water quality goals for Hidden Hills Reservoir, staff recommends that the District install a booster pump and chlorine analyzer for each of the two reservoir bays instead of one combined unit. The cost for this change order work is $8,656, which is greater than 10% of the approved project cost and therefore, requires Board of Directors approval, in accordance with the District's purchasing policy. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 1 in the amount of $8,656, for the installation of a Tank Shark Water Management System at the Hidden Hills Reservoir. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee considered this item at its March 3, 2011 meeting and supports the staff recommendation. DISCUSSION: The Hidden Hills Reservoir has been in operation since July 2010, providing gravity-fed water storage for the 125 homes in the upper Hidden Hills area. The District is addressing low-demand water quality concerns for this area with the installation of a small pump, mixer and chlorine residual analyzer for the reservoir. Upon further review of the mixing system and the operational changes required to improve water quality at Hidden Hills, Engineering and Operations staff recommend that the new system be modified to provide a booster pump and chlorine analyzer for each of the two bays instead of one combined unit. With this new configuration, the District will have a wider range of flexibility to operate one or both reservoir bays and to track water quality consistently. The cost for this change is $8,656, which will be added to the original cost of $72,250. A copy of the change order proposal is attached. Installation work will begin in March and will be completed within a month. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approved a Purchase Agreement to install the Tank Shark Reservoir Management System for Hidden Hills on January 13, 2011, for a total cost of $72,250. ATTACHMENTS: Nan, e: ! .scrip pion: 1 vise: HHills_Mixer _CO#1.pdf HHills Mixer Co#1 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 1077 Dell Avenue, Suite A, Campbell, CA 95008 S1 - Tel: (408) 370-6540 • Fax: (408) 86+6-4660 Email: mail@4psi.net www.4psi.net P rQCess SQlLItlOnS, inc. Contractor's Licenses: Arizona ROC217727, California 877235 February 24, 20111 Proposal No.: P-1230-COI-REV 1 Subject: Proposed Change Order Number One For Yorba Ueda Water District - Hidden Hills Reservoir Process Solutions, Inc. (PSI) will provide the following major system subcomponents: Change Order # 1 consists of the following: • Two (2) 30 GPM Booster Pumps to replace single 60GPM Booster Pump • One (1) Additional 't'otal Chlorine Analyzer, this additional analyzer will be for outgoing water monitoring. • One (1) Sample switching solenoid Assembly and Relay Logic Controls • Above Fault HOA Switches for Booster Pump Control Change Order cost including use tax: Fight Thousand, Six Hundred and Fifty Six Dollars ($8,656.00) Exclusions: • Diver • Pipe Taps • SCADA Interface • Permitting or Regulatory Approval Warranty Process Solutions, Inc. (PSI) warrants the parts supplied as part of the Tank Shark system to be free from defects in materials and workmanship for a period of three (3) years from the date of shipment or start up if Process Solutions is performing the start up. Acceptance of Proposal by Title Date ITEM NO. 7.5 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: Yes Total Budget: $350,000 To: Board of Directors Cost Estimate: $300,000 Funding Source: Sewer Operating Fund From: Ken Vecchiarelli, General Account No: 2-2720 Manager Job No: 2009-16 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Anthony Manzano, Senior CEQA Compliance: N/A Project Manager Subject: Receipt of Final Report for Sewer Master Plan Update 2010 SUMMARY: The Sewer Master Plan Update (SMPU) project for 2010 is complete. The final report was received on the District's sewer collection system, evaluating and determining system deficiencies and capacity needs for existing and future flow conditions. This staff report presents the SMPU 2010 findings and recommendations. A copy of the Executive Summary is attached. STAFF RECOMMENDATION: That the Board of Directors receive and file the Sewer Master Plan Update. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this item at its meeting on March 3, 2011 and supports staff recommendation. DISCUSSION: On December 10, 2009, the Board authorized execution of a Professional Services Agreement with IDModeling (Consultant) in the amount of $300,210 to prepare the SMPU. On February 16, 2011, the Consultant completed and submitted the SMPU. The report results indicate that the vast majority of the District's sewer system is in good to excellent condition and will not require any major improvements. The SMPU identified three potential sewer collection system capital improvement locations with deficient sewer line capacities under estimated build-out and peak-flow conditions, as follows: 1. Kellogg Drive Capital Improvement; between Crestline Drive and Orangethorpe Avenue, and near Imperial Highway 2. Lynbrook Plaza Capital Improvement; Lynbrook Plaza south of Parkview Terrace and one small reach of downstream sewerline in Brookmont Drive 3. Brookmont Drive Capital Improvement; west of Canyon Drive The proposed Kellogg Drive Capital Improvement involves the lowering or removal of a weir that controls the flow-split between parallel 10-inch and 12-inch sewer lines in Kellogg Drive. District staff will continue to monitor flow conditions and determined if modifications in the weir are necessary. The proposed Lynbrook Plaza and Brookmont Drive Capital Improvements were identified based on a very conservative peak flow analysis under build out conditions. Due to the building slowdown, build out may be three to five years out, or later. In the interim and as build out approaches, staff will monitor flow conditions and determine if sewer surcharging is developing. If so, a recommendation will be made to proceed with the described improvements. The consultant's estimated capital improvement costs are $428,000 for the Lynbrook Plaza upgrade and $101,000 for the Brookmont Drive upgrade. PRIOR RELEVANT BOARD ACTION(S): On December 10, 2009, the Board authorized execution of a Professional Services Agreement with IDModeling in the amount of $300,210 to prepare the Sewer Master Plan Update. ATTACHMENTS: SMPU Exec Summary Exhibit.pdf SMPU Exec Summ & Exhibit Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 IDM.odeling and Psornas were retained to develop a new hydraulic model of the sewer collection system (sewer model) and prepare a Sewer Master Plan Update (SMPU) for the Yorba Linda Water District (District). The primary purpose of this report ^s to summarize the development of the sewer model and prepare a SMFU that evaluates and provides recommendations regarding the District's existing and fiusure sewer collection system- This rem}r4 contains the planning methodology, criteria, and assumptions used to develop the SMPU. as well as the results o`' the hydraulic modeAing and the recommended capital improvement plan for the District's wastewater collection system. The S'+IPU also includes reco emendations for maintenance, repair and rehabilitation of the existing sewer collectian system developed froth, on-going closed circuit television (CC°TV) inspection and condition assessment being conducted by district staff or the existing collection system. . aa1 t:iicatl System Description The existing wastewater collection system consists primarily of vitrified clay pipe (VC'P) with a small port=or, of polyvinyl chloride (PVC) pipe, ductile iron pipe (DIP), cast iron pipe (CIP) and asbestos cement pipe (ACP). The diameters range in size from 4-inch to 24-inch. The District owns and maintains approximately 159 miles of pipeline, approximately 4.157 manholes. and one (1) sewer lift station within its service area. The District also maintains approximately 26 miles of pipeline owned by the City of Yorba Linda on the District's eastern border. Wastewater generated within the system flows by gravity to the Orange County Sanitation District (OCSD) trunk sewers. "These tnan'_k sewers rout=. the flow to OCSD wastewater treatment plants in Fountain Valley and. Huntington Beach. 1.3 Pion^r "Ill witortrty As a part of this SMPU, a temporary flow monitoring program was conducted during the months of January through April. 2010, in three phases. The primary purpose of this program was to measure and determine the relative flow from different areas of the wastewater collection system. The flow measurement data collected during the flow rnonitcring program established a benchmark for sewer model calibration. including information on wet weather impacts can the sewer collection system. 1.4 Plranrrirar_i -)ata The Yorba Linda Water District wastewater collection system has approximately 14,800 serv.cc connections. The majority of these customer connections are residential. Within the YLWD sewer se-vice area, the land use is comprised of 66.0% residential, 23% commercial, 0.3% industrial, 16.0% open space and 15.5% planned community. i bi" lc c: ilia c 1 February 2011 PSOMAS YORRd 1 INDA WA TER DISTRICT 2010 SF_ WF, R ,WzI STER PI A))1 UPDATE For protecting future population, information provided by the District was used to estimate build-out connections and population for the sewer system. Four future residential development categories were identified and population projections were developed. Criteria Sewer pipe; capacities are dependent upon many factors. These inciade the roughness of the pipe., the chaser maximum allowable depth of `low, and limiting velocity and slope. the Continuity Equation and the Manning's Equation for steady state flow are used for gravity sewer hydrauFc calculations. 'he capacity criteria for gravity sewers are typically evaiumeci by a ratio of flow depth over pipe diameter (d1D). Sewers for this analysis were sized so the d/D ratios (specified below) are not exceeded while flowing under the peak dry-weather flow (11D W F) conditions. ® Pipe Size 12-inches: din { 50%a Pipe Size > 12-incites: d/D 75% Model Develooniont and GaIR)rJtioll As part of the SMPU, a hydraulic model of the sewer collection syste;n (sewer model) was constructed from the Districts sewer Geographic Information: System (GIS) geodatabase. lie ydr UHC modeling software identified for the computer model is lnfoSewer. which runs inside of l sri's ArcGIS Software. The average dry weather flows were a located and calibrated in the wastewater model based upon historical metered water sales records. land use data, and the results of a flaw monitoring program conducted in January throu0i April 2010. Peak dry weather flowrs were determined using a peaking equation which was developed based on an analysis of the average and peak dry weather flows monitored during the temporary flow monitoring program. The results of the flow calibration are similar to those typically observed in the District's system under dry weather conditions_ 1. all llf,~ System Analysis The District's existing wastewater collection system was evaluated using existing water meter data and return -to-sewer ratios to generate flow's. These flows were then calibrated to the wastewater floe, monitoring data and compared to existing pipeline system, capacity using the design criteria discussed above. An analysis of existing conditions identified 40 sewer segntent (nianhole to manhole) deficiencies in the existing collection system facilities totaling approximately 9,600 linear feet (LF) in length. An analysis under build-out conditions revealed seine additional sewer segment deficiencies totaling approximately 12,200 LF. ` N-1 It 2 February 2011 P S 0 M A YORBA LI:V DA WA TER DI.S1RIOT 1010 S -TrR MA TER PLAN UPDATE ~u;l€i-ou* conditions assumed all undeveloped parcels, Including currenly u sewered parcels, will eventually be Connected to the sewer systems, which is a conservative assumption for the purpose of'developing recommended seiner si yes. This is also the District's desire, to eliminate customers on septic systems and connt:ct them to the sewer collection system. However, accomplishing; this is a difficult task as residents currently on septic systems carat be forced to connect, and new development can still construct septic systems in certain instances. The parameters affecting whether or not new construction or development must connect to the sewer system are rmnimutn lot size, distance to an existing server, and the ability of tie soil to percolate the effluent as determined by a perc test. These parameters are discussed :n more detail in Section 5. Assessment District financing has typically been the primary method used to convert existing devcloped areas with septic systems over to a sewer system but getting through this process is difficult since the costs are high and a majority app:7oval of the property owners voting, on a dollar-weighted assessment basis, rnust be obtained. Since 'hc City ultimately co ntro?s the issuance of building= permits for new construction, it .nay be possible for the District to woof with City officials to develop a program to encourage septic system conversions to sewers. It may also be possible to obtain grants or ow-interest loans to kelp defer some of the costs of this program or to help reduce assessment distr-ct financing costs. l.0 ~ 1?1,ac 3wm1 ) )ded ""mol"e m The Capital Improvements established im this SMPU are provided to the District as recommender solutions to deal with existing and future wastewater collection system deficiencies discovered using the above methodologies, and as described in more detail later in this SMPU. Three sewer collection system improvement projects are recommended: for implementation to correct the hydraulically deficient servers: 1) Kellogg Drive Capital Improvement 2) Lynnibrook Plaza Capital Improvement 3) Brookrnont Drive Capital Improvement These three capacity deficiencies and the recommended capital improvement projects to correct the deficiencies are summarized below and described in inorts detail in Chapters 8 and 9, with capital cost estimates shown on Tables 9-3 and 9-4. Additionally, 37 sewer pipeline segments were included on a Watch List to monitor the deficient pipeline segments which were slightly above their recommended flow depth to pipe diameter ratio. The Kellogg Drive Capital Improvement will correct the deficiencies in the 12-inch pipeline along Kellogg Drive. The improvement involves the removal of the weir in the upstream diversion manhole located near the intersection of Kellogg Drive and Imperial Highway. The inverts of the 12-inch pipeline and its parallel 10-inch pipeline at this M ~i'.j 3 February 2011 P S 0 M A 20111 SHO"ER ISTER PLAN UPDATE. manhole are the same once the weir is removed and will result in an even slit of the sewer flows. No capital cast is included for this improvement as District maintenance crews shou:d be able to complete this weir rrodifcation. The Lyr.nbrook Plaza Capital Improvement has been proposed to correct the deficiencies in the 8-inch pipelines in ;i ynnbrook Flaza south of Parkview Terrace. The recommended improvement is upsizing the pipelines to 12-inches. The capital improvement has an estimated project cost of $428,000, which inclades estimated construction costs plus 40% for Profession: Services and Contingencies (10% for design and tecl'nica'. services; 15% for adrnir_istratior., construction management, inspection and protect administration; and 15% for contingencies). The proposed Brookmont Drive Capital improvement inc,udcs a diE crsion pipeline and the upsicing of the deficient 8-inch pipeline in Brookrnont Drive to 12-inches. I'he proposed 8-inch sewer diversion will connect to the existing parallel 5-inch pipeline and will also correct, e manhole configuration in the downstream pipeline, where the flow crakes are undes rable acute angle turn. The capital improvement has an estimated project cost of $10 :.1100. 1R Ili 4 February 2011 PS0MA' �..-.. __ �'� � ';• ' ',. • 11.1 1- ---------- - - - - -- , 1 yxLy e...� .. • , s.y � .r' -- . d•• n -• }�.�� • r . -.f-+ .••{.. _ Z6AS7ANCkiIfRY RO .. ... ....1.. ... • , •; .. . , • . .-.. .. �.r.. ' �- p ..,..f n ... "7c' . � • . _ � • F , .. .. p .. s • , .. YfMeA tiNOA BLVD PLAT A A17A VBTA ST k —y _— .. .. .. 1 ' • . • v . J • �, ,1 r • ORANGETHOR PE AV { ' ' Ls • y' S r `•�� • i F ' , . z Ynrba Linda Water District 2010 Sewer Master Plan update Legend Streets — Yorda Linda City Limits 4r' YLWD Boundary YLWD Sewer Manhole YLW D Sewer Pipeline Existing Sewer Defic'kencies N W+ vS a x,aoo a,apa Feet FIGURE 8 -1 EXISTING SEWER DEFICIENCIES O e I i i a P S O M A S ITEM NO. 7.6 AGENDA REPORT Meeting Date: March 10, 2011 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Name Change of Public Information-Technology Committee to Public Affairs- Communication-Technology Commitee SUMMARY: With a new Board of Directors and a new calendar year, the Board may want to consider reevaluating the name and acronym for the Public Information-Technology Committee. STAFF RECOMMENDATION: That the Board of Directors change the name of the Committee to include the more vast umbrella of "Public Affairs" which will include and place greater emphasis on public, community and government relations and communications, underscoring the Districts intentions to achieve greater internal and external communications. COMMITTEE RECOMMENDATION: The Committee recommends the Board adopt a change in the name of the Committee from the Public Information/Technology Committee to the Public Affairs-Communications-Technology or PACT Committee. Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RC/PH 5-0 ITEM NO. 8.1 AGENDA REPORT Meeting Date: March 10, 2011 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: No Prepared By: Cindy Botts, Management Analyst Subject: Revised Purchasing Policy SUMMARY: Staff has received direction from the Executive-Organizational-Administrative Committee to consider revisions to the adopted Purchasing Policy. Suggestions from the Committee have included lowering the threshold for notification to some figure below the currently adopted policy levels and providing such notification from the General Manager through the Executive- Organizational-Administrative Committee. Staff has recommended that the policy be reviewed and adopted by the full Board of Directors. This report reviews the current policy and provides options for the Committee to consider in recommending a revised Purchasing Policy for adoption by the Board of Directors. STAFF RECOMMENDATION: That the Board of Directors consider the revised Purchasing Policy. COMMITTEE RECOMMENDATION: That the full Board of Directors consider the revised purchasing policy. DISCUSSION: The Board of Directors first established a Purchasing Policy in 1988 by adopting Resolution No 88- 12. The Board has adopted three revisions to this policy as follows: in 1991 through Resolution 91- 13; in 2002 through Resolution No. 02-01; and most recently in 2007 through Resolution No. 07-11. The purpose of this policy is to provide a set of standard controls and procedures for the acquisition of materials, supplies, goods and services, as identified in the approved budget for any fiscal year. The policy further establishes procedures for the acquisition or leasing of personal property; for repair of modification to District equipment, facilities or structures; for procurement of capital equipment, improvements and replacements; and for obtaining approvals for project change orders or contract amendments. Changes to the policies over the years have primarily focused on the authority level and associated procurement limitations, typically raising these limits to keep pace with inflation and good business practices. A matrix identifying these changes is reflected in the attached spreadsheet. With recent changes to the makeup of the Board of Directors and an increased awareness for transparency in public agencies, the Executive-Administrative-Organizational Committee has directed staff to review the current Purchasing Policy and recommend revisions in the implementation of the District's acquisition procedures. Attached is the Purchasing and Procurement Policy, Resolution No. 11-06 for the Board of Directors consideration. The revised policy strives to add further refinements and additional controls to the District's current purchasing policies and procedures by introducing additional levels of authorization in the Board Resolution and through internal Policies and Procedure No. 7010-11-01, also attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors adopted its first Purchasing Policy on March 24, 1988 by Resolution No. 88- 12. This was rescinded on May 16, 1991 by adoption of Resolution 91-13, which was rescinded by Resolution No. 02-01 on June 13, 2002. The current policy was adopted on June 28, 2007 by Resolution No. 07-11. ATTACHMENTS: Narn9: Description: u : Reso 11-06 - Purchasing Policy FINAL.docx Purchasing Policy 11-06 Backup Material Purchasing Policy Comparison.xlsx Policy History Matrix Backup Material Purchasing _Policy- internal. docx Internal Procedures Backup Material MKB Redline to Reso 11-06 - Purchasing Policy FINAL.docx Revised Resolution Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 RK/GM 5-0 Roll Call Approved as revised by legal counsel. RESOLUTION NO. 11-06 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT SETTING FORTH A PROCUREMENT AND PURCHASING POLICY AND RESCINDING RESOLUTION NO. 07-11 WHEREAS, the District established a Purchasing Policy by adopting Resolution No. 88-12 on March 24, 1998; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution No. 88-12 and adopting Resolution No. 91-13 on May 16, 1991; and WHEREAS, the District modified the Purchasing Policy by rescinding No. Resolution No. 91-13 and adopting Resolution No. 02-01 on June 13, 2002; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution 02-01 and adopting Resolution 07-11 on June 28, 2007; and WHEREAS, from time to time it is necessary to review the Purchasing Policy and to make modifications that reflect current District procedures, public policy demands and economic conditions. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water District shall establish the following policies: Section 1: Property, Repairs and Modifications, Supplies and Services The following procedures and authority will be used for the acquisition or leasing of personal property; repair or modification of District equipment or structures; or obtaining labor, materials, supplies or services as identified in the budget: Dollar Amount Procedure Authority $0-57000 1 Written Quote Dept. Manager $57001-$157000 2 Written Quotes General Manager $157001-$257000 3 Written Quotes General Manager $25,001-$75,000 3 Written Quotes Board of Directors >$757001 Competitive Bid Board of Directors Section 2: Capital Outlay, Improvement and Replacement Projects The following procedures and authority will be used for vehicles and equipment, fire hydrants, water and sewer pipelines, booster pump stations, reservoirs, etc. as identified in the budget: Dollar Amount Procedure Authority $0-$157000 2 Written Quotes Dept. Manager Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 1 Dollar Amount Procedure Authority $15,001425,000 2 Written Quotes General Manager $25,0014100,000 3 Written Quotes Board of Directors >$100,001 Competitive Bid Board of Directors Section 3: Contract Amendments and Change Orders The following procedures and authority will be used for contract services amendments, professional service contract amendments and for capital projects where the change order does not alter project completion time: Dollar Amount Procedure Authority 5% of Project Cost, NTE $7,500 Notify GM Dept. Manager 10% of Project Cost, NTE $15,000 Notify BOD General Manager 10% of Project Cost, NTE $25,000 Notify BOD General Manager >10% of Project Cost or > $25,000 Agenda Item Board of Directors Section 4: Contractual Services Policy The following procedures and authority will be used for professional services such as engineering consultant, legal counsel, auditors, etc as identified in the budget. Dollar Amount Procedure Authority $045,000 1 Written Proposal Dept. Mgr $5,001415,000 2 Written Proposals General Manager $15,001425,000 3 Written Proposals General Manager >$25,001 3 Written Proposals Board of Directors Section 5: Emergency Policy The following procedures and authority will be used in emergency situations for events which require immediate extraordinary action to protect the public health, safety, welfare and property, with ratification by the Board at the next meeting or the earliest special meeting that may be called. Dollar Amount Procedure Authority $04100,000 Notify BOD General Manager >$100,001 Next or Special Mtg. Board of Directors *In all cases where notification is required, a written memo shall be provided stating the reasons for the approval by the designee. Section 6 Effective: The Purchasing Policy adopted herein shall take effect immediately upon adoption of this Resolution. Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 2 Section 7 Rescinding: That Resolution No. 07-11 and conflicting Minute Orders are hereby rescinded upon adoption of this resolution. PASSED AND ADOPTED this 10th day of March 2011, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Michael J. Beverage, President Yorba Linda Water District ATTEST: Kenneth R. Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. McCormick, Kidman & Behrens Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 3 Summary of Past, Present & Proposed Purchasing Policies for Yorba Linda Water District Resolution 88-12 Resolution 91-13 Resolution 02-01 Resolution 07-11 Resolution 11-06 Sec. 1: Supplies and Materials Authority/Approval DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DH $0-$5,000 1 Written Quote DH/AGM $0-$500 1 Verbal Quote $0-$2,500 DH/AGM $501-$5000 2 Verbal Quotes No Change $2,501 - $5,000 $5,001 - $25,000 2 Written Quotes $5,001 - $15,000 2 Written Quotes GM $5,001 - $10,000 2 Written Quotes $5,001 - $20,000 $25,001 - $75,000 3 Written Quotes $15,001 - $25,000 3 Written Quotes BOD $10,001 -$25,000 2 Written Quotes $20,001 - $50,000 _ $25,001 - $75,000 3 Written Quotes BOD $25,001+ Competitive Bid $50,001+ $75,001+ Competitive Bid $75,001+ Competitive Bid Sec. 2: Capital Projects Policy Authority/Approval DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DH $0-$25,000 2 Written Quotes $0-$15,000 2 Written Quotes DH/AGM $0-$5,000 2 Written Quotes $15,001 - $25,000 2 Written Quotes GM $5,001 - $10,000 2 Written Quotes $5,001 - $20,000 $25,001 - 100,000 3 Written Quotes $25,001 - $50,000 3 Written Quotes BOD $10,001 - $25,000 2 Written Quotes $10 - $50,000 3 Written Quotes $20,001 - $50,000 2 Written Quotes $50,001 - 100,000 3 Written Quotes BOD $25,001+ Competitive Bid $50,001+ $50,001+ $100,001+ Competitive Bid $100,001+ Competitive Bid Sec. 3: Change Order Policy Authority/Approval DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DH NC on 5%, NTE Notify AGM $7,500 DH/AGM Max 5% of original project Notify GM NC on 5%, NTE Notify GM NC on 10%, NTE Notify GM cost NTE $10,000 $50,000 $15,000 GM Max 10% of original project Notify BOD No Change No Change NC on 10%, NTE Notify BOD NC on 10%, NTE Notify BOD cost NTE $20,000 $75,000 $25,000 BOD Over 10% of original project Approval by BOD NC on >10%, Notify BOD NC on >10%, Agenda Item cost or $20,001+ in $75,001+ in $25,001+ in aggregate aggregate aggregate Sec. 4: Contractual Services Authority/Approval DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DH $0-$5,000 1 Written Quote 1 Written Proposal DH/AGM 0 $0-$2,500 1 Verbal Quote $5,001 - $15,000 2 Written Proposals GM $0-$10,000 1 Written Quote $2,501-$5,000 2 Verba I Quotes $5,001-$25,000 2 Written Quotes $15,001-$25,000 3 Written Proposals BOD $10,001 - $20,000 2 Written Quotes No Change $5,001 - $20,000 2 Written Quotes $25,001 - $75,000 3 Written Quotes $25,001+ 3 Written Proposals BOD $20,001+ Continuing Service $20,001-$50,000 2 Written Quotes BOD Open $50,001+ Competitive Bid $75,001+ Competitive Bid Sec. 5: Emergency Policy Authority/Approval DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement DollarAmount Requirement GM $0 -$100,000 Immediate extraordinary action to protect the public. Ratification by BOD at next regular meeting or the No Change No Change No C!!,ange No C!!iange soonest special meeting BOD $100,001+ Approval of BOD Yorba Linda Water District Policies and Procedures Policy No.: 7010-11-01 Effective Date: April 1, 2011 Prepared By: Stephen Parker, Finance Director Applicability: District Wide POLICY: PURCHASING POLICY 1.0 PURPOSE This policy establishes a procedure for obtain goods and services for operation at the lowest possible overall cost. This includes maintaining a purchasing system that ensures maximum use of fair and open competition and receipt of the best value for funds available, consistent with applicable laws and regulations. The purchasing functions are decentralized, with each Department responsible for compliance with District policies and procedures. Purchasing responsibility and authority shall be delegated to the lowest possible level consistent with good business practice and sound financial management policy. 2.0 DEFINITIONS A. Best value procurement - for procurements other than public works, shall mean to award based on the best overall value to the District considering: ability, capacity, and skill; ability to meet time requirements; character, integrity, and reputation; financial resources available for contract performance; previous vendor experience; price; and warranty or other documented considerations offered. B. Lowest responsible bidder - Bidder with the lowest price, and whose business and financial capabilities, past performance and reputation meet the required standards. C. Lowest responsive bidder - Bidder with the lowest price, and conforms in all material respects to the terms and conditions, specifications and other requirements requested. D. Single Source - a procurement where there is a compelling reason for only a preferred brand. Examples would be standardization, time schedule, technical expertise, follow-up on work to existing contract, etc. E. Sole Source - a procurement where only one viable source exists. Examples of reasons could be legal restrictions of patent rights, warranty issues, original equipment manufacturer, copyrights, etc. i F. Emergency - an event which adversely affects the ability of the District to carry out its functions, or puts District personnel or property in jeopardy, or which jeopardizes the health or safety of the community and its residents. G. Quote - a simple, brief offer to provide a good or service at a specific price. H. Proposal - a comprehensive offer to provide a good or service at a specific price. 1. Bid - an offer to provide a good or service at a specific price in response to a formal bid form. J. Contract - written agreement between the seller and buyer to sell and purchase a good or service. K. RFQ/RFP - Request for Quote or Proposal L. Appropriations - authorization by the Board of Directors to make expenditures for a specific purpose as identified in the approved Budget. 3.0 SCOPE A. The following apply to all purchases made by the District.- 1 . No purchase will be approved or undertaken unless an appropriation has been established, either through the adopted annual budget or Board approval of additional appropriations. It is the responsibility of the Department Manager to maintain control of their department's budgets. 2. All purchases shall be of the quality deemed necessary to suit the intended purpose. 3. Competitive offer requirements are set out in subsequent sections of this policy and are established based on the type of purchase and/or established dollar limits. 4. Purchases shall not be split to avoid required procedures or established dollar limits. Purchases of like items or services will be considered on an annual basis. 5. The emergency purchase of goods is authorized under certain conditions. 6. No purchase over $25,000 shall be made without an authorized Purchase Order (PO) unless exempted in these guidelines. Otherwise such purchases are void and not considered an obligation of the District. 7. No District employee or Board member shall have a direct or indirect financial interest in any contract or purchase of goods or services entered into by the District or shall derive any personal benefit from the District's purchase of goods or services. 8. No District employee or Board member shall use the purchasing procedures to obtain property for personal use or by misrepresenting to 2 vendors that personal purchases are for the District (i.e., for the purpose of obtaining price discounts). 9. No District employee or Board member shall draft or cause to be drafted any specifications for bids in such a way as to intentionally limit the bidding directly or indirectly to any one bidder, except for a sole source or single source procurement. 10. Any District employee or Board member failing to follow the purchasing policy and procedures may incur personal liability or financial obligation to the vendor. B. Department Responsibilities It is the responsibility of the acquiring Department to: 1. Make purchases in accordance with established policies and procedures. 2. Verify that an appropriation is available for the purchase. 3. Anticipate the Department's needs in advance to minimize the need for emergency purchases. 4. Review goods and services received to ensure conformity with PO or contract. 5. No invoice should be processed for payment when the goods or services are unsatisfactory or there is a price discrepancy from the price originally offered. These issues must be resolved prior to payment. 6. Ensure that all grant provisions are complied with, as Federal, State, or other grant programs may require special conditions that are more stringent than District procedure. 4.0 PROCEDURES A. Procurement of Services, Supplies, Materials and Equipment (Insert updated tables or reference approved adopted policy here) 1. The Department shall evaluate the informal quotes received and determine the best value procurement. The District reserves the right to accept that quote which is in the best interest of the District. 2. The GM is authorized to issue change orders or contract amendments for changes or additions to the original purchase that result in an overall amount up to $15,000. All other change orders shall be brought to the Board for approval. 3. Competitive bids of more than $75,000 for the procurement of services, supplies, materials and equipment shall follow the competitive bidding process as described in section B. B. Competitive Bidding Process 3 1. Bid Forms The initiating Department shall prepare a bid form including detailed specifications for the item to be purchased. The following format is suggested for competitive bids. a. Submission of bids shall include date, time, location, District project number and a detailed list of the information the bid should contain. b. The name, address, and telephone number of the person to be contacted concerning questions about the project should be listed. c. As much background as necessary should be provided to give the bidder an understanding of the environment in which the job will be performed and to which the job relates. d. The desired project schedule, as well as the minimum and desirable qualifications should be as described as specifically as possible. e. If a performance bond is required, the amount and form of bidders security should be detailed 2. Notice Inviting Bids The Department shall also prepare a notice inviting bids that include the following: a. A general description of the item to be purchased. b. A statement indicating where bid forms and specifications can be obtained. c. A statement specifying the time and place for the opening of the bid. A. 3. Bid Opening a. Sealed bids shall be submitted to the District office, time stamped when received, and shall be clearly identified with the bid number on the envelope. Electronic documents are also acceptable, with the District project number clearly identified in the subject line of the email, or on the data storage device. b. Respondents may modify or withdraw their bids prior to the established closing date and time without penalty. However, any modifications submitted after the established closing date and time will not be accepted. c. When a bidder's security is required, the amount determined shall be in the form of cash, certified or cashier's check, certificate of deposit in the District's name, or bid bond made payable to the District. Bidders shall be entitled to return of the bid security with the following exception: 4 1) The successful bidder must execute the contract and file acceptable documents within fifteen (15) working days from the date of award unless extended by the GM. Failure to execute the contract shall be just cause for annulment of the award and forfeiture of the bidder's security, as liquidated damages. The Board may, upon refusal or failure of the successful bidder to execute the contract, award the contract to the next lowest responsible and responsive bidder. d. All bids received shall be available for inspection during regular business hours in the District office for a period of not less than thirty (30) calendar days after the bid opening. 4. Resection of Bids The District reserves the right to reject any and all bids, to accept or reject any one or more items of a bid, or to waive any irregularities or informalities in the bids or the bidding process if it is deemed in the best interest of the District. 5. Evaluation The Department shall evaluate the formal bids received and determine the best value procurement. The District reserves the right to accept that bid which is in the best interest of the District. 6. Awarding Once the bids have been evaluated, the Department Manager shall prepare a report to the Board recommending the best value procurement. The Board shall then award the bid in a public meeting. 7. Change Orders The GM is authorized to issue change orders or additions to the original purchase that are less than a 10% up to $15,000 aggregate change. All other change orders shall be brought to the Board for approval. Any change order that includes a change in delivery time, shall be brought to the Board for approval. C. Public Projects 1. Any construction, alteration, demolition or repair work involving any facility owned or operated by the District, not including maintenance work. 2. Follow the same procurement procedures as described in section A, and if applicable, section B. D. Exceptions to Offer Requirements The informal offers and the competitive bidding process may be bypassed with the General Manager's (GM) approval in the following instances: 1. In emergency situations where time is of the essence. 2. Where a single source or sole source purchase is justified. 5 3. When there exists other governmental contracts that were competitively bid (such as State Contracts and DGS) that the District is eligible to use. 4. When an item has been bid within the last 36 months and the price has not changed. 5. When purchasing goods with significant market fluctuations (such as chemicals), wherein requiring a guaranteed price for a year may actually cost the District more. 6. When it is neither practical nor cost effective to continue soliciting offers until three are received. 7. Certain purchases are unique in nature and do not lend themselves to the process of competitive offers. Therefore, these items do not require competitive offers or Purchase Orders (PO) as listed in Sections B through F. These items include, but are not limited to, water or water rights, debt service payments, real property and ongoing expenses for utility services (electricity, gas, telecommunications, etc.). E. Payment Authorization Each Department Manager will be responsible for signing off on various financial and other administrative documents. Their authorized signature or initials on the invoice, receipt or other backup shall be considered authorization for payment. The signature or initials shall indicate that the signer has: 1. Verified that the District has received the goods or services in good working condition. 2. Verified that the purchase complies with this purchasing policy and that funds are available for the purchase. F. Contract and Purchase Order 1. If needed, contracts shall be prepared and two original copies signed by the vendor and the General Manager or Board President, as required. 2. A PO shall be prepared detailing the vendor name, address, goods or services being purchased, total price including tax and shipping, and budget account to be charged. The PO packet shall contain the PO and any supporting documentation (contract, proposals, quotes, etc.) 3. The PO packet shall then be reviewed by the Department Manager for conformity to the purchasing policy and availability of funds. 4. If necessary, the PO packet shall then be submitted to the General Manager (GM) for final approval. 5. Once the Department has received the approved PO (and original contract, if necessary) from the GM, they may contact the vendor to purchase the goods or begin the services. Goods must generally be shipped to the District address. If the goods will be shipped to an alternate location, this should be cleared with the GM in advance. 6 APPROVED: Kenneth R. Vecchiarelli Date General Manager 'RESOLUTION NO. 11-06 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT SETTING FORTH A PROCUREMENT AND PURCHASING POLICY AND RESCINDING RESOLUTION NO. 07-11 WHEREAS, the District established a Purchasing Policy by adopting Resolution No. 88-12 on March 24, 1998; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution No. 88-12 and adopting Resolution No. 91-13 on May 16, 1991; and WHEREAS, the District modified the Purchasing Policy by rescinding No. Resolution No. 91-13 and adopting Resolution No. 02-01 on June 13, 2002; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution 02-01 and adopting Resolution 07-11 on June 28, 2007; and WHEREAS, from time to time it is necessary to review the Purchasing Policy and to make modifications that reflect current District procedures, public policy demands and economic conditions. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water District shall establish the following policies: Section 1: Property, Repairs and Modifications, Supplies and Services The following procedures and authority will be used for the acquisition or leasing of personal property; repair or modification of District equipment or structures; or obtaining labor, materials, supplies or services as identified in the budget: Dollar Amount Procedure Authority $0-57000 1 Written Quote Dept. Manager $57001-$157000 2 Written Quotes General Manager $157001-$257000 3 Written Quotes General Manager $25,001-$75,000 3 Written Quotes Board of Directors >$757001 Competitive Bid Board of Directors Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 1 Section 2: Capital Outlay, Improvement and Replacement Projects The following procedures and authority will be used for vehicles and equipment, fire hydrants, water and sewer pipelines, booster pump stations, reservoirs, etc. as identified in the budget: Dollar Amount Procedure Authority $0415,000 2 Written Quotes Dept. Manager Dollar Amount Procedure Authority $15,001425,000 2 Written Quotes General Manager $25,0014100,000 3 Written Quotes Board of Directors >$100,001 Competitive Bid Board of Directors Section 3: Contract Amendments and Change Orders The following procedures and authority will be used for contract services amendments, professional service contract amendments and for capital projects where the change order does not alter project completion time: Dollar Amount Procedure Authority Up to 5% of Project Cost, NTE $7,500 Notify GM Dept. Manager Up to 10% of Project Cost, NTE $25,000 Notify BOD General Manager >10% of Project Cost or > $25,000 Agenda Item Board of Directors Section 4: Contractual Services Policy The following procedures and authority will be used for professional services such as engineering consultant, legal counsel, auditors, etc as identified in the budget. Dollar Amount Procedure Authority $045,000 1 Written Proposal Dept. Mgr $5,001415,000 2 Written Proposals General Manager $15,001425,000 3 Written Proposals General Manager >$25,001 3 Written Proposals Board of Directors Section 5: Emergency Policy The following procedures and authority will be used in emergency situations for events which require immediate extraordinary action to protect the public health, safety, welfare and property, with ratification by the Board at the next meeting or the earliest special meeting that may be called. Dollar Amount Procedure Authority $04100,000 Notify BOD General Manager >$100,001 Next or Special Mtg. Board of Directors *In all cases where notification is required, a written memo shall be provided stating the reasons for the approval by the designee. Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 2 Section 6: Effective The Purchasing Policy adopted herein shall take effect immediately upon adoption of this Resolution. Section 7: Rescinding That Resolution No. 07-11 and conflicting Minute Orders are hereby rescinded upon adoption of this resolution. PASSED AND ADOPTED this 10th day of March 2011, by the following called vote: AYES- NOES- ABSTAIN- ABSENT: R Michael J. Beverage, President Yorba Linda Water District ATTEST: Kenneth R. Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. McCormick, Kidman & Behrens Resolution No. 11-06 Modifying the District's Purchasing Policy and Rescinding Resolution No. 07-11 3 ITEM NO. 8.2 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: N/A To: Board of Directors Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: Pending Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board Travel Expense Reimbursement and Ethics Training Policy SUMMARY: As part of the 2011 goals and directives of the Board of Directors, staff was asked to review the current Board Travel and Reimbursement Policy and provide options for updating the methodology for reimbursement. STAFF RECOMMENDATION: That the Board of Directors approve the attached Board Travel and Reimbursement Policy. COMMITTEE RECOMMENDATION: That the Board approve the attached Board Travel and Reimbursement Policy. DISCUSSION: The Internal Revenue Service (IRS) provides an annual update to Publication 1542, Per Diem Rates, which outlines all taxable and non-taxable employer reimbursement rates for travel. Publication 1542 allows two ways for determining allowable reimbursement rates. The first method is the "Reimbursement" method. The second method is the "Per Diem" method. Currently, both the Yorba Linda Water District and the Municipal Water District of Orange County (MWDOC), use the "Reimbursement" method. Reimbursement Method . Requires an itemized receipt Up to any dollar amount, as long as it is outlined in a policy . Only what is spent will be reimbursed Alternatively, a governing body, as outlined in AB 1234, is allowed slightly more flexibiltiy within the IRS "Reimbursement" method. This flexibility permits spending more than the daily reimbursable amount on meals by "deducting" the overage amount from another day's meal allowance, provided the cumulative daily expenses over the duration of the activity or event are not exceeded. PRIOR RELEVANT BOARD ACTION(S): The Board last reviewed and updated the Travel and Reimbursement Policy in 2006. ATTACHMENTS: Name: Description: Type: Resolution 11-05 BOD Travel Expense FINAL.docx Travel and Reimbursement Policy Backup Material Resolution 11-05 BOD Travel Expense FINAL.DOCX Revised Resolution Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 GM/RC 5-0 Amending the amount listed under Section 3. (b) of the resolution from $65 to $50 per day for meals. RC/GM 5-0 Roll Call Approving Resolution No. 11-05 as revised by legal counsel and amended by the Board. RESOLUTION NO. 11-05 RESOLUTION OF THE BOARD OF DIRECTORS OF OF THE YORBA LINDA WATER DISTRICT SETTING FORTH THE POLICY OF REIMBURSEMENT OF EXPENSES INCURRED BY DIRECTORS, DIRECTOR ETHICS TRAINING AND RESCINDING RESOLUTION 06-10 WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of active participation of Board members in attending conferences, conventions, symposiums, legislative and intergovernmental meetings related to or furthering the mission of the District; and WHEREAS, this policy also meets the requirements of California Assembly Bill 1234. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. Resolution No. 06-10 is hereby rescinded effective immediately upon adoption of this Resolution. Section 2. It is the policy of the Board that the Directors of the District are encouraged to attend conferences, conventions, meetings, symposiums intergovernmental meetings and legislative sessions (herein referred to as an "Activity" or "Activities") relating to the mission of the District. Attendance at an event listed herein must be pre-approved by the Board in order to be considered as an Activity for the purposes of compensation and reimbursement of expenses under this policy. Section 3. That the District will pay or reimburse the following expenses incurred in attending such Activities: (a) Compensation. The amount set forth for each day's attendance or service as a Director per Ordinance No. 03-01 adopted by the Board of Directors including reasonable travel time. (b) Reimbursement. Directors shall be reimbursed for actual costs to attend Activities, not to exceed: Travel: $750 per round trip. Lodging: $400 per night Meals: $65 per day Actual and necessary expenses: $50 per day Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 1 (1) Expenditures for lodging, meals, and transportation should provide for reasonable comfort and convenience. It should be borne in mind that public funds are being spent and that only a reasonable level of expense is warranted. (2) Notwithstanding the preceding, when available, Directors must use government or group rates for transportation and lodging. If the group rate is not available, the reimbursement cannot be more than the amount set forth above. The most economical mode and class of transportation reasonably consistent with scheduling requirements will be used. In the event a more expensive class of transportation is used, the reimbursable amount will be limited to the cost of the most economical class of transportation available. (3) If an expense does not fall within the reimbursement rates discussed above or in Section 3(b)(2), it must be approved by the Board, in a public meeting, before it is incurred. (4) Meal expenses include the reasonable costs of meals and beverages, not including alcoholic beverages. Any amount spent over the daily reimbursable amount set forth for meals in this policy may be "deducted" from another day's reimbursable amount during that same Activity, provided the cumulative daily expenses over the duration of the Activity are not exceeded. (5) Actual and necessary expenses. Include tips for porters, baggage carries, bell hops, maids, stewards and stewardesses. Does not include laundry, cleaning or pressing of clothes, lodging taxes or the cost of telephone calls. (6) The District shall not incur the costs for a spouse, or other accompanying person. Section 4. In order to obtain reimbursement for the Activities in accordance with Section 3, the following procedures must be followed: (a) Directors shall submit all expense reimbursement requests on forms provided by the District. The completed form must show that the expenses for which reimbursement is requested meet the requirements set forth in this Resolution. (b) The form must be submitted within thirty (30) days of the Activity. Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 2 (c) With the exception of mileage reimbursement, any expense shown on the form must have a corresponding, attached written receipt or other verification document. (d) All forms, receipts and verification documents shall be public documents subject to redaction of any confidential information, such as credit card numbers. Section 5. Directors shall provide a brief report about the Activity at the next regular Board meeting following attendance. Section 6. A full accounting of expenditures of public funds shall be made and become part of the records of the District. Section 7. Ethics Training. Any new Director must receive ethics training within one year from the first day of service with the District. Thereafter, all Directors will be required to receive ethics training at least once every two years. A Director who serves on more than one local agency board may satisfy the requirement under this section by obtaining ethics training once every two years without regard to the number of local agencies with which he or she serves. The District shall provide information annually on where training is available. All Directors shall provide a copy of proof of participation in the required ethics training to the District. Copies of proofs of participation shall be public documents and shall be retained by the District for five (5) years. PASSED AND ADOPTED this 10th day of March 2011, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Michael J. Beverage, President Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 3 RESOLUTION NO. 11-05 RESOLUTION OF THE BOARD OF DIRECTORS OF OF THE YORBA LINDA WATER DISTRICT SETTING FORTH THE POLICY OF REIMBURSEMENT OF EXPENSES INCURRED BY DIRECTORS, DIRECTOR ETHICS TRAINING AND RESCINDING RESOLUTION 06-10 WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of active participation of Board members in attending conferences, conventions, symposiums, legislative and intergovernmental meetings related to or furthering the mission of the District; and WHEREAS, this policy also meets the requirements of California Assembly Bill 1234. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. Resolution No. 06-10 is hereby rescinded effective immediately upon adoption of this Resolution. Section 2. It is the policy of the Board that the Directors of the District are encouraged to attend conferences, conventions, meetings, symposiums intergovernmental meetings and legislative sessions (herein referred to as an "Activity" or "Activities") relating to the mission of the District. Attendance at an event listed herein must be pre-approved by the Board in order to be considered as an Activity for the purposes of compensation and reimbursement of expenses under this policy. Section 3. That the District will pay or reimburse the following expenses incurred in attending such Activities: (a) Compensation. The amount set forth for each day's attendance or service as a Director per Ordinance No. 03-01 adopted by the Board of Directors including reasonable and necessary travel time. (b) Reimbursement. Directors shall be reimbursed for actual costs to attend Activities, not to exceed: Travel: $750 per round trip. Lodging: $400 per night Meals: $65 per day Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 1 Actual and necessary expenses: $50 per day (1) Expenditures for lodging, meals, and transportation should provide for reasonable and necessary comfort and convenience. It should be borne in mind that public funds are being spent and that only a reasonable and necessary level of expense is warranted. (2) Notwithstanding the preceding, when available, Directors must use government or group rates for transportation and lodging. If the group rate is not available, the reimbursement cannot be more than the amount set forth above. The most economical mode and class of transportation reasonably consistent with scheduling requirements will be used. In the event a more expensive class of transportation is used, the reimbursable amount will be limited to the cost of the most economical class of transportation available. (3) If an expense does not fall within the reimbursement rates discussed above or in Section 3(b)(2), it must be approved by the Board, in a public meeting, before it is incurred. (4) Meal expenses include the reasonable and necessary costs of meals and beverages, not including alcoholic beverages. Any amount spent over the daily reimbursable amount set forth for meals in this policy may be "deducted" from another day's reimbursable amount during that same Activity, provided the cumulative daily expenses over the duration of the Activity are not exceeded. (5) Actual and necessary expenses. Include tips for porters, baggage carries, bell hops, maids, stewards and stewardesses. Does not include laundry, cleaning or pressing of clothes, lodging taxes or the cost of telephone calls. (6) The District shall not incur the costs for a spouse, or other accompanying person. Section 4. In order to obtain reimbursement for the Activities in accordance with Section 3, the following procedures must be followed: (a) Directors shall submit all expense reimbursement requests on forms provided by the District. The completed form must show that the expenses for which reimbursement is requested meet the requirements set forth in this Resolution. Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 2 (b) The form must be submitted within thirty (30) days of the Activity. (c) With the exception of mileage reimbursement, any expense shown on the form must have a corresponding, attached written receipt or other verification document. (d) All forms, receipts and verification documents shall be public documents subject to redaction of any confidential information, such as credit card numbers.- Section 5. Directors shall provide a brief report about the Activity at the next regular Board meeting following attendance. Section 6. A full accounting of expenditures of public funds shall be made and become part of the records of the District. Section 7. Ethics Training. Any new Director must receive ethics training within one year from the first day of service with the District. Thereafter, all Directors will be required to receive ethics training at least once every two years. A Director who serves on more than one local agency board may satisfy the requirement under this section by obtaining ethics training once every two years without regard to the number of local agencies with which he or she serves. The District shall provide information annually on where training is available. All Directors shall provide a copy of proof of participation in the required ethics training to the District. Copies of proofs of participation shall be public documents and shall be retained by the District for five (5) years. PASSED AND ADOPTED this 10th day of March 2011, by the following called vote: AYES: NOES: ABSTAIN. ABSENT: Michael J. Beverage, President Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 3 Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. McCormick, Kidman & Behrens Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 4 ITEM NO. 8.3 AGENDA REPORT Meeting Date: March 10, 2011 Budgeted: N/A To: Executive-Administrative- Organizational Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Water Conservation Ordinance - Temporary Lifting of Restriction on Sunday Watering SUMMARY: The District's Conservation Ordinance commenced in July of 2009, under Stage 2 restrictions. The basis for determining the District's Stage number was Metropolitan Water District's (MWD) Water Alert Levels. The following are the corresponding Alert Levels and Stage Restrictions: MWD Water Alert Level YLWD Stage Restrictions Level 1: Water Supply Watch No Stage Level 2: Water Supply Alert Stage 1: Reduce Usage By 10% Level 3: Water Supply Allocation (5-15%) Stage 2: Reduce Usage By 10-20% Level 3: Water Supply Allocation (20-35%) Stage 3: Reduce Usage By 20-35% Level 3: Water Supply Allocation (Over 40%) Stage 4: Reduce Usage More Than 35% Over the course of the past 20 months, District customers have maintained a conservation level of nearly double the 10% goal, primarily through water use efficiencies in outdoor water use. In April 2010, MWD voted to continue the Water Supply Alert Level 3: Water Supply Allocation (5%- 15%) for the 2nd year in a row. MWD's allocation level to the District also remained at an 8% reduction from historical averages. It is assumed that based on the above average rainfall level so far in fiscal year 2010/11, MWD will vote to reduce its Water Supply Alert Level to either a Level 2 or Level 1 status. This would then allow YLWD to reduce it's status to either a Stage 1, or No Stage, respectively. The permanent watering restrictions, including no washing down of hard or paved surfaces and no watering between the hours of 9:00 am and 6:00 pm would remain in place, regardless of the Stage. STAFF RECOMMENDATION: That the Board of Directors consider temporarily lifting the Water Conservation Ordinance restriction on Sunday watering, on a trial basis, through June 30, 2011. COMMITTEE RECOMMENDATION: The Executive-Adminstrative-Organizational Committee considered this item at their meeting on March 2 and supports the staff recommendation. The Committee further aknowledged that the Board will consider the Conservation Ordinance Stage Levels again when the Metropolitan Water District of Southern California (MWD) determines and announces whether allocation levels will be established for the next fiscal year. DISCUSSION: In order to address the District's excellent conservation levels and on-going revenue needs, without forgoing the immense progress the District's customers have achieved in long-term water use efficiency, the Executive-Administrative-Organizational Committee has directed staff to prepare an action item for the Board to consider temporarily lifting the watering restriction on Sunday, on a trial basis through June 30, 2011. Staff determined that the following items would be items of consideration in temporarily lifting the no watering on Sunday restriction. . Schedules would be Mon-Wed-Fri-Sun and Tue-Thu-Sat-Sun. . No change in ordinance required if approved on a temporary basis. . Messaging can be done on bills and future Water Lines. . Estimated staff time and materials are negligible. . Need for continued restriction or Stage re-designation will be assessed after MWD sets its FY 2011/12 Water Supply Alert Level. Previously, research as been done on the water use efficiency of a four-day per week versus a three-day per week watering schedule. The University of Illinois recommends that lawn irrigation is done as infrequently as possible, even 1 to 2 days per week, with a longer soaking, in order to develop deeper roots and discourage shallow rooted species, such as crabgrass. For areas with clay soil, as is common in Yorba Linda, the University of Illinois suggests watering twice per day, which our current ordinance already allows. Approximately 1 "-1.5" of water per week on turf grass is considered ideal. PRIOR RELEVANT BOARD ACTION(S): The EAO Committee discussed this item several times over the last two months and requested staff prepare this item for consideration by the full Board of Directors. Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 PH/RC 5-0 Temporarily lifting the Water Conservation Ordinance restriction on Sunday watering on a trial basis, through June 30, 2011. ITEM NO. 10.1 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of meeting held March 2, 2011 at 11:30 a.m. Meeting scheduled March 15, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 030211 EAO - Minutes.doc EAO Mtg Minutes 03/02/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING March 2, 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, HR/Risk Manager Cindy Botts, Management Analyst 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Water Conservation Ordinance - Temporary Lifting of Restriction on Sunday Watering The Committee recommended that a temporary lifting of the restriction on Sunday watering be brought before the full Board for action on March 10, 2011. Additionally, they noted that the Board should revisit the Ordinance stages when MWD announces its Conservation Level for fiscal year 2011/12. 2.2. Board Travel and Reimbursement Policy The Committee reviewed the policy and recommended that the per day meal allotment be increased from $50 to $65 per day. There were no other changes suggested and the Committee recommended that the policy be brought before the full Board on March 10, 2011. 2.3. Revised Purchasing Policy The Committee reviewed the policy and recommended a few changes including that all procurement and purchasing contracts and change orders over $25,000 be brought before the full Board for authorization. The Committee recommended that the policy be brought before the full Board on March 10, 2011. 1 3. DISCUSSION ITEMS 3.1. Elk Mountain Reservoir Practice Field Project - Tentative Project Calendar Mr. Vecchiarelli presented the tentative project calendar to the Committee along with a project cost estimate. The Committee reviewed the tentative project calendar and discussed options for the Board consideration in approving the project. Staff will prepare an action item agenda for the Committee's consideration at the March 15 meeting. 3.2. Revised Public Sewer Transfer Agreement Staff indicated the revised agreement may be included for consideration or discussion by the City Council at their meeting on March 15, 2011. 3.3. Alternative Work Schedules This item was discussed at the February, 28, 2011 meeting of the Citizens Advisory Committee. After considerable discussion, the CAC supported a recommendation in support of a 4/10 schedule for the District employees on a 3-month trial basis. The Executive-Administrative-Organizational Committee recommended the item be brought back for further discussion before consideration by the full Board at a later date. 3.4. Organizational Chart Mr. Vecchiarelli discussed rough draft changes to the District's current organization structure. The Committee discussed the draft proposals, made suggestions for alternatives to consider and recommended that this item return to the Committee for further discussion. 3.5. Future Agenda Items and Staff Tasks ■ Continuous Service Agreement 4. ADJOURNMENT 4.1. The Committee adjourned at 2:50 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held March 15, 2011 at 4:00 p.m. 2 ITEM NO. 10.4 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Planning-Engineering-Operations Committee (Melton/Collett) Minutes of meeting held March 3, 2011 at 4:00 p.m. Meeting scheduled April 7, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 030311 - PEO Minutes.doc PEO Mtg Minutes 03/03/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING March 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 Steve Conklin, Engineering Manager Director Ric Collett Lee Cory, Operations Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Change Order No. 1 - Water Quality Mixer for Hidden Hills Reservoir Mr. Conklin reported that, upon preparation for the installation of the mixing system, staff determined that in order to accomplish the operational changes required to meet water quality improvement goals needed for Hidden Hills Reservoir, the mixing system should be modified. That being, instead of one combined unit for the reservoir, a booster pump and chlorine analyzer should be provided for each of the two bays, for operational flexibility and better tracking of water quality. Following discussion, the Committee supported the staff recommendation for approval of Change Order No. 1 in the amount of $8,656 for a second pump, second chlorine analyzer and appurtenances to allow separate and independent operation in each of the two bays. 2.2. Ohio Street Pipeline Replacement Project - Amendment 3 to Professional Services Agreement with Tetra Tech, Inc. Mr. Conklin reported that the pipeline replacement project is currently being advertised for construction bids and is moving forward on schedule. He noted that the project design required additional tasks and work effort beyond the original scope, parts of which related to the need for a public meeting at the District and a presentation at the City Traffic Commission meeting, as requested by the City of Yorba Linda. The PEO Committee reviewed the additional work tasks with staff, and after discussion, supported the staff recommendation of approval of Amendment No. 3 for $17,280 for Tetra Tech, Inc. 1 2.3. Sewer Master Plan Update 2010 - Receipt of Final Report Mr. Conklin reported that the Sewer Master Plan Update 2010 is complete. The report indicates that the vast majority of the District's sewer system is in good to excellent condition and will not require any major improvements. The report identified three potential improvements that may be needed, but not until build-out and only under peak-flow conditions. Those conditions are not expected for several years. In the interim, staff will monitor the system and the condition of the areas in question. Following discussion, the Committee supported staff recommendation that the Board receive and file the Sewer Master Plan Update 2010. They also asked that disc copies of the final report be provided to each Board member. 3. DISCUSSION ITEMS 3.1. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported on water use through February 2011, indicating that demand for the month was 7.3% over the projection, but was cumulatively 7.6% under projection for the seven months of FY 10-11. He noted that the Conservation Percentage since July 1, 2009 is -19.1%. The groundwater use percentage has increased to 40.5% and will meet our goal of 45.9% by the end of the FY. Mr. Cory reported on the status of water storage in our system, mid-way through the MWD shutdown, indicating that approximately 9 day's demand is available in storage with three days of MWD downtime remaining. He noted that we are in a very favorable position with no problems anticipated. 3.2. Monthly Preventative Maintenance Program Report Mr. Cory reported on the PM Program status, noting that we are on target to meet maintenance goals in all areas. He reviewed a map with the Committee, showing that 55% of the District's sewer lines have been video-inspected, with the work moving from the older sewers, in an easterly direction. Mr. Cory reported that our crews have been doing a considerable amount of root removal and other rehabilitation work. He was pleased to note that, because of our continuing cleaning and rehab, there have been no reportable sewer overflows in two years. 3.3. Groundwater Producers Meeting Report Mr. Conklin reported on the February 9 Groundwater Producers Meeting, which dealt with the proposed annexation and the concerns of the producers of the potential negative financial impacts. 3.4. Status Report on Capital Projects in Progress Mr. Conklin reported on District capital projects in planning, design and construction. 3.5. Future Agenda Items and Staff Tasks None requested. 2 4. ADJOURNMENT 4.1. The meeting adjourned at 5:15 p.m. The Planning-Engineering-Operations Committee requested that staff determine if an alternative date and time to April 7, 2011 at 4:00 p.m. be considered due to schedule conflicts. 3 ITEM NO. 10.5 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Public Information-Technology Committee (Hawkins/Melton) • Minutes of meeting held March 7, 2011 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled April 4, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 030711 PIT - Minutes.doc PIT Mtg Minutes 03/07/11 Minutes MINUTES OF THE YORBA LINDA WATER DISRICT PUBLIC INFORMATION -TECHNOLOGY COMMITTEE MEETING March 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 Damon Micalizzi, PI Officer Director Gary Melton 1. PUBLIC COMMENTS None. 2. PRESENTATIONS 2.1. Presentation for Children's Water Education Festival This Item was deleted from the agenda, as the model and display were yet to be completed. 3. ACTION CALENDAR 3.1. Funding of Additional Water Education in District Elementary Schools The Committee reviewed staff's recommendation for approving payment of $3,500 to MWDOC for additional water education in District elementary schools for the remainder of this school year. The Committee recommended the approval be brought before the full Board on March 10, 2011 for authorization. However, to meet the Brown Act requirements, this item will appear on the Board Agenda for their Meeting on March 24 and will not appear on the March 10th agenda. 4. DISCUSSION ITEMS 4.1. Audio/Video in Board Room (Verbal Report) Mr. Micalizzi presented to the Committee several options from outside vendors, for installing a variety of camera configurations in the Board Room and the costs associated with each. The Committee felt that at this time, installation of an elaborate video system is cost prohibitive for the District. Staff was instructed to come back with a report outlining costs associated with an internal solution for videotaping, playback and archive on the web. 4.2. Participation in Yorba Linda Community Faire & Car Show (Verbal Report) The Committee discussed options for District Participation in the Yorba Linda Community Faire on April 30th. Seeing as the event also falls on the 1 date of an employee recognition event, the Committee suggested having one or two employees that are not planning on attending the employee picnic to take the water truck to the Faire. Mr. Melton said he planned on attending the Community Faire as well, on behalf of the District. 4.3. Draft Timeline for Elk Mountain Practice Field Project Outreach and Education Efforts Mr. Micalizzi presented the Committee with a Draft Timeline for Public Outreach for the Elk Mountain Practice Field Project. The Committee reviewed the outline and suggested minor revisions including moving one of the meetings forward two weeks to better accommodate residents who may have plans during the Easter Holiday Weekend. 4.4. Future Agenda Items and Staff Tasks Director Hawkins asked for a future Discussion Item regarding a dedication event at the Hidden Hills Reservoir. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:05 p.m. The next regular meeting of the Public Information-Technology Committee will be held on April 4, 2011, at 4:00 p.m. 2 ITEM NO. 10.7 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Citizens Advisory Committee (Beverage) • Minutes of meeting held February 28, 2011 at 8:30 a.m. (To be provided at the meeting.) • Meeting scheduled March 28, 2011 at 8:30 a.m. ATTACHMENTS: Name: Description: Type: 022811 - CAC Minutes.doc CAC Mtg Minutes 02/28/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING February 28, 2011 1. CALL TO ORDER A meeting of the Citizens Advisory Committee (CAC) was called to order at 8:30 a.m. by Chair Carl Boznanski. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE MEMBERS PRESENT Carl Boznanski, Chair Lindon Baker Cheryl Spencer Borden Greg Myers, Vice Chair Bill Guse YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael Beverage, Director Ken Vecchiarelli, General Mgr Damon Micalizzi, PI Officer Delia Lugo, EPIC Committee OTHER VISITORS Robyn Shaw, EPIC Committee Fred Hebein Wayne Miller Dave Barmer, EPIC Committee Nola Hastings Mark Schock Nicole Dalton, EPIC Committee 1.1. Introduce EPIC Committee Members Members of the District's Employee Productivity Innovation and Communication Committee introduced themselves to the Committee. Mr. Vecchiarelli pointed out that the EPIC Committee was responsible for putting together the staff report for item 4.1. 1.2. Introduce Visitors This was the second CAC meeting attended by Nola Hastings, Fred Hebein and Wayne Miller. All are applicants for the Citizens Advisory Committee. Hidden Hills Resident, Mark Schock, was in attendance and also introduced himself. 2. PUBLIC COMMENTS None. 3. CONSENT CALENDAR 3.1. Minutes of the Citizens Advisory Committee Meeting Held January 24, 2011 The Committee unanimously approved the Minutes as drafted. 1 4. ACTION CALENDAR 4.1. Alternative Work Schedule Mr. Vecchiarelli, Ms. Lugo and Mr. Micalizzi presented to the Committee a report prepared by the EPIC Committee, exploring the possible benefits of an alternative work schedule that would result in the District's offices being closed on Fridays. Under a 4/10 alternative work schedule, cost savings and employee benefits were identified along with longer business operating hours on Monday-Thursday. Similarly, a fixed 9/80 schedule was outlined whereas the District would be closed every other Friday. After much discussion, the Committee decided in a 4-1 vote, to recommend to the Board of Directors that the District adopt an alternative 4110 work schedule with the District closing its doors every Friday, for a trial period of a minimum of three months. After this trial period, staff should come back with a detailed analysis of cost savings and production gains, if any were realized as a result of the alternative work schedule, for consideration of extending this schedule change into the future. 5. DISCUSSION ITEMS 5.1. City of Yorba Linda Sewers Update Mr. Vecchiarelli updated the Committee on the current status of discussions regarding the potential transfer of sewer facilities between the City of Yorba Linda and the District. Mr. Myers mentioned afterward a news story out of the San Francisco area that discussed how the influx of low-flow toilets was creating an odor issue in the Bay Area system. 5.2. Citizens Advisory Committee Member to Present Meeting Minutes at Next Board of Directors Meeting on March 10, 2011 Committee Chair, Carl Boznanski volunteered to attend and present the CAC's Meeting Minutes at the next Board of Directors Meeting. Mr. Guse inquired as to the status of the Board of Directors decision in keeping their Meeting Minutes. Mr. Vecchiarelli then updated the Committee on the Boards decision from the February 24th Board Meeting whereas the Board voted 5-0 to begin audio taping their meetings at the next regular meeting or within one month at a minimum, to begin videotaping the Board of Directors meetings possibly by the beginning of next fiscal year. 5.3. Future Agenda Items ■ AWWA QualServe Employee Survey Results and Executive Summary ■ Elk Mountain Practice Field Project ■ Rate Structure and Financial Planning ■ FY 2011/12 Budget ■ District Tour for New CAC Members ■ Introduce Operations Division, Maintenance Distribution 6. ADJOURNMENT 6.1. The Committee adjourned at 9:45 a.m. The next regular meeting of the Citizens Advisory Committee will be held March 28, 2011 at 8:30 a.m. 3 ITEM NO. 12.1 AGENDA REPORT Meeting Date: March 10, 2011 Subject: Meetings from March 11, 2011 - April 30, 2011 ATTACHMENTS: Name: Dosciiption: Type: BOD Activities Calendar.xls BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance bv: March 2011 OCFA Tour Fri, Mar 11 9.30AM Finance-Accounting Committee Meeting Tue, Mar 15 9.30AM Collett/Kiley Exec-Admin-Organizational Committee 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 Children's Water Education Festival Wed, Mar 23 8:OOAM Yorba Linda Planning Commission Wed, Mar 23 7:OOPM Collett Children's Water Education Festival Thu, Mar 24 8:OOAM 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 April 2011 WACO Fri, Apr 1 7.30AM Hawkins Public Information-Technology Committee Mon, Apr 4 4:OOPM Hawkins/Melton Yorba Linda City Council Tue, Apr 5 6.30PM Hawkins MWDOC/MWD Workshop Wed, Apr 6 8.30AM Melton/Staff OCWD Board Wed, Apr 6 5.30PM Kiley/Staff Planning-Engineering-Operations Committee Thu, Apr 7 4:OOPM Melton/Collett Finance-Accounting Committee Meeting Mon, Apr 11 4:OOPM Collett/Kiley Personnel-Risk Management Committee Tue, Apr 12 4:OOPM Kiley/Beverage Yorba Linda Planning Commission Wed, Apr 13 7:OOPM Kiley Board of Directors Regular Meeting Thu, Apr 14 8.30AM Exec-Admin-Organizational Committee Tue, Apr 19 4:OOPM Beverage/Hawkins Yorba Linda City Council Tue, Apr 19 6.30PM Melton MWDOC Board Wed, Apr 20 8.30AM Melton/Staff OCWD Board Wed, Apr 20 5.30PM Kiley/Staff Board of Directors Special Meeting Thu, Apr 21 8:OOAM Citizens Advisory Committee Meeting Mon, Apr 25 8.30AM Beverage Yorba Linda Planning Commission Wed, Apr 27 7:OOPM Collett Board of Directors Regular Meeting Thu, Apr 28 8.30AM 3/1/2011 8:53:30 AM ITEM NO. 13.1 AGENDA REPORT Meeting Date: March 10, 2011 Subject: MWDOC Inspection Trip of the Colorado River Aqueduct - April 15-17, 2011 Labor and Employment Relations Issues During Lean Economic Times - April 21,2011 ACWA/JPIA Spring Conference - May 9-10, 2011 ACWA Spring Conference - May 10-13, 2011 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at the above listed events. ATTACHMENTS: Name: Descripdom MWDOC Inspection Trip.doc Event Flyer Backup Material Labor Relations Workshop_pdf Workshop Flyer Backup Material ACWAJPIA_Spring _Conference.pdf Conference Flyer Backup Material ACWA Spring Conference.pdf Conference Flyer Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/10/2011 PH/RK 5-0 ITINERARY FOR AN INSPECTION TRIP OF THE COLORADO RIVER AQUEDUCT MUNICIPAL WATER DISTRICT OF ORANGE COUNTY Sponsored by DIRECTOR BRETT R. BARBRE THE METROPOLITAN WATER DISTRICT OF T SOUTHERN CALIFORNIA Friday, Saturday, Sunday, April 15, 16, 17, 2011 Friday, April 15 7:00 a.m. - Assemble at Municipal Water District of Orange County (MWDOC) 18700 Ward Street Fountain Valley, CA Continental breakfast served before departure Contact: Darcy Burke (714) 593-5014 or Tiffany Back (714) 593-5013 8:00 a.m. - Depart for Diemer Treatment Plant (this is subject to change - may meet at Yorba Linda Water or at Diemer)??? - if we start here, we can begin at 8.30 a. m. 9:00 a.m. - Arrive and tour Diemer Treatment Plant 3972 Valley View Avenue, Yorba Linda, CA 92686 Contact: Trudi Loy 4 Metropolitan's Robert B. Diemer Water Treatment Plant is located in the AQ1, City of Yorba Linda, approximately 25 miles southeast of Los Angeles. It is one of Metropolitan's three "blend" plants (the other two are Weymouth and Skinner), meaning that it receives a blend of water from the State Water Project (SWP) and the Colorado RiverAqueduct (CRA). 10:30 a.m. - Depart for Diamond Valley Lake www.mwdh2o.com 12:00 noon - Arrive Diamond Valley Lake. Tour Wadsworth Pumping Plant with Hydro discussion included. Catered lunch at East Marina before departure. The Wadsworth Pumping Plant at Diamond Valley Lake (DVL) is Metropolitan's only pumping and hydroelectric plant that pumps water and generates power. Water from the San Diego Canal is transferred to the DVL Forebay. The Forebay serves as a regulating pond for the pumping plant, which conveys water equally to 12 pumps or transfers water from the generating units to the San Diego Canal in order for the plant to produce power. Diamond Valley Lake, located near Hemet, was designed to be filled from two sources: The Colorado River and state water from Northern California. Diamond Valley Lake began filling in year 2000 and has a capacity of 800,000 acre-feet, which secures six months emergency storage south of the San Andreas Fault. Water from the California State Water Project is delivered to Lake Silverwood where it travels by gravity through the 12-foot diameter, 45-mile Inland Feeder to Diamond Valley Lake. 2:00 p.m. - Depart Diamond Valley Lake for Gene Village 6:30 p.m. - Arrive Gene Village, MWD Field Headquarters 7:30 p.m. - Dinner in Gene Dining Room Saturday, April 16 7:00 a.m. - Wake Up Call! 7:30 a.m. - Breakfast in Gene Dining Room 8:30 a.m. - Depart for tour of Copper Basin 8:45 a.m. - Arrive and tour Copper Basin Copper Basin Dam is located in San Bernardino County west of the Colorado River from Parker, Arizona. The dam is a concrete arch dam with a maximum height of 210 feet and a crest length of 220 feet. The reservoir's capacity is 24, 000 acre-feet and has an ungated ogee crest spillway. 10:30 a.m. - Tour of Intake Pumping Plant and drive-by view of Parker Dam (Photo opportunity) www.mwdh2o.com Intake Pumping Plant is the starting point of the Colorado River Aqueduct and is named for W. P. Whitsett, Metropolitan's first board chairperson (1929-1947). It is the first of five Colorado River Aqueduct pumping plants and lifts water 291 feet, from an elevation of 450 feet above sea level to 741 feet. All pumping plants have nine pumps, and each of the nine units has a nominal rated capacity of at least 225 cubic feet per second (cfs). Each pump is driven by a vertical, three- phase, 60-cycle, 6900-volt synchronous motor, which is totally enclosed and water-cooled. Each Intake Pumping Plant motor develops 9,000 horsepower. 12:30 p.m. - Lunch at the Gene Swimming Hole 1:30 p.m. - Director Brett Barbre, Municipal Water District of Orange County presentation and discussion in Gene Assembly Room Allan Preston Museum open 3:00 p.m. - Refreshments in lounge - Lithos Afternoon break 5:30 p.m. - Social Hour in Lounge 6:30 p.m. - Dinner in Gene Dining Room SUNDAY, April 17 6:30 a.m. - Wake Up 7:00 a.m. - Breakfast in Gene Dining Room 8:00 a.m. - Depart Gene Village - Farewell!! 10:30 a.m. - Patton Museum and "Big Map" - brief stop Phone: (760) 227-3483 General George S. Patton Memorial Museum was established to honor the late General George S. Patton and the thousands of men who served with him at the Desert Training Center and overseas. The museum is located off Interstate 10, about 30 miles east of Indio at Chiriaco Summit, which was the entrance to Camp Young, command post for the DTC during World War 11. The site was donated by Joseph Chiriaco, a surveyor for Metropolitan and one of the first area residents General Patton met when he arrived to set up the center. www.mwdh2o.com 11:00 P.M. - Depart Patton Museum for lunch at Sloan's Restaurant, Indio 12 noon Lunch at Sloans, Indio Kelly Sloan (760) 347-3923 1:00 P.M. - Depart Indio for Yorba Linda (or where vehicles are). 3:30 p.m. - Arrive Municipal Water District of Orange County Ra In case of an emergency during this trip, telephone contact to our group may be made through MWD's 24-hour Security Watch Center, (800) 555-5911, Inform the operator that you are calling for an inspection trip guest with Director Brett Barbre and Inspection Trip Manager Bernie Stillions. You may also reach the group by calling (213) 709-2500 or emailing at bstillionskmwdh2o.com Participation on this inspection trip by certain California governmental officials will constitute a reportable gift under California and local ethics laws. The estimated reportable expense for this trip is $300.00. Please contact Bernie Stillions at bstillions@mwdh2o.com or call (213) 217-7811 to receive the actual reportable expense if you are required to report gifts. www.mwdh2o.com Liebert Cassidy Whitmore Labor & Employment Relations Issues During Lean Economi... Page 1 of 1 LABOR & EMPLOYMENT RELATIONS ISSUES DURING LEAN ECONOMIC TIMES CYPRESS APRIL 21, 2011 Orange County Human Resources Consortium PRESENTER(S) • Steve Berliner • Lauren Liebes To Contact Liebert Cassidy Whitmore: Los Angeles 310.981.2000 I Fresno 559.256.7800 1 San Francisco 415.512.3000 info@lcwlegal.com @2011 Liebert Cassidy Whitmore http://www.lcwlcgal.com/79170 3/1/2011 ACWA Joint Powers Insurance Authority 2011 Spring Conference Schedule Sheraton Grand Hotel 1230 J Street, Sacramento, CA 95814 (916) 447-1700 Monday- May 9, 2011 8:00 a.m. - Review of the Proposed Changes to JPIA's Joint 10:30 a.m. Powers Agreement & Bylaws 10:45 a.m. - Executive Committee meeting noon 1:30 p.m. - Board of Directors' meeting 4:30 p.m. 4:30 p.m. - ACWA/JPIA Reception 5:30 p.m. 6:00 p.m. Retirement Dinner for Dan Klaff (meal ticket required) At the Hyatt Regency Hotel Tuesday - May 10, 2011 8:30 a.m. - Seminar 1 9:30 a.m. 9:45 a.m. - Seminar 11 10:45 a.m. 11:00 a.m. - Seminar III noon 1:30 p.m. - Bus Trip to JPIA's new Office in Roseville 3:30 p.m. Wednesday - May 11, 2011 8:00 a.m. - Exhibit Booth 5:00 p.m. 10:00 a.m. - Sexual Harassment Prevention for Board noon Members and Managers (AB1825) Thursday - May 12, 2011 8:00 a.m. - Exhibit Booth 12:15 p.m. Preliminary Conference Agenda - Spring 2011 1/24/11 ACWA Events 8:30 a.m.-Noon & 1:30-5 p.m. 1:45-2:15 p.m. . Exhibit Hall . Dessert Break sponsored by Krieger & Monday, May 9 Stewart, Inc., Consulting Engineers • 5 a.m. 10-11:50 a.m. . ACWA/JPIA Risk Management Subcommittee • Attorneys Program p. .Communications Committee Program 9 .AttoAttorneys Program • Exhibitor Technical Presentations • Exhibitor Technical Presentations 10:30-11:45 a.m. • Finance Program • Federal Issues Forum . ACWA/JPIA Executive Committee • Human Resources Program • Statewide Issue Forum • Region Forum • Water Trends Program 1:15-2:30 pp.m. . Statewide Issue Forum . ACWA/JPIATown Hall Meeting . Water Trends Program 4-5 p.m. 3-5p m. Noon-1:30 p.m. • Region 1 Business Meeting . ACWA/JPIA Board of Directors . General Luncheon • Region 2 Business Meeting . Region 3 Business Meeting 5-6 pp m. 1:45-2:15 p.m. • Region 4 Business Meeting . ACWA/JPIA Board of Directors' Reception • Prize Drawing / Dessert Break • Region 5 Business Meeting 2:15-3:45 p.m. No-Host Tuesday, May 10 • Attorneys Program • No-Host Reception a.m.- p.m. • Energy Committee Program 7-10:30 p.m. . Registration • Exhibitor Technical Presentations . Dinner and Entertainment • Finance Program 8:30-10:30 a.m. • Human Resources Program . ACWA/JPIA Seminar 1 • Town Hall Meeting Friday, May 13 • Water Trends Program a.m. 10-11:45 a.m. • Registration • Clean Water Subcommittee 2:15-4:30 p.m. • Safe Drinking Water Subcommittee . Ethics Training 8:30-10 a.m. 0:45 a.m.-Noon . Hans Doe Forum Breakfast 1 1 :45 a.m.-Noon Seminar II 4-5 p.m. sponsored by AECOM ACWA/JPIA . Anadromous Species Task Force 1 a.m.-Noon • Region 6 Business Meeting 1 1 Outreach Task Force • Region 7 Business Meeting . Region 8 Business Meeting Noon-2 • Region 9 Business Meeting 101 & Luncheon • Region 10 Business Meeting • ACWAp m. • Committee Lunch Break 4-6 p.m. 1-2:45 m. . Legal Affairs Committee • Finance Committee • Groundwater Committee 5-7 p.m. • Scholarship Subcommittee • CH2M Hill Hosted Reception • Water Quality Committee 1:30-3:30 p.m. Thursday, May 12 . ACWA/JPIA Seminar III ALL • PROGRAMS ARE 7:30 a.m.-4 p.m. SUBJECT TO CHANGE. 2-4 m. • Registration . SO F' District Administrator 8 a.m.-12:15 p.m. Certification Test • Exhibit Hall Other Events 2-4:15 p.m. 8-9:15 a.m. . Ethics Training . Networking Continental Breakfast Monda Ma 9 3-4:45 p.m. P.M. . Communications Committee 9:45 a.m.-Noon • Water Education Foundation • Energy Committee • Ethics Training Board of Directors • Federal Affairs Committee Tuesday, May 10 • Insurance & Personnel Committee 10-11:50 a.m. y' y • Local Government Committee • Attorneys Program 8 a.m. • Membership Committee • Energy Committee Program • ACWA/ MWH Golf Tournament • Water Management Committee • Exhibitor Technical Presentations • Finance Program Thursday, May 12 5-6:30 m. • Human Resources Program 6:45-8:30 a.m. . Welcome Reception in the Exhibit Hall • Region Forum . San Joaquin Valley Agricultural . Statewide Issue Forum Water Committee . Water Trends Program Wednesday, May 11 777a.m.-5 p.m. 11:50 a.m.-12:15 p.m. • Registration • Prize Drawing in the Exhibit Hall 8-9:45 a.m. 12:15-1:45 p.m. 9 Opening Breakfast 9 General Luncheon