HomeMy WebLinkAbout2011-05-26 - Board of Directors Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, May 26, 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
4.1. (Item No. 9.7. will be taken following Item No. 5.)
5. PUBLIC COMMENTS
Any individual wishing to address the Board is requested to identify themselves and state the matter on which
they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment
when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited
to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five
minutes.
6. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
6.1. Minutes of the Board of Directors Regular Meeting Held May 12, 2011
Recommendation: That the Board of Directors approve the minutes as presented.
6.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of $639,566.14.
6.3. Progress Payment No. 4 for Construction of the Highland Booster Pump Station Project
Recommendation: That the Board of Directors approve Progress Payment No. 4 in
the net amount of $65,925.00 to Pacific Hydrotech Corporation for construction of
the Highland Booster Pump Station Project, Job No. 200814.
6.4. CSDA Membership
Recommendation: That the Board of Directors approve District membership in the
California Special Districts Association for calendar years 2011 and 2012.
6.5. Claim Filed by Schuler Engineering Corporation
Recommendation: That the Board of Directors approve and authorize the General
Manager to settle the claim for $11,864.
7. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
7.1. Independent Audit Services Contract
Recommendation: That the Board of Directors authorize the President and
Secretary to execute a Professional Services Agreement with Diehl Evans & Co. for
a three-year contract with two subsequent one-year options for a fee not to exceed
$97,695.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
8.2. Directors' Reports
Preventing Workplace Harassment Seminar - May 19, 2011 (Melton)
OC Water Summit - May 20, 2011 (Hawkins/Kiley)
8.3. General Manager's Report
8.4. Future Agenda Items and Staff Tasks
9. COMMITTEE REPORTS
9.1. Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Minutes of meeting held May 18, 2011 at 4:00 p.m. (To be provided at the meeting.)
Meeting scheduled June 21, 2011 at 4:00 p.m.
9.2. Finance-Accounting Committee
(Collett/Kiley)
• Meeting scheduled June 13, 2011 at 4:00 p.m.
9.3. Personnel-Risk Management Committee
(Kiley/Beverage)
• Meeting scheduled June 14, 2011 at 4:00 p.m.
9.4. Planning-Engineering-Operations Committee
(Melton/Collett)
• Meeting scheduled June 2, 2011 at 4:00 p.m.
9.5. Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
Minutes of meeting held May 23, 2011 at 4:00 p.m. (To be provided at the meeting.)
Meeting scheduled June 17, 2011 at 12:00 p.m.
9.6. MWDOC/OCWD Ad Hoc Committee
(Beverage/Hawkins)
Minutes of meeting held May 24, 2011 at 4:00 p.m. (To be provided at the meeting.)
Meeting scheduled July 26, 2011 at 4:00 p.m.
9.7. Citizens Advisory Committee
(Beverage)
Minutes of meeting held May 23, 2011 at 8:30 a.m. (To be provided at the meeting.)
Meeting scheduled June 3, 2011 at 8:00 a.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. YL City Council -May 17, 2011 (Hawkins)
10.2. MWDOC Board - May 18, 2011 (Melton/Staff)
10.3. OCWD Board - May 18, 2011 (Kiley/Staff)
10.4. YL Planning Commission - May 25, 2011 (Kiley)
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from May 27, 2011 - June 30, 2011
12. 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.
12.1. Public Employee Discipline/Dismissal/Release
Pursuant to Section 54957 of the California Government Code
13. ADJOURNMENT
13.1. A special meeting of the Board of Directors will be held May 31, 2011 at 6:00 p.m. A
workshop meeting of the Board of Directors to discuss the budget for FY 2011/12 will be
held June 1, 2011 at 2:00 p.m. The next regular meeting of the Board of Directors will be
held June 9, 2011 at 8:30 a.m.
Items Distributed to the Board Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for
public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870,
during regular business hours. When practical, these public records will also be made available on the District's internet
website accessible at http://www.ylwd.com/.
Accommodations for the Disabled
Any person may make a request for a disability-related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. 6.1
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: Minutes of the Board of Directors Regular Meeting Held May 12, 2011
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Narne: Description: Type:
051211 BOD - Minutes.doc BOD Mtg Minutes 05/12/11 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
5/26/2011
RC/RK 5-0
2011-080
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
May 12, 2011
1. CALL TO ORDER
The May 12, 2011 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Beverage at 6:30 p.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
Ric Collett Lee Cory, Operations Manager
Robert R. Kiley Steve Conklin, Engineering Manager
Gary T. Melton Stephen Parker, Finance Manager
Damon Micalizzi, Public Info Officer
Anthony Manzano, Sr Project Manager
Derek Nguyen, Water Quality Engineer
4 Annie Alexander, Executive Secretary
DIRECTORS ABSENT
Phil Hawkins, Vice President
OTHER VISITORS
Brett Barbre, Director, Municipal Water District of Orange County
Dan Payne, Partner, Kidman, Behrens & Tague
Michael Hurley, Principal Water Resources Manager, Malcolm Pirnie, Inc.
Mark Schock, Resident
4. ADDITIONS/DELETIONS TO THE AGENDA
None.
5. PUBLIC COMMENTS
Director Barbre provided the Board with an overview of the current water supply
situation and reported that MWD would be selling surplus water at the
replenishment rate through MWDOC. OCWD has stated their interest and intent
to purchase some of the 118,000 acre feet of water available through the end of
the calendar year. Director Barbre then responded to questions from the Board
regarding the proposed merger of MWDOC and OCWD.
1
2011-081
6. PUBLIC HEARING
6.1. Public Hearing for the 2010 Update of the Urban Water Management Plan
6.2. (Item Nos. 6.2.A. and 6.2.B were taken out of order.)
B. Secretary Provides Proof of Public Hearing Notification,
Correspondence and/or Petitions
Mr. Vecchiarelli reported that a notice regarding the public hearing
had been published in the OC Register on April 28, 2011 and May
5, 2011.
A. President Opens Public Hearing
President Beverage opened the public hearing at 6:37 p.m.
C. Testimony Beginning with Report by Engineering Manager
Mr. Conklin introduced Michael Hurley who provided the Board with
a PowerPoint presentation regarding the update of the District's
Urban Water Management Plan performed by Malcolm Pirnie. This
included an overview of the major elements of the plan, new
requirements and associated recommendations. Mr. Hurley then
responded to questions from the Board regarding the projected
6.4% demand increase and 20% by 2020 statewide reduction.
President Beverage reported that the plan had been reviewed by
the Planning-Engineering-Operations Committee in great detail.
Mr. Conklin stated that staff concurred with Malcolm Pirnie's
findings and recommendations.
D. Testimony from Public
President Beverage opened the meeting for public testimony at
6:57 p.m. No members of the public in attendance addressed the
Board at this time.
E. President Closes Public Hearing
President Beverage closed the public hearing at 6:58 p.m.
F. Discussion
No further discussion took place.
On a motion by Director Collett, seconded by Director Melton, the Board voted
4-0 on a Roll Call to adopt Resolution No. 11-07 for the 2010 Update of the
Urban Water Management Plan, and direct staff to submit a final draft copy to the
Department of Water Resources and other agencies by June 12, 2011.
Mr. Hurley left the meeting at this time.
2
2011-082
7. CONSENT CALENDAR
On a motion by Director Kiley, seconded by Director Collett, the Board voted 4-0
to approve the Consent Calendar.
7.1. Minutes of the Board of Directors Special Meeting Held April 20, 2011
Recommendation. That the Board of Directors approve the
minutes as presented.
7.2. Minutes of the Board of Directors Regular Meeting Held April 27, 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 $1,039,894.07.
7.4. Progress Payment No. 1 for Construction of Water Quality Mixer for
Hidden Hills Reservoir
Recommendation. That the Board of Directors approve Progress
Payment No. 1 in the net amount of $32,512.50 to Process
Solutions, Inc. for the installation of a Tank Shark Water
Management System at the Hidden Hills Reservoir, Job No. 2010-
25.
7.5. Progress Payment No. 2 for Construction of the Emergency Pumpout
Facilities and Anaheim Interconnection Project
Recommendation: That the Board of Directors approve Progress
Payment No. 2 in the net amount of $149,319.00 to GCI
Construction, Inc. for construction of the Emergency Pumpout
Facilities and Anaheim Interconnection Project, Job Nos. 200903 &
200906.
7.6. Final Progress Payment for Construction of the Vista Del Verde Valve
Replacement Project Phases II & III
Recommendation. That the Board of Directors approve the Final
Progress Payment in the net amount of $130,176.56 to Stephen
Doreck Equipment Rentals, Inc. for construction of the Vista Del
Verde Valve Replacement Project Phases 11 & 111, Job No. 200908.
3
2011-083
7.7. Construction Contract for 2010 Waterline Replacement Project Phase I -
Plumosa Drive
Recommendation. That the Board of Directors award the Contract
for Construction of the 2010 Waterline Replacement Project Phase
1 - Plumosa Drive for $568, 000 to Kana Pipeline, Inc.
7.8. Material Testing Services for the Ohio Street/Oriente Drive and Plumosa
Drive Pipeline Projects
Recommendation. That the Board of Directors authorize execution
of a Professional Services Agreement with Leighton Consulting,
Inc. for a fee not to exceed $43,798, to provide material testing
services for the Ohio/Oriente Street and Plumosa Street Pipeline
Projects.
7.9. Draft 2011 Water Quality Report
Recommendation. That the Board of Directors approve the 2011
Water Quality Report and authorize staff to print and distribute
copies of this report to each customer receiving the District's water.
7.10. Financial Statements for the Period Ending March 2011
Recommendation. That the Board of Directors receive and file the
Financial Statements for the Period Ending March 2011.
7.11 Investment Report for the Period Ending March 31, 2011
Recommendation. That the Board of Directors receive and file the
Investment Report for the Period Ending March 31, 2011.
8. ACTION CALENDAR
8.1. Adopting a Public Investment Policy
Mr. Parker explained that the California Government Code required every
legislative body of a local agency to review its investment policy on an
annual basis. As such, staff reviewed the policy and has recommended
no changes. The Finance-Accounting Committee also reviewed the policy
and suggested that even though there were no revisions, it still be
presented to the Board for readoption.
On a motion by Director Collett, seconded by Director Kiley, the Board
voted 4-0 on a Roll Call to adopt Resolution No. 11-08 Setting Forth a
Public Funds Investment Policy and rescinding Resolution No. 10-03.
Director Barbre left the meeting at this time.
4
2011-084
9. DISCUSSION ITEMS
9.1. Water Recycling Facilities Planning Study Draft Report
Mr. Conklin explained that the study was being half funded by the State
Water Resources Control Board who is requiring that the draft report be
presented in a meeting for public comment. Mr. Conklin then introduced
Derek Nguyen who provided the Board with a PowerPoint presentation
regarding the preliminary results of the study including the project
background, potential sites for a treatment facility, and project alternatives
with estimated costs. Mr. Nguyen concluded his report and stated that
staff did not have a recommendation at this time.
Director Collett commented that the draft report had been reviewed by the
Planning-Engineering-Operations Committee but that the costs of the
various alternatives were quite expensive. Director Beverage suggested
that the Yorba Linda Lakebed be removed from the report as a possible
project location for political reasons. Mr. Vecchiarelli responded that the
proposed site location near the lake bed was actually downstream and
south of the dam and was slated for future development. Mr. Vecchiarelli
and Mr. Conklin then responded to questions from the Board regarding the
status of a water recycling project in Anaheim and staff's plans for the
results of the study.
No members of the public in attendance addressed the Board regarding
this report.
10. REPORTS, INFORMATION ITEMS AND COMMENTS
10.1. President's Report
President Beverage asked if any of the Directors were registered for the
OC Water Summit. Directors Hawkins, Kiley and Melton all plan to attend
this event.
10.2. Directors' Reports
Director Collett reported that he would not be available to attend meetings
May 18-21 and June 23-25, 2011.
■ MWDOC Board and Member Agency Elected Officials' Forum - April
28, 2011 (Beverage/Melton)
Directors Beverage and Melton both reported on their attendance at
this event. Director Beverage commented on his observations of the
various MWDOC representatives. Director Melton stated that he was
grateful that the District had Director Barbre as its MWDOC
representative and that he thought Director Beverage's comments
during the forum were excellent.
5
2011-085
Messrs. Manzano and Nguyen left the meeting at this time.
10.3. General Manager's Report
■ SDLGI Advanced Studies Seminar -April 28-29, 2011
Mr. Vecchiarelli reported on his attendance at the seminar and
commented on one of the speakers' presentations regarding
focusing on benefiting customers of local agencies through the use
of strategic planning.
10.4. General Counsel's Report
Mr. Payne stated that he was attending the meeting in place of Art Kidman
and that he had nothing to report.
10.5. Future Agenda Items and Staff Tasks
None.
11. COMMITTEE REPORTS
11.1. Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Meeting scheduled May 18, 2011 at 4:00 p.m.
11.2. Finance-Accounting Committee
(Collett/Kiley)
Minutes of the meeting held May 9, 2011 were provided at the meeting.
Directors Collett and Kiley attended. Matters discussed during the
meeting were as follows: Independent Audit Services Contract; March
2011 Budget to Actual Results; Investment Report Through March 31,
2011; Draft Budget Overview, Draft Reserve Policy; FY 2011/12 Budget
Calendar Update; and March 2011 Debt Service Ratio.
Meeting scheduled June 13, 2011 at 4:00 p.m.
11.3. Personnel-Risk Management Committee
(Kiley/Beverage)
Minutes of the meeting held May 10, 2011 were provided at the meeting.
Directors Kiley and Beverage attended. Matters discussed during the
meeting were as follows: Claim Filed by Schuler Engineering Corporation;
Status of Recruitments and Authorized/Budgeted Positions; and Status of
Human Resources and Risk Management Activities.
Meeting scheduled June 14, 2011 at 4:00 p.m.
6
2011-086
11.4. Planning-Engineering-Operations Committee
(Melton/Collett)
Minutes of the meeting held May 5, 2011 were provided in the agenda
packet. Directors Melton and Collett attended. Matters discussed during
the meeting were as follows: Construction Contract for 2010 Waterline
Replacement Project Phase I - Plumosa Dr.; Material Testing Services
for the Ohio Street/Oriente Drive and Plumose Drive Pipeline Tests; Water
Recycling Facilities Planning Study Draft Report; 2010 Update of the
Urban Water Management Plan; Review of Operations-Sewer Section
Budget for FY 2011/12 p Monthly Groundwater Production and Purchased
Import Water Report; Monthly Preventative Maintenance Program Report;
Groundwater Producers Meeting Report; and Status Report on Capital
Projects in Progress.
Director Melton suggested that it might be helpful for the entire Board to
receive copies of the status report on capital projects.
Meeting scheduled June 2, 2011 at 4:00 p.m.
11.5. Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
Meeting scheduled May 23, 2011 at 4:00 p.m.
11.6. MWDOC/OCWD Ad Hoc Committee
(Beverage/Hawkins)
Meeting scheduled May 24, 2011 at 4:00 p.m.
11.7. Citizens Advisory Committee
(Beverage)
Meeting scheduled May 23, 2011 at 8:30 a.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. YL Planning Commission -April 27, 2011 (Collett)
Director Collett attended and commented on an application for a second
story addition which was discussed during the meeting.
(Item No. 12.6. was taken out of order.)
12.6. YL Planning Commission - May 11, 2011 (Collett)
Director Collett attended and reported that two applications for second
story additions and a CEQA document were discussed during the
meeting.
7
2011-087
12.2. YL City Council - May 3, 2011 (Melton)
Director Melton attended and mentioned a dispute regarding comments
made by a Councilmember which was discussed during the meeting.
Director Melton reported that he also attended the Yorba Linda
Community Faire which went very well. He then commended two staff
members who helped provide water for the event. Director Beverage
stated that a letter of appreciation had been sent to each of the employees
thanking them for their efforts.
12.3. MWDOC/MWD Workshop - May 4, 2011 (Melton)
Director Melton attended and commented on the need for a long term plan
for the Delta, snow pack and rainfall totals in California and Colorado, and
proposed legislation which were discussed during the meeting.
12.4. OCWD Board - May 4, 2011 (Kiley)
Director Kiley attended and commented on the proposed consolidation of
MWDOC and OCWD which was discussed during the meeting.
12.5. WACO -May 6, 2011 (Kiley/Melton)
Directors Kiley and Melton attended and commented on a presentation by
a group called CA Forward which was provided at the meeting.
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from May 13, 2011 - June 30, 2011
The Board reviewed the listed meetings and made no changes.
14. CONFERENCES AND SEMINARS
14.1. SDLGI Administration Seminar- June 9-11, 2011
No Directors expressed interest in attending this seminar.
Director Collett stated that he would not be able to attend the Board of Directors
meeting on June 23, 2011 due to a previous engagement.
15. ADJOURNMENT
15.1. The meeting was adjourned at 7:55 p.m. The next regular meeting of the
Board of Directors will be held May 26, 2011 at 8:30 a.m.
Kenneth R. Vecchiarelli
Board Secretary
8
ITEM NO. 6.2
AGENDA REPORT
Meeting Date: May 26, 2011 Budgeted: Yes
Total Budget: N/A
To: Board of Directors Cost Estimate: $639,566.14
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Stephen Parker, Finance Dept: Finance
Director
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 $639,566.14.
DISCUSSION:
The major items on this disbursement list are as follows: A check of $63,643.00 to Lee & Ro,
Incorporated for Palm Avenue Booster Pump Station April consulting services; and, a check of
$65,925.00 to Pacific Hydrotech Corporation for Highland upgrades April progress payment. The
balance of $270,380.75 is routine invoices. The Accounts Payable check register total is
$399,948.75; Payroll No. 10 total is $239,617.39 and, the disbursements of this agenda report are
$639,566.14. A summary of the checks is attached.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi-monthly.
ATTACHMENTS:
Narne: Description: Type:
CkReg52611_BOD.pdf Check Register Backup Material
11-CS 526.doc Cap Sheet Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
5/26/2011
RC/RK 5-0
Director Collett abstained from voting on
Check No. 56597 as he has a financial
interest with the vendor.
Y❑rba Linda Water District
Check Register
For Checks Dated: 5/13/2011 thru 5/'26/2011
Check No. Date Vendor Name Amount Description {$o r reaterl
56620 05/26/2011 1st Enterprise Bank 7,325.00
56532 05/26/2011 Abbott Staffing Group 4,278.90
56533 05/26/2011 Advanced Infrastructure 1,282.16
56534 05/26/2011 Anaheirn Wheel & Tire 258.00
56535 05/26/2.011 Apollo Technologies Inc. 380.00
56536 05/26/2011 Appleone Employment Services 2,090.95
56531 05/26/2011 Aramark 466.57
56550 05/26/2011 ARC 1,338.91
56538 05/26/2011. Arrow Hardware 327.88
56541 05/26/2011 AT & T 91.33
56539 05/26/2011 AT & T - Calnet2 3,319.38
56540 05/26/2011 AT & r Mobility 195.20
56542 05/26/2011 Autoscribe Corporation 22.25
56543 05/26/2011 CIDW Government, Inc 138.12
56544 05/26/2011 Chambers Group Inc. 361.50
56545 05/26/2011 City Of Anaheim 9,162.84
56546 05/26/2011 City Of Anaheim 1,904.36
56547 05/26/2011 City Of Placentia 404.00
56548 05/26/2011 CJVII.TEC Engineering, Inc 2,995.00
56549 05/26/2011. Coastline Equipment 15,283.98 Vehicle 139 Engine replacmt
56551 05/26/2011 Core Support Resources Inc. 5,202.00
56552 05/26/2011 I7atalok Grange County 288.65
56528 05/26/2011 DEBORAH TOMSOL 147.33
56553 05/26/2011 DeltaCare USA 376.59
56530 05/26/2011 DENNIS GIMIAN 12.21
56554 05/26/2011 Dion & Sons, Inc. 5,83721
56555 05/26/2011 LSRI 11,406.79 Arc Info Editor, View ann.maint
56556 05/26/2011 Fairway Ford Sales, Inc. 1,198.97
56557 05/26/2011 Fleet Services, Inc 310.37
56558 05/26/2011 Fry's Electronics 177.22
56559 05/26/2011 fuller Truck Accessories 227.68
56560 05/26/2011 Fullerton Paint & Flooring 419.99
56524 05/26/2011 FULLMER CONSTRUCTION 723.24
56561 05/26/2011 GCI Construction Inc. 5,560.57
56562 05/26/2011 Graybar Electric Co 211.40
56563 05/26/2011 Hach Company 883.03
56564 05/26/2011 Hall & Foreman, Inc 315.00
56526 05/76/2011 HANK COUSINE 39.33
56565 05/26/2011 Hasler, Inc. Mailing Systems 827.15
56527 05/26/2011 HECTOR LOPEZ 36.10
56566 05/26/2011 Horne Depot Credit Services 443.56
56567 05/26/2011 Infosend Inc. 6,241.55
56531 05/26/2011 J F SHEA CORPORATION 901.82
56568 05/26/2011 Jackson's Auto Supply - Napa 171.08
56525 05/26/2011 JESSICA SAW 14.38
56569 05/26/2011 Jesus Sosa 100.00
56570 05/26/2011 John Bogosian 555.97
56571 05/26/2011 John Deere Landscapes 81.17
56579 05/26/2011 Kidman, Behrens, & Tague, LLP 9,149.65
56572 05/26/2011 Konica Minolta Business 286,07
56573 05/26/2011 Konica Minolta Business 217.57
56575 05/26/2011 Lee & Ro, Inc. 63,643.00 Palm Ave 8P5 Consulting secs
56574 05/26/2011 Lee Cory 300.00
56576 05/26/2011 I. iebert Cassidy Whitmore 9,740.00
55577 05/26/2011 IPR Laser Printer Repair Co 128.49
56578 05/26/2011 I ux Bus America 470.00
56583 05/26/2011 M.L. Adams Insurance Services 500.00
55580 05/26/2011 Mc Fadden Dale Hardware 22171
56581 05/2b/2011 Mc Master-Carr Supply Co. 108.64
56582 05/26/2011 Minuteman Press 103.61
56584 05/26/2011 Municipal Water District 11,7!2.00 SmartTimer,Turf Remvl March
56585 05/26/2011 MWH Americas, Inc. 19,463.31 Highland upgrades consult Mar
56586 05/26/2011 Nextel Of California 1,729.63
56587 05/26/201.1 Nickey Petroleum Cc 6,807.79
56588 05/26/2011 Office Solutions 839.37
56589 05/26/2011 ONLINE Information Services, Inc. 72.74
56590 05/26/2011 Orange County - I W M D 899.89
56591 05/26/2011 Orange County - Tax Collector 1,024.97
56592 05/26/2011 Orange County Water District 6,420.25
56593 05/26/2011 Orange Tool & Industrial Supply 270.79
56594 05/26/2011 Pacific Hydrotech Corporation 65,925.00 1-1igh[and upgrd prog pay April
56595 05/26/7011 Parkhouse Tire Inc 1,747.65
56596 05/26/207.1 Pete"s Parts & Accessories 462.19
56597 05/26/2011 Placentia Disposal #676 461.80
56598 05/26/2011 Plumbers Depot Inc. 247.95
56599 05/26/2011 Praxair Distribution 28.86
5660C 05/26/2011 Quinn Power Systems Associates 7,517.08
56604 05/26/2011 R J Services, Inc 629.13
56601 05/26/2011 Raftelis Financial Consultants, Inc. 1,550.00
56602 05/26/2011 RBF Consulting 18,929.65 Pipeline rep[ consulting April
56603 05/26/2011 Rescue 411 858.00
56605 05/26/2011 Safety-ICleen Corp. 334.58
56606 05/26/2011. Schuler Engineering Corp. 11,864.00 Highland Erosion claim settlmt
56607 05/26/2011 Scott W. Moulton 63750
56529 05/26/2011 5hafayat Dewan 65.00
56608 05/26/2011 Shred-It USA Inc /8.78
56609 05/26/2011 Source Refrigeration 286.62
56523 05/13/2011 Southern Calif Edison Co. 2,406.49
56610 05/26/2011 Southern Calif Edison Co. 80.98
56611 05/26/2011 Southern Calif Gas Co. 25,059.48 Richfield April services
56615 05/26/2011 St-Joseph Heritage Healthcare 70.00
56612 05/26/2011 Staples Business Advantage 370.10
56614 05/26/2011 Stephen Parker/ Petty Cash 34.88
56613 05/76/2011 Steven Engineering 1,683.10
56616 05/26/2011 Time Warner Cable 447.22
56617 05/26/2011 Underground Service Alert 141.00
56618 05/26/2011 United industries 127.89
56619 05/26/2011 LISA Blue Book 91.10
56621 05/26/2011 Verizon Wireless 555.38
56622 05/26/2011 Village Nurseries 83.96
56623 05/26/2011 Walters Wholesale Electric Co, 67.70
56624 05/76/2011 Wells Supply Co 9,894.66
56526 05/26/2011 Westin Engineering, Inc. 15,758.00 CMMS Consulting April
56625 05/26/2011 Westside Building Material 812.78
56627 05/26,/2011 Xerox Corporation 1,432.93
56628 05/26/2011 Yorba Linda Chamber 595.00
56629 05/26/2011 Yorba Linda Hardware 98.08
Total $399,948.75
May 26, 2011
CHECK NUMBERS:
Manual Check 56523 $ 2,406.49
Computer Checks 56524-56629 $ 397,542.26
TOTAL OF CHECKS $ 399,948.75
PAYROLL NO. 10:
Computer Checks 4906-4912
Manual Checks 4913-4915
Void Check 4916
Manual Checks 4917- 4922 $ 239,617.39
DISBURSEMENT TOTAL: $ 639,566.14
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF MAY 26, 2011
ITEM NO. 6.3
AGENDA REPORT
Meeting Date: May 26, 2011 Budgeted: Yes
Total Budget: $5.5 M
To: Board of Directors Cost Estimate: $5.5 M
Funding Source: Water Revenue Bond
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: J-200814
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND
Subject: Progress Payment No. 4 for Construction of the Highland Booster Pump
Station Project
SUMMARY:
Work is proceeding on construction of the Highland Pump Station Project that will include a new
building, three electric motor driven pumps, two natural gas engine driven pumps, various piping, a
surge tank and a new access road.
STAFF RECOMMENDATION:
That the Board of Directors approve Progress Payment No. 4 in the net amount of $65,925.00 to
Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job
No. 200814.
DISCUSSION:
In accordance with the contract documents, Pacific Hydrotech Corporation submitted a request for
Progress Payment No. 4, in the amount of $73,250.00 for completed work through April 30, 2011.
During this period, the contractor continued to install electrical duct banks under the building and
placed concrete for a portion of the interior walls. They also continued with installation of
miscellaneous yard piping. The status of the construction contract with Pacific Hydrotech
Corporation is as follows:
. The current contract is $4,525,800.00 and 286 work days starting November 1, 2010.
. If approved, Progress Payment No. 4 is $73,250.00 (1.6% of the total contract amount), less
10% retention of $7,325.00 for a net payment of $65,925.00.
. If approved, total payments to date including retention will be $832,550.00 (18.4% of the total
contract amount).
. As of April 30, 2011, 124 work days were used (43.4% of the contract time). Staff is
negotiating with the contractor regarding adding work days to the contract due to rain, subject
to Board approval.
Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress
Payment No. 4 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
A construction contract in the amount of $4,525,800 was awarded to the low bidder, Pacific
Hydrotech Corporation on August 12, 2010. The Board has approved three progress payments to
date for this project, the last of which was approved on April 27, 2011.
ATTACHMENTS:
Name: Description: fype:
PHC Progress Pay 4 for Highland PS.pdf Progress Payment No 4 PHC Highland Pump Station Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
5/26/2011
RC/RK 5-0
YORDA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Highland Booster Station Replacement PROGRESS PAY REQUEST NO. 004
LOCATION Yorba Linda, CA PROJECT NO. 200814 PAGE 1 OF 1 PAGES
CONTRACTOR Pacific Hydrotech Corporation DATE 511012011
ORIGINAL CONTRACT AMOUNT: $ 4,525,800.00
AUTHORIZED CHANGE ORDERS: $
REVISED CONTRACT AMOUNT: $ 4,525,800.00
PROGRESS PAY ESTIMATE FOR PERIOD April 1, 2011 TO A ri1 30, 2011
PREVIOUS THIS MONTH TO DATE
VALUE OF WORK COMPLETED $ 759,300.00 $ 73,250.00 $ 832,550.00
CHANGE ORDER WORK COMPLETED $ - $ - $ -
TOTAL VALUE OF WORK COMPLETED $ 759,300.00 $ 73,250.00 $ 832,550.00
LESS RETENTION 10% $ 83,255.00
LESS OTHER DEDUCTIONS Electronic Wire Fees $ -
NET EARNED TO DATE $ 749,295.00
LESS AMOUNT PREVIOUSLY PAID $ 683,370.00
BALANCE DUE THIS ESTIMATE Is 65,925.00
NOTICE TO PROCEED November 1, 2010
COMPLETION TIME 286 WORK DAYS
APPROVED TIME EXTENSIONS 0 WORKDAYS
TOTAL CONTRACT TIME 286 WORK DAYS
TIME EXPENDED TO DATE 124 WORK DAYS
TIME REMAINING 162 WORK DAYS
REQUESTED BY:~ ✓ L/`~ { ~i DATE: 05/10/11
Rgnald Wiebe Pro "Coordinator, Pacific Hydrotech Corporation
F 1
RECOMMENDED: DATE- f' s F
Joe Polimino, Project Engineer, YLWD
APPROVED BY: DATE:
Steve Conklin, Engineering Manager, Yt.WD
ITEM NO. 6.4
AGENDA REPORT
Meeting Date: May 26, 2011 Budgeted: No
Total Budget: $0
To: Board of Directors Cost Estimate: $3,600
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 1-2010-0640-00
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: CSDA Membership
SUMMARY:
The California Special Districts Association (CSDA) is a 501 c(6), not-for-profit association that was
formed in 1969 to ensure the continued existence of local, independent special districts. CSDA
currently has over 1,000 member agencies throughout the state of California, including irrigation,
water, park and recreation, cemetery, fire, police protection, library, utility, harbor, healthcare and
community services districts. CSDA membership provides education and training, insurance
programs, legal advice, industry-wide litigation and public relations support, legislative advocacy,
capital improvement and equipment funding, and collateral design services.
STAFF RECOMMENDATION:
That the Board of Directors approve District membership in the California Special Districts
Association for calendar years 2011 and 2012.
COMMITTEE RECOMMENDATION:
The Executive-Administrative-Organizational Committee discussed this matter at its meeting on
April 19, 2011 and supports the staff recommendation.
DISCUSSION:
Benefits of CSDA Membership includes:
LEGISLATIVE ADVOCACY
. (2) In-house Lobbyists and one contract Lobbyist to track and advocate on Public Policy
Issues
. Legislative Conference in Sacramento
. Weekly Emails and Legislative Alerts
. Access to CSDA's Legislative Action Center
- Follow Key Legislation
- Download Position Letters
- PR Tools
EDUCATION AND TRAINING
. Special District Leadership Academy
- Agency and Board training
- Endorsed by (8) other special district associations
. Annual CSDA Conference
. Workshops/Seminars/Webinars for Staff Training
- Annual Board Secretary Training- (Save $225/yr for members)
. AB 1234 Ethics Training
. CSDA Bi-Monthly Magazine
. Discounts on Publications, including Salary & Benefits Survey
RISK MANAGEMENT PROGRAMS
. Special District Risk Management Authority (SDRMA)
- Worker's Compensation Coverage
- Property & Liability Coverage
- Heath Coverage
. One Hour Free Legal Advice, per year
Annual dues are calculated based on the agency's total operating budget as of July 1 st of the
previous fiscal year. Agencies with operating budgets over $5M pay an annual membership fee of
$4,456 per year. The membership runs on a calendar year basis, January through December.
Should YLWD opt to join prior to January 1 st, the full amount would be due at the time of
membership sign up, with the pro-rated months not used in the first year, taken off the cost of the
second year's membership in January. However, should YLWD join prior to July 15th, CSDA is
offering an additional 20% off the full year's dues. This would result in the District paying $3,600 in
full at the time of membership sign up, with the pro-rated months not used in the first year, taken off
the regular, non-discounted cost of the second year's membership in January 2012.
Approved by the Board of Directors of the
Yorba Linda Water District
5/26/2011
RC/RK 5-0
ITEM NO. 6.5
AGENDA REPORT
Meeting Date: May 26, 2011 Budgeted: Yes
Total Budget: N/A
To: Board of Directors Cost Estimate: $11,864
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: EIR
Manager
Subject: Claim Filed by Schuler Engineering Corporation
SUMMARY:
The District received a claim from Schuler Engineering Corporation seeking reimbursement for
material and labor costs related to emergency work done for erosion protection at the Highland
Reservoir.
STAFF RECOMMENDATION:
That the Board of Directors approve and authorize the General Manager to settle the claim for
$11,864.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this matter at its meeting held May 10,
2011 and recommends the Board of Directors consider and approve the settlement and authorize
the District's General Manager to proceed with the settlement of the claim for $11,864.
DISCUSSION:
On January 25, 2011, the Schuler Engineering Corporation submitted a claim in the amount of
$17,090 to cover the incurred expenses related to emergency erosion work done at the Highland
Reservoir.
In Mid-December 2010, Schuler Engineering installed erosion control measures on the top and
sides of the Highland Reservoir in anticipation of an approaching rain storm that occurred on or
about December 22, 2010.
The Highland Reservoir Project Specifications required the contractor to install and maintain slope
protection until the slopes became stable once the project was completed. The District's
Engineering Manager, Steve Conklin reviewed the claim along with the submitted invoices and
began negotiating a settlement. The District's ACWA-JPIA claims representative was notified about
the claim and suggested the District try to settle the claim for less than was submitted.
The District's General Manager proposes a final settlement offer in the amount of $11,864 be
presented to the Schuler Engineering Corporation.
ATTACHMENTS:
Schuler _Engineering _Claim.pdf Claim letter Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
5/26/2011
RC/RK 5-0
rt ~ r 7~ ~ ~t~ n 564 W. Bateman Cirde
Corona, CA 92880-2011
(951) 738-9215
z-, (951) 738-01-S2
Contrac,or's License No. 389852
Yorha Inch 'Water District January 25, 2011
1717 East Miralonta Ave.
Yorba'.,inda, Califo:-nia 92870
Attn: Steve Conklin
4: lighland 'Reservoir
Suib ect: rnergency erosion control work l
Steve,
l=er your rreet;-n today, 1.1/20/2.011. ith Bruce Schuler on this matter
we hereby s ill l it the ``611-
We hereby submit the cost for labor, equipment and materials only for
S ls:lh end IrlStallln energe~°!cy cros1: ? i co-trol rrie s es o -he top a:1['
5 >.cs of the Highland Reservoir project during the recent severe rain st.)rms
as c ir.-cted by YLWD and Carollo Enain ers.
Ail of these items described above are detailed in our proposal
attached roar your review and app--oval for payment. The total cost for this
emergency work to protect the top and sides of the reservoir- is $ 17,090.00.
Please call =me at 951-7138-9215 w-h any questions you rniay have
regarding '."[i's cl x-,gc order proposal.
As of today, we havc not received any return comments on the
hyd -seeding information w supplied to Carollo Engine°rs at their request
aril -n Lisly,avt no comment on this issue at this tine.
l € s ~ c:;fully.
"Cleas Wick
Project klanager
ITEM NO. 7.1
AGENDA REPORT
Meeting Date: May 26, 2011 Budgeted: Yes
Total Budget: $25,000 for 2011/12
To: Board of Directors Cost Estimate: 1yr-$18,960; 5yrs-
$97,695
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-3010-0780-00
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Director
Reviewed by Legal: N/A
Prepared By: Stephen Parker, Finance CEQA Compliance: N/A
Director
Subject: Independent Audit Services Contract
SUMMARY:
Staff solicited proposals for independent auditing services to audit the District's financial statements
for the fiscal years ending June 30, 2011, 2012 and 2013 with the option of auditing its financial
statements for the two subsequent fiscal years. Following an evaluation, staff recommends
awarding a three-year contract with two subsequent one-year options to Diehl Evans & Co. for a fee
not to exceed $97,695.
STAFF RECOMMENDATION:
That the Board of Directors authorize the President and Secretary to execute a Professional
Services Agreement with Diehl Evans & Co. for a three-year contract with two subsequent one-year
options for a fee not to exceed $97,695.
COMMITTEE RECOMMENDATION:
The Finance-Accounting Committee discussed this item at its meeting held May 9, 2011 and
supports staff's recommendation.
DISCUSSION:
On March 10, 2011, staff submitted a Request for Proposals to ten firms with offices in Los Angeles,
Orange or Riverside Counties, with a deadline for responses of April 11, 2011. Five firms responded
by the deadline - all of whom had complete proposals and met the qualifications. The District's
review team evaluated the proposals based on experience auditing similar agencies, audit
approach and price. The cost for services was included in a sealed envelope, which was not
opened until the mandatory elements and technical qualifications were assessed. Below are the
results of the ranking.
Overall
Consulting Firm Name Fee Ranking
Mayer Hoffman McCann P.C. $97,695 1
Diehl Evans & Company, LLP $102,836 2
Teaman, Ramirez & Smith, Inc. $124,500 3
Vavrinek, Trine, Day & Company, LLP$102,950 4
Lance, Soll & Lunghard, LLP $123,403 5
While there were two top options after the review process, staff has a proven working relationship
with Diehl Evans & Company, LLP, and called to see if they would lower their fee to match that of
the lowest proposer. They informed us that they would match that fee, broken out to fees of
$18,960, $18,960, $19,435, $19,920 and $20,420 for the fiscal years ending June 30, 2011 through
June 30, 2015, respectively. As that reduction results in the lowest fee available to the District
combined with a historically successful working relationship, staff recommends executing a
professional services agreement with Diehl Evans & Company, LLP.
PRIOR RELEVANT BOARD ACTION(S):
On March 27, 2008, the Board authorized the General Manager to execute a Professional Services
Agreement with Diehl, Evans & Company to perform the independent auditing services for fiscal
years ending June 30, 2008 through June 30, 2010.
APpro`fed by the Board of Directors of the
Yorba Linda Water District
5/26/2011
PH/GM 5-0
ITEM NO. 9.1
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
• Minutes of meeting held May 18, 2011 at 4:00 p.m. (To be provided at the
meeting.)
• Meeting scheduled June 21, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
051811 EAO - Minutes.doc EAO Mtg Minutes 05/18/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING
May 18, 2011
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Beverage at 4:00 p.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Request for Proposal for General Legal Counsel
Staff presented a report requesting authorization to solicit proposals for
general legal counsel services. The current contract was last reviewed in
2007. General Counsel Kidman has represented YLWD for 34 years and
was included in the suggested list of proposing firms. The Committee
discussed the timing of this action. Director Hawkins suggested staff may
wish to consider other firms to the proposers list, including additional firms
representing other agencies in the region. Director Beverage
recommended holding off until after the Budget is adopted and other
activities offer a slowdown in the currently very busy schedule. The
Committee agreed to table the item to August or September.
3. DISCUSSION ITEMS
3.1. Draft Board Budget (Supplies and Services Section)
The Committee reviewed modifications made to the Board's Section of the
Draft Supplies and Services Budget for FY 2011/2012. Director Hawkins
pointed out a missed calculation on an item covering a data plan for
electronic devices. The Committee confirmed other suggested revisions
from the previous review appeared to be in accordance with the
Committee's recommendations.
3.2. Draft Administration Budget (Supplies and Services Section)
The Committee reviewed the modifications made to the revised
Administration Section's Draft Supplies and Services Budget for FY
2011/2012. The Committee discussed the major variances from the prior
year budget which include a Peer Review within the QualServe Program
1
and the District's share of the CEQA evaluation and study for the
proposed OCWD annexation. The Committee will support the budget for
discussion at the Board Workshop on June 1.
3.3. MWDOC Member Agencies Agreement
This item may be considered by the full Board in June.
3.4. Director's and General Manager's Fees and Expenses (Jan-Mar 2011)
The Committee reviewed the report and inquired about the timing of
posted items for reimbursement for a trip in December 2010 that showed
up on the third quarter expense report for January through March 2011.
The items posted were not duplicated and were not included in previous
reimbursements submitted in the prior quarter. Staff confirmed that the
Directors were submitting their forms and expense reports in a timely
manner, consistent with adopted Board policy. Mr. Vecchiarelli further
added that Annie Alexander is always helpful with courtesy reminders sent
out if this were not the case.
3.5. Second Report on 2011 Legislative Bills
The Committee briefly discussed this report which was originally included
in the prior Executive-Administrative-Organizational Committee meeting
on April 19t". Mr. Vecchiarelli noted if staffing is supplemented in the
Public Affairs Section, legislative matters will become more active with the
Board considering taking positions of support or opposition for pending
legislation affecting the District and its ratepayers. Director Beverage
suggested future reports on legislative bills could be presented through
and by advocacy representatives.
3.6. General Counsel's Monthly Summary Report
Mr. Vecchiarelli noted two items that were pending further justification and
consideration. These items were non-routine legal services related to the
Sewer System Transfer and the Freeway Complex Fires. Both expense
items were higher than anticipated and were not authorized in advance.
However, the year to date expenses total is still within the budget estimate
and lower than the prior year total. The Committee offered suggestions for
Mr. Vecchiarelli to reconcile these expenses and the approval process for
future unplanned legal expenses.
3.7. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The Committee adjourned at 5:30 p.m. The next regular meeting of the
Executive-Administrative-Organizational Committee will be held June 21,
2011 at 4:00 p.m.
2
ITEM NO. 9.5
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
• Minutes of meeting held May 23, 2011 at 4:00 p.m. (To be provided at the
meeting.)
• Meeting scheduled June 17, 2011 at 12:00 p.m.
ATTACHMENTS:
Name: Description: Type:
052311 PACT - Minutes.doc PACT Mtg Minutes 05/23/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
May 23, 2011
A meeting of the Public Affairs-Communications-Technology Committee was called to
order by Director Hawkins at 4:00 p.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager
Director Gary Melton Art Vega, Interim IT Director
Damon Micalizzi, PI Officer
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Computerized Maintenance & Management System Project Status
Mr. Vega updated the Committee on the status of the CMMS integration
project. The Committee discussed at length a current issue with
Preventative Maintenance work orders. In lieu of purchasing additional
software that has been considered as one solution, the Committee agreed
that staff's decision to issue one work order for every asset in a map grid
would be a prudent idea and a responsible attempt at saving money and
working with the system purchased. Under this concept, work order history
per asset would be stored and better asset work tracking information could
be collected. District IT staff is hopeful that this solution will work for the
District and negate the need to purchase iWater's InfraMap software at
close to $100,000 additional project costs.
2.2. Draft Public Affairs Budget (Supplies and Services Section)
Mr. Micalizzi presented the Committee with the revised Draft Public Affairs
Budget for Supplies and Services for FY 2011/12, highlighting changes
prompted from the last PACT Committee Meeting. The Committee
reviewed the budget which included an increase of $76,520. This 36%
increase from 2010/11 includes $45,000 for a YLWD website re-design
and installation of video recording equipment in the Board Room.
2.3. Public Outreach Regarding Shift to Surplus Import Water
Mr. Micalizzi presented to the Committee staff's plan to include information
regarding the upcoming shift to surplus import water to parts of the District
in the soon to be released Spring Newsletter. The Committee agreed that
this level of Customer Outreach and Education for this matter, coupled
with additional information available on the YLWD Website is adequate.
1
2.4. Spring Newsletter Review
The Committee reviewed the final draft version of the Spring Newsletter
and recommended the piece for print.
2.5. District Promotional and Display Items
Mr. Micalizzi presented the Committee with various display items for
possible use for branding at special events. The items included Tight Fit
Table Throws, pop up Banners and Flags and a 10X10 floor display. The
Committee questioned the need for the floor display as the District is not
involved in vendor type exhibits and displays at this time. Staff will
proceed with purchasing the table throws, banner and flags. Staff will also
look into purchasing a new shade structure to replace the worn out one
currently in use. This will also have the District brand and logo.
2.6. District Website Makeover
Mr. Micalizzi presented the Committee with a look at the District's website
that is currently a work in progress. The Committee suggested revolving
story content on the homepage and possible pop up video upon opening
the page for more important or timely content.
2.7. Future Agenda Items and Staff Tasks
None.
3. ADJOURNMENT
3.1. The meeting was adjourned at 5:00 p.m. The next regular meeting of the
Public Affairs-Communications-Technology Committee will be held on
June 17, 2011, at 12:00 p.m.
2
ITEM NO. 9.6
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: MWDOC/OCWD Ad Hoc Committee
(Beverage/Hawkins)
• Minutes of meeting held May 24, 2011 at 4:00 p.m. (To be provided at the
meeting.)
• Meeting scheduled July 26, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
052411 MWDOC OCWD - Minutes.doc MWDOC/OCWD Ad Hoc Mtg Minutes 05/24/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
MWDOC AND OCWD AD HOC COMMITTEE MEETING
May 24, 2011
A meeting of the YLWD/MWDOC/OCWD Ad Hoc Committee was called to order at 4:00
p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma
Ave, Placentia CA 92870.
YLWD COMMITTEE MEMBERS YLWD STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins
MWDOC COMMITTEE MEMBERS MWDOC STAFF
Director Brett Barbre Kevin Hunt, General Manager
OCWD COMMITTEE MEMBERS OCWD STAFF
Director Roger Yoh John Kennedy, Asst. General Manager
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Availability of Replenishment Water
MWDOC/MWD Director Barbre confirmed Met has agreed to provide
replenishment water as their water sales are substantially lower than
budgeted and water is readily available. He confirmed that OCWD has
declared their willingness to purchase over 110,000 acre feet before the
calendar year ends in December. Mr. Kennedy confirmed OCWD has the
cash to purchase the water and capacity in the basin to store it. Mr.
Kennedy reported OCWD is preparing to purchase direct replenishment
with untreated water starting in June and could purchase additional
treated water through the in-lieu program immediately. He also shared the
complications with timing for the direct replenishment water that may
occur due to the start of construction on the relocation of the SARI line in
the Santa Ana Riverbed. OCWD must first utilize and evacuate storm
water stored behind the Prado Dam so the construction activities are
unimpeded. The Committee discussed this matter further.
2.2. Overall Status of Water Supply
Director Barbre reiterated that the current water supply situation was one
of temporary surplus with nearly full reservoirs on the State Water Project,
a plentiful snow pack in the Sierra Nevada Mountains, record breaking
snow pack in the Colorado Rockies and local reservoirs replenishing fast.
The Committee discussed how quickly the situation turned from one of
multi-year drought, with a single year of cooler weather and near record
1
precipitation on all the critical watersheds feeding our local water resource
needs. The Committee also discussed the need for more long term
dependable water resources.
2.3. Proposed MWDOC/OCWD Ad Hoc Consolidation Committee
Director Barbre reported the matter had been raised initially by OCWD
Directors and was discussed in an Ad Hoc Committee Meeting. Another
Ad Hoc Committee is expected to be formed with representatives from
both agencies to further discuss and explore this possibility. Director
Barbre shared that the matter was considered in the early 1990's and a
report and white paper from that study has been recirculated.
2.4. MWDOC Member Agencies Agreement
Mr. Hunt reported more than the desired minimum of nineteen agencies
have executed the agreement and MWDOC's Board is scheduled to
consider execution of the agreement at their first meeting in June. Mr.
Hunt inquired about YLWD's plans and Director Beverage explained why
YLWD did not take a leading role on this matter. He also reported YLWD's
Board will most likely consider the matter sometime in June.
2.5. Status Update of YLWD Annexation to OCWD
Mr. Kennedy reported that delays have occurred which have pushed the
Notice of Preparation out for the past three months. He reported these
matters should be resolved over the next two weeks. Director Beverage
noted that timeline translates to a draft document available in the late third
quarter/early fourth quarter of the next fiscal year.
2.6. Future Agenda Items and Staff Tasks
None.
3. ADJOURNMENT
3.1. The Committee adjourned at 4:40 p.m. The next regular meeting of the
YLWD/MWDOC/OCWD Ad Hoc Committee will be held July 26, 2011 at
4:00 p.m.
2
ITEM NO. 9.7
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: Citizens Advisory Committee
(Beverage)
• Minutes of meeting held May 23, 2011 at 8:30 a.m. (To be provided at the
meeting.)
• Meeting scheduled June 3, 2011 at 8:00 a.m.
ATTACHMENTS:
Name: Description: Type:
052311 - CAC Minutes.doc CAC Mtg Minutes 05/23/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
May 23, 2011
1. CALL TO ORDER
A meeting of the Citizens Advisory Committee 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 Rick Buck Joe Holdren
Oscar Bugarini Sr. Modesto Llanos Lindon Baker
Bill Guse Daniel Mole Fred Hebein
Cheryl Spencer- Borden
YLWD DIRECTORS PRESENT YLWD STAFF PRESENT
Michael Beverage, Director Ken Vecchiarelli, General Mgr
Damon Micalizzi, PI Officer
Steve Conklin, Engineering Mgr.
OTHER VISITORS
Mark Schock
2. PUBLIC COMMENTS
None.
3. PRESENTATIONS
3.1. Introduction to the District (Presentation by Staff)
Mr. Conklin gave a PowerPoint presentation to the Committee offering an
orientation to new Committee members and a refresher to standing
members. Mr. Conklin gave an overview of the District's organizational
make-up, covered where our water comes from, how it's delivered to the
various elevations across the District, and showcased the District's wells,
reservoirs and pumping stations. He also provided the Committee with
maps outlining the District's service boundaries for water service and
wastewater service, including the City operated sewers that will be
transferred on July 1, 2011. Mr. Conklin reviewed recently completed
projects and briefed the Committee on current projects that are underway
or in the planning stages.
4. ACTION CALENDAR
4.1. Committee's Mission Statement, Goals and Objectives
After much discussion, the Committee decided to once again, collaborate
via e-mail and then forward those inputs to staff to be presented at the
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next meeting. At that next meeting, the Committee will finalize and adopt
their Mission Statement, to be presented to the Board of Directors. In
addition, at the June meeting, the Committee will revisit reorganization
and look at establishing goals and objectives for the next year.
5. DISCUSSION ITEMS
5.1. OC Water Summit (Verbal Report from Attendees)
Those who attended the Summit shared various highlights from the event.
Mr. Guse offered to forward some of the notes he took about a
presentation about the Value of Water and the importance of
Communicating the Value of Water. Mr. Guse offered his notes to the
Committee for reference and suggested the Committee consider having
some speaking points prepared regarding the Value of Water to better
spread this message throughout the Community.
5.2. Sewer System Transfer Update
Director Beverage briefly updated the Committee on the Board's recent
acceptance of the Transfer Agreement with the City of Yorba Linda for its
Sewer System.
5.3. District Tour for the Citizens Advisory Committee
Mr. Micalizzi informed the Committee that if they would like to bring a
guest on the June 3rd tour of the District that they would be able to as
seating permits.
5.4. Citizens Advisory Committee Member to Present Meeting Minutes at Next
Board of Directors Meeting on May 26, 2011
Fred Hebein volunteered to attend and present the CAC's Meeting
Minutes at the next Board of Directors Meeting.
5.5. Future Agenda Items
■ AWWA QualServe Employee Survey Results and Executive
Summary
■ Rate Structure and Financial Planning
■ FY 2011/12 Budget
6. ADJOURNMENT
6.1. The Committee adjourned at 10:02 a.m. A special meeting of the Citizens
Advisory Committee to participate in a District facilities tour will be held
June 3, 2011 at 8:00 a.m. The next regular meeting of the Citizens
Advisory Committee will be held June 27, 2011 at 8:30 a.m.
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ITEM NO. 11.1
AGENDA REPORT
Meeting Date: May 26, 2011
Subject: Meetings from May 27, 2011 - June 30, 2011
ATTACHMENTS:
Name: Dosciiption: Type:
BOD Activities Calendar.pdf BOD Activity Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
May 2011
Holiday Mon, May 30 7:30AM District Offices Closed
Board of Directors Special Meeting Tue, May 31 6:00PM
June 2011
MWDOC/MWD Workshop Wed, Jun 1 8:30AM Melton/Staff
Board of Directors Workshop Meeting Wed, Jun 1 2:00PM
OCWD Board Wed, Jun 1 5:30PM Kiley/Staff
Planning-Engineering-Operations Committee Meeting Thu, Jun 2 4:00PM Melton/Collett
WACO Fri, Jun 3 7:30AM Hawkins
Citizens Advisory Committee Meeting Fri, Jun 3 8:OOAM Beverage
Yorba Linda City Council Tue, Jun 7 6:30PM Hawkins
Yorba Linda Planning Commission Wed, Jun 8 7:00PM Kiley
Board of Directors Regular Meeting Thu, Jun 9 8:30AM
Finance-Accounting Committee Meeting Mon, Jun 13 4:00PM Collett/Kiley
Personnel-Risk Management Committee Meeting Tue, Jun 14 4:00PM Kiley/Beverage
MWDOC Board Wed, Jun 15 8:30AM Melton/Staff
OCWD Board Wed, Jun 15 5:30PM Kiley/Staff
Pub Affairs-Communications-Tech Committee Meeting Fri, Jun 17 12:00PM Hawkins/Melton
Exec-Admin-Organizational Committee Meeting Tue, Jun 21 4:00PM Beverage/Hawkins
Yorba Linda City Council Tue, Jun 21 6:30PM Melton
Yorba Linda Planning Commission Wed, Jun 22 7:00PM Collett
Board of Directors Regular Meeting Thu, Jun 23 6:30PM
Citizens Advisory Committee Meeting Mon, Jun 27 8:30AM Beverage
5/19/2011 8:26:18 AM