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HomeMy WebLinkAbout2011-07-14 - Board of Directors Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, July 14, 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. 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. 6.1. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association 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 June 23, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting Held July 6, 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 $1,583,398.34. 7.4. Terms and Conditions for Water Service with Placentia-Yorba Linda Unified School District Recommendation: That the Board of Directors approve the Terms and Conditions for Water Service with Placentia-Yorba Linda Unified School District, Job No. 201113. 7.5. Declaration of Restrictive Covenants with John Ku Recommendation: That the Board of Directors authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with John Ku. 8. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District's interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This portion of the agenda may also include items for information only. 8.1. Rescheduling of Board of Directors Meeting on August 11, 2011 from 8:30 a.m. to 6:30 p.m. to Accommodate Public Comments Regarding the Elk Mountain Reservoir Practice Field Project 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports • OC Tax Roses, Radishes & Royalty Awards Dinner - July 7, 2011 (Kiley) 9.3. General Counsel's Report 9.4. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) • Meeting scheduled July 19, 2011 at 4:00 p.m. 10.2. Finance-Accounting Committee (Collett/Kiley) • Minutes of meeting held July 11, 2011 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled August 8, 2011 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Kiley/Beverage) Minutes of meeting held July 12, 2011 at 4:00 p.m. (To be provided at the meeting.) Meeting scheduled August 9, 2011 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Melton/Collett) Minutes of meeting held July 7, 2011 at 4:00 p.m. Meeting scheduled August 2, 2011 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Hawkins/Melton) Minutes of meeting held July 13, 2011 at 12:00 p.m. (To be provided at the meeting.) Meeting scheduled August 1, 2011 at 4:00 p.m. 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Hawkins) • Meeting scheduled July 26, 2011 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) Minutes of meeting held June 27, 2011 at 8:30 a.m. Meeting scheduled July 25, 2011 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL Planning Commission - June 29, 2011 (Kiley) 11.2. ISDOC - June 30, 2011 (Hawkins/Kiley) 11.3. YL City Council - July 5, 2011 (Hawkins) 11.4. MWDOC/MWD Workshop - July 6, 2011 (Melton/Staff) 11.5. OCWD Board - July 6, 2011 (Staff) 11.6. WACO - July 8, 2011 (Hawkins/Kiley/Melton) 11.7. YL Planning Commission -July 13, 2011 (Kiley) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from July 15, 2011 - August 31, 2011 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 13.1. ACWA Regulatory Summit -August 17, 2011 Recommendation: That the Board of Directors authorize Director attendance at the above listed meeting(s). 14. CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 14.1. Conference with Legal Counsel - Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Itani, et al vs. YLWD (OC Superior Court - Case No. 00124906) Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court - Case No. 00125994) Name of Case: State Farm General Insurance Company vs. YLWD (OC Superior Court - Case No. 00311353) Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080) Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No. 00320239) Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC Superior Court - Case No. 00327152) Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968) Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior Court - Case No. 00348304) Name of Case: Buc vs. YLWD (OC Superior Court - Case No. 00409755) Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD (OC Superior Court - Case No. 00425404) Pending Settlement Agreement 14.2. Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code 15. ADJOURNMENT 15.1. The next regular meeting of the Board of Directors will be held July 28, 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: July 14, 2011 Subject: Minutes of the Board of Directors Regular Meeting Held June 23, 2011 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 062311 BOD - Minutes.doc BOD Mtg Minutes 06/23/11 Minutes Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 PH/GM 4-0-1 RC was absent. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 23, 2011 1. CALL TO ORDER The June 23, 2011 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 6:05 p.m. The meeting was held in the Board Room at the District's Administrative Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Phil Hawkins, Vice President Lee Cory, Operations Manager Robert R. Kiley Steve Conklin, Engineering Manager Gary T. Melton Gina Knight, Human Resources Mgr Stephen Parker, Finance Manager Art Vega, Interim IT Director - Damon Micalizzi, Public Info Officer Annie Alexander, Executive Secretary DIRECTORS ABSENT Ric Collett ALSO PRESENT Brett Barbre, Director, Municipal Water District of Orange County Nancy Rikel, Mayor, City of Yorba Linda Art Kidman, General Counsel, Kidman, Behrens & Tague Eddy Beltran, Senior Associate, Kidman, Behrens & Tague Linda Bauermeister, Attorney, Barber & Bauermeister 4. ADDITIONS/DELETIONS TO THE AGENDA President Beverage announced that Item No. 8.1. would be taken at this time so that MWDOC Director Barbre could attend a previous engagement. 8. ACTION CALENDAR 8.1. Agreement Between Municipal Water District of Orange County and its Member Agencies Mr. Vecchiarelli provided the Board with a brief overview of the purpose of the agreement. Director Barbre addressed the Board and explained that as the vast majority of the participating agencies had executed the agreement, it is already considered operational with or without the District's participation. 1 The only benefit to the District for executing the agreement is that the Board would be able to provide input regarding the selection of the next MWD Director. Director Barbre then responded to questions from the Board regarding the Poseidon desalination project and the proposed consolidation of MWDOC with OCWD. Following further discussion, the Board decided to take no action and table this matter. Director Barbre left the meeting at this time. 5. PUBLIC COMMENTS None. 6. CLOSED SESSION The Board adjourned to Closed Session at 6:23 p.m. All Directors in attendance were present. Also present were Messrs. Vecchiarelli, Kidman and Beltran and Mrs. Bauermeister. 6.1. Conference with Legal Counsel - Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Itani, et al vs. YLWD (OC Superior Court - Case No. 00124906) Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court - Case No. 00125994) Name of Case: State Farm General Insurance Company vs. YLWD (OC Superior Court - Case No. 00311353) Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080) Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No. 00320239) Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC Superior Court - Case No. 00327152) Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968) Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior Court - Case No. 00348304) Name of Case: Buc vs. YLWD (OC Superior Court - Case No. 00409755) Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD (OC Superior Court - Case No. 00425404) 2 The Board reconvened in Open Session at 7:40 p.m. President Beverage announced that no action was taken during Closed Session that was required to be reported under the Brown Act and that discussion of this matter would be continued at the end of the meeting. Mrs. Bauermeister left the meeting at this time. 7. CONSENT CALENDAR Director Melton made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 4-0-1. 7.1. Minutes of the Board of Directors Regular Meeting Held June 9, 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 $1,297,202.71. 7.3. Progress Payment No. 3 for Construction of the Emergency Pumpout Facilities and Anaheim Interconnection Project Recommendation. That the Board of Directors approve Progress Payment No. 3 in the net amount of $101,250.00 to GCI Construction, Inc. for construction of the Emergency Pumpout Facilities and Anaheim Interconnection Project, Job Nos. 200903 and 200906. 7.4. Progress Payment No. 5 for Construction of the Highland Booster Pump Station Project Recommendation. That the Board of Directors approve Progress Payment No. 5 in the net amount of $157,275.00 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. 7.5. Final Progress Payment and Notice of Completion for Construction of Water Quality Mixer for Hidden Hills Reservoir Recommendation. That the Board of Directors approve Final Progress Payment in the net amount of $32,512.50 to Process Solutions, Inc. and authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Tank Shark Water Management System at the Hidden Hills Reservoir, Job No. 2010-25. 3 7.6. Lease Agreement for Two Copiers Recommendation. That the Board of Directors authorize the General Manager to sign a Lease Agreement with Konica Minolta for a Bizhub C552 and a Buzhub 181 for a monthly cost of $525.00 and per copy cost of $0.059 per color copy and $0.00718 per black and white copy. 8. ACTION CALENDAR CONTINUED Item No. 8.1. was taken following Item No. 4. 8.2. Proposed Budget for Fiscal Year 2011/12 Mr. Parker explained that only a few revisions had been made since the last version was reviewed by the Board. An errata sheet and a copy of the revised pages were distributed at the meeting. Director Kiley thanked staff for their work on the budget and stated that he was uncomfortable with the amount of funding being spent on capital improvement projects and as such would not be voting to adopt the budget. President Beverage commended staff on their work on the budget and stated that with incorporation of the strategic plan, it would be easier to evaluate the District's goals and achievements. Director Hawkins made a motion, seconded by Director Melton, to approve Resolution No. 11-09 Adopting the Budget for Fiscal Year 2011112 and Rescinding Resolution No. 10-16. Motion carried 3-1-1 by roll call vote with Director Kiley voting No. 8.3. Proposed Budgeted Positions for Fiscal Year 2011/12 Mrs. Knight provided the Board with a summary of the proposed staffing needs for the next fiscal year. Mrs. Knight then responded to questions from the Board regarding the hiring of new staff for the maintenance of the newly acquired sewer system in Yorba Linda. Director Kiley made a motion, seconded by Director Melton, to adopt Resolution No. 11-10 Approving the Budgeted Positions for Fiscal Year 2011112 and Rescinding Resolution No. 10-17. Motion carried 4-0-1 by roll call vote. 8.4. Appropriations Limit for Fiscal Year 2011/12 Mr. Parker summarized the purpose of the resolution and the factors used to calculate the District's appropriations limit. Director Hawkins made a motion, seconded by Director Kiley, to approve Resolution No. 11-11 Adopting the Appropriations Limit for Fiscal Year 2011112. Motion carried 4-0-1 by roll call vote. 4 8.5. Reserves Policy for Fiscal Year 2011/12 Mr. Parker provided the Board with an overview of the changes made from the previous year's policy including the addition of a new reserve and clarifying language. The dollar amount of reserves will remain the same as the prior year. Director Melton made a motion, seconded by Director Hawkins, to approve Resolution No. 11-12 Adopting the Financial Reserves Policy for Fiscal Year 2011112. Motion carried 4-0-1 by roll call vote. 8.6. Ratify Prior Action to Adopt Resolution No. 11-13 Lowering the District's Water Conservation Stage Restriction from Stage 2 to No Stage - Permanent Restrictions Only Mr. Vecchiarelli explained that the Board unanimously adopted a resolution lowering the District's Water Conservation Stage Restriction at the last meeting. Staff is now presenting this resolution to the Board for formal ratification. Director Kiley made a motion, seconded by Director Melton, to ratify the adoption of Resolution No. 11-13 Lifting Stage 2 Watering Restrictions. Motion carried 4-0-1. 8.7. Authorization to Invest in Local Agency Investment Fund Mr. Parker explained that the District had been investing in LAIF up until 2006. In order to begin investing in this fund once again, the Board must adopt a resolution authorizing this action. Mr. Parker then responded to questions from the Board regarding the reasons for closing the original account, the expected yield and risk to the loss of principal. Director Kiley made a motion, seconded by Director Hawkins, to approve Resolution No. 11-14 Authorizing Investment of Monies in the Local Agency Investment Fund. Motion carried 4-0-1 by roll call vote. 8.8. Amendment of Board Rules for Organization and Procedure Mr. Vecchiarelli explained that the main purpose for updating these rules was to allow for the creation of 3 joint agency committee meetings. Director Hawkins made a motion, seconded by Director Melton, to approve Resolution No. 11-15 Amending the Board of Directors Rules for Organization and Procedure and Rescinding Resolution No. 07-06. Motion carried 4-0-1 by roll call vote. President Beverage suggested that the first meeting of the Joint Committee with the City of Yorba Linda be held sometime in July. 5 8.9. OPEB Liability Pay Down Mr. Parker provided a brief history of this liability and reasons for the partial pay down at this time. Director Kiley made a motion, seconded by Director Melton, to authorize staff to deposit $162,817.77 to the California Employees Retirement Benefit Trust for Fiscal Year 2010111 to pay down a portion of the District's Other Post Employment Benefits Liability. Motion carried 4-0-1. 8.10. Sewer Financial Model Mr. Parker explained that staff was requesting an amendment to the existing agreement with Raftelis Financial Consultants to include sewer expenses and revenues into the financial model in the District's rate study. This work would also incorporate financial impacts associated with operating and maintaining the sewer system acquired from the City of Yorba Linda. Director Hawkins made a motion, seconded by Director Kiley, to approve an amendment in the amount of $10,000 to the existing Professional Services Agreement with Raftelis Financial Consultants to add a deliverable of a Sewer Financial Model. Motion carried 4-0-1. 8.11. Amendment of District Slogan Mr. Micalizzi stated that the Public Information-Technology Committee (now called the Public Affairs-Communications-Technology Committee), had previously discussed amending the District's slogan to include the word "independent". Staff reported it would be timely to consider this change now before ordering new promotional materials at the beginning of the next fiscal year. Director Hawkins made a motion, seconded by Director Melton, to amend the District's slogan to. Independent, Reliable & Trusted Service for more than 100 Years. Motion carried 4-0-1. 9. REPORTS, INFORMATION ITEMS AND COMMENTS 9.1. President's Report President Beverage reported that he and Director Melton would be assisting staff with food preparation for the All Hands meeting scheduled June 30, 2011. 9.2. Directors' Reports Director Hawkins expressed his appreciation to staff for the distribution of the spring newsletter. 9.3. General Manager's Report Mr. Vecchiarelli reported that the annual employee recognition dinner is scheduled for December 9, 2011 at the Yorba Linda Country Club. 6 9.4. General Counsel's Report Mr. Kidman introduced Mr. Beltran and briefly commented on the anniversary of the 1911 blanket easement for the original Yorba Linda Tract. Mr. Kidman offered to provide the Board with a presentation regarding the matter at a future Board meeting. 9.5. Future Agenda Items and Staff Tasks Director Kiley requested that the tour of the Brea Police Department be rescheduled. President Beverage suggested rescheduling for some time in July when the full Board is available to attend. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of the meeting held June 21, 2011 were provided at the meeting. Directors Beverage and Hawkins attended. Matters discussed during the meeting included: Amendment of Board Rules for Organization and Procedure; Committee Assignments for Strategic Plan Initiatives; Elk Mountain Joint Use Consideration; Orange County Grand Jury Compensation Survey of Water and Sanitation Districts; Board Communications Allowance; Draft Facilities Use Policy and Agreement; OCSD Board Representation; Grant Proposals; Legal Counsel Attendance at Board of Directors Meetings; and General Counsel's Monthly Summary Report. Meeting scheduled July 19, 2011 at 4:00 p.m. 10.2. Finance-Accounting Committee (Collett/Kiley) Minutes of the meeting held June 13, 2011 were provided in the agenda packet. Directors Collett and Kiley attended. Matters discussed during the meeting included: Sewer Financial Model; Authorization to Invest in Local Agency Investment Fund; OPEB Liability Pay Down; 2008 COP Reserve Funds Investment; April 2011 Budget to Actual Results; Investment Report Through April 2011. Meeting scheduled July 11, 2011 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Kiley/Beverage) Minutes of the meeting held June 14, 2011 were provided in the agenda packet. Directors Kiley and Beverage attended. Matters discussed during the meeting included: Status of Human Resources and Risk Management Activities; and Status of Recruitments and Authorized/Budgeted Positions. Meeting scheduled July 12, 2011 at 4:00 p.m. 7 10.4. Planning-Engineering-Operations Committee (Melton/Collett) Meeting scheduled July 7, 2011 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Hawkins/Melton) Minutes of the meeting held June 17, 2011 were provided in the agenda packet. Directors Hawkins and Melton attended. Matters discussed during the meeting included: Lease Agreement for Two Copiers; Review of District Slogan; Elk Mountain Neighborhood Outreach; Water Conservation Signs; New Sewer Customer Outreach; Dynamics GP Consultant; and Computerized Maintenance & Management System Project Status. Meeting scheduled July 13, 2011 at 12:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) Meeting scheduled July 26, 2011 at 4:00 p.m. Director Hawkins stated that he would not be available to attend this meeting. 10.7. Citizens Advisory Committee (Beverage) Meeting scheduled June 27, 2011 at 8:30 a.m. Director Kiley suggested that a tour of the Diemer water treatment plant be arranged for the Citizens Advisory Committee. President Beverage suggested arranging the tour once construction at the facility was complete. 11. INTERGOVERNMENTAL MEETINGS 11.1. MWDOC Board - June 15, 2011 (Melton/Staff) Director Melton attended and reported that MWDOC's Urban Water Management Plan had been adopted during the meeting. MWDOC staff also provided a report on the results of the recent OC Water Summit. Mr. Vecchiarelli then responded to questions from the Board regarding "water "wheeling". 11.2. OCWD Board - June 15, 2011 (Kiley/Staff) Director Kiley attended and reported that a 90th birthday celebration for OCWD Board Member, Irv Pickler, which was held prior to the meeting. 11.3. YL Planning Commission - June 15, 2011 (Hawkins) Director Hawkins attended and reported that while there were 5 items on the agenda, none directly affected the District. 8 11.4. YL City Council - June 21, 2011 (Melton) Director Melton attended and commented on a presentation regarding the relocation of the SARI line which was provided during the meeting. This same presentation will be provided to the Board at the July 28, 2011 meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from June 24, 2011 - July 31, 2011 The Board reviewed the listed meetings and made no changes. Mayor Rikel left the meeting at this time. 13. CONFERENCES AND SEMINARS 13.1. ISDOC Quarterly Meeting - June 30, 2011 (Hawkins/Kiley) OC Tax Roses, Radishes & Royalty Awards Dinner - July 7, 2011 (TBD) Elk Mountain Practice Field Community Outreach Meeting - July 21, 2011 (TBD) MWDOC Water Policy Forum & Dinner - July 21, 2011 (TBD) The Board briefly discussed their attendance at these meetings. It was decided that invitations to the Roses, Radishes & Royalty Awards Dinner would be extended to management staff and the Citizens Advisory Committee in addition to the Board as the District would be sponsoring a table of 10 for the event. Directors Beverage and Hawkins will attend the Elk Mountain Practice Field Community Outreach Meeting and Directors Kiley and Melton will attend the MWDOC Water Policy Forum & Dinner. Director Hawkins made a motion, seconded by Director Kiley, to authorize Director attendance at the above listed meetings. Motion carried 4-0-1. A brief recess was declared at 8:43 p.m. All staff members with the exception of Mr. Vecchiarelli left the meeting at this time. The meeting reconvened at 8:48 p.m. 15. CLOSED SESSION CONTINUED The meeting was adjourned to Closed Session at 8:48 p.m. All Directors in attendance were present. Also present were Messrs. Vecchiarelli, Kidman and Beltran. 6.1. Conference with Legal Counsel - Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code 9 Name of Case: Itani, et al vs. YLWD (OC Superior Court - Case No. 00124906) Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court - Case No. 00125994) Name of Case: State Farm General Insurance Company vs. YLWD (OC Superior Court - Case No. 00311353) Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080) Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No. 00320239) Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC Superior Court - Case No. 00327152) Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968) Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior Court - Case No. 00348304) Name of Case: Buc vs. YLWD (OC Superior Court - Case No. 00409755) Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD (OC Superior Court - Case No. 00425404) Mr. Vecchiarelli left the meeting following discussion of this matter. 15.1. Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code The Board reconvened in Open Session at 10:30 p.m. President Beverage announced that no action was taken during either Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:32 p.m. The next regular meeting of the Board of Directors will be held July 14, 2011 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary 10 ITEM NO. 7.2 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Minutes of the Board of Directors Special Meeting Held July 6, 2011 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 070611 BOD - Minutes.doc BOD Mtg Minutes 07/06/11 Minutes Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 PH/GM 4-0-1 RC was absent. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING July 6, 2011 1. CALL TO ORDER The July 6, 2011 special meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 4:02 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 Gina Knight, Human Resources Mgr Phil Hawkins, Vice President Ric Collett Robert R. Kiley Gary T. Melton OTHER ATTENDEES Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore 4. PUBLIC COMMENTS None. 5. CLOSED SESSION The meeting was adjourned to Closed Session at 4:03 p.m. All Directors were present. Also present was Mrs. Knight and Mr. Kreisler. 5.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 5:50 p.m. President Beverage reported that no action was taken during Closed Session that was required to be reported under the Brown Act. 1 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:51 p.m. The next regular meeting of the Board of Directors will be held July 14, 2011 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary 2 ITEM NO. 7.3 AGENDA REPORT Meeting Date: July 14, 2011 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $1,583,398.34 Funding Source: All Funds Account No: N/A Job No: N/A Presented By: Stephen Parker, Finance Director Dept: Finance Reviewed by Legal: N/A Prepared By: Maria Trujillo, Accounting CEQA Compliance: N/A Assistant I Subject: Payments of Bills, Refunds, and Wire Transfers SUMMARY: Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,583,398.34. DISCUSSION: The wires on this disbursement list are as follows: A wire of $94,059.53 to ACWA-HBA for July 2011 health premium; a wire of $162,817.77 to CalPERS for fiscal year 2010-2011 OPEB Contribution; and, a wire of $726,740.76 to MWDOC for May 2011 water purchase. The balance of $369,081.08 is routine invoices. The Accounts Payable check register total is $1,352,699.14; Payroll No. 13 total is $230,699.20; and, the disbursements of this agenda report are $1,583,398.34. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Nan)L: Description: Type: CkReg71411 BOD.pdf Check Register Backup Material 11-CS 714.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 PH/GM 4-0-1 RC was absent. Yvrba Linda Water District Check Register For Checks Dated: 5/24/2011 thru 7/14/2011 Check No, Date Vendor Name Amount Description ($10k or greater) 56814 07/14/2011 ACWA/JPIA 32,532.00 Workers' Comp prem Apr-Jun 56815 07/14/7011 ACWA-Assn Of Ca Water Agencies 225.00 W62711 06/77/2C11 ACWA-HBA 94,059.53 Health premium July 56816 07/14/2011 Advanced Infrastructure 1,007.87 56817 07/14/2011 Alternative Hose Inc. 187.36 56812 07/14/2011 AMERICAN ASPHALT SOUTH, INC 899.77 56818 07/14/2011 Answer One Communications 44435 56819 07/14/2011 Anthem Blue Cross EAP 160.60 56820 07/14/2011 Aqua-Metric Sales Co. 3,524.11 56821 07/14/2011 Aramark 780.85 56837 07/14/2011 ARC 187.60 56823 07/14/201.1 AT & T 45.89 56822 07/14/2011 AT & T - Calnet2 3,317.99 56824 0711417011 Autornationdirect.com, Inc. 731.33 55825 07/14/2011 AWWA - Dues 95.00 56827 07/14/2011 B & M Lawn and Garden Inc 46.87 56826 0711412011 Bio Acoustical Corporation 583.00 56828 47/14/201.1 Brown And Caldwell 100.00 56807 07/14/2011 BRUCE STEDMAN 174.21 5€829 07/14/2011 Bryan Tyson 110.04 56809 07/14/2D11 BYROM-DAVEY INC 1,478.36 56840 01/14/2011 C. Wells Pipeline 1,549.15 W62911 06/29/2011 CaIPERS 162,817.71 DPEB Contribution FY 2010-11 56830 07/74/2011 Carollo Engineers 8,257.50 56832 07/14/2011 CDW Government, Inc 3,726.00 56833 07/14/7011 Certified Laboratories 668.32 56834 0711412011 Cla-Val Co. 1,821.79 56835 07/14/2011 Coast Surveying, Inc. 4,468.95 56836 07/14/2011 Coastline Equipment 449.95 56838 07/14/2011 CPL Systems Ltd. 195.00 56839 07/14/2011 Culligan 1,758.80 56841 07/14/2011 Dell Marketing L.P. 8,562.41 56842 07/14/2011 [Delta Wye Electric, Inc. 480.00 56843 07/14/2011 Dick's Lock & Safe Inc. 44.06 55808 07/14/2011 EDWARD QUENTAL 982.50 56844 07/14/2011 Else[ Enterprises, Inc. 220.22 56845 07/14/2011 Elite Equipment Inc 532.01 56846 07114/2011 Fairway Ford Sales, Inc. 49.92 56847 07/14/2011 Federal Express 91.52 56848 07/14/2011 Fleet Services, Inc 81.17 56849 07/14/2011 Freddie Ojeda 105.00 56850 07/14/2011 Fry's Electronics 202.35 56852 07/14,x2011 Fullerton Arboretum 2,500.00 56851. 07/14/2011 Fullerton Paint & Flooring_ 55499 56853 07/14/2011 GO Construction Inc. 9,018.76 56854 07/14/2011 Graybar Electric Co 1,799.81 56855 07/14/2011 Haaker Equipment Co. 1,381.35 56856 07/14/2011 Home Depot Credit Services 41.11 56857 07/14/2011 Infosend Inc. 17,308.20 Bill Mailing June, Summer Nws 56858 07/14/2011 Integrity Backf low 1,003100 56810 07/14/2011 JOHN F HERRERA 5.39 54827 06/30/2{)11 Jon Moulton (2.59) 56860 07/14/2011 Karen Shea 112.39 56861 07/14/2011 Killingsworth Gear 3,999.60 56862 07/14/2011 Konica Minolta Business 286.07 56863 07/14/2011 Konica Minolta Business 108.50 56811 07/14/2011 LAURA WHITTEN 70.52 56864 07/14/2011 Lee & Ro, Inc. 23,224.89 Palm Ave BPS upgrd May svcs 56865 07/14/2011 Liebert Cassidy Whitmore 4,937.00 56866 07/14/2011 Mayer Printers 3,079.00 56867 07114/2011 Mc Fadden-Dale Hardware 412.67 56868 07/14/2011 Mc Master-Carr Supply Co. 337.93 56869 07/14/2011 Measurement Control Systems, Inc 4,820.95 56870 07/:14/2011 Merchants Building Maintenance LLC 5,993.13 56871 07/14/2011 Miguel Serna 2,028.80 56872 07/14/2011 Minuteman Press 662.15 56873 0711412011 Municipal Water District 150.00 W7141.1 07/14/2011 Municipal Water District 726,740.76 Water purchase May 2011 56874 07/14/2011 Muzak LLC 68.51 56875 07/14/2011 Nickey Petroleum Co 6,575.53 56876 07/14/2011 Ninyo & Moore 2,224.25 56877 07/14/2011 Norman A. Traub Associates 6,465.60 56878 07/14/2011 Office Solutions 355.23 56879 07/14/2011 Orange County Register 1,016.00 56880 07/14/2011 Orange County Sanitation District 970.38 56881 07/14/2011 Orvac Electronics 41.84 56886 07/14/2011 P.T.I. Sand & Gravel, Inc. 268.20 56883 07/24/2011 Pacific Hydrotech Corporation 6,750.00 56882 07/14/2011 Pacific Truck Equipment Inc. 202.68 54719 06/30/2011 Patricia A. Berrios (30.94) 56859 07/14/2011 Pollard Water.com 63.74 56884 07/14/2011 Praxair Distribution 214.69 56885 07/14/2011 Prudential Group insurance 7,974.12 56887 07/14/2011 Quinn Power .Systems Associates 3,212.80 56890 07/14/2011. R J Services, Inc 1,407.61 56889 07/14/7011 RBF Consulting 23,357.73 Pipeline Rep[ May services 56888 07/14/2011 Refrigeration Air Conditioning 399.86 56891 07/14/2011 RKI Engineering, LLC 9,820.00 56892 07/14/2011 Sancon Engineering Inc. 14,960.00 56831 07/14/2011 BARBS-CWEA 215.00 56893 07/14/2011 Shred-It USA Inc 83.03 56894 07/14/2011 Southern Calif Edison Co. 28,438.45 Electrical chgs all sites 56895 07/14/2011 Southern Calif Gas Co. 2,025.81 56896 07/14/2011 Specialized Painting Co., Inc. 36,340.00 Fence painting/ 2 Reservoirs 56897 07/14/2011 Stater Bros. Markets 18.57 56813 07/14/2011 STEPHEN DORECK EQUIPMENT RENTA 1,000.00 56899 07/14/2011 Stephen Parker/ Petty Cash 37.35 56898 07/14/2011 Steven Andrews Engineering 2,915.00 55221 06/30/2011 Stonefield (43100) 56900 0111412011 Sun5tate Equipment Co 21.75 56806 06/27/2011 T & 3 Sausage Kitchen, Inc. 114.00 56901 07/14/2011 Thermal Edge Inc. 2,006.00 56902 07/14/2011 Time Warner Cable 447.22 56903 01/14/2011 United Industries 618.28 56904 07/14/2011 Verizon Wireless 508.04 56905 07/14/2011 Village Nurseries 150.89 56906 07/14/2011 Web Cam Pro Shop 255.00 56907 07/14/2011 Wells Supply Co 11,490.05 Warehouse inventory, stock 56909 07/14/2011. Westin Engineering, Inc. 15,573.10 CMMS May services 56908 07/14/2011 Westside Building Material 733.25 56910 0//14/2011 Willd-an Horneland Solutions 6,766.40 56911 07/14/2.011 Xerox Corporation 13,720.67 Xerox Copier lease buyout 56912 07/14/2011 Yorba Linda Country Club 500.00 Total $1,362,699.14 July 14, 2011 CHECK NUMBERS: Void Checks 54719, 54827, And 55221 $ (466.53) Manual Check 56806 $ 114.00 Computer Checks 56807-56912 $ 369,433.61 $ 369, 081.08 WIRES: W-62711 ACWA-H BA $ 94, 059.53 W-62911 CalPERS $ 162,817.77 W-71411 MWDOC $ 726,740.76 $ 983,618.06 TOTAL OF CHECKS AND WIRES $ 1,352,699.14 PAYROLL NO. 13: Computer Checks 4955- 4956 Manual Checks 4957- 4968 $ 230,699.20 DISBURSEMENT TOTAL: $ 1,583,398.34 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JULY 14, 2011 ITEM NO. 7.4 AGENDA REPORT Meeting Date: July 14, 2011 To: Board of Directors Funding Source: Developer Funded Account No: 1-2600 Job No: 201113 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Ariel Bacani, Engineering CEQA Compliance: N/A Technician II Subject: Terms and Conditions for Water Service with Placentia-Yorba Linda Unified School District SUMMARY: Placentia-Yorba Linda Unified School District is requesting approval to relocate an existing fire hydrant in order to widen an existing driveway approach at the Wagner Elementary School, located at 717 E. Yorba Linda Blvd., Placentia. An exhibit depicting the project location and facilities is attached for reference. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water Service with Placentia-Yorba Linda Unified School District, Job No. 201113. DISCUSSION: Placentia-Yorba Linda Unified School District is proposing to widen its driveway approach on Yorba Linda Blvd. This proposal conflicts with an existing public fire hydrant. The District will require the relocation of the fire hydrant with proper clearance and an updated wet barrel model in accordance with District Standards and Specifications. The applicant is also required to install two water main valves adjacent to the fire hydrant connection as shown in the attached exhibit. The Terms and Conditions for Water Service with Placentia-Yorba Linda Unified School District are attached for your consideration. ATTACHMENTS: Name: Description: Typ": 201113 T C.doc Terms and Conditions for Water Service with PYLUSD Agreement 201113_Exhibit.pdf Exhibit of Proposed Water Improvements for PYLUSD Exhibit Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 MB/RK 4-0-1 RC was absent. Date: July 14, 2011 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER SERVICE NAME OF APPLICANT: PLACENTIA-YORBA LINDA UNIFIED SCHOOL DISTRICT LOCATION OF PROJECT: WAGNER ELEMENTARY SCHOOL, 717 E. YORBA LINDA BLVD., PLACENTIA TRACT NUMBER: N/A JOB NUMBER: 201113 LOT(S): 1 The applicant will be required to complete to the satisfaction of the District the following items that have an "X" following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. I. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. Page 2 of 5 NAME OF APPLICANT: PLACENTIA-YORBA LINDA UNIFIED SCHOOL DISTRICT LOCATION OF PROTECT: WAGNER ELEMENTARY SCHOOL, 717 E. YORBA LINDA BLVD., PLACENTIA 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract/Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24-hour emergency telephone number prior to the District's approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water facilities. 14) X The applicant shall complete an Application to and Agreement for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations of the District. 16) The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Water Service. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. Page 3 of 5 NAME OF APPLICANT: PLACENTIA-YORBA LINDA UNIFIED SCHOOL DISTRICT LOCATION OF PROTECT: WAGNER ELEMENTARY SCHOOL, 717 E. YORBA LINDA BLVD., PLACENTIA 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the District's Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 20) X The applicant's water facilities (on-site) shall be Privately owned and maintained. 21) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 22) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 23) The applicant shall install one 1 water Sampling Station(s) in conformance with the District's Standard Plans. 24) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 25) The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 26) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 27) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 28) X The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 29) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 30) The applicant shall install a pressure regulator in all dwellings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 31) The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new dwellings. Page 4 of 5 NAME OF APPLICANT: PLACENTIA-YORBA LINDA UNIFIED SCHOOL DISTRICT LOCATION OF PROTECT: WAGNER ELEMENTARY SCHOOL, 717 E. YORBA LINDA BLVD., PLACENTIA 32) The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 33) The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 34) The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 35) The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 36) The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District's Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross-Connections. 37) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 38) The applicant shall complete an Application to and Agreement for Sewer Service. 39) The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Sanitary Sewer Service. 40) The applicant shall pay all of the sewer fees as required by the Rules and Regulations of the District. 41) The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 42) The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 43) X The applicant's sewer facilities (on-site) shall be Privately owned and maintained. 44) The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District's Plans and Specifications. Page 5 of 5 NAME OF APPLICANT: PLACENTIA-YORBA LINDA UNIFIED SCHOOL DISTRICT LOCATION OF PROTECT: WAGNER ELEMENTARY SCHOOL, 717 E. YORBA LINDA BLVD., PLACENTIA 45) The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 46) The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 47) The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 48) X The applicant shall install one new hydrant line and wet-barrel fire hydrant, two water main valves and abandon the existing fire hydrant, per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the July 14, 2011 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Water Service is not executed for the project under consideration. Kenneth R. Vecchiarelli, P.E., General Manager 9F RFF~ i I qy wC fi ~t, \~+f I I BASTANCHURV R ~'Ip 110.00 w a 0 ~ U I4, I i SITE "I I YORBA LINDA BLVD. 0I ui r- Ni z i GRASS i Z F PA<^ oP _j J I I ~ w VI w Z (n I a0 J W V a Q W d VICINITY MAP \ N.T.S. EX. 8" SEWER o PROP.CURB GRASS PROP. SIDEWALK EX. 6" WATER W RELOCATE EXISTING z E Isr i FIRE HYDRANT W DRIVEWAY R/W a~ U PROP. DWY. WIDENING Z PROP. FIRE HYDRANT W o a PROP. CURB RAMP EX. 10" WATER MAIN ° EX. 8" SEWER MAIN I YORBA LINDA BLVD. o PROP. WATER MAIN VALVE 0 Li a J_I LOCATION MAP N.T.S. PREPARED BY: SCALE: EXHIBIT "A" AS-NOTED YORBA LINDA WATER DISTRICT WAGNER ELEMENTARY SCHOOL DATE: 1717 E. MIRALOMA AVENUE HYDRANT RELOCATION 07/14/2011 PLACENTIA, CALIFORNIA 92870 717 E. YORBA LINDA BLVD, PLACENTIA FILENAME: (714) 701-3000 201113 ITEM NO. 7.5 AGENDA REPORT Meeting Date: July 14, 2011 Budgeted: N/A To: Board of Directors Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Ricardo Hipolito Jr., Engineering CEQA Compliance: N/A Tech II Subject: Declaration of Restrictive Covenants with John Ku SUMMARY: The District has a dedicated sewer easement within 4597 Ponderosa Way. The property owner, John Ku, is requesting to construct a low block wall with wrought iron and a wrought iron gate within the easement. District staff reviewed the request and recommends approval subject to the execution of a Declaration of Restrictive Covenants. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with John Ku. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this item at its meeting on July 7, 2011 and supports staff's recommendation. DISCUSSION: Mr. Ku requested District permission to construct a low block wall with wrought iron and a wrought iron gate and retain existing improvements that include low retaining walls, planter areas and decorative concrete and paver walkways within a dedicated sewer easement at 4597 Ponderosa Way. All of these improvements run parallel and across the sewer main within the easement, as shown in the enclosed exhibit. Staff reviewed the applicant's request and determined the improvements would have minimal impact on routine operations and maintenance of the District's facilities. However, if the District ever needed to excavate within the easement to facilitate repairs or replacements of the public sewer system, the subject improvements could be damaged and/or need to be removed. In this case, the owner understands that with the execution of a Declaration of Restrictive Covenants, the District would not be liable for replacement of these improvement. Staff recommends the execution of the attached, subject to approval as to form by General Counsel. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors has authorized execution of similar Declarations of Restrictive Covenants with various developers and individual property owners. ATTACHMENTS: Name: Description: Type: DoRC - 4597_Ponderosa _Way[11.doc DoRC_-_4597_Ponderosa_Way Backup Material EXHIBIT-A.pdf Exhibit A Exhibit Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 MB/RK 4-0-1 RC was absent. RECORDING REQUESTED BY and when recorded return to: Yorba Linda Water District P.O. Box 309 Yorba Linda, California 92885-0309 This is to certify that this Declaration of Restrictive Covenants is presented for recording under the provisions of Gov. Code Sec. 27383 by the Yorba Linda Water District in performance of an official service thereof. Kenneth R. Vecchiarelli - Secretary Space Above This Line for Recorder's Use DECLARATION OF RESTRICTIVE COVENANTS (ENCROACHMENT ON DISTRICT EASEMENT) THIS DECLARATION OF RESTRICTIVE COVENANTS ("Declaration") is made this 14th day of July, 2011, by and between YORBA LINDA WATER DISTRICT ("YLWD"), a public agency, created and operating under the authority of Division 12 of the California Water Code, and JOHN J. KU ("Owner"), with reference to the following recitals of fact: RECITALS A. The Owner is the legal owner of that certain real property located at 4597 Ponderosa Way, Yorba Linda, California 92886 ("Subject Property"), which is more particularly described as follows: LOT 22 OF TRACT 15730, IN THE CITY OF YORBA LINDA, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS SHOWN ON THE SUBDIVISION OF MAP RECORDED DECEMBER 13, 2002 IN BOOK 838, PAGES 25 TO 28 INCLUSIVE OF MISCELLANEOUS MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID ORNAGE COUNTY. B. YLWD owns an Easement, as identified on the Deed of Easement, recorded on December 3, 1964, in Book 7199, Pages 685 through 688, Official Records of Orange County, California, and an Easement, as identified on the Tract Map No. 15730, recorded December 13, 2002, in Instrument No. 2002001135130, Official Records of Orange County, California ("Easement"), 1 across a portion of the Subject Property. Within the Easement, YLWD owns and maintains an 8-inch sewer main ("District Facilities"). C. The Owner desires to construct a low wall with wrought iron and a wrought iron gate and retain existing low retaining walls, planter areas and decorative concrete and paver walkways within and along the Easement area (hereinafter, "Encroachment"), as illustrated in Exhibit "A" attached hereto and incorporated by reference herewith. D. YLWD conditionally consents to Encroachment of the Improvements within and along the Easement area as stipulated in this Declaration. Owner is aware that the Improvements may lead to problems affecting and/or interfering with YLWD's use of the Easement. E. Although the construction or existence of walls, structures, and other improvements within and along the Easement area may interfere or restrict YLWD's Easement rights, the Owner wishes to construct and use the Improvement within and along the Easement area. NOW, THEREFORE, incorporating the above recitals, YLWD and Owner declare as follows: 1. Covenant Running with Land. This Declaration constitutes a covenant running with the land as provided by the California Civil Code Section 1468 and shall benefit, burden, and bind the successive owners of the Subject Property and the Easement. 2. Successors and Assigns Bound. Since Owner wishes to pursue the Encroachment, this Declaration obligates the current and future owners of the Subject Property to remedy any future adverse events and to fund any necessary maintenance costs on the Easement and/or Subject Property that may arise in full or in part due to the existence, construction, or damages caused by the Encroachment. 3. Damages to District Facilities. Owner assumes full responsibility, liability and shall pay for any cost(s) or damage(s) to the District Facilities and appurtenant structures, arising from or related to the construction, existence, and/or use of the Improvements. YLWD shall not be responsible for any cost(s) or damage(s) to the District Facilities and appurtenant structures that arise from the Encroachment. 2 4. Damages to Third Parties. Owner, its successors or assigns, agrees to indemnify and hold YLWD, its officers, directors, employees, agents and consultants, harmless against any thirdparty claims related to or arising out of the construction, existence and/or use of the Improvements. 5. Damages to Improvements. Owner acknowledges that the Improvement may be damaged or demolished to permit reasonable access to or reasonable work within and under the Easement area. YLWD, its officers, directors, employees, agents and consultants, shall not be responsible for any damage(s) to or because of the Improvement which results from YLWD's exercise of rights under the Easement. Owner, its successors or assigns, waives all known, unknown, and future claims, liabilities, causes of action, and expenses (including, but not limited to, attorneys' fees) against YLWD, its officers, directors, employees, agents and consultants, for losses and damages to the Improvement and from any obligation to protect, preserve, repair, or replace the Improvement. Construction, use, protection, repair and replacement of the Improvement shall be entirely the risk and obligation of Owner, its successors or assigns, even if damage is caused by YLWD. 6. Recording of Agreement. This Declaration shall be recorded in the Office of the Recorder of the County of Orange, California, and shall constitute notice to all successors and assigns of the title to the Subject Property of the rights and obligations set forth herein. 3 Approved as to Form: McCormick, Kidman & Behrens, LLP YORBA LINDA WATER DISTRICT: Arthur G. Kidman General Counsel Michael Beverage President Kenneth R. Vecchiarelli Secretary OWNER: John Ku 4 J I Q ' I GOLDEN AVE 1 ~Ma Ri TRACT NO. 15730 1 i I I BAS ANCHURY ROAD NN'Y O SITE 1 I I , EL AJON 1 1 PROPERTY LINE I I `>a > a AVE. 0 3 1 I I 1 w a °z y APPLE j ` I I ; 4 Q ORCAHARD w > o a 3 DR. 22 a ORANGE DRIVE O a YORBA LINDA BLVD > 1 I 1 5 ~ 26' ' 5' YLWD SEWER 1g 1 I' EASEMENT PER 1 I INSTRUMENT NO. 1 } 1 i Ji i 20020664109 O.R. VICINITY MAP i EXIST. a C HOUSE w EX. CONC. ;-°I i APPLE ORCHARD DRIVE ' IL WALKWAY 1 I 1 ' PROPOSED WROUGHT M.H. - -PLANTERS IRON GATE - - - - - - - - - - PLANTERS , PLANTERS r M. H. - EXIST. DECORATIVE I I s TAiRS LAWN I I CONC. WALKWAY I I ' ' EXIST. LOW I 15' YLWD SEWER I RETAINING WALL EXIST. i i EASEMENT PER O.R. IN i t----~ PAVERS I I I I BK. 7199, PAGES 685 1 STORAGE SHED II 1 I THROUGH 688. ' I 1 I I 1 1 1 ~3 PROPOSED EX. 8" SEWER MAIN , , w I LOW WALL WITH I 11 11~ ; I WROUGHT IRON YI LOCATION MAP PREPARED BY: SCALE: EXHIBIT "A" NO SCALE EL YORBA LINDA WATER DISTRICT DECLARATION OF RESTRICTIVE COVENANTS DATE: FOR 07/14/2011 w 1717 E. MIRALOMA AVENUE 4597 PONDEROSA WAY FILENAME: PLACENTIA, CALIFORNIA 92870 YORBA LINDA, CA 92886 (714) 701-3000 ITEM NO. 10.2 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Finance-Accounting Committee (Collett/Kiley) • Minutes of meeting held July 11, 2011 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled August 8, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 071111 FA - Minutes.doc FA Mtg Minutes 07/11/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING July 11, 2011 A meeting of the Finance-Accounting Committee was called to order by Director Collett at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Ric Collett, Chair Stephen Parker, Finance Director Director Robert R. Kiley 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Sewer Maintenance Charges for Locke Ranch, Multi-Family Residential and Commercial/Industrial Accounts Transferred from the City of Yorba Linda as of July 1, 2011 and Areas Outside of the District for Fiscal Year 2011/12 Mr. Parker presented the item that will go to the full Board for placing sewer charges on the tax rolls. Mr. Parker explained that as a result of the City of Yorba Linda sewer transfer, this item was more complicated than prior years. Normally only Locke Ranch was placed on the tax rolls. However, this year, due to the disparity in rates between the District's Sewer Maintenance Charge and that of the City of Yorba Linda for the Commercial/Industrial and Multi-Family Residential Accounts, those items would be included on the tax rolls as well. Mr. Parker noted that the resolution presented for consideration is currently being reviewed by legal counsel. The Committee inquired about when it was known that there was a discrepancy in the rates of Commercial/Industrial and Multi-Family Residential accounts transferred from the City. Mr. Parker indicated that the City had changed the rates near the end of FY09/10, but he was not aware of it until he received a file of the accounts from the City in April. The Committee stated that it would have been beneficial to have been advised of the issue earlier. Mr. Parker also presented a handout that documented some discrepancies that were identified through the process of preparing for the transfer of the City of Yorba Linda sewers. These included: • Thirty accounts were discovered where the City was unnecessarily assessing the sewer charge on the property tax rolls, at the same 1 time that those same accounts were being maintained and correctly billed by the District. • Seventy accounts were discovered that were being billed by the District that were or should have been billed by the City. • Accounts totaling 185 were discovered that the City was not assessing a sewer charge of any kind. • Lastly, 626 accounts were discovered that were being assessed a single-family residence rate by the City, but they appeared to be multi-family residences. Mr. Parker explained that the financial liability of the District to customers who were being incorrectly billed was not clear. However, the understanding based on review by legal counsel was that the time limit for reimbursement should be no more than four years. Mr. Parker presented a breakdown of cost the District would incur should the legal liability be determined to be four years. In addition, he presented the cost necessary should the District refund to the customers all charges they had ever been assessed. The two figures were less than $15,000 and less than $20,000, respectively. Regarding the 626 accounts, the Committee asked for the District's definition of "multi-family residence." Mr. Parker indicated that he did not have that information and would obtain it. The Committee indicated that some of the residences in question might not meet the definition of a multi- family residence. As such, the Committee asked that staff study the definition and then make a future recommendation to the Committee as to changing the billing rate of those accounts in question. The Committee recommended that staff present the agenda item to the full Board at the July 28 meeting, with changes that had been discussed during the Committee meeting. 3. DISCUSSION ITEMS 3.1. Status Report on Committee Specific Strategic Plan Initiatives Mr. Parker updated the Committee on the status of the various initiatives from the strategic plan that related to the Fiscal Responsibility area. The Committee had no questions or future tasks for staff, but the Committee did recommend that as initiatives are completed they be moved to a completed section, but still remain on future monthly reports. 3.2. May 2011 Budget to Actual Results Mr. Parker presented the May 2011 Budget-to-Actual results and indicated that most of the trends of the fiscal year continued through May. He noted that the District expenditures were below budget by approximately $700,000, and that he expected that figure to still be in the range of $500,000 once the audit was completed. Mr. Parker explained some variances of results in the supplies and services area. In addition, the 2 Committee had a question on the Insurance line item that Mr. Parker indicated he would research and get back to the Committee with the answer. The Committee had no further questions or tasks for staff relating to the budget-to-Actual results. 3.3. May 2011 Investment Report Mr. Parker presented the May 2011 Investment Report and noted that the yield for the month had decreased 5% to 0.88%. He also noted that it had just come to his attention that the yield of the US Bank Money Market Account in May was actually 0.12% rather than the 0.20% indicated on the schedule. It had been 0.20% in April 2011. Mr. Parker identified that the largest change between reserves was as a result of a reallocation of expenses between the water and sewer funds in conjunction with closing a GIS project. The Committee had no questions or tasks for staff regarding the investment report. 3.4. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:05 p.m. The next regular meeting of the Finance-Accounting Committee will be held on August 8, 2011 at 4:00 p.m. 3 ITEM NO. 10.3 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Personnel-Risk Management Committee (Kiley/Beverage) • Minutes of meeting held July 12, 2011 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled August 9, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 071211 PRM - Minutes.doc PRM Mtg Minutes 07/12/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING July 12, 2011 A meeting of the Personnel-Risk Management Committee was called to order by Director Kiley at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Robert R. Kiley, Chair Gina Knight, Human Resources Mgr Director Michael J. Beverage Steve Conklin, Engineering Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Status Report on Committee Specific Strategic Plan Initiatives Staff provided a summary of the activities related to Workforce Engagement initiatives and goals establish and identified in the District's 2011-2013 Strategic Plan. Staff informed the Committee members that demographic data was collected and analyzed of the District's current workforce. In addition, HR staff developed a questionnaire that will be provided to District personnel to determine what competencies, skills, education and/or certification is required for determined key positions. 2.2. Status of Recruitments and Budgeted Positions The Committee reviewed the staff report and spreadsheet. Staff gave an update on the status of the Maintenance Worker I recruitment. Interviews for this recruitment are scheduled for July 27, 2011. 2.3. Status of Human Resources and Risk Management Activities The Committee reviewed and discussed the updated activities log. Staff discussed a vehicle accident that occurred earlier that same afternoon involving a District dump truck. Staff updated the Committee members on the resolution of two (2) recently submitted tort claims. Finally, staff reported on the status of several personnel related investigations and the allegations associated with those investigations. In addition, staff informed the Committee about Human Resources' process when conducting an administrative investigation and how disciplinary actions are recommended and implemented. 2.4. Future Agenda Items and Staff Tasks None. 1 3. ADJOURNMENT 3.1. The Committee adjourned at 5:10 p.m. The next regular meeting of the Personnel-Risk Management Committee will be held August 9, 2011 at 4:00 p.m. 2 ITEM NO. 10.4 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Planning-Engineering-Operations Committee (Melton/Collett) Minutes of meeting held July 7, 2011 at 4:00 p.m. Meeting scheduled August 2, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 070711 - PEO Minutes.doc PEO Mtg Minutes 07/07/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING July 7, 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. Declaration of Restrictive Covenants with John Ku Mr. Conklin reported that the District has a dedicated sewer easement within 4597 Ponderosa Way, which is a residence owned by Mr. John Ku. Mr. Ku is requesting to construct a low block wall with wrought iron and a gate within the easement. District staff reviewed the request and recommend approval. Following discussion, the PEO Committee supported the recommendation, subject to the execution of a Declaration of Restrictive Covenants, with the approval of legal counsel. Mr. Conklin reported that legal counsel is reviewing the documents and an approved copy by counsel will be provided for the Board on July 14. 2.2. Initiating LAFCO Proceedings for Locke Ranch Annexation Mr. Conklin reported that the District has been providing sewer service to customers in the Locke Ranch Area since 1977 and is pursuing annexation of approximately 451 acres to the District. As a first step in the annexation process, LAFCO requires a resolution initiating proceedings. Following discussion the PEO Committee supported the staff recommendation that the Board approve Resolution No. 11-16, initiating proceedings for annexation of approximately 451 acres to the District. The resolution will be reviewed by legal counsel and brought to the Board for approval on July 28. 3. DISCUSSION ITEMS 3.1. Status Report on Capital Projects in Progress Mr. Conklin provided a summary report to the Committee on capital projects in planning, design and construction. 1 3.2. Status Report on Committee-Specific Strategic Plan Initiatives Mr. Conklin reported on the status of the Strategic Plan Initiatives that are under the purview of the PEO Committee. He noted that this will be a new item presented to the Committee on a regular monthly basis, for review and discussion. 3.3. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported on the above for the month of June 2011 and for FY 2010-11. He noted that for June 2011, water demand was 12.8% below the budgeted projection, and for FY10-11, we ended the year 8.6% below the projection. Mr. Conklin also reported that we ended the FY at our target goal of 45.9% groundwater use, achieving the BPP. 3.4. Monthly Preventative Maintenance Program Report Mr. Cory reported that our crews hit the target PM goal of 100% or more in all maintenance categories, except for sewer televising, where we achieved 84% of the targeted goal. He noted that we increased the amount of televising substantially in the last three months, following delays due to equipment downtime. Mr. Cory also reported that, with the transfer of the eastside sewers from the City of Yorba Linda, we have added two budgeted crewmembers in sewer maintenance and are in the process of purchasing a new budget-approved sewer vactor truck. 3.5. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting adjourned at 5:00 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held August 2, 2011 at 4:00 p.m. However, the Committee asked that the Board discuss combining the proposed special Board meeting of August 4, 2011 with the regularly scheduled Board meeting on August 11, 2011, so that the PEO Committee could meet on its regularly scheduled day, which would be August 4, 2011. 2 ITEM NO. 10.5 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Public Affairs-Communications-Technology Committee (Hawkins/Melton) • Minutes of meeting held July 13, 2011 at 12:00 p.m. (To be provided at the meeting.) • Meeting scheduled August 1, 2011 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 071311 PACT - Minutes.doc PACT Mtg Minutes 07/13/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING July 13, 2011 A meeting of the Public Affairs-Communications-Technology Committee was called to order by Director Hawkins at 12:00 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 Art Vega, Interim IT Manager Director Gary T. Melton Damon Micalizzi, PI Officer John DeCriscio, Chief Plant Op. 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.7. Computerized Maintenance & Management System Project Status This item was moved up in the agenda to accommodate Mr. DeCriscio. Mr. Vega updated the Committee on the status of the CMMS project. He noted that Glenn from Westin was on-site working with the District's Chief Plant Operator, Operations Superintendent, and Customer Service Supervisor. Glenn's next on-site visit has been moved from the week of July 18th to the week of July 25th to provide staff more time to complete outstanding CMMS tasks. Mr. DeCriscio informed the Committee that staff was working through some initial challenges with the CityWorks program which delayed the project. Mr. Vega showed the Committee a laptop/tablet that is a candidate for the CMMS pilot-program for the Production Department. Mr. DeCriscio left the meeting at this time. 2.1. Elk Mountain Neighborhood Meeting Update (Verbal Report) Mr. Micalizzi updated the Committee on some phone calls he has received in response to the letter sent out informing residents of the July 21St meeting at the Elk Mountain site. He shared with the Committee some of the questions and concerns expressed by callers and that he anticipates at least a couple dozen neighbors will attend the meeting on the 21St 2.2. Ideas for Summer Newsletter Content Mr. Micalizzi presented to the Committee some ideas for content for the Summer Newsletter. Mr. Hawkins suggested a letter from the Board President outlining the recently passed budget and adopted Strategic Plan. Other content approved for the newsletter includes, promotion of 1 on-line bill-pay, the Bottled Water Label Artwork Contest, a coupon for District Customers to attend "Water Works" at the Discovery Science Center and a piece stressing the importance of keeping your home landscaping trimmed back from fire hydrants. 2.3. Bottled Water Label Art Contest Mr. Micalizzi presented the Committee with the proposed Bottled Water Label Art Contest for the next edition of YLWD Bottled Water. The Committee approved the Contest terms and promotion through the newsletter and the website. 2.4. Conservation Signs (Verbal Report) Mr. Micalizzi updated the Committee on options to replace and or modify the Conservation Signs currently in place throughout the District. The Committee agreed that wrapping the current signs with new prints would not only be the best way to update the signs, but also the most economical way to change the existing signs and posts. Mr. Hawkins suggested that each sign have a different theme or message rather than all signs being the same. The Committee will review draft signage at its August 1St meeting. 2.5. Status of Video Recording in Board Room (Verbal Report) Mr. Micalizzi presented to the Committee a proposal from staff for implementing Video Recording in the Board Room. The Committee decided that elaborate multi camera configurations are not necessary at this time and directed staff to move forward with installation of a single camera centrally located in the Board Room centered on the five Board Members. 2.6. Dynamics GP Consultant Mr. Vega summarized to the Committee the Scope of Work (SOW) submitted by Neulogics. The SOW drafted by Neulogics was based on a conference call that was attended by IT, Finance and HR staff. The work identified that relates to Payroll/HR would be started late in the year, to be completed by the first payroll of the following year to avoid any complexities as recommended by Neulogics. Mr Vega noted that the District and Neulogics have almost finalized the PSA for Neulogics. Mr. Hawkings inquired if Gina Knight was part of the conference call for which Mr. Vega replied yes. 2.8. Status Report on Committee-Specific Strategic Plan Initiatives. The Committee reviewed the report and questioned why the EPIC Committee had not met in some time. The Committee recommended that in order for the EPIC Committee to be viable to the District, it should meet regularly. 2.9. Future Agenda Items and Staff Tasks None 2 3. ADJOURNMENT 3.1. The meeting was adjourned at 1:15 p.m. The next regular meeting of the Public Affairs-Communications-Technology Committee will be held on August 1, 2011, at 4:00 p.m. 3 ITEM NO. 10.7 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Citizens Advisory Committee (Beverage) Minutes of meeting held June 27, 2011 at 8:30 a.m. Meeting scheduled July 25, 2011 at 8:30 a.m. ATTACHMENTS: Name: Description: Type: 062711 - CAC Minutes.doc CAC Mtg Minutes 06/27/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING June 27, 2011 1. CALL TO ORDER A meeting of the Citizens Advisory Committee was called to order at 8:33 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 Daniel Mole Fred Hebein Cheryl Spencer-Borden YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael Beverage, Director Damon Micalizzi, PI Officer 2. PUBLIC COMMENTS None. 3. ACTION CALENDAR 3.1. Citizen's Advisory Committee Structure and Re-Organization The Committee Discussed electing new leadership. Ms. Spencer-Borden nominated Mr. Boznanski to continue serving as the Committee's Chair and the rest of the Committee unanimously approved that nomination. Mr. Buck nominated Ms. Spencer-Borden as Vice Chair. Mr. Llanos nominated Mr. Guse, who was not in attendance. The majority of the Committee approved naming Ms. Spencer-Borden as Vice Chair. Next the Committee discussed when these positions should come up for re- organization and rotation, either mirroring the District's fiscal year, or the calendar year as does the YLWD Board re-organization. The Committee decided to postpone this decision, along with revisiting the frequency and scheduled time of the CAC meetings, until their next meeting in July. The Committee decided that a Secretary would not be needed as staff is doing an adequate job of capturing meeting minutes and preparing agendas for the Committee. 3.2. Committee's Mission Statement and Purpose The Committee adopted the following Mission Statement and Purpose: The Citizens Advisory Committee will seek and provide community input to the District staff and the Board of Directors and will assist in building community knowledge and awareness of the District's plans, projects and initiatives. 1 4. ACTION CALENDAR 4.1. Recap of CAC Tour of the District The Committee briefly touched upon the June 3, 2011 tour of the District facilities. Mr. Boznanski mentioned that the Elk Mountain Reservoir was disguised well. This brought up a separate conversation about the fact that most District facilities are buried. 4.2. Elk Mountain Reservoir Practice Field Project Update Mr. Micalizzi updated the Committee on the proposed Elk Mountain Reservoir Practice Field Project, and informed the Committee about the neighborhood meeting scheduled for July 21, 2011 at the Elk Mountain Reservoir site. Several Committee members commented about the need for such facilities including Mr. Mole, who said he may be interested in attending that meeting if available. 4.3. Citizens Advisory Committee Member to Present Meeting Minutes at Next Board of Directors Meeting on July 14, 2011 It was first mentioned in the Action Calendar under item 3.1. by Mr. Buck that Committee members adopt a rotation for delivering the summary of their meeting to the Board of Directors, to offer more of an opportunity for Committee members to assume positions of responsibility and to better indoctrinate the CAC to the District and to the Board. The Committee decided to rotate that responsibility alphabetically, skipping those who have done it in the past, until all have had a chance to attend and deliver minutes to the Board. Mr. Baker, as the first on the list alphabetically, is slated to do so for the Board Meeting on July 14, 2011. Ms. Spencer- Borden will stand in as an alternate if Mr. Baker is not available. 4.4. Future Agenda Items ■ AWWA QualServe Employee Survey Results and Executive Summary ■ Rate Structure and Financial Planning ■ FY 2011/12 Budget and District's Strategic Plan ■ Hard Water Causes and Effects 5. ADJOURNMENT 5.1. The Committee adjourned at 10:24 a.m. The next regular meeting of the Citizens Advisory Committee will be held July 25, 2011 at 8:30 a.m. 2 ITEM NO. 12.1 AGENDA REPORT Meeting Date: July 14, 2011 Subject: Meetings from July 15, 2011 - August 31, 2011 ATTACHMENTS: Name: Dosciiption: Type: BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: July 2011 Exec-Admin-Organizational Committee Meeting Tue, Jul 19 4:OOPM Beverage/Hawkins Yorba Linda City Council Tue, Jul 19 6:30PM Melton MWDOC Board Wed, Jul 20 8:30AM Melton/Staff OCWD Board Wed, Jul 20 5:30PM Kiley/Staff MWDOC Water Policy Forum & Dinner Thu, Jul 21 6:OOPM Kiley/Melton Elk Mtn Practice Field Community Outreach Meeting Thu, Jul 21 6:30PM Beverage/Hawkins Citizens Advisory Committee Meeting Mon, Jul 25 8:30AM Beverage MWDOC/OCWD Ad Hoc Committee Meeting Tue, Jul 26 4:OOPM Beverage/ Yorba Linda Planning Commission Wed, Jul 27 7:00PM Collett Board of Directors Regular Meeting Thu, Jul 28 8:30AM August 2011 Pub Affairs-Communications-Tech Committee Meeting Mon, Aug 1 4:00PM Hawkins/Melton Planning-Engineering-Operations Committee Meeting Tue, Aug 2 4:00PM Melton/Collett Yorba Linda City Council Tue, Aug 2 6:30PM Hawkins MWDOC/MWD Workshop Wed, Aug 3 8:30AM Melton/Staff OCWD Board Wed, Aug 3 5:30PM Kiley/Staff Special Board of Directors Meeting Thu, Aug 4 6:30PM WACO Fri, Aug 5 7:30AM Hawkins Finance-Accounting Committee Meeting Mon, Aug 8 4:OOPM Collett/Kiley Personnel-Risk Management Committee Meeting Tue, Aug 9 4:00PM Kiley/Beverage Yorba Linda Planning Commission Wed, Aug 10 7:00PM Kiley Board of Directors Regular Meeting Thu, Aug 11 8:30AM Exec-Admin-Organizational Committee Meeting Tue, Aug 16 4:OOPM Beverage/Hawkins Yorba Linda City Council Tue, Aug 16 6:30PM Melton MWDOC Board Wed, Aug 17 8:30AM Melton/Staff OCWD Board Wed, Aug 17 5:30PM Kiley/Staff Citizens Advisory Committee Meeting Mon, Aug 22 8:30AM Beverage Yorba Linda Planning Commission Wed, Aug 24 7:00PM Collett Board of Directors Regular Meeting Thu, Aug 25 8:30AM 7/8/2011 1:37:47 PM ITEM NO. 13.1 AGENDA REPORT Meeting Date: July 14, 2011 Subject: ACWA Regulatory Summit - August 17, 2011 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at the above listed meeting(s). ATTACHMENTS: Narne: Description: Type: ACWA Summit.pdf Event Flyer Backup Material Approved by the Board of Directors of the Yorba Linda Water District 7/14/2011 PH/RK 4-0-1 RC was absent. 10:30 - 11:30 a.m. Sessions 3 & 4 cal method of data analysis, standardized monitoring and ACWA's 2011 Regulatory Summit Session 3: "Innovative Rate Designs: Balancing reporting requirements, and provisions for anti-degradation August 17, 2011 Hilton Hotel Pasadena, CA 9 a.m. - 4 p.m. ACWA Committee Meetings Conservation Objectives with Revenue Stability analysis and compliance determination. This Policy will su- Demands" persede current provisions in the State Implementation Plan More information available at www.acwa.com. and be used in permits in all regions of the state. As water agencies and communities embrace water conser- Name: 6 - 7 p.m. Reception vation measures that are intended to enhance local supplies Philip J. Markle, Environmental Scientist with Sanitation Reception is sponsored by ACWA Region 8 and improve water supply reliability, many water agencies Districts of Los Angeles County, will give the technical and Title: are waking up to cold economic truth: the less water they regulatory background for toxicity testing and highlight provide to their ratepayers, the less revenues for their agen- some of the significant technical and policy challenges Organization: cy. Worse still, the less revenues water agencies receive, the posed by proposed new Toxicity Policy. Address: less money they will have to invest in critical infrastructure 8 - 9 a.m. Registration Session 6: "Hexavalent Chromium Mode of Action necessary to continue to deliver clean water to the homes Research Program: Results are In..." City: State: Zip: 9 - 9:15 a.m. Welcome Remarks and businesses they serve. In order to address this problem, many agencies have implemented a wholesale redesign of Deborah Proctor, Principal Health Scientist with ToxStrate- Telephone: Fax: 9:15 - 10:15 a.m. Sessions 1 & 2 their rate structures. This program will feature water agency gies, will present results of the recently completed Hexava- case studies that are addressing this delicate balancing act lent Chromium (Cr(VI)) Mode of Action (MOA) Research E-mail Confirmation: Session 1: "Carbon Capture & Storage and with innovative rate design methods. Studies project, designed to investigate the carcinogenicity Groundwater Quality: Don't Poison the Well!!!" and toxicokinetics of Cr(VI) from drinking water exposure. Your summit registration fee includes: Session 4: "What's in the Beaker. The Increasing This research project has been on-going for the past two Reception 8/16, continental breakfast and lunch 8/17. Touted by marry as a solution to meeting future energy Importance of our Water Quality Laboratory to needs while reducing greenhouse as emissions, Carbon y years and will ultimately result in twelve peer-reviewed g g g Water System Management' scientific publications. This cutting-edge research project Prereg On Site Amount Capture and Storage (CCS) could have important impacts on groundwater quality. This program will include techni- Water agencies have long relied on laboratory services to includes target tissue biochemistry, histopothology, and ADVANTAGE' $225 $250 $ cal presentations of the key issues surrounding potential assess the quality of their water supplies. However, the relo- highly advanced genomic investigations to understand why STANDARD $340 $375 $ groundwater impacts of geologic carbon sequestration in tionship between today's water quality laboratory and the Cr(VI) causes cancer in rodents and the dose-response for California. Topics include the risks and potential impacts successful operations of a California water system is more key events leading to tumor formation. Importantly, these TOTAL (this registration only) $ associated with differing geologic formations, seismicity important, and complex, than ever. During this session staff studies address whether carcinogenicity at high doses in risks, metal leaching, enhanced oil recovery, and unin- from an in-house lab and a contract laboratory will discuss rodents is relevant to humans exposures at environmentally- tended leakage. This program will also include an overview the critical role a laboratory plays in water system manage- relevant levels. Stomach reduction rate and capacity ❑ Enclosed is my check payable to ACWA of a proposed CCS pilot project in Elk Hills, California. ment, the challenges that arise with increasingly sophisti- studies have been used to develop pharmacokinetic models cated infrastructure and regulatory requirements, and how of mice, rats and humans which allow risk assessors to ❑ Please charge my fee to my credit card: ❑ MC ❑ Visa Session 2: "How Low Can We Go? Detection a water agency can maximize laboratory resources to help extrapolate across dose and between species without the Limits and their Role in Water Quality fulfill its mission of protecting public health and providing a need to rely on default assumptions. The finding from these Expiration Date: Charged Amount: $ Compliance" safe and reliable water supply. studies are being used to inform the quantitative cancer risk assessment for Cr(VI) at relevant human exposures. Credit Card Since the passage of the Safe Drinking Water Act nearly 11:30 a.m. -Noon Networking with Exhibitors Number: 40 years ago, the ability to detect contaminants in drinking 2:30 - 3:45 p.m. water has dramatically improved, with many detection Noon - 1:15 p.m. Lunch 'Taking Control of the Water Quality Message" Cardholder's Name (as seen on card): limits and drinking water standards now in the part per bil- Keynote: lion or even art per trillion levels. However, as the indust Your agency has a top notch water quality program... state of part P industry William Ascher, Donald C. McKenna Professor of Please print dearly. continues to explore the idea of regulating contaminants Government and Economics at Claremont McKenna the art treatment and highly trained staff. Without notice, one at trace levels, many issues arise. What is the interac- College will discuss his book Knowledge and story or a third party "study" denouncing the safety of your Authorized Signature: tion between instrumentation and methods improvements Enwonmental Policy, addresses the systemic water supplies can overshadow all of your efforts. Sound versus detection limits? Should somethin be re ulated just familiar? Unfortunately, this is all too common the scenario. Peo I 9 9 problems in connecting scientific discovery to science- While water a p e eligible forACV/A advantage pricing include: any ACV/A member organization's because can be newly measured? What is the role the based environmental policy. agencies should THE source on questions officers,/directors; ary employee on on ACWA public agency member, afflilate or consumer and their perception of what level constitutes s a related to the safety of water supplies in their communities, associate organization's payroll; cry individual or honorary We member; cry ACNA public health hazard? How should the scientific variability 1:30 - 2:30 p.m. Sessions 5 & 6 they are often not the source that media and community board member whose fee is paid for by a member agency; any state or federal of results at such low levels be incorporated into the settin leaders turn to first. How does an agency change this g Session 5: "Toxicity Testing: It's Role In Water scenario? This will provide tips for technical staff administrative or legislative aersonnel in elective, appointive or staffing positions; of detection limits? Allison Mackenzie, CEO of E.S. Bob- Quality Regulation and Emerging Compliance program Ps staff of ACWA/JPIA, Wafer Education Foundation, or California Wafer Awareness cock & Sons, Inc. Environmental Laboratories, will answer Challenges of a new Statewide Poli when responding to media or consumer Campaign. these questions and more in a thought provoking session ~'on how to PROACTIVELY manage communications related to about the future of detection limits in California water qual- Although toxicity testing has been a widely used tool for the real risks surrounding water quality issues. Your registration form and registration fee must be received by 4:30 p.m. (PST) ity compliance. water quality assessment, the State is currently proposing a 3.45 - 4 p.m. Closing Remarks . After August 5, you will need to register on site. new "Policy for Toxicity Assessment and Control" that would 10:15 - 10:30 a. m. Break include statewide numeric toxicity objectives, a new statisti- 0 Aasocciatm of California Water Agencies (916) 325-2316 FAX office use Only #lI s (916) 441-4545 (888) 666-2292 ENT III DATE