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HomeMy WebLinkAbout2012-01-12 - Board of Directors Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 12, 2012, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Phil Hawkins, President Gary T. Melton, Vice President Michael J. Beverage Ric Collett Robert R. Kiley 4. ADDITIONS/DELETIONS TO THE AGENDA 5. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 6. SPECIAL RECOGNITION 6.1. Recognize Stephen Parker, Finance Manager, for Completion of the ACWA/JPIA Supervisor Basics Certification Program 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 December 22, 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 $1,964,280.05 7.3. Progress Payment No. 2 for Construction of the Well No. 20 Well Head Equipping Project Recommendation: That the Board of Directors approve Progress Payment No. 2 in the net amount of $17,738.10 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 7.4. Progress Payment No. 5 for Construction of the Ohio St. and Oriente Dr. Pipeline Replacement Recommendation: That the Board of Directors approve Progress Payment No. 5 in the net amount of $123,919.20 to Mamco Construction for the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006. 7.5. Progress Payment No. 11 for Construction of the Highland Booster Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 11 in the net amount of $330,751.37 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. 7.6. Change Order No. 2 for Additional Engineering Services for Steven Andrews Engineering Recommendation: That the Board of Directors approve Change Order No. 2 for Additional Engineering Services for Steven Andrews Engineering for $6,900, and direct staff to request payment of $3,450 from the City of Anaheim for its half of this additional project cost. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. ACWA Health Benefits Authority Board of Directors Election Recommendation: That the Board of Directors consider this matter and provide further direction to staff. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports • CRWUA Conference - December 14-16, 2011 (Beverage/Melton) 9.3. General Manager's Report Highland Reservoir Access Road Closure District Historical Information 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) • Minutes of meeting held December 20, 2011 at 4:00 p.m. • Minutes of meeting held January 11, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled February 13, 2012 at 4:00 p.m. 10.2. Finance-Accounting Committee (Kiley/Hawkins) Minutes of meeting held December 27, 2011 at 4:00 p.m. Meeting scheduled January 23, 2012 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held January 10, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled February 14, 2012 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Collett/Kiley) • Minutes of meeting held January 5, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled February 2, 2012 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held January 9, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled February 6, 2012 at 4:00 p.m. 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Meeting scheduled January 24, 2012 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) • Meeting scheduled January 23, 2012 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council - January 3, 2012 (Hawkins) 11.2. MWDOC/MWD Workshop - January 4, 2012 (Melton/Staff) 11.3. OCWD Board - January 4, 2012 (Kiley/Staff) 11.4. WACO - January 6, 2012 (Hawkins/Kiley) 11.5. YL Planning Commission - January 11, 2012 (Kiley) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from January 13, 2012 - February 29, 2012 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. ISDOC Shared Services Program Workshop - January 26, 2012 WEF Sea to Sierra Water Tour - March 1-2, 2012 Recommendation: That the Board of Directors authorize Director attendance at these events if desired. 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) Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court - Case No. 00486884) 15. ADJOURNMENT 15.1. A Board of Directors workshop meeting to discuss financial planning and water rate alternatives will be held January 16, 2012 at 3:00 p.m. The next regular meeting of the Board of Directors will be held January 26, 2012 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: January 12, 2012 Subject: Minutes of the Board of Directors Regular Meeting Held December 22, 2011 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 122211 BOD - Minutes.doc BOD Mtg Minutes 12/22/11 Minutes Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 22, 2011 1. CALL TO ORDER The December 22, 2011 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 8:01 a.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 Director Hawkins led the pledge. { 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Ken Vecchiarelli, General Manager Gary T. Melton, Vice President Steve Conklin, Engineering Manager Michael J. Beverage Gina Knight, Human Resources Manager Ric Collett Stephen Parker, Finance Manager Robert R. Kiley Art Vega, Interim IT Manager (Arrived 10:03 a.m.) John DeCriscio, Chief Plant Operator Damon Micalizzi, PI Officer (Arrived 10:03 a.m.) Annie Alexander, Executive Secretary ALSO PRESENT Brett Barbre, Director, Municipal Water District of Orange County Art Kidman, General Counsel, Kidman Behrens & Tague Eddy Beltran, Senior Associate, Kidman Behrens & Tague Andrew Gagen, Associate, Kidman Behrens & Tague Linda Bauermeister, Attorney, Barber & Bauermeister Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Barbre thanked the Board for hosting the parking for the recent Colorado River Aqueduct Inspection Trip. Director Barbre then wished those present a Merry Christmas and Happy New Year and left the meeting shortly after it was adjourned to Closed Session. 6. CLOSED SESSION The meeting was adjourned to Closed Session at 8:04 a.m. All Directors were present. Also present were Messrs. Vecchiarelli, Kidman, Beltran, Gagen and Mmes. Knight and Bauermeister. 1 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) Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court - Case No. 00486884) Mrs. Bauermeister left the Closed Session at 8:48 a.m. and departed the meeting shortly afterwards. Messrs. Kidman, Beltran and Gagen left the Closed Session at 9:15 a.m. Mr. Gagen departed the meeting at this time. 2 Mr. Kreisler joined the Closed Session prior to discussion of the following matter. 6.2. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler The Board reconvened in Open Session at 10:03 a.m. President Hawkins announced that no action was taken during either Closed Session that was required to be reported under the Brown Act. Mr. Kreisler left the meeting at this time. 7. CONSENT CALENDAR Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Regular Meeting Held December 8, 2011 Recommendation. That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Workshop Meeting Held December 12, 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 $1,476,984.28. 7.4. Progress Payment No. 1 for Construction of the Well No. 20 Well Head Equipping Project Recommendation. That the Board of Directors approve Progress Payment No. 1 in the net amount of $41,040. 00 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 7.5. Progress Payment No. 3 for Construction of the 2010 Waterline Replacement Project, Phase 1 - Plumosa Drive Recommendation. That the Board of Directors approve Progress Payment No. 3 in the net amount of $85,125.60, to Kana Pipeline, Inc. for construction of the Plumosa Drive Pipeline Project, Job No. 201012. 3 7.6. Change Order No. 1 for the 2010 Waterline Replacement Project Phase 1 - Plumosa Drive Recommendation. That the Board of Directors approve Change Order No. 1 in the amount of $100,112.50 and 41 additional calendar days to Kana Pipeline, Inc. for construction of the 2010 Waterline Replacement Project Phase 1 - Plumosa Drive, Job No. 201012. 7.7. Construction Contract for Green Crest Lift Station Repairs Recommendation: That the Board of Directors authorize the President and Secretary to execute a maintenance services agreement with Pascal & Ludwig Constructions, Inc. for repairs to the Green Crest Lift Station in the amount of $90,580, subject to the approval as to form by General Counsel. 7.8. Purchase of a Sewer Jetter/Vacuum Truck Recommendation: That the Board of Directors authorize the General Manager to issue a purchase order to Haaker Equipment Company, in the amount of $361,884.84, for acquisition of a Sewer Jetter/Vacuum Truck. 7.9. Sewer Line Repairs Recommendation. That the Board of Directors authorize transfers not to exceed $90,000, from Sewer Capital Reserves to Sewer Operating Account No. 5030-0730-59, as needed, to fund additional sewer main line and manhole repairs in the current fiscal year. 8. ACTION CALENDAR 8.1. Resolution of Intention to Amend Contract with CalPERS to provide Section 20475 (Different Levels of Benefits) Mrs. Knight explained that during recent the Meet and Confer process, the District proposed implementing different levels of benefits for new hires including the 2% at 60 benefit and requiring new hires to pick up the 7% employee contribution to CaIPERS. This change was included in the Memorandum of Understanding and Letters of Compensation which were approved at the last Board meeting. To begin this process, the Board will need to adopt a resolution providing notice of the District's intent to amend its contract with CaIPERS. 4 Director Kiley made a motion, seconded by Director Collett, to adopt Resolution No. 11-23, Resolution of Intention to Amend Contract with CaIPERS, to provide Section 20475 (Different Levels of Benefits) implementing a Second tier level under Section 21353 (2% @ 60 Full formula), applicable to new hires after the contract amendment is executed. Mr. Vecchiarelli explained that this would be a two stage process and the final resolution would be presented to the Board for consideration in January. Motion carried 5-0 on a roll call vote. ` 8.2. Adopting a Public Investment Policy Mr. Parker explained that staff was proposing to make a couple of minor changes to the District's current investment policy. The proposed changes would insure consistency between the adopted policy and the District's practices. Director Beverage made a motion, seconded by Director Melton, to adopt Resolution No. 11-24, Setting Forth Public Funds Investment Policy and rescinding Resolution No. 11-08. Motion carried 5-0 on a roll call vote. 8.3. Mitigated Negative Declaration for Yorba Linda Blvd Pump Station and Pipeline Project Mr. Conklin reported that excellent progress had been made on this project over the last year. The Yorba Linda City Council recently approved necessary easements at the Gun Club Road site. Mr. Conklin further reported that he had provided a presentation to the Yorba Linda Traffic Commission regarding related construction on Yorba Linda Boulevard which went very well. Following approval of the Mitigated Negative Declaration, staff will be able to move forward with construction of the project. Director Beverage made a motion, seconded by Director Collett, to adopt Resolution No. 11-25, (1) Adopting a Final Mitigated Negative Declaration and Initial Study for the Yorba Linda Boulevard Booster Pump Station and Pipeline Project, (2) Adopting Findings and a Mitigation Monitoring and Reporting Program, and (3) Approving the Project. By Adoption of this Resolution, the Board also directed staff to proceed with the implementation of the Project, and to file a Notice of Determination. Motion carried 5-0 on a roll call vote. 5 8.4. Approval of a Professional Services Agreement with Aspen Risk Management Group Mrs. Knight explained that staff had budgeted funds in the current fiscal year to retain a professional safety consultant. Staff sent out a request for proposal to six vendors of which three qualified candidates responded. Mr. Peter Kuchinsky, ACWA/JPIA's Risk Manager, assisted staff with the respondent interviews. Following the review process, Aspen Risk Management Group was selected as the final candidate. Director Beverage made a motion, seconded by Director Kiley, to authorize the General Manager to execute a Professional Services Agreement with Aspen Risk Management Group to provide safety-related consulting services to the District. Motion carried 5-0. 8.5. Approval of Legal Services Agreement with Liebert Cassidy Whitmore a Labor Relations Law Firm Mrs. Knight explained that the District currently uses the law firm of Liebert Cassidy Whitmore for representation in employment related matters. Staff has received notice that the firm will be raising their rates effective January 2012. Director Melton made a motion, seconded by Director Kiley, to authorize the General Manager to execute a Legal Services Agreement with Liebert Cassidy Whitmore with the proposed rate increases. Motion carried 5-0. 8.6. Reject and Refer Claim to ACWA/Joint Powers Insurance Authority Mrs. Knight explained that the District had received a claim from Mr. Aaaron Goodall alleging that his home was coated by dust and debris when the District's contractor was performing road construction nearby. .4 Director Kiley made a motion, seconded by Director Collett, to reject the a4; claim filed by Mr. Goodall and refer it to ACWA/Joint Powers Insurance Authority. Motion carried 5-0. 8.7. Emergency Purchase Order and Transfer of Funds Mr. Conklin explained that an 8-inch water main had ruptured on Beech Avenue on December 12, 2011 causing significant damage to the street. Staff quickly solicited bids from three contractors for related restoration work of which two responded. The General Manager approved a purchase order to Sanders Paving, Inc., which needs to be ratified by the Board. Director Collett made a motion, seconded by Director Melton, to ratify the issuance of $42,175 Purchase Order to Sanders Paving, Inc. In addition, that the Board authorize the transfer of $50, 000 from Reserves to Account No. 1-5020-0730-66 to cover the cost of this emergency repair work. Motion carried 5-0. 6 8.8. Purchasing Card Recommendation Mr. Parker explained that staff was recommending participation in a purchasing card program which would provide the District with a new, albeit minor, revenue stream. Director Collett made a motion, seconded by Director Kiley, to authorize the General Manager to sign the Addendum to State of California Purchase Card Program Master Services Agreement with the State of California and US Bank, and allow staff to proceed with implementing a Purchasing Card Program at the District. Motion carried 5-0. 8.9. Board of Directors Committee Assignments President Hawkins suggested the following committee and intergovernmental meeting assignments: Executive-Administrative-Organizational Committee Director Hawkins, Chair Director Melton Finance-Accounting Committee Director Kiley, Chair Director Hawkins Personnel-Risk Management Committee Director Beverage, Chair Director Collett Planning-Engineering-Operations Committee Director Collett, Chair Director Kiley Public Affairs-Communications-Technology Committee Director Melton, Chair Director Beverage YLWD/MWDOC/OCWD Joint Agency Committee Director Hawkins Director Beverage Citizens Advisory Committee Director Beverage Yorba Linda City Council Director Hawkins / Director Melton Yorba Linda Planning Commission Director Kiley / Director Collett ACWA/JPIA ISDOC Director Hawkins Director Collett 7 LAFCO MWDOC Director Beverage Director Melton OCWD WACO Director Kiley Director Hawkins Director Beverage made a motion, seconded by Director Collett, to approve the committee and intergovernmental meeting assignments as listed above for the upcoming calendar year. Motion carried 5-0. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report President Hawkins thanked Director Beverage for his service as President during the previous calendar year and presented him with proclamations from Congressman Gary Miller, Senator Bob Huff, and Assemblyman Curt Hagman recognizing his efforts. President Hawkins thanked the Board and staff for their work and wished those in attendance a good holiday season. 9.2. Directors' Reports: aaYaYa ■ CRWUA Conference - December 14-16, 2011 (Beverage/Melton) President Hawkins announced that this report would be deferred to the next Board meeting. Directors Beverage, Collett, Kiley and Melton wished those in attendance a Merry Christmas. 9.3. General Manager's Report Mr. Vecchiarelli expressed his appreciation to the Board for their support and leadership. ■ All Hands Meeting - December 15, 2011 Mr. Vecchiarelli reported that staff had participated in an All Hands Meeting during which highlights of the previous year and goals for the upcoming year were discussed. The new 4/10 schedule will begin the first week of January and the office will be open from 7:00 a.m. to 6:00 p.m. Monday through Thursday. ■ Highland Reservoir Access Road Closure Mr. Vecchiarelli reported that residents near the Highland Reservoir were recently notified of the planned road closure. Staff has been working with two residents regarding their concerns related to access to their respective properties. Mr. Conklin provided a brief presentation to the Board regarding the need for the road closure and mitigation measures being put into place to accommodate the two affected residents. 8 9.4. General Counsel's Report Mr. Kidman wished everyone in attendance happy holidays. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of the meeting held December 20, 2011 at 4:00 p.m. will be provided at the next Board meeting. Meeting scheduled January 17, 2012 at 4:00 p.m. (This meeting was subsequently rescheduled to January 11, 2012 at 4:00 p.m.) 10.2. Finance-Accounting Committee (Kiley/Hawkins) Meeting scheduled December 27, 2011 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held December 13, 2011 at 4:00 p.m. were provided in the agenda packet. Meeting scheduled January 10, 2012 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of the meeting held December 13, 2011 at 11:00 a.m. were provided in the agenda packet. Meeting scheduled January 5, 2012 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of the meeting held December 7, 2011 at 4:00 p.m. were provided in the agenda packet. Meeting scheduled January 9, 2012 at 4:00 p.m. 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Meeting scheduled January 24, 2012 at 4:00 p.m. 9 10.7. Citizens Advisory Committee (Beverage) Meeting scheduled January 23, 2012 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. WACO - December 9, 2011 (Hawkins) Director Hawkins attended and commented on a presentation provided by the Orange County Treasurer. 11.2. YL Planning Commission - December 14, 2011 (Kiley) Director Kiley attended but did not have any District related business to report. 11.3. YL City Council - December 20, 2011 (Melton) Director Melton attended and noted that the Orange County Grand Jury was seeking applications for new jurors. 11.4. MWDOC Board - December 21, 2011 (Melton/Staff) Director Melton attended but did not have any District related business to report. 11.5. OCWD Board - December 21, 2011 (Kiley/Staff) Director Kiley attended and commented on groundwater outflow from Orange County to Los Angeles County which was discussed during the meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from December 23, 2011 - January 31, 2012 The Board reviewed the listed meetings and made no changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. ACWA Washington DC Conference - February 28-March 1, 2012 None of the Directors expressed an interest in attending this conference. 14. CLOSED SESSION CONTINUED President Hawkins announced that Item No. 14.1. would be deferred to another Board meeting in January. 14.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 10 15. ADJOURNMENT 15.1. On a motion by Director Beverage, seconded by Director Collett, the meeting was adjourned at 11.00 a.m. The next regular meeting of the Board of Directors will be held January 12, 2012 at 8.30 a.m. Kenneth R. Vecchiarelli Board Secretary r a. 11 ITEM NO. 7.2 AGENDA REPORT Meeting Date: January 12, 2012 Budgeted: Yes Total Budget: N/A To: Board of Directors Funding Source: All Funds From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Stephen Parker, Finance Dept: Finance Manager 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 $1,964,280.05 DISCUSSION: The wires and major items on this disbursement list are as follows: A wire of $95,744.14 to ACWA- HBA for January 2012 health premium; a wire of $255,007.00 to CalPERS for Fiscal year 2011- 2012 OPEB contribution; a wire of $584,098.59 to MWDOC for November 2011 water purchase; a check of $123,919.20 to Mamco Construction for Ohio Street Pipeline replacement progress payment; a progress payment check of $330,751.37 to Pacific Hydrotech Corporation for Highland Booster Pump Station Upgrades; and, a check of $56,715.00 to Sanders Paving for asphalt repairs on various sites. The balance of $272,255.34 is routine invoices. The Accounts Payable check register total is $1,718,490.64; Payroll No. 26 total is $245,789.41; and, the disbursements of this agenda report are $1,964,280.05. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name: Description: Type: CkReg11212 BOD.pdf Check Register Backup Material 12-CS 112.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 RC abstained from voting on Check No. 58194 as he has a financial interest with the vendor. Yorba Linda Water District Check Register For Checks dated: 12/23/2011 thru 1/12/2012 Check No. Date Vendor Name Amount Description ($lok or greater) 58215 01/12/2012 1st Enterprise Bank 36,750.15 Highland upgrades retention 58142 01/12/2012 A Plus Awards By Dewey 31.25 57866 12/23/2011 A.W. Associates (3,000.00) 58138 01/12/2012 AAA Backf'cw & Meter Testing 110.00 W122711 12/27/2011 ACWA+IBA 95,744.14 Health premium January 58139 01/12/2012 Alternative Hose Inc. 293.22 58140 01/12/2012 Anixter Inc. 645.59 58141, 01/12/2012 Answer One Communications 84146 58143 01/12/2012 Aqua-Metric Sales Co. 1.358.56 58144 01/12/2012 Aramark 819.18 58145 01/12/2012 Arrow Hardware 104.61 58146 0111212012 Associated Laboratories 2,273.80 58149 01/12/2012 AT & T 45.01 58147 01/12/2012 AT & T - Calnet2 3,007.89 58148 01/12/2012 AT & T Mobility 189.06 58150 01/12/2012 Autoscribe Corporation 114.00 56914 12/23/2011 Bernard C. Miller (14.25) 58159 01/12/2012 C & L Refrigeration Corp. 3,646.09 58161 0111212012 C. Wells Pipeline 2,030.02 58057 12/23/2011 Cal Municipal Treasurers Assn (105.00) 58152 01/12/2012 Cal Municipal Treasurers Assn 70.00 58153 01/12/2012 CALPELRA 54.00 W122811 12/28/2011 CAPERS 255,007.00 OPEB Contribution FY 2011-12 58154 01/12/2012 CDW Government, Inc 3.456.94 56938 12/23/2011 Christine Matson (22.27) 58155 01/12/2012 Citizen's Business Bank 1,970.90 58156 01/12/2012 City of Placentia 85.00 58157 01/12/2012 CIVILTEC Engineering, Inc 5,412.98 56925 12/23/2011 Claudia Alba (65.30) 58158 01/12/2012 Clinical Lab. Of San Bern. 2,915.04 58170 01/12/2012 Costco Online 95.15 58160 01/12/2012 Culligan 1,531.00 56327 1212312011 David lanacone (74.71) 56919 12/23/2011 David L. Coolidge (28-30) 56326 12/23/2011 Deena laramillo (0.73) 58162 01/12/2012 Dell Marketing L.P. 17,802.72 Network Infrastructure Improvmt 58136 12/23/2011 Derek Nguyen 4,981.50 56932 1212312011 Diana Ross (11.10) 58163 01/12/2012 Diane Dalton 132.00 58164 0111212012 hick's Lock & Safe Inc. 108.23 58165 0111212012 Eisel Enterprises, Inc. 1,501.50 58166 0111212012 Fleet Services, Inc 1,435.38 58167 01/12/2012 Fry's Electronics 234.80 58168 01/12/2012 Craybar Electric Co 2,697.19 58169 01/12/2012 Hanker Equipment Co. 693.19 56526 12/2312011 Hank Cousine (39.33) 58171 01/12/2012 Infosend Inc. 16,567.50 Bill Mailing Nov-Dec 58172 0111212012 Instant Sign Center 1,489.05 58173 01/12/2012 Jackson's Auto Supply - Napa 550.36 58174 01/12/2012 Jay Betker 585.00 58175 01/12/2012 John Bogosian 548.67 56984 12/23/2011 Khoi Tran (29.04) 56176 0111212012 Konica Minolta Business 93.70 57083 12/23/2011 Kyle Snowden (67.99) 58177 01/12/2012 Lee & Ro, [nc. 7,433-00 58178 01/12/2012 Light Bulbs Etc 113-35 58179 01/12/2012 Mamco Construction 123,919.20 Ohio St Pipeline repl prog pay 57973 12/23/2011 Marvin M. Oliver (82.20) 56960 12/23/2011 Mary Bailey (77.25) 58180 0111212012 Matt Chlor Inc. 3,55000 58181 01/1212012 Mc Fadden-Dale Hardware 351.77 58182 01/12/2012 Minuteman Press 859.65 W11212 01/12/2012 Municipal Water District 584,098.59 Water purchase November 58184 01/12/2012 MWH Americas, Inc. 7,221-00 58185 0111212012 NeuLogics 280-00 58186 01/12/2012 Nickey Petroleum Co 5,287.38 58187 01/12/2012 Nicole Dalton 167.16 58188 0111212012 Ninyo & Moore 619.00 58189 01/12/2012 Office Solutions 79.39 58197 01/12/2012 P.J'.I. Sand & Gravel, Inc. 882.78 58190 01/12/2012 Pacific Hydrotech Corporation 330,751.37 Highland upgrades pro9 pay 58191 01/12/2012 Pascal & Ludwig Constructors, Inc 17,738.10 Well 20 progress pay Nov 58192 01/12/2012 PC World 19-97 58193 01/12/2012 Phil Hawkins 28.00 58194 01/12/2012 Placentia Disposal 4676 469.58 58195 01/12/2012 Powerstride Battery 753.86 58196 01/12/2012 Praxair Distribution 170-27 58198 01/12/2012 RBF Consulting 7,382.44 58199 01/12/2012 Red Wing Shoe Store - Orange 93.96 58200 01/12/2012 Robyn Shaw 953.59 58201 01/12/2012 Sanders Paving, Inc. 56,715.00 Asphalt repalrfvarlous sites 58202 01/12/2012 Security Solutions 700.00 58203 01112/2012 Selman Chevrolet Company 664.86 58204 01/12/2012 Shred-It USA Inc 82.43 58205 01/12/2012 So Cal Sandbags Inc. 457.09 58206 0111212012 Southern Calif Edison Cn. 316.70 58207 0111212012 Southern Calif Gas Co. 1£,018.73 Nov-Dec services/all sites 58208 01/12/2012 State Chemical Manufacturing 380.69 58151 0111212012 State of CA - Dept of Public Health 60-00 58043 12/23/2011 Stephanie Hoogeveen (43.39) 58137 0111212012 STEPHANIE HOOGEVEEN 20.61 58209 01/12/2012 Stephen Parker/ Petty Cash 449-73 56920 12/23/2011 Teresa Maglalan (20.74) 58210 0111212012 Time Warner Cable 447.22 58211 0111212012 Townsend PublicAffairs, Inc. 3.000.00 58212 0111212012 Underground Service Alert 120.00 58213 01/12/2012 United Industries 548.37 58214 0111212012 Valverde Construction, Inc. 21,512.26 Erner.Repair/14" line/YL Blvd 58216 0111212012 Verizon Wireless 919.88 58217 01/12/2012 Wells Supply Co 19,681.12 Warehouse inventory stock 58219 01/12/2012 Wesbay Water Company 17,579.00 YEWD bottled water 58218 01/12,/2012 Westside Building Materiel 878.48 58183 01/12/2012 Wonderware West 20,371.89 SCADA standard premium supp Tota 1 $1,718,490.64 January 12, 2012 CHECK NUMBERS: Void Checks 56326-56327,56526, 56914,56919-56920, 56925, 56932, 56938, 56960, 56984, 57083, 57973, 57866, 58043, and 58057 $ (3,681.60) Manual Check 58136 $ 4,981.50 Computer Checks 58137-58219 $ 782,341.01 $ 783,640.91 WIRES: W-122711 ACWA-H BA $ 95, 744.14 W-122811 CalPERS $ 255,007.00 W-11212 MWDOC $ 584,098.59 $ 934, 849.73 TOTAL OF CHECKS AND WIRES $ 1,718,490.64 PAYROLL NO. 26: Computer Checks 5144- 5145 Manual Checks 5146- 5156 $ 245,789.41 DISBURSEMENT TOTAL: $ 1,964,280.05 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JANUARY 12, 2012 ITEM NO. 7.3 AGENDA REPORT Meeting Date: January 12, 2012 Budgeted: Yes Total Budget: $1,500,000 To: Board of Directors Cost Estimate: $1,134,109 Funding Source: Multiple Funds From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 200711 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Progress Payment No. 2 for Construction of the Well No. 20 Well Head Equipping Project SUMMARY: Work is proceeding on construction of the Well No. 20 Well Head Equipping Project. It includes installation of a new well head, pump and electric motor, electrical controls and equipment, a concrete well pad, various yard piping and new paving at the well site. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 2 in the net amount of $17,738.10 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. DISCUSSION: In accordance with the contract documents, Pascal & Ludwig Constructors submitted a request for Progress Payment No. 2, in the amount of $19,709.00 for completed work through November 30, 2011. During this period, the contractor continued demolition of equipment in the existing building, prepared the subgrade for the well pad and potholed utilities. They also continued work on the outfall structure and began placement of large rip-rap for the drain discharge. The status of the construction contract with Pascal & Ludwig Constructors is as follows: . The current contract is $1,134,109.00 and 120 calendar days starting September 29, 2011. . If approved, Progress Payment No. 2 is $19,709.00 (1.7% of the total contract amount), less 10% retention of $1,970.90 for a net payment of $17,738.10. . If approved, total payments to date including retention will be $65,309.00 (5.8% of the total contract amount). . As of November 30, 2011, 63 calendar days were used (52.5% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 2 is attached for your reference. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): The Board has approved one progress payment to date for this project, the last which was approved December 22, 2011. ATTACHMENTS: Name: Description: Type: P L Well 20 Protect Progress Pay Request 2.pdf P&L Well 20 Pay Request 2 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 I ORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Well 20 Project PROGRESS PAY REQUEST NO. 002 LOCATION Yorba Linde, CA PROJECT NO. 200711 PAGE 1 OF 1 PAGES CONTRACTOR Pascal S LudIwig Constructors - DATE 12115/11 ORIGINAL CONTRACT AMOUNT: $ 1,134,108.00 AUTHORIZED CHANGE ORDERS: REVISED CONTRACT AMOUNT. $ 1,134,109.00 PROGRESS PAY ESTIMATE, FOR PERIOD November 1, 2011 TO November 30, 2011 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 45,0 0.00 $ 19 709.00 $ 65,309.00 CHANGE ORDER WORT( COMPLETED $ - $ - $ - TOTAL VALUE OF WORK COMPLETED $ 45,600.00 $ 19 709.00 $ 85 309.00 LESS RETENTION 10% $ 41 040.00 5 17 738.10 $ 58,778.10 LESS OTHER DEDUCTIONS Eiec1ranic Wire Fees NET EARNED TO BATE $ 58,778-10 LESS AMOUNT PREVIOUSLY PAID $ 41 040.00 BALANCE DUE THIS ESTIMATE $ 17 736.10 NOTICE TO PROCEED September 39, 2011 COMPLETION TIME 120 CALENDAR BAYS APPROVED TIME EXTENSIONS a CALENDAR DAYS TOTAL CO NTRACT TI ME 130 CALENDAR DAYS TIME EXPENDED To DATE 63 CALENDAR DAYS TIME REMAINING 57 CALENDAR DAYS 7 REQUESTED BY- 'Y DATE: P 61 Manager, Pascal 8 LudWg i ` a DATE: RECOMMENDED: Joe P Ireino. ProOd Engineer. YLWD ~J APPROVED BY: DATE: Steve Conklin, EnglnaMrg Marsager, YLWD ITEM NO. 7.4 AGENDA REPORT Meeting Date: January 12, 2012 Budgeted: Yes Total Budget: $1,750,000 To: Board of Directors Cost Estimate: $1,750,000 Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 1-0010-2700 Manager Job No: J-201006 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Progress Payment No. 5 for Construction of the Ohio St. and Oriente Dr. Pipeline Replacement SUMMARY: Construction is proceeding on the Ohio Street and Oriente Drive Pipeline Project, which includes installation of approximately 4,500 feet of 16-inch diameter ductile iron pipe, 2,200 feet of 8 to 12- inch diameter PVC pipe, miscellaneous valves, hydrants and water service connections. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 5 in the net amount of $123,919.20 to Mamco Construction for the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006. DISCUSSION: In accordance with the contract documents, Mamco Construction submitted a request for Progress Payment No. 5, in the amount of $137,688.00 for completed work through November 30, 2011. During this period, the contractor completed the installation of pipeline in Ohio Street and Oriente Drive, including miscellaneous valves, hydrants, blow-offs and air release structures. The contractor continued installation of residential services as required and began surface restorations. The status of the construction contract with Mamco Construction is as follows: . The current contract is $1,389,089.00 and 210 calendar days starting May 23, 2011. . If approved, Progress Payment No. 5 is $137,688.00 (9.9% of the total contract amount), less 10% retention of $13,768.80 for a net payment of $123,919.20. . Total payments to date including proposed Payment No. 5 and retention would be $1,224,024.00 (88.1 % of the total contract amount). . As of November 30, 2011, 192 calendar days were used (91.4% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 5 is attached for your reference. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): A construction contract in the amount of $1,389,089 was awarded to the low bidder, Mamco Construction on April 14, 2011. The Board of Directors has approved four progress payments to date for this project, the last of which at the meeting on November 23, 2011. ATTACHMENTS: Name: Description: Type: MAMCO PPR 5.pdf Ohio Pipeline Project, Mamco PPR No. 5 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 i i YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Ohio 1 Oriente Pipeline Projec# PROGRESS PAY REQUEST NO. 005 LOCATION Yorbal Linda, CA PROJECT NO. 201066 PAGE 1 OF 1~ PAGES CONTRACTOR Mamco Gonstlrfuction DATE 12115111 ORIGINAL CONTRACT AMOUNT: $ 1,309,089.00 AUTHORIZED CHANGE ORDERS: $ - REVISED CONTRACT AMOUNT: $ 1 389 088.00 PROGRESS PAY ESTIMATE FOR PERIOD November 1 2011 TO November 30, 2011 PREVIOUS THIS MONTH TO GATE VALUE OF WORK COMPLETED $ 1,086,336.00 $ 137,688.00 $ 1,224,024.00 CHANGE ORDER WORK COMPLETED $ - $ TOTAL VALUE OF WORK COMPLETED $ 1,086,336.U0 $ 137,6$8.00 $ 1,224,024.00 LESS RETENTION 10% $ 977,702.40 $ 123,919.20 $ 1,101,621.60 LESS OTHER DEDUCTIONS Electronic Wire Fees NET EARNED TO DATE $ 1,101 621.60 LESS AMOUNT PREVIOUSLY PAID $ 977 702.40 BALANCE DUE THIS ESTIMATE $ 123919.20 NOTICE TO PROCEED Mff 23, :2011 COMPLE'nON TIME 210 CALENDAR DAYS APPROVED TIME EXTENSIONS 0 CALENDAR DAYS TOTAL CONTRACT TIME 210 CALENDAR DAYS TIME EXPENDED TO DATE 192 CALENDAR DAYS TIME REMAINING 18 CALENDAR DAYS REQUESTED BY: ~ DATE: J 1 4 Raml AIAbb i, roject Manager, MAMCO r AL ~ _ I I RECOMMENDED: i• DATE: ~r k Joe Palimino, Project Engineer, YLWD APPROVED BY DATE: Steve Conklin, Engineering Manager, YLWD ITEM NO. 7.5 AGENDA REPORT Meeting Date: January 12, 2012 Budgeted: Yes Total Budget: $5.5 M To: Board of Directors Cost Estimate: $5.5 M Funding Source: Water Revenue Bond From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: J-200814 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Progress Payment No. 11 for Construction of the Highland Booster Pump Station Project SUMMARY: Work is proceeding on construction of the Highland Pump Station Project that includes a new building, three electric motor driven pumps, two natural gas engine driven pumps, various piping, a surge tank and a new access road. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 11 in the net amount of $330,751.37 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation submitted a request for Progress Payment No. 11, in the amount of $367,501.52 for completed work through November 30, 2011. During this period, the contractor continued the work inside the building, installing doors, miscellaneous hardware and electrical installations. The contractor continued to install yard piping and also received and installed the surge tank for the new pump station. The status of the construction contract with Pacific Hydrotech Corporation is as follows: . The current contract is $4,655,065.72 and 352 work days (includes Change Order No. 1 & 2 which added 66 workdays and $129,265.72) starting November 1, 2010. . If approved, Progress Payment No. 11 is $367,501.52 (7.9% of the total contract amount), less 10% retention of $36,750.15 for a net payment of $330,751.37. . If approved, total payments to date including retention will be $3,026,596.21 (65.0% of the total contract amount). . As of November 30, 2011, 271 work days were used (76.9% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 11 is attached for your reference. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): A construction contract in the amount of $4,525,800 was awarded to the low bidder, Pacific Hydrotech Corporation on August 12, 2010. The Board has approved ten progress payments to date for this project, the last of which was approved on November 23, 2011. ATTACHMENTS: Name: Description: Type: PHC Progress PAyment No. 11 Highland Booster PHC Progress Pay 11 for Highland PS.pdf Backup Material Project Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Highland Rooster Station Replacement PROGRESS PAY REQUEST NO. 011 LOCATION Yorba Linda, CA PROJECT NO. 200814 RACE 1 OF 1 PAGES CONTRACTOR Pacific Hydrotech Corporation DATE 1217!2011 ORIGINAL CONTRACT AMOUNT: $ 4,525,800.00 AUTHORIZED CHANGE ORDERS: $ 129,265.72 REVISED CONTRACT AMOUNT: $ 4,655,065.72 PROGRESS PAY ESTIMATE FOR PERIOD November 1, 2011 TO November 30, 2011 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 2,633,435.00 $ 356,065.00 $ 2,989,500.00 CHANGE ORDER WORK COMPLETED $ 25,659.69 S 11,436.52 $ 37,096.21 TOTAL VALUE OF WORK COMPLETED $ 2_,659,094.69 $ 367,501.52 $ 3,026,596.21 LESS RETENTION 10% $ 302,659,62 LESS OTHER DEDUCTIONS Electronic Wire Fees $ - NET EARNED TO DATE $ 2,723,936.59 LESS AMOUNT PREVIOUSLY PAID $ 2,393,185.22 BALANCE DUE THIS ESTIMATE $ 330,751.37 NOTICE TO PROCEED November 1, 2010 COMPLETION TIME 286 WORK DAYS APPROVED TIME EXTENSIONS 66 WORK DAYS TOTAL CONTRACT TIME 352 WORK DAYS TIME EXPENDED TO DATE 271 WORK DAYS TIME REMAINING 81 WORK DAYS t- REQUESTED BY: c7p~- DATE: 12/7/2011 Ran Wiebe Project C rd `ator, Pacific Hydrotech Corporation RECOMMENDED: i 0 DATE: ! Joe Polimino, Project Engineer, YLWD APPROVED BY: RATE: Steve Conklin, Engineering Manager, YLWD ITEM NO. 7.6 AGENDA REPORT Meeting Date: January 12, 2012 Budgeted: Yes Total Budget: $150,000 (YLWD's half) To: Board of Directors Cost Estimate: $3,450 (YLWD's half) Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Manager Job No: 2009-06 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Steve Conklin, Engineering CEQA Compliance: Exempt Manager Subject: Change Order No. 2 for Additional Engineering Services for Steven Andrews Engineering SUMMARY: During the construction phase for the Anaheim Intertie Improvement Project, additional design services and additional engineering support services were required beyond the contracted scope of services at a total cost of $6,900. This is a joint project with the City of Anaheim, which has already agreed to this change and the payment of half the cost. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 2 for Additional Engineering Services for Steven Andrews Engineering for $6,900, and direct staff to request payment of $3,450 from the City of Anaheim for its half of this additional project cost. DISCUSSION: Under an agreement with the City of Anaheim, the City and the District are sharing costs for the design and construction of upgrades to three interties between the domestic water systems of the two agencies. The purpose of the interties is to allow the transfer of water in either direction in an emergency or other time of need. Under the agreement, the District is the contracting agency for all necessary engineering and construction services, with the City reviewing the plans and sharing in all costs. The construction work is complete; the District Board of Directors authorized staff to file a Notice of Completion on July 28, 2011. In a letter dated December 29, 2011, the District's engineering consultant for the project, Steven Andrews Engineering, submitted Change Order Request No. 2 for additional engineering services beyond the project scope (copy attached). The work tasks, staff-hours and fee for that work were reviewed by engineering staff of the City and the District and found to be appropriate and in order. Staff of the City of Anaheim has agreed with the request and agreed to pay half the cost, in accord with the agreement between the City and District. District engineering and construction staff have reviewed the request and recommend approval. STRATEGIC PLAN: SR 1-D: Strengthen Existing Emergency Operations Partnerships ATTACHMENTS: Name: Description: Type: Change Order No 2 Letter 12292011.pdf Change Order Request No. 2 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 RC/MB 5-0 Steven Andrews Engineering www.sandrewsengineerinq.com 1 December 29, 2011 144-09 Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92870 Attention: Mr. Hank Samaripa • Subject: Anaheim Interconnection Project Change Order Request No. 2 - Scope of Work Changes Dear Mr. Samaripa: Steven Andrews Engineering (SAE) is pleased to submit this Change Order Request No.2 for the Anaheim Interconnection Project for changes/deviations to the original scope of work. We have completed the record drawings and are preparing Mylar's for the District. Scope of Work Changes/Deviations: Willow Woods Intertie Site Redesign The original scope of work for the Willow Woods Intertie called for two (2) - 8" gate valves to be placed at each connection point, one (1) on the Yorba Linda Water District (YLWD) side and one (1) on the City of Anaheim (COA) side. The COA connection point was redesigned per the direction of COA staff and with mutual agreement between the COA and YLWD, it was decided to place a third (3) 8" gate valve on the COA connection side. With the addition of the COA valve, the valves on the YLWD side had to be relocated. Crystal Drive Intertie Site Redesign During the installation of the intertie vault, it was discovered that the existing 12" storm drain forcemain was not built per the as-built plans. This required a redesign of the Crystal Drive Intertie Site facilities. The unexpected location of the storm drain forcemain resulted in coming up with some alternatives to allow for the installation of the intertie vault and some field site visits to coordinate with the contractor and come up with a solution. It was determined that the existing storm drain forcemain would need to be relocated to allow for the intertie to be installed per plan. With the approval of the City of Yorba Linda, the exiting 12" storm drain forcemain was relocated with an offset of 2 from its current location, measured centerline to centerline. Engineering Services During Construction Phase With the scope of work changes from SAE change order no. 1 dated July 20, 2010 and the included scope of work changes described above and the redesign of the Crystal Drive Intertie, SAE provided extra engineering support during construction that was not included as part of our 26501 Rancho Parkway South 9 Suite 204 9 Lake Forest, CA 92630 9 T 949.215.5050 • F 949.215.6464 Steven Andrews engineering www.sandrewsengineering.com original scope. It took extra effort and coordination with the contractor during construction to address the issues/concerns that developed during the completion of the project. FEE REQUEST The table below summarizes the additional design fees requested by SAE for the various tasks. Task Description Fee Task 1 Willow Woods Intertie 5950 Redesign Task 2 Crystal Drive Intertie Redesign S2,400 Task 3 Engineering Services during 53,150 Construction Task 4 Expenses- Mileage & S400 Reproduction Cost TOTAL $ 6,900 Very truly yours, Steven Andrews Engineering A e ct'-'J~ Steven R. Andrews, P.E. President Pagel' 2,5M it<'.n ifs Pai . sY Sc)ut 7 20L ; L-dke Fo ' t, CA 12:>. ( 9" I L15.`)°`)JO e F 9'".215,6=V)z1 Steven. Andrews Engineering ....,..caradrel^;ses,~inczr~ny com Alt Table 1 12/29/2011 Yorba Linda Water District Anaheim Interconnection Project Change Order Request No. 2 Fee and Manhours Estimate by Task Man-hours Task Description Principal Senior Total Fee Engineer Engineer Clerical Hours by Task 1. Willow Woods Intertie - Redesign 1 7 1 9 $950 2. Crystal Drive Intertie - Redesign 3 16 5 24 $2,400 3. Engineering Services during Construction 2 24 5 31 $3,150 Total Hours 6 47 11 64 Hourly rate $130 $110 $50 Total Labor Costs $780 $5,170 $550 $ 6,500 4. Expenses-Mileage & Reporoduction $ 400 Total Project Cost $ 6,900 M:\YLWD\144-09 Anaheim interconnection\Docs\SAE_AddiJonal F-_change order no. 2 Table Lxls %r ,.,i . ,u._p_, e ii'a ,ii.~ ® ,i',. ~;i • } Jig ;G m ITEM NO. 8.1 AGENDA REPORT Meeting Date: January 12, 2012 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Prepared By: Cindy Botts, Management Analyst Subject: ACWA Health Benefits Authority Board of Directors Election SUMMARY: The Association of California Water Agencies (ACWA) Health Benefits Authority is soliciting votes for the election of its Board of Directors from all agencies that participate in its Health Benefits Plan. ACWA Health Benefits Authority has requested that the YLWD Board of Directors choose a candidate for election prior to January 23, 2012. STAFF RECOMMENDATION: That the Board of Directors consider this matter and provide further direction to staff. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee will discuss this item at its meeting on January 11, 2012. The Committee will discuss its recommendation at the Board meeting on January 12, 2012 since ballots are due by January 23, 2012, if the board desires to cast a vote. DISCUSSION: The elected individual will serve on the ACWA Health Benefits Authority Board until December 31, 2012. There is currently only one position open on the Board and the following four individuals are running for this seat: . Steven M. Ruettgers . Judy Corl-Lorono . Joan C. Finnegan . Ronald S. Richard Candidates Steven M. Ruettgers, Judy Corl-Lorono and Joan C. Finnegan have submitted biographies for consideration. The District has also received letters requesting support for the Board's vote by candidate Joan C. Finnegan and by two other agencies on behalf of candidate Steven M. Ruettgers. These materials are all attached for review and consideration. STRATEGIC PLAN: CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation PRIOR RELEVANT BOARD ACTION(S): The Board periodically votes on elections of Boards and Committees of which YLWD is a voting member agency. ATTACHMENTS: Name: Description: o`ype: ACWA HBA Election.pdf Correspondence Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/12/2012 MB/RC 5-0 Casting the District's vote for Steven M. Ruettgers for the position of ACWA HBA Director. ACWA RECEIVED Health Benefits DEC 12 2019 11 Authority YQRBA LINDA WATER D15710T IT'S TIME TO VOTE ACWA Health Benefits Authority Board of Directors ELECTION FORMS ENCLOSED Please take a moment to cast your vote Ballots to be received during the period of December 23, 2011 and January 23, 2012 Please use the enclosed envelope to return your ballot to our office Thank you for your continuing participation and engagement in the ACWA HBA plans ACWA Health Benefits Authority 4600 Northgate Blvd., Suite 100, Sacramento, California 95834-1103 916/779-1145 FAX 916/325-2598 800/736-2292 www.acwa.com ASSOCIATION OF CALIFORNIA WATER AGENCIES HEALTH BENEFITS AUTHORITY BALLOT - PAGE A This Ballot is to vote on the selection of the ACWA Health Benefits Authority (HBA) Board of Directors as provided in Article III, Section 8 of the HBA Bylaws Amended and Restated as of June 1, 2010. For this election to be valid, the HBA Inspectors of Election must receive properly completed Ballots during the Balloting Period from no less than 2010 of the HBA Membership. This entire Ballot is comprised of two separate pages; Page A and Page B. Please follow the instructions below to ensure that your Ballot is properly cast and valid, INSTRUCTIONS: i> Ballot Page A: 1. Fill in the information block indicating your Agency name and address. 2. Ballot Page A must be signed by the designated Agency Representative to the HBA that was appointed accordin to Article III Section 1 of the HBA Bylaws. Y Ballot Page B: 1. Mark your selection for ONE Director from the selection listed. 2. Do not place your signature or Agency name on Ballot Page B. Ballot Return: 1. Place the entire Ballot comprised of both Ballot Page A and Ballot Page B in the envelope provided. 2. The entire Ballot must be received by the HBA's Inspector of Election during the Balloting Period which begins on December 23, 2011 and ends at 5:00 P.M. on January 23, 2012. 3. The sealed envelope containing the entire Ballot may be mailed or hand-delivered to: Bruce McLaughlin, ACWA HBA Inspector of Election ACWA Health Benefits Authority 4600 Notthgate Blvd., Suite 100 Sacramento, CA 95834-1121 This information block MUST be completed in order for this Ballot to be valid. Agency name Agency address Agency representative (printed) Agency representative (signature) The Ballots shall be counted publicly by the Inspectors of Election at 10:00 A.M. on January 26, 2012 at: ACWA Health Benefits Authority, 4600 Northgate Blvd., Suite 100, Sacramento, CA-95834 ASSOCIATION OF CALIFORNIA WATER AGENCIES HEALTH BENEFITS AUTHORITY BALLOT - PAGE B 1. There is one (1) ACWA HBA Director position currently open. ACWA HBA Member Agencies may cast ONE (1) vote for this position, 2. Do not place your signature or Agency name on this page (Ballot Page B). Vote for no more than ONE (1) of the following nominees The person selected will serve on 1:1 Steven M. Ruettgers (hio included) the ACWA HBA Board until December 31, 2012. • The person selected may come from any ACWA HBA Agency. Judy Corl-Lorono There is no requirement on the number of participating employees. • Please note that ACWA HBA ❑ Joan C. Finnegan Agencies of any size and location may vote for this representative. ❑ Ronald S. Richard JOAN C. FINNEGAN BOARD PRESIDENT DIRECTOR, DIVISION 4 MUNICIPAL WATER DISTRICT OF ORANGE COUNTY Joan Finnegan currently serves as Board President of the Municipal Water District of Orange County (MWDOC) and represents the Division 4 communities of Costa Mesa, Huntington Beach and Seal Beach. She was elected to the MWDOC Board of Directors in 2000 as part of a consolidation with Coastal Municipal Water District. Director Finnegan also served on that district's Board of Directors from 1985 until the consolidation, including two terms as board president and vice president. Director Finnegan is a past president of the Water Advisory Committee of Orange County (WACO) and is the current treasurer of the Independent Special Districts of Orange County (ISDOC). She was active with the County of Orange Water Task Force and has is a past president and lifetime member of the Orange County Water Association. Director Finnegan has also served as an Association of California Water Agencies (ACWA) Region 10 board member, as the elected vice president and acting president of ACWA's Joint Powers Insurance Authority (ACWA/JPIA), and as a member of the ACWA Board of Directors. Director Finnegan was selected in 2003 by then-Assemblyman Ken Maddox as Woman of the Year for the 68th Assembly District. She was also selected as Costa Mesa Woman of the Year in 1980. She served on the Orange County Grand Jury in 1980-81 and was employed by Mesa Consolidated Water District for more than 21 years as its office manager and auditor. Finnegan has lived in Orange County for six decades and resides in Costa Mesa with her husband, Robert. They are the parents of two children and the grandparents of four. Her interest in water also extends to an interest in Japanese Koi fish. Judy Corl-Lorono Born in Redbluff, California, Judy is a mom to three great children and has seven grandchildren, one of whom lives with her. She has lived in several places including Hawaii, Santa Maria, Costa Mesa, Palm Desert, and Landers. Judy's career includes credit union management experience and a range of small business experience. She was a bookkeeper for a lumber mill near Eureka, a licensed real estate broker, ran a slipcover and drapery business, was office administrator for a security company, and more recently ran a thrift store in Yucca Valley. Judy became interested in the Bighorn-Desert View Water Agency after attending several meetings. At that time she believed she could make a difference in helping Bighorn's effectiveness in continuing to deliver clear, affordable water to the community. Judy became a Director in 2007 for two years and was appointed to the Board again to fill a vacancy in 2010. During her time with Bighorn, she has attended many courses and meetings of other agencies and water organizations to keep up with the ever changing field of water management. She earned the Director of Distinction certification after four CSDA courses and an examination. Of particular importance to Bighorn is its relationship to the community and the wise use of water resources. Judy contributed to this effort by presenting a seminar to the Landers Elementary School, which was well received and appreciated. Kern County Water Agency 3200 Rio Mirada Drive Bakersfield, California (661) 634-1400 Candidate Statement: ACWA HBA Board of Directors Steven M. Ruettgers Business Manager, Kern County Water Agency Steven Ruettgers has been with the Kern County Water Agency since 1990 and as Business Manager for the past 14 years. The 2010 ACWA HBA bylaw changes expanded the ACWA HBA Board to 11 members: 10 elected seats and 1 appointed seat. Currently, Steven fills the appointed seat, which term ends on December 31, 2011, and is seeking an elected position to continue to serve the ACWA HBA member districts. Additionally, the ACWA HBA Board is currently in the process of an Executive Director search and choosing professional support services. It is important at this time that the ACWA HBA Board maintains stability and continuity. I would appreciate your support to continue to serve the ACWA HBA member districts, and am available to answer questions at any time. Current Committee/Board Work: ACWA - Insurance and Personnel Committee (16 years) Kern County Special Districts Association Board of Directors (14 years) ACWA Joint Powers Insurance Authority Audit-Finance Committee (10 years) ACWA Health Benefits Authority (appointed seat, term ending December 31, 2011) Education: Oregon State University - B.S., Business Administration (Finance), minor in Economics California State University, Bakersfield - Master of Business Administration Community Involvement: Standard School Board Trustee, 13 years North of the River Recreation & Park District Director, 10 years North of River Sanitary District No. 1 Director, 4 years MUNICIPAL TER STRICT RECEIVED ORANGE COUNTY December 15, 2011 DEC 16 2011 Street Address: 18700 ward street YOABA LINDA WATER DISTRICT 1 cuntair valley, California 92708 Mr. Kenneth Vecchiarelli Marring Address: Yorba Linda Water District P.O. Box 20895 PO Box 309 Fountain Vailey, CA 92728-0895 Yorba Linda, CA 92885 (714) 963-3058 Fax: (714) 964-9389 Dear Mr. Vecchiarelli, mvw.mwdoc.com I am writing to respectfully ask for Yorba Linda. Water District's vote in Joan C. Finnegan President electing me to the vacant seat on the Association of California Water Jeffery M. Thomas Agencies Health Benefits Authority (ACWA/HBA) Board of Directors. I am vice President a longtime member of ACWA who has served as vice president and interim Brett R. Barbra president of the ACWA Joint Powers Insurance Authority (ACWA/JPIA), as Director Wayne A. Clark an ACWA Region 10 board member, and as a member of the ACWA Board Director of Directors. I am seeking election to the ACWA/HBA Board so I may Larry D. Dick continue to serve the ACWA membership and ensure that their health Director insurance coverage and related employee benefits needs continue to be met in Susan Hinman Director an effective and efficient manner. Ed Royce, Sr. Director I have had the privilege and honor of serving the water industry as an elected Kevin P. Hunt, P.E. water policy maker for more than 25 years, including the past 1 I years on the G6neralManager Municipal Water District of Orange County (MWDOC) Board and 15 years before that as a board member of {.coastal Municipal Water District, prior to MEMBER AGENCIES its consolidation with MWDOC. Additionally, I have held other leadership positions including past president of the Water Advisory Committee of City of Brea Orange County (WACO), past president of the Orange County Water City of Buena Park Association, and appointed member to the Orange County Water Taskforce. East Orange County Water District El Toro Water District I am eager to serve your district and the entire ACWA/HBA membership and Emerald Bay Service District City of Fountain Valley believe that my experience, knowledge, and personal commitment will allow City of Garden Grove me to do so effectively for the duration of the current term. It would be my Golden State Water Co. honor to earn the support of Yorba Linda Water District and receive your vote City of Huntington Beach in electing me to the AC-WA i re'aiin Benefits Authority Board of Directors. Irvine Ranch Water District agura Beach County Water District If you have any questions, please do not hesitate to contact nie directly at City of La Habra (949) 548-3690. City of La Palma Mesa Consolidated Water District Sincerely, Moulton Niguel Water District City of Newport Beach City of orange Orange County Water District City of San Clemente City of San Juan Capistrano v Santa Margarita Water District loan C. Finnegan City of Seal Beach Board President Serrano Water District December 15, 2011 South Coast Water District TraoLICO Canyon 4Nater District City of Tustin City of Westminster Yorba Linda Water District RECEIVED E. G. "Jerry" Gladbach DEC 2 7 2011 27491 Hillcrest Place Valencia, CA 91354 YORBA LINDA WATER DISTRICT December 21, 2011 Mr. Kenneth Vecchiarelli Yorba Linda WD PO Box 309 Yorba Linda, CA 92885 Dear Kenneth: I am writing to you today to solicit your support in voting for Steven Ruettgers as one of our directors of the Association of California Water Agency Health Benefits Authority. The ACWA HBA Board is in the midst of some significant decisions, such as selecting a new Executive Director, deciding upon professional support services, setting up ACWA HBA as an employer, and other vital decisions. Therefore, your vote is very critical to ensure the continued success of ACWA HBA's services and insurance products it provides to your district. During my several years on the ACWA JPIA Executive Committee, I have known Steve through his it work on the ACWA JPIA's Finance & Audit Committee, where he has consistently and I conscientiously provided valuable input for more than 10 years. He has been employed with the Kern County Water Agency for 21 years, where he has been the Business Manager for the past 14 years. He has a Bachelor of Science degree in Business Administration (Finance) and a Master of Business Administration degree. He has served on the ACWA Insurance & Personnel Committee for 16 years and the California Special Districts Association Finance Corporation for 4 years. Additionally, he concurrently continues to serve within his community on three other public boards (school, recreation & park, and sanitary districts). At my agency we voted to support and concur in the nomination of Steven Ruettgers, as did several other agencies. I believe Steve possesses the education, experience and iudgment necessary for an effective board member. As ACWA HBA moves forward through these critical decision points, I choosing capable representation for your agency is vitally important. With that in mind, I urge you to vote for Steve Ruettgers. Sincerely, E. G. "Jerry" Gladbach P.S. Please vote and send in your mail ballot during the official balloting period of December 23, 2011 through January 23, 2012. ® Gartner Studios RECEIVED DEC 2 7 2011 fi YORBA LINDA WATER DISTRICT ER d ITT l% December 22, 2011 Directors: Ted R. Page Yorba Linda WD Division 1 PO Box 309 terry Rogers Vice President Yorba Linda, CA 92885 Division 2 Ra.ndellParker Dear Mr. Kenneth ecchiareiii: Division 3 Michael Radon I am writing to respectfully ask you to elect a member of my staff to a recently Presidenr vacated Association of California Water Agencies (ACWA) Health Benefits Division 4 Authority (HBA) seat. Effective oversight of ACWA HBA by a responsible board Adrienne J, Mathews is essential for a successful organization which focuses on providing high- Division 5 quality, low-cost employee insurance products. To that end, I am asking you as William W. Van Skike the ACWA HBA representative to vote for Steven Ruettgers. Division 6 Gene A. Lundquist Steve has been with the Kern County Water Agency (Agency) since 1990, serving Division 7 currently as the Business Manager since 1997. His education includes a Jaynes M, Beck Bachelor of Science degree in Business Administration (Finance) and a Master of General Manager Business Administration degree. His previous committee work includes serving Amelia T. Mi n aberrigara i on the ACWA/JPIA Audit-Finance Committee for 10 years, the ACWA Insurance General Counsel & Personnel Committee for 16 years and on the California Special Districts Association Finance Corporation for 4 years. I have worked with Steve over his entire career at the Agency and believe he possesses the working experience, committee experience and education necessary to be part of an effective board. As HBA continues to move forward with the selection of an Executive Director and other support services, Steve will be an effective part of the entire ACWA HBA Board. Sincerely, Jafnes M. Beck (661) 634-1400 General Manager Mailing Address 20. Box 58 Bakersfield, C'A 93302-0058 Srreet Address 3200 Rio Mirada Dr. Bakersfield, CA 93308 ITEM NO. 10.1 AGENDA REPORT Meeting Date: January 12, 2012 Subject: Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of meeting held December 20, 2011 at 4:00 p.m. Minutes of meeting held January 11, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled February 13, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: 1 ype: 122011 EAO - Minutes.doc EAO Mtg Minutes 12/20/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING December 20, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Hawkins at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins Stephen Parker, Finance Manager Cindy Botts, Management Analyst OTHER ATTENDEES Art Kidman, Partner, Kidman, Behrens & Tague Heather Stratman, Senior Director, Townsend Public Affairs Christopher Townsend, President, Townsend Public Affairs (Via Conference Call) 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Adopting Water Rules and Regulations Mr. Parker presented amended water rules and regulations to the Executive-Administrative-Organizational Committee. He mentioned that Cindy Botts was instrumental in helping through the process of updating the water rules and regulations, and she was there to help answer any questions he might not be able to address. Mr. Parker further explained that the rules and regulations had not been updated since 2000 and pointed out that staff had recommendation that could not take place unless the water rules and regulations were updated. Mr. Parker explained that one recommendation staff was making was to have a "soft credit check" on all new customers, and that information would be used to determine how much of a deposit the District would require if any. The Committee asked for verification that the "soft credit check" would not have a negative affect on the customers' credit report. Mr. Parker said that was true, but he would re-verify before the resolution went to the full Board. Mr. Kidman explained that in the past deposits could be arbitrarily assessed, but since the water rules and regulations were last adopted, he believed there was new legislation not allowing a deposit unless there was cause, such as a negative credit check. 1 Mr. Parker also pointed out another one of staff's recommendations which was adding a Late Payment Notice and Fee. The Late Payment Notice would be mailed 4 days after the bill was due and would remind the customer that payment for services received two months ago was past due. Mr. Parker explained that this new notice would act as another point of contact between the District and the customer before the customer reached the point of receiving a Discontinuance Notice or yellow tag. It is staff's intent and expectation that this action will reduce the number of customers who receive the Discontinuance Notice. Mr. Parker shared that the Finance-Accounting Committee would receive the new developer and customer service fees proposed in conjunction with the change in the water rules and regulations. Mr. Parker gave details of some of the other changes made in the amended water rules and regulations, and responded to other questions by the Committee. The Committee supported staff's recommendation. Mr. Parker and Ms. Botts left the meeting at this time. 3. DISCUSSION ITEMS 3.1. Status of Legislative Affairs (Verbal Report) The Committee discussed the status of legislative objectives and strategies for interagency communications. Mr. Townsend joined this discussion by teleconference. Ms. Stratman left and the teleconference call with Mr. Townsend was terminated following this discussion. 3.2. General Counsel's Monthly Summary Billing Report The Committee reviewed the monthly report with Mr. Kidman providing comments, clarification and additional information regarding the legal resources applied to the various accounts and explaining the focus and purpose of these efforts. 3.3. Status of Strategic Plan Initiatives Mr. Vecchiarelli presented a brief summary and review of the items that were updated since the last status report was reviewed in late November. The Committee inquired about the inactivity of the Employee Productivity- Innovation-Communications (EPIC) Committee. Mr. Vecchiarelli agreed to take action after the holidays to reinvigorate this committee's efforts. 3.4. Future Agenda Items and Staff Tasks • The Committee asked Mr. Parker to verify that the "soft credit check" would not have a negative affect on the customers' credit report. 2 4. ADJOURNMENT 4.1. The Committee adjourned at approximately 5:20 p.m. The next meeting of the Executive-Administrative-Organizational Committee was scheduled to be held January 17, 2012 at 4:00 p.m. However, this meeting was subsequently rescheduled to January 11, 2012 at 4:00 p.m. 3 ITEM NO. 10.2 AGENDA REPORT Meeting Date: January 12, 2012 Subject: Finance-Accounting Committee (Kiley/Hawkins) Minutes of meeting held December 27, 2011 at 4:00 p.m. Meeting scheduled January 23, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 122711 FA - Minutes.doc FA Mtg Minutes 12/27/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING December 27, 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 Manager Director Robert R. Kiley Cindy Botts, Management Analyst 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Adopting Water Development and Customer Service Fees Mr. Parker presented the Finance-Accounting Committee with the updated water development and customer service fees. He mentioned that Cindy Botts was instrumental in helping through the process of updating the water development and customer service fees, and she was there to help answer any questions he might not be able to address. Mr. Parker further explained some of the new types of fees that were included as a result of changes to the water rules and regulations, which the Executive- Administrative-Organizational Committee had reviewed and given support to staff's recommendation on December 20th. Mr. Parker also explained the recommended change in the plan check fees, which would change the structure of how the fees were assessed from a per connection basis to a flat rate based on the range of the number of connections needing plan checks. The Committee wanted clarification on the differences in fees that existed previously, and requested staff create an excel schedule that clearly showed the previous and currently proposed fees. Mr. Parker indicated that he would have that item as an attachment when it was submitted to the full Board as an action item. Mr. Parker explained that it could be submitted as quickly as January 12, 2012, but that there was some items being reviewed by legal that might hold it up until the January 26th Board meeting. The Committee supported staff's recommendation. At this time Ms. Botts left the meeting. 1 3. DISCUSSION ITEMS 3.1. November 2011 Budget to Actual Results Mr. Parker discussed the November budget to actual results with the Committee. He explained that the majority of the line items are trending at or below budgeted expectations, with just a few exceptions. Those exceptions are due to timing differences or have been previously addressed. As there was nothing dramatic that had changed since the previous month's report, the Committee had no further questions. 3.2. Investment Report for Period Ending November 30, 2011 Mr. Parker presented the investment report for the period ending November 30, 2011. He explained the changes from the previous month included funding reserves, paying for CIP projects and a decrease in the Water Operating fund due to a decrease in the monthly accounts payable activity. He also identified that the yield for the month increased to slightly over 1 The Committee inquired about the yields that other water districts were receiving for their investments. Mr. Parker explained that such information was not tracked in a common place, and that he would have to investigate agency by agency. The Committee added this investment yield comparison with other local water districts as a future task item. 3.3. Status of Strategic Plan Initiatives Mr. Parker reviewed the updated strategic plan initiatives with the Committeee. Mr. Parker explained that once the January workshop takes place, almost all of the strategic plan initiatives will have been completed. The 5-year financial plan will be revised and incorporated in the upcoming budget, and the sewer rules and regulations and corresponding fee schedule changes would be worked on in the spring. The only remaining items are annually focused, recurring or ongoing. 3.4. Future Agenda Items and Staff Tasks • The Committee asked that an excel schedule be created that shows the changes in the water development and customer service fees when it is submitted to the whole Board. • The Committee asked that as a future item a comparison of the investment yield be made with other local water districts. 4. ADJOURNMENT 4.1. The Committee adjourned at 4:32 p.m. The next meeting of the Finance- Accounting Committee will be held January 23, 2012 at 4:00 p.m. 2 ITEM NO. 12.1 AGENDA REPORT Meeting Date: January 12, 2012 Subject: Meetings from January 13, 2012 - February 29, 2012 ATTACHMENTS: BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: January 2012 District Offices Closed Fri, Jan 13 7:OOAM Board of Directors Workshop Meeting Mon, Jan 16 3:OOPM Yorba Linda City Council Tue, Jan 17 6:30PM Melton MWDOC Board Wed, Jan 18 8:30AM Melton/Staff OCWD Board Wed, Jan 18 5:30PM Kiley/Staff District Offices Closed Fri, Jan 20 7:OOAM Citizens Advisory Committee Meeting Mon, Jan 23 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Jan 23 4:OOPM Kiley/Hawkins Joint Committee Meeting with MWDOC and OCWD Tue, Jan 24 4:OOPM Hawkins/Beverage Yorba Linda Planning Commission Wed, Jan 25 7:OOPM Collett Board of Directors Regular Meeting Thu, Jan 26 8:30AM District Offices Closed Fri, Jan 27 7:OOAM February 2012 MWDOC/MWD Workshop Wed, Feb 1 8:30AM Melton/Staff OCWD Board Wed, Feb 1 5:30PM Kiley/Staff Planning-Engineering-Operations Committee Meeting Thu, Feb 2 4:OOPM Collett/Kiley District Offices Closed Fri, Feb 3 7:OOAM WACO Fri, Feb 3 7:30AM Hawkins Pub Affairs-Communications-Tech Committee Meeting Mon, Feb 6 4:OOPM Melton/Beverage Yorba Linda City Council Tue, Feb 7 6:30PM Hawkins Yorba Linda Planning Commission Wed, Feb 8 7:OOPM Kiley Board of Directors Regular Meeting Thu, Feb 9 8:30AM District Offices Closed Fri, Feb 10 7:OOAM Exec-Admin-Organizational Committee Meeting Mon, Feb 13 4:OOPM Hawkins/Melton Personnel-Risk Management Committee Meeting Tue, Feb 14 4:OOPM Beverage/Collett MWDOC Board Wed, Feb 15 8:30AM Melton/Staff OCWD Board Wed, Feb 15 5:30PM Kiley/Staff District Offices Closed Fri, Feb 17 7:OOAM District Offices Closed Mon, Feb 20 7:OOAM Yorba Linda City Council Tue, Feb 21 6:30PM Melton Yorba Linda Planning Commission Wed, Feb 22 7:OOPM Collett Board of Directors Regular Meeting Thu, Feb 23 8:30AM District Offices Closed Fri, Feb 24 7:OOAM Citizens Advisory Committee Meeting Mon, Feb 27 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Feb 27 4:OOPM Kiley/Hawkins 1/5/2012 8:54:02 AM ITEM NO. 13.1 AGENDA REPORT Meeting Date: January 12, 2012 Subject: ISDOC Shared Services Program Workshop - January 26, 2012 WEF Sea to Sierra Water Tour - March 1-2, 2012 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at these events if desired. ATTACHMENTS: Name: Description: Type: ISDOC.pdf Event Flyer Backup Material WEF Tour.pdf Event Flyer Backup Material -c Independent Special Districts of Orange County The Orange County Shared Services Program: Helping Special Districts Balance Rising Costs, Maximize Resources and Improve Efficiency. Where: Local agencies throughout Orange County are working hard to MWDOC / OCWD Board Room balance rising costs and dwindling revenues while maintaining 18700 Ward Street service levels and improving efficiency. Many are succeeding Fountain Valley, CA 92708 by partnering with other agencies to share services and resources. Special districts are perfectly situated to be part of this wave of local government collaboration. 4Jfi ':~I h'YI''. Fountain Valley ISDOC will present a workshop on the new Orange County Shared Services Program on Thursday, January 26, 2012 from 8:00 - 10:00 a.m. in the MWDOC/OCWD Board Room. Special L,;;;edistrict board members and managers will have an opportunity to hear local officials share their agency's experience with the "r program. Additionally, Orange County LAFCO will be on hand to provide more detailed information about how this voluntary program works as well as help districts sign-up as participants. .~vdiY7: 1i5r2 ff c J1 -fir R fL Driving Directions When: This workshop is open to special district board members and Thursday January 26, 2012 staff. A light continental breakfast and beverages will be 8:00 AM to 10:00 AM PST served. Please click the link above to register online. Add to my calendar For more information about the workshop, please conact David Stay Connected with ISDOC: Cordero at (714) 593-5012 or dcordero6c~mwdoc.com. Like us on Facebook 11] Sincerely, f Rich Freschi, President Independent Special Districts of Orange County RECEIVED December 5, 2011 DEC 14 2011 YORBALINAAWATERDISTRICT WATER EDUCATION Ken Vecchiarelli FOUNDATION Yorba Linda Water District PO Box 309 717 Sacramento, Kramcnto, Street, Suite 317 95814 yorba Linda, CA 92885-0309 Phone: 916-444-6240 Fax: 916-448.7699 Dear Ken, www.watereducnt ion. org http://aqtiafomia.com I am contacting you today to send you a special invitation to be part of a PRESIDENT unique tour. William R. Mills Gwnmd--, Cnosuiung Eng,-et St A. M' 5I ri' s Scott A. The Water Education Foundation is planning a new Sea to Sierra Water k,n4oakncna, Ticdemann:k Girar.l SECRETARY Tour, March 1-2, 2012. This tour will be an opportunity to view SFCR W-th`rh,rd California water and discuss the key issues while traveling across the state C:J,L,n u, I'uEh~ tlu6nc. Co,,,,,,,....,n TREASURER on Amtrak's famed California Zephyr. Participants will travel from the Michael T. Savage ("DM edge of sparkling San Francisco Bay, through the meandering channels of EXECUTIVE DIRE(_'LOR Rita Schmidt Sndman the Delta, past rich Central Valley farmland, growing cities, historic mining Wa... Edonau,n F„v {anon DIRECTORS, areas and into the snowy Sierra Nevada mountain range. The tour J.hn nf,,j: JJ.n~r " Prr highlights are included on the enclosed brochure. Ind,xn rrilaThomas M. Bcrlincr Thadder,s L. Betz-, The Foundation is inviting you as part of the water community. We Glenn-C:<,In.-a Pw-t Ryrnn M. Buck invite you to register for this unique tour. If you are unable to attend, St"tr xncl Erdr°°` C-t-L1111 W:,rc, Ak,-) please extend this invitation to the appropriate person in your organization. Celeste Cam. Suv„ Aux Wateohed f'rniv,:i A,-L1:11nm H-li Chai 1-Ot~rcotli-Ii C'.There will only be 70 seats available on the privately reserved train car, and 1WI `°°k the registration will be on a first-come, first-served basis. The cost for this NihK p.-tryman Joseph C 1-day, I-night tour is $495 per person, single occupancy room, or $425 each MRK Erinti„rer< Daniel M. Drrol=, for two people sharing a room. Phil Dunn Harris<m C. "Hap" Punning Scholarships will be available in certain cases. Contact the Foundation to Hari' I The Rae In>[iru¢• „t>an learn about scholarship qualifications. Please register immediately using Dennis Falaschi Pan--hcanalc.cthe attached brochure or call our office to make arrangements. You can Kachv E. Fc C,,.Mkldr also register securely online at wvrx watereduc t;oTn. rg!tOurs. A detailed Da°id J. <;ny agenda will follow with registration. Nonhern Caiirornia Water ;lcv,c iatinn Patricia 1. kdESrs-sun Leak c ut Women ~'nror.: Mary Aileen Matheis Please feel free to call me if you have any questions. In;n~• Ran~.h 44'.,ur I~;s,ri~, Jonas Mmtun r'na,nm~ & l::nt!ena[ino, Leagno' Sincerely' David orth Kings Rrvrr CunKrverion I l,.rrirr Thomas S. Philp MWD,,( Southern (:ahhanie Timothy H. Quinn Z/z~ Al WA William E. Rune Rita Schmidt Sudman S-6-, '4-wta ALthonrz Ronald B. Rohie Executive Director L],o" or App-1, 1,d Apl,ciha,e [hens Kirk C. R tigers I IDR E:nonerring, tnr- Anthony Saracino The Nautre Con-ancc Lester Snow 11111d r- law Group. T-LI' William R. Gia-11i f`-denr Enuruu; The insssion of the Water FAuCation Foundarinn, an onpartial, nonprc,lir urgrnl-ation, is rc, creare a hetrer undersrandingof water resources and foster public understanding and resoluticnt of water rer nurce. issues through Facilitation, eduaatlorn and outreach. a 1~ f / :3 N At,~ 1 10 -2,2012 March I • • f Rt, I ®I I`ng' S, ",e mw!. linalr o, in Presented by Califo Z' 7 Iia Wg.ter- hs-smen This wisher, view California writer and discuss the key issues while you travel across the state on Amtrak's fanned California Zephyr. Travel ]ATF.R EDUCATION from the edge of sparkling San Francisco Bay, through the meandering FOUNDATION channels of the Delta, past rich Central Valley farmland, growing cities, historic mining areas and into the snowy Sierra Nevada mountain range. This privately reserved train car holds 74 people and will host this special tour traveling the state on March 1-2, 2012. Speakers from stakeholder groups and governmental organizations will join the train and speak to the participants on the way from the Bay through the Sierras. Some of the places you will see from the train: > San Francisco Bay and tidelands San Pablo Bay and the Carquinez Strait shipping lane and the "Mothball Fleet" of World War II ships Suisun Marsh - where fresh and salt water mix in the Sacramento-San Joaquin Delta > Agriculture in the Sacramento Valley The Yolo Bypass flood control basin between Davis and Sacramento > The confluence of the Sacramento and American rivers > Gold Rush era flumes - some still in use today - built to transport water to the mines in the Sierra Nevada foothills > Emigrant Gap, the American River Canyon and Mt. Judah, towering 7,000 feet above sea level, where the Chinese immigrants struggled to build the great rails > Donner Lake where the Donner Party was stranded in the winter of 1846-1847 > The Truckee River - long the focus of negotiations on water issues between California and Nevada Enjoy a comfortable seat in the rail car, stretch your legs with a walk to the glass dome car aril enjoy lunch in the lovely dining car. Make ! reservation today. Contact Education Foundation, f s We will meet at the Amtrak train station in Emeryville (across from San Francisco near the Oakland airport) at 8:30 a.m., lhuraday, Mamh 1. The train leaves promptly at 9x10 a.m. and will arrive in Reno at 4:06 p.m. The discussion about water issues will continue over dinner. The next morning, Friday, March 2, after breakfast at the hotel, travelers can choose to take the train back to Emeryville or any point along the way (included in the tour registration) or may choose to fly directly from Reno back home at their own expense. Registration is $495 per person, single occupancy room; $425 each for two people sharing a room. Registration fee includes round trip train travel from Emeryville, Calif. to Reno, Nev., overnight hotel accommodations in Reno, and all meals on the tour. Overnight accomodations are at the lovely John Asquagas Nugget. To register, return form to the Foundation with payment; faxed reservations accepted with credit cird or purchase orders. Or, register securely online at wwmwatereducation.owjtours. All reservations are on a first-come, first-served basis. Deadline to cancel and receive a full refund is 5 p.m., Thursday, Feb. 16 due to hotel, meal and transportation bookings. Refund request must be in writing. Substitutions may be made at any time. This activity has been approved for Minimum Continuing Legal Education (MCLE) credit by the State Bar of California. The tour also offers education credits for water plant or wastewater plant operator's licenses. There is an additional $100 fec to register for these credits. Contact the Foundation for more information. Additional information and an itinerary will be mailed/emailed approximately two weeks before the tour. Please notify the Foundation prior to the tour if you have a medical condition or other special need. ,too Sierra ~INatlem r Tour Rye gj st~ra-hall Name(s) Job Title(s) Organization Address City State Zip Phone Email Driver's License/I.D. Card No.(s) State Exp. Date Date(s) of Birth (necessaryfar security clearance at some facilities) WATER EDUCATIDN Enclosed is my fee: ❑ $495 each, single occupancy room; ❑ $425 each for two people sharing a room FOUNDATION CI $100 additional for credits _CLE _DPH Total enclosed 717 K Street, Suite 317 For payment by: ❑ Visa ❑ MasterCard ❑ American Express P.O. No. Sacramento, CA 95814 (916) 444-6240 Credit Card No. Exp. date. (916) 448-7699 www.watereducation.otg www aquafornia.com Signature (must be signed to process credit card order) 5 p.m. February 16 is the last day to cancel and receive a full refund. Refund request must be in writing. Substitutions may be made at any time.