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HomeMy WebLinkAbout2012-03-22 - Board of Directors Meeting Agenda Packet Yorba Linda Water istri t AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, March 22, 2012, 4:00 PM 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. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District's interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This portion of the agenda may also include items for information only. 6.1. Operational Practices During Red Flag Days 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 March 8, 2012 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$1,400,304.13. 7.3. Progress Payment No. 1 for Construction of Green Crest Lift Station Repairs Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of$3,715.35 to Pascal& Ludwig Constructors for construction of the Green Crest Lift Station Repairs , Job No. 2011-16S. 7.4. Progress Payment No. 4 for Well No. 20 Well Head Project Recommendation: That the Board of Directors approve Progress Payment No. 4 in the net amount of$116,526.15 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 7.5. Progress Payment No. 14 for the Highland Booster Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 14 in the net amount of$198,360.00 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. 7.6. Final Progress Payment No. 6 for Construction of the Ohio St and Oriente Dr Pipeline Replacement Project Recommendation: That the Board of Directors approve Final Progress Payment No. 6, in the net amount of$148,558.50, to Mamco Construction and 10% retention of $16,506.50; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, if no liens have been filed; release the Labor and Material Bond, and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006. 7.7. Change Order No. 1 for Fairmont Reservoir Valve Replacement Project Recommendation: That the Board of Directors approve Change Order No. 1 in the amount of$0.00 (a no-cost time extension) and a 37 calendar-day time extension to Pascal & Ludwig Constructors, Inc. for the Fairmont Reservoir Valve Replacement Project. 7.8. Well No. 20 Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. Recommendation: That the Board of Directors authorize approval of Engineering Services Amendment No. 4 with Civiltec Engineering Inc. for additional services not to exceed$6,730, resulting in a total fee of$103,065. 7.9. Award of Construction Contract for Yorba Linda Blvd Pipeline Project Recommendation: That the Board of Directors authorize the President and Secretary to execute a construction agreement between Garcia Juarez Construction Inc. and the Yorba Linda Water District for the Yorba Linda Blvd. Pipeline Project in the amount of$1,681,650, subject to the approval as to form by General Counsel. 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. CSDA Board of Directors Call for Nominations Recommendation. That the Board of Directors consider the California Special Districts Association call for Board Member nominations and provide a recommendation to staff. 8.2. Training Opportunities for Board and Executive Staff Recommendation: That the Board commence initial training at the District of Distinction level for itself and for management staff, with voluntary additional training in the future towards further recognition, potentially including CSDA's Leadership Academy and Recognition in Special District Governance. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Report MWD San Jacinto Tunnel Inspection Tour - March 15, 2012 (Melton) WACO Municipal Bond & Debt Financing Workshop - March 21 , 2012 (Hawkins) 9.3. General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of meeting held March 14, 2012 at 4:00 p.m. Meeting scheduled April 16, 2012 at 4:00 p.m. 10.2. Finance-Accounting Committee (Kiley/Hawkins) • Meeting scheduled March 26, 2012 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of meeting held March 6, 2012 at 4:00 p.m. Minutes of meeting held March 20, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled April 10, 2012 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of meeting held March 12, 2012 at 4:00 p.m. Meeting scheduled April 9, 2012 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held March 5, 2012 at 4:00 p.m. • Minutes of meeting held March 20, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled April 2, 2012 at 4:00 p.m. 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Meeting scheduled March 27, 2012 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) Meeting scheduled March 26, 2012 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council - March 20, 2012 (Melton) 11.2. MWDOC Board - March 21 , 2012 (Melton/Staff) 11.3. OCWD Board - March 21 , 2012 (Kiley/Staff) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from March 23, 2012 - April 30, 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. MWDOC Elected Officials Forum - April 5, 2012 MWD Spring Green Expo - May 3, 2012 ACWA/JPIA Spring Conference - May 7-8, 2012 ACWA Spring Conference - May 8-11 , 2012 OC Water Summit - May 18, 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) 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 15. ADJOURNMENT 15.1. The next regular meeting of the Board of Directors will be held April 12, 2012 at 8:30 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meetinq Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 6.1 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Operational Practices During Red Flag Days ATTACHMENTS: Name: Description: Type: YLWD Operational System PowerPoint Presentation Backup Material Red Flag Warning 03.22.12.pdf FL Yorba Linda Walter District Water Production Operations During a Red Flag/High Wind Warning Presented by: John DeCriscio March 22, 2012 y -i�� YLWD Operational • 14 Reservoirs = 52MG Capacity • System Classified as Distribution, Level 5 & Treatment, Level 2 • 5 State-Certified Plant Operators • Water is Moved Through the System, as Needed . - Considerations in • • ' the System • Water Quality Results • Expected Strength & Duration of the Event • Current Water Levels • Current Water Demands • Power Restrictions Addressing "Red Flag" & "High Wind" Warnings • All Operators are on a Heightened Alert • System is C Evaluated — Water MAY Be Moved into Outer/Upper Urban Interface Areas — Water Quality Remains Primary Focus, Based on Public Health Requirements At Factors R ' • Flag" i "High Wind" Warnings Decisions • Water Quality Results • Expected Strength & Duration of Possible Eve nts • Current Water Levels • Current Water Demands • Power Restrictions ���. ¢° � ��_ -�►'.�`„���_ Y \fit�`� -� - .� ;� Questions? ITEM NO. 7.1 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Minutes of the Board of Directors Regular Meeting Held March 8, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 030812 BOD - Minutes.doc BOD Mtg Minutes 03/08/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING March 8, 2012 1. CALL TO ORDER The March 8, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 8:30 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 Lee Cory, Operations Manager Ric Collett Gina Knight, Human Resources Manager Robert R. Kiley Stephen Parker, Finance Manager Art Vega, Interim IT Manager Cindy Botts, Management Analyst Mike Kiddie, Sr Fleet Mechanic Ronn Talbert, Mechanic III Doug Baker, Mechanic II Annie Alexander, Executive Secretary ALSO PRESENT Charley Wilson, Chair, OC Local Area Formation Commission Benjamin Legbandt, Policy Analyst II, OC Local Area Formation Commission Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Attorney, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee Mark Schock 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli announced that Item No. 6.1 . would need to be deferred to the next regular Board meeting as Mr. Mendum was not able to attend this meeting. 1 (The following items were taken out of order.) 6. SPECIAL RECOGNITION (Item No. 6.1. was deferred to the next regular Board meeting.) 6.1. Recognize Ken Mendum, Water Maintenance Superintendent, for Completion of the ACWA/JPIA Operations Certification Program 5. PUBLIC COMMENTS Mr. Schock addressed the Board regarding a Public Records Act (PRA) request he had submitted for historical fill level data for various reservoirs. He explained that he wanted to verify that these reservoirs were being filled to 90-95% capacity on red flag (or high fire danger) days as reported in an article in the OC Register. He further expressed concern regarding the communications he received from staff regarding this matter and the availability of the data he was asking for. Mr. Schock left the meeting following his remarks. Director Hawkins requested that an agenda item regarding the District's operating procedures during red flag days be added to the next Planning- Engineering-Operations Committee meeting agenda for discussion. Mr. Kidman explained the requirements for responding to a PRA request and summarized staff's communications with Mr. Schock regarding his request. Mr. Vecchiarelli briefly responded to questions from the Board regarding this matter. 6. SPECIAL RECOGNITION CONTINUED 6.2. Certificate of Achievement from CHP for District's Biennial Inspection of Terminals (BIT) Program Mr. Cory introduced Messrs. Kiddie, Talbert, and Baker who are responsible for administering the BIT program for which the District was being recognized by the California Highway Patrol. The Board then commended these staff members for their efforts. Messrs. Kiddie, Talbert, and Baker left the Board meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) Minutes of the meeting held February 27, 2012 at 8:30 a.m. were provided in the agenda packet. Mr. Mole provided a brief report regarding matters discussed during the meeting. Next meeting is scheduled March 26, 2012 at 8:30 a.m. 2 Mr. Mole left the Board meeting following his remarks. 8. PRESENTATIONS 8.1. Introduction to Orange County LAFCO Services Presented by Benjamin Legbandt, Policy Analyst II Mr. Wilson introduced himself and Mr. Legbandt and presented a general overview of LAFCO's services. Mr. Legbandt distributed a printed copy of a PowerPoint presentation outlining LAFCO's organizational structure, strategic plan, budget and ongoing activities as well as a copy of the agency's most recent quarterly newsletter. Messrs. Wilson and Legbandt then responded to questions from the Board regarding the number of "islands" in Orange County and LAFCO's shared services program. Messrs. Wilson and Legbandt left the Board meeting following their presentation. 9. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Melton, to approve the Consent Calendar. Motion carried 5-0. 9.1. Minutes of the Board of Directors Regular Meeting Held February 23, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 9.2. Payments of Bills, Refunds and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of$489,654.02. 9.3. Unaudited Financial Statements for the Period Ending December 2011 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending December 31, 2011. 9.4. Investment Report for the Period Ending December 2011 Recommendation: That the Board of Directors receive and file the Investment Report for the Period Ending December 2011. 3 10. ACTION CALENDAR 10.1. Staff Travel Expense Reimbursement and Ethics Training Policy Mr. Vecchiarelli explained that the revised policy mirrored the current Board of Directors policy with the exception of additional clarification regarding the daily meal allowance. Director Melton made a motion, seconded by Director Beverage, to adopt Resolution No. 12-04 Setting Staff Expense Reimbursement and Management Ethics Training and Rescinding Resolution No. 06-12. Motion carried 5-0 on a roll call vote. 10.2. Adopting Water Rules and Regulations Mr. Parker provided the Board with a brief overview of the proposed amendments. Director Beverage made a motion, seconded by Director Collett, to adopt Resolution No. 12-05 Amending the Rules and Regulations for the Rendition of Water Service and Rescinding Resolution No. 00-12. Motion carried 5-0 on a roll call vote. 10.3. Adopting Water Development and Customer Service Fees Mr. Parker explained that staff had reviewed the cost of service for the current fees and identified some best practices that required the creation of new fees. Director Collett made a motion, seconded by Director Kiley, to approve Resolution No. 12-06 Adopting Water Development and Customer Service Fees and Rescinding Resolution No. 08-04. Motion carried 5-0 on a roll call vote. 10.4. Authorizing Additional Director Attendance at Intergovernmental Meetings Mr. Vecchiarelli explained that only one Director is currently preauthorized to be compensated for their attendance at WACO, ISDOC and LAFCO meetings. In order to facilitate additional participation in these meetings, staff is recommending that the Board consider preauthorizing up to two Directors to be compensated for their attendance at these meetings. Director Melton made a motion, seconded by Director Collett, to authorize and compensate a maximum of two Directors for attendance at WACO, ISDOC and LAFCO intergovernmental meetings. Motion carried 5-0. 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. President's Report Director Hawkins reported that he had been nominated by the ISDOC Executive Committee to serve as chair for the OC Special District Selection Committee. 4 11.2. Directors' Reports None. 11.3. General Manager's Report Mr. Vecchiarelli reported that the ACWA Health Benefits Authority will be initiating proceedings to transition its program into ACWA/JPIA in order to cut costs and improve operations. Additional information regarding the consolidation process will be sent to the District in the next few weeks. 11.4. General Counsel's Report None. 11.5. Future Agenda Items and Staff Tasks None. 12. COMMITTEE REPORTS CONTINUED 12.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Next meeting is scheduled March 14, 2012 at 4:00 p.m. 12.2. Finance-Accounting Committee (Kiley/Hawkins) Minutes of the meeting held February 27, 2012 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled March 26, 2012 at 4:00 p.m. 12.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held March 6, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled March 20, 2012 at 4:00 p.m. 12.4. Planning-Engineering-Operations Committee (Collett/Kiley) Next meeting is scheduled March 12, 2012 at 4:00 p.m. 12.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of the meeting held March 5, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled March 19, 2012 at 4:00 p.m. 5 12.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled March 27, 2012 at 4:00 p.m. 13. INTERGOVERNMENTAL MEETINGS 13.1. YL Planning Commission — February 29, 2012 (Kiley) Director Kiley attended and reported that two individuals were appointed to serve on the City's General Plan Advisory Committee. 13.2. WACO — March 2, 2012 (Hawkins/Kiley) Directors Hawkins and Kiley attended and commented on a presentation regarding El Nino and La Nina that was provided during the meeting. 13.3. YL City Council — March 6, 2012 (Hawkins) Director Hawkins attended and reported that the process for evaluating proposals for police services was discussed during the meeting. The Council decided to hold a special meeting for this purpose at City Hall due to the expense of trying to televise the meeting from another location. In addition, approval of an event services agreement, status of the Town Center, and appointments to the Mayoral Oversight Board were discussed during the meeting. 13.4. MWDOC/MWD Workshop — March 7, 2012 (Melton/Staff) Director Melton attended and reported that new Director division boundaries had been adopted. Director Melton also commented on the State Water Project Reliability Report and MWD's proposed budget and rate structure which were discussed during the meeting. 13.5. OCWD Board — March 7, 2012 (Kiley/Staff) Director Kiley attended but did not have any District related business to report. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from March 9, 2012 — April 30, 2012 The Board reviewed the listed meetings and made no changes. Councilmember Rikel left the meeting at this time. 6 15. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 15.1. WACO — March 2, 2012 (Ratify additional Board Member attendance.) MWD San Jacinto Tunnel Inspection Tour— March 15, 2012 WACO Municipal Bond & Debt Financing Workshop — March 21, 2012 Director Beverage made a motion, seconded by Director Melton, to ratify additional Director attendance at the WACO meeting and authorize Director attendance at the MWD inspection tour and WACO workshop. Motion carried 5-0. 16. CLOSED SESSION The meeting was adjourned to Closed Session at 9:34 a.m. All Directors were present. Also present were Messrs. Vecchiarelli and Kidman and Mrs. Knight. 16.1. 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) 7 Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) The Board reconvened in Open Session at 9:46 a.m. President Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 17. ADJOURNMENT 17.1. On a motion by Director Beverage, seconded by Director Melton and unanimously approved by the Board, the meeting was adjourned at 9:47 a.m. The next regular meeting of the Board of Directors will be held March 22, 2012 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary 8 ITEM NO. 7.2 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $1 ,400,304.13 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 ,400,304.13. DISCUSSION: The wires and major items on this disbursement list are as follows: A wire of $401 ,033.09 to MWDOC for January 2012 water purchase; a wire $41 ,517.16 to Southern California Edison Company for February electrical charges; a check of $148,558.50 to Mamco Construction for Ohio Street Pipeline Replacement services; a check of $198,360.00 to Pacific Hydrotech Corporation for Highland Booster Pump Station Upgrades progress payment; and, a check of $116,526.15 to Pascal & Ludwig Constructors, Inc. for Well 20 January progress payment. The balance of $262,664.56 is routine invoices. The Accounts Payable check register total is $1 ,168,659.46; Payroll No. 5 total is $231 ,644.67; and, the disbursements of this agenda report are $1 ,400,304.13. 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: CkRea032212 BOD.xIs Check Register Backup Material 12-CS 322.doc Cap Sheet Backup Material 12 CC 322.xls Credit Card Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 RC abstained from voting on Check No. 58739 as he as a financial interest with the vendor. =MNEMM® mmm mmm oc oom 00000�oo a ®a 000� oo>?. �o Ommm oo??mMmmm o?. ?mm=Noma 22,040.00 HIGHLAND BPS RETENTION FEB OOm0 0m??m??m00 00IENNIM Opm 177.60 CSDA BD-SEC CONF ALEXANDER 0m000 oommmmmm 410.00 WTR TRTMT SVC/CLSD LOOPS 00000 00??0??000 000®??000 2,021.15 CUST REFUND OOm0 mmmNa ?000 0m ME 632.64 UNIFORM 000m0 mmm0 ?000 00m 26.30 PALM AVE BPS UPGRD SPECS 0m000 mmmNa 000 0m0 mmmD Im 439.82 PURCH JAN/FEB 000m0 00??0??000 oommm MMME 147.10 IPHONE FEBRUARY OOm0 00??0??000 oomMmoommmo oomomo 727.78 REPAIR IN-GROUND LIFT OOm0 mmmNa ?000 00 0 0®000 238.00 AWWA DUES 2012 WALKEMEYER mmmm 00??0??000 M moMooM0 6,290.00 REHAB SEWER MANHOLES m0000 mmmm ?000 o??mmo omm 6,160.40 YLWD VISA CHGS OOm0 mmmNa ?000 omum?..?? 35.00 CERT WTR DIST IV VARGAS-DIFF Omm 0m??m??000 0m??mm??? 4,126.00 WELL 21 CONSULTING SVCS 000m0 00??0??000 mm ommmomo 36.08 CLA VAL V VENT 00000 mmmmm mmm mm000 3,510.00 SURVIVOR BENEFIT PREM 11-12 OOm0 00??0??000 00o mo??mo oomu0 496.93 IT COMPONENTS, CABLES ETC OOmm mmmm ?00m mmummm mmmmmm 1,002.32 LOK CEASE mmmm mmmffa?000 12,947.35 WELL 20 RETENTION JAN OOmm mmmm ?moo ommmo??om 486.90 RICHFIELD LID243052 FEBRUARY OOm0 00??0??000 ommmm mm 3,763.20 SWR FEES/PLACENTIA FEB OOm0 mmmm ?000 Lamm 0 O oommo??INN ME M? 1,250.00 METAL DOOR/INSTALL mmmm 00??0??000 0??moo m??om]m 790.00 FORKLIFT SAFTY BARMER,BAKER OOmm mmm0 ?moo 00 ??m. ??mmoo 1,597.25 WTR SOFTENER SVC OOm0 00??0??000 000mmmo???oo0 71.43 CUST REFUND OOm0 mmmm ?000 ODm mmm00 0 4,999.94 HEAVY DUTY WORKBNCH/MECH mmmmm 00??0?mmm oommmm?? 399.41 DELTA CARE MARCH OOmm oo??o??000 o ? ??? mom?? 130.32 DEADBOLT,LOCK-CYL/KEYED OOm0 mmmm ?000 oomM0000 80.60 CUST REFUND OOmm mmmmm mmm m m o0 1,324.20 VISION MARCH Omm0 mmmffa?000 ??? ?mmommoomo 418.24 RICHFIELD POLE LIGHTS OOmm mmmm ?moo ??m7 ?? ?mME? 10.69 UNIT 175 WATER HOSE OOm0 00??0??000 mmmo??? ?l 161.00 REMOVE WASTE OIL 00m00 0m??m??000 m[m0 Em 1,675.46 FIRE EXTINGUISHER MAINT Omm0 mcamm mmm mmo?m..?? 108.00 FLEX PROC A/C FEBRUARY OOmm momma??moo mmm0m 209.83 BACKUP BATTERY,ADAPTER OOm0 mlamm ?000 ??mMEomommmmomo 177.43 MARKING BLUE CAUTION OOmm mmmm mmm oo??mo oomm????mmmm 160.00 GFOA DUES 2012 GITMED Omm0 mmmm ?000 0..??omm o 2,916.13 SCADA COMPONENTS OOmm lammla?moo lamm mmoomo oomo0 7,867.33 UNIT 168 REPL PARTS OOm0 mmmm ?000 0 m0 can moo 15.86 SOD OOm0 lammm mmm mm?moom?? 2,274.49 BILL MAILING Omm0 Lam??mmmmm mmm0 mmm0mmmm7m00 0??I 1,655.00 CALIBRATE ROSEMT TRANSMTR OOmm lammmm mmm m?? mmmmm 90.89 CUST REFUND OOm0 z1ammm Lamm omo ?? ?? 44,023.92 LEGAL SERVICES FEBRUARY mm000 00??0??000 000Nmm moMmomro?? 407.45 COPY CHARGE C552 m0000 mmmmp?0m0 DDOm7m m0mmmOmm?? 602.10 BIZHUB C220, C552 00000 00??0??000 Pn?mrmmrmwm 2,450.00 PALM AVE BPS CONSULT FEB 00000 MM??M??MMM MMMME [am Mm 55.00 AB1028 WEBINAR MMMMM MMM?M??MMM ? ?mM®r-mm 128.01 LIGHT BULBS MMMMM MMM?M??000 M ?? ??®MMMMMw. M 148,558.50 OHIO ST PIPELN REPL DEC-MAR MMMMM MMM?M??MMM M MM MMmM 887.50 CUST REFUND MMMMM MMM?M??MMM M Mme? ??M????MMM 1,377.47 LANDSCAPE MAINT FEBRUARY MMMMM MMM?M??000 M 000® MM?? 1,907.92 CUST REFUND MMMMM MM??la??000 M ? ME=I=NMM MM 463.85 PURCH FEB/MARCH MMMMM MMmM??000 M Mm7??MEM®®ME M MM M ?M l 5,993.13 JANITORIAL MARCH 2012 MMMMM MMM?M??MMM M EMMMM] MMM 1,411.37 CUST REFUND M MMMMM MM??M??MMM M MM®MM MEMM» 401,033.09 WATER PURCHASE JANUARY MMMMM MMM?M??000 M M I=MME?? 7,466.39 HIGHLAND BPS CONSULT FEB MMMMM MMM?IMP?MMM 0 ??MMMmM?? M 6,452.17 FUEL FEBRUARY MMMMM MM??M?MMM MM ?MMMMEMMMMM HMM®M 410.14 GREASE GUN MMMMM MM??M??000 MM??®MMM N N 3,317.21 REFUSE DISPOSAL FEBRUARY MMMMM MMM?M??MMM M •.?? M MMM 197.84 MISC COMPONENTS MMMMM MM??M??000 M?? .?MF*??®MMMMMM 198,360.00 HIGHLAND BPS PROG PY FEB MMMMM MM??M??000 M????M MP?MM®Mm m 3,714.35 GRNCRST LIFT STN PROG PY JAN MMMMM MM INN MMM M????M MMM®Mme M 116,526.15 WELL 20 PROG PAY JANUARY MMMMM MMM?M??MMM M ??MM®MMM??MMMMM 469.58 DISPOSAL FEBRUARY MMMMM MM??M??MMM MmMMMMMmoo®??mM?? 3,039.70 L/T DISABILITY MARCH MMMMM MMmM??MMM MMMmM]MMM. ??.•MM]???M F?l 5,628.15 WELL ENGINE REPAIRS MMMMM MM??M??MMM M® ???MMM®®M 4,008.40 GRUNDFOS REBUILD/SVC KIT MMMMM MM??M??MMM MMMEMM??MEM 2,310.34 WTR LINE PROJ JAN SVCS MMMMM MM??M??MMM ??MMMM?? MM®?? 16,231.00 ASHPHALT REPAIR/YL,ANA,PLAC MMMMM MM??M??MMM ??MM® ® MMM 2,899.88 CUST REFUND MMMMM MM??M??MMM ??® 0000 28.86 UNIT 141 DOOR HANDLE MMMMM MM??M??MMM ??M?? ?®M??M 1,336.09 CUST REFUND M MMMMM MM??M??MMM MMMMMNNM?MI?]MM9MM 41,517.16 ELECTRICAL CHGS FEBRUARY MMMMM MM??M??MMO 8,645.43 SERVICES FEBRUARY MMMMM MM??M??MMM .?MMMM®MM MM 15,960.62 SERVICES FEBRUARY MMMMM Mlamffa MMM ?.. IMMEMMM?? M?MM .?? 121.65 OFFICE SUPPLY MMMMM MM??M??000 106.83 PETTY CASH REIMBURSEMT MMMMM MM??M??MMM MMM®MMM ??? MMlMMMM 185.00 PEST CONTROL MMMMM MM??M??MMM MMM M??MM®0mmmam 5,000.00 CONSULTING SVCS MARCH MMMMM MlamNamlamml MMMMmMMMMMm7D®®m 112.50 NEW TICKETS MMMMM MM??M MMM MMmMmmlammm 100.41 HARD HAT,SAFETY GLASSES MMMMMMMMMM MM??M??MMM MMMMMM??? 0.00 INCORRECT ISSUE DATE MMMMM MM??M MMM M MMMME MMM ®® MM 2,603.24 IHA RADIOLINX MMMMM MM??M MMM [am MMMMM 11,546.77 WAREHOUSE STOCK MMMMM MM??M??MMM M MMM3mMMMM?? 6,796.48 CUST REFUND MMMMM MM??M??MMM M EMM MMO??MM 54.92 CUST REFUND MMMMM MM??M??MMM MMmmmmmo IMmM Mm 114.82 PURCH FEBRUARY ppmp $1,168,659.46 March 22, 2012 CHECK NUMBERS: Manual Check 58587 $ 8,645.43 Void Checks 58588-58672 $ 0.00 Computer Checks 58673-58758 $ 717,463.78 $ 726,109.21 WIRES: W-31412 MWDOC $ 401,033.09 W-32012 Southern Cal Edison Co $ 41,517.16 $ 442,550.25 TOTAL OF CHECKS AND WIRES $ 1,168,659.46 PAYROLL NO. 5: Employee Checks/ Direct Deposits 5209-5212 $ 146,695.52 Third Party Checks 5213-5221 $ 44,683.15 Payroll Taxes $ 40,266.00 TOTAL OF PAYROLL $ 231,644.67 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 1,400,304.13 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF MARCH 22, 2012 ------------------------------------------------------------------ ------------------------------------------------------------------ MR mmm mmMEmmMmm mm]mm3mmmm UPmMmmmmf.u?mMmmm mmm mmmmmm mm m mm mmA mm m mmmm f5p?MH# mmmOm ?MOSm mMMMM! mOmmmME m3MMEm !mmmmmPNe 17MMI. laMMMIMMMEMmMR lMO2mmmmmMEMmMmM PP?mOru?mm M.? mmmm m MMMM? MO£m m2M.FMMOnmm"e m7 m mmmMOmPn? lMO2m mmmMMOMmM MM m mmmMme MMmMM?? lMO2m m MMMMP MM m MUM lMO2m MAM0 mmmm MW m 2#MO2 MMM 27MO2m M?W. AOMEMEMmMM MH7 A MM IMMMmP lDO2m mmm m mm RNMHMMAmNMM MMM07 m#D027 ITEM NO. 7.3 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $175,000 To: Board of Directors Cost Estimate: $94,000 Funding Source: Sewer Capital Reserves From: Ken Vecchiarelli, General Account No: 201-2700 Manager Job No: 2011-16S Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Hank Samaripa, Project CEQA Compliance: Exempt Engineer Subject: Progress Payment No. 1 for Construction of Green Crest Lift Station Repairs SUMMARY: Work is proceeding on construction of repairs and upgrades to the Green Crest Sewer Lift Station. It includes installation of a new valve vault access hatch, new valves and coating, wet well cleaning and coating, sealing of electrical conduits and patching existing paving at the lift station site. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 1 in the net amount of $3,715.35 to Pascal & Ludwig Constructors for construction of the Green Crest Lift Station Repairs , Job No. 2011-16S. DISCUSSION: In accordance with the contract documents, Pascal & Ludwig Constructors submitted a request for Progress Payment No. 1 , in the amount of $4,127.06 for completed work through February 29, 2012. During this period, the contractor field measured existing valves, obtained encroachment permit from City, and obtained a payment bond. The new access hatch and valves are in fabrication. Contractor is awaiting their arrival to start installation. The status of the construction contract with Pascal & Ludwig Constructors is as follows: • The current contract is $93,244.82 and 171 calendar days starting January 12, 2012. • If approved, Progress Payment No. 1 is $4,127.06 (4.4% of the total contract amount), less 10% retention of $412.71 for a net payment of $3,714.35. • If approved, total payments to date including retention will be $3,714.35 (4.0% of the total contract amount). • As of February 29, 2012, 53 calendar days were used (30.9% of the contract time). Staff reviewed the contractor's progress payment request and recommend approval. A copy of Progress Payment No. 1 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 of Directors authorized the Sewer Transfer Agreement from the City for the transfer of all the City remaining wastewater pipelines and one lift station. As part of the agreement, the City transferred their sewer fund balance of $267,000, which in part was to be utilized for refurbishments to this infrastructure. A construction contract in the amount of $90,580.00 was awarded to the low bidder, Pascal & Ludwig Constructors on August 11 , 2011 . General Manager approved Change Order No. 1 for $2,644.82 for an added float switch in wet well and payment bond. Revised contract amount is now $93,244.82 ATTACHMENTS: Name. Description: Type: ProPavl 030812.pdf ProPayl Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Green Crest Lift Station Repairs PROGRESS PAY REQUEST NO. 1.11 LOCATION Yorba Linda, CA PROJECT NO. 2011 - PAGE 1 OF 1 PAGES 16S CONTRACTOR Pascal & LudwigConstructors DATE 316112 ORIGINAL CONTRACT AMOUNT: $ 90,580.00 AUTHORIZED CHANGE ORDERS: S 2,664.82 REVISED CONTRACT AMOUNT: $ 93,244.82 PROGRESS PAY ESTIMATE FOR PERIOD January 1 , 2012 TO Februar ry 29, 2012 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ - Is 2,530.00 $ 2,530.00 CHANGE ORDER WORK COMPLETED $ - $ 1 ,597.06 $ 1 ,597.06 TOTAL VALUE OF WORK COMPLETED $ - $ 4,127.06 $ 4,127.06 LESS RETENTION 10% $ $ 3,714.35 $ 3,714.35 LESS OTHER DEDUCTIONS Electronic Wire Fees NET EARNED TO DATE $ 3,714.35 LESS AMOUNT PREVIOUSLY PAID $ BALANCE DUE THIS ESTIMATE $ 3,714.35 NOTICE TO PROCEED January 12, 2012 COMPLETION TIME 171 CALENDAR DAYS APPROVED TIME EXTENSIONS 0 CALENDAR DAYS TOTAL CONTRACT TIME 171 CALENDAR DAYS TIME EXPENDED TO DATE 53 CALENDAR DAYS TIME REMAINING 119 CALENDAR DAYS REQUESTED BY: r �"—_--- DATE: 2V-2411 Rob Temple, Project Manager. Pascal & Ludwig RECOMMENDED: �_ _ .. L— DATE: y7�r 7'-111 a - np Proje e , YLWD r/ APPROVED 8Y: _ DATES 3 - Steve Conklin, Engineering Manager. VLWU ITEM NO. 7.4 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $1 ,500,000 To: Board of Directors Cost Estimate: $1 ,134,109 Funding Source: Water Capital Reserves 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. 4 for Well No. 20 Well Head 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. 4 in the net amount of $116,526.15 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. 4, in the amount of $129,473.50 for completed work through January 31 , 2012. During this period, the contractor continued to construct the concrete pad for the MCC panel and well outlet piping. Installation continued on various yard piping, underground electrical conduit installation and the discharge flow dissipator/outlet pipe. The placement of rip rap at the outlet headwall was also completed. Work also began on the overhead canopy at the new containment sump next to the existing building. The status of the construction contract with Pascal & Ludwig Constructors is as follows: • The current contract is $1 ,134,109.00 and 194 calendar days starting September 29, 2011 (Includes Change Order No. 1 which added 74 calendar days). • If approved, Progress Payment No. 4 is $129,473.50 (11 .4% of the total contract amount), less 10% retention of $12,947.35 for a net payment of $116,526.15. • If approved, total payments to date including retention will be $481 ,016.50 (42.0% of the total contract amount). . As of January 31 , 2012, 125 calendar days were used (64.4% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 4 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 three progress payments to date for this project, the last which was approved January 26, 2012. ATTACHMENTS: Name: Description: Type: P L Well 20 Proiect Progress Pay Request 4.odf Progress Pay No.4 Well 20 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Well 20 Project PROGRESS PAY REQUEST NO. 004 LOCATION Yorba Linda, CA PROJECT NO. 200711 PAGE 1 OF 1 PAGES CONTRACTOR Pascal & Ludwig Constructors DATE 316112 ORIGINAL CONTRACT AMOUNT: S 1,134,109.00 AUTHORIZED CHANGE ORDERS: $ REVISED CONTRACT AMOUNT: $ 1,134,109.00 PROGRESS PAY ESTIMATE FOR PERIOD January 1, 2012 TO JanuarY31, 2012 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 351,543.00 $ 129.473.50 $ 481,016.50 CHANGE ORDER WORK COMPLETED $ $ $ TOTAL VALUE OF WORK COMPLETED $ 351,543.00 $ 129,473.50 It 481,016.50 LESS RETENTION 10% It 316,388.70 $ 116,526.15 It 432,914.85 LESS OTHER DEDUCTIONS Electronic Wire Fees NET EARNED TO DATE $ 432,914.85 LESS AMOUNT PREVIOUSLY PAID $ 318,388.70 BALANCE DUE THIS ESTIMATE $ 116,526.15 NOTICE TO PROCEED September 29, 2011 COMPLETION ME 120 CALENDAR DAYS APPROVED TIME EXTENSIONS 74 CALENDAR DAYS TOTALCONTRACTTIME 194 CALENDAR DAYS TIME EXPENDED TO DATE 126 CALENDAR DAYS THE REMAINING 8a CALENDAR DAYS REQUESTED BY: z'/, DATE: � s4 !/ / T Kaiser, rf a Manager. Pascal & Ludwig �qYT` RECOMMENDED: DATE: 7 1P / 1-- Joe Polinnino, Project Engineer, YLWD APPROVED BY: DATE: Sieve Conklin. Engineering Manager. YLWD ITEM NO. 7.5 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $5.5 M To: Board of Directors Cost Estimate: $5.5 M Funding Source: Water Capital Reserves 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. 14 for 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. 14 in the net amount of $198,360.00 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation submitted a request for Progress Payment No. 14, in the amount of $220,400.00 for completed work through February 29, 2012. During this period, the contractor continued work inside the building with electrical installations, plumbing to the new gas engines and other miscellaneous piping. They also continued yard piping and grading on the exterior of the building. 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 work days and $129,265.72) starting November 1 , 2010. • If approved, Progress Payment No. 14 is $220,400.00 (4.7% of the total contract amount), less 10% retention of $22,040.00 for a net payment of $198,360.00. • If approved, total payments to date including retention will be $3,981 ,150.00 (85.5% of the total contract amount). • As of February 29, 2012, 332 work days were used (94.3% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 14 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 thirteen progress payments to date for this project, the last of which was approved on February 23, 2012. ATTACHMENTS: Name: Description: Type: PHC Progress Pay 14 for Highland PS.pdf Progress Pay Request 14 Highland Pump Station Backup Material Project Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Highland Booster Station Replacement PROGRESS PAY REQUEST NO. 014 LOCATION Yorba Linda, CA PROJECT NO. 200814 PAGE 1 OF 1 PAGES CONTRACTOR Pacific Hydrotech Corporation DATE 31812012 ORIGINAL CONTRACT AMOUNT: $ 4,525,800.00 AUTHORIZED CHANGE ORDERS: $ 129,265.72 REVISED CONTRACT AMOUNT: $ 4,655,055.72 PROGRESS PAY ESTIMATE FOR PERIOD February 1, 2012 TO Febmary 29, 2012. PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 3,760,750.00 $ 220,40900 $ 3,981,150.00 CHANGE ORDER WORK COMPLETED $ 115,151.44 $ $ 115,151.44 TOTAL VALUE OF WORK COMPLETED 1 $ 3,875,901.44 1 $ 220,400.00 $ 4,096,301.44 LESS RETENTION 10% $ 409,630.14 LESS OTHER DEDUCTIONS Electronic Wire Fees $ NET EARNED TO DATE $ 3,68Q671.30 LESS AMOUNT PREVIOUSLY PAID $ 3,488,311.30 BALANCE DUE THIS ESTIMATE $ tgg,3gp,pp NOTICE TO PROCEED November 1, 2010 COMPLETION TIME 286 WORK DAYS APPROVED TIME EXTENSIONS 66 WORKDAYS TOTAL CONTRACT TIME 362 WORKDAYS TINE EXPENDED TO DATE 332 WORKDAYS TIME REMAINING 20 WORK DAYS REQUESTED BY 2on� l..� l DATE; 3/8/2012 Ronal i . ro�J naxr, Pafic Hytldk Caon RECOMMENDED DATE: Jm Pdimim, Project Engineer, YLWD APPROVED BY DATE; Sieve Conklin, Engineesing Manages,YLWD ITEM NO. 7.6 AGENDA REPORT Meeting Date: March 22, 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: Final Progress Payment No. 6 for Construction of the Ohio St and Oriente Dr Pipeline Replacement Project SUMMARY: Work is complete 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 Final Progress Payment No. 6, in the net amount of $148,558.50, to Mamco Construction and 10% retention of $16,506.50; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006. DISCUSSION: In accordance with the contract documents, Mamco Construction submitted a request for Final Progress Payment No. 6 in the amount of $165,065.00, which is the final payment for all work on the project through March 22, 2012. During this period, the contractor completed restoration work and all of the remaining punchlist items to complete the project. This is the final pay request for this project, as described: • The current contract is $1 ,409,477.28 and 210 calendar days starting May 23, 2011 (includes $20,388.28 in authorized change orders). • If approved, Progress Payment No. 6 is $165,065.00 (11 .7% of the total contract amount), less 10% retention of $16,506.50 for a net payment of $148,558.50. • If approved, total payments including retention will be $1 ,409,477.28 (100% of the total contract amount). . As of December 19, 2011 , 210 calendar days were used (100% of the total contract time, by which time the District received beneficial use of the pipeline). Staff reviewed the contractor's final progress payment and recommends approval. A copy of Final Progress Payment No. 6 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 five progress payments to date for this project, the last of which at the meeting on January 12, 2012. On February 23, 2012, the Board of Directors denied a $423,239.84 claim submitted by Mamco Construction for extra work. ATTACHMENTS: Name: Description: Type: MAMCO PPR 6.pdf Mamco Final Progress Payment Number 6 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 YORBA LINDA WATER DISTRICT FINAL PROGRESS PAY REPORT PROJECT Ohio PlPNine Protect PROGRESS PAY REQUEST NO. 006 LOCATION Yorke Linda, CA PROJECT NO. 201006 PAM 1 OF t PAGES CONTRACTOR Naam Cmatmc0on DATE 918112 ORIGINAL CONTRACT AMOUNT: $ 11388.080.00 AUTHORIZED CHANGE ORDERS: 8 20,088.28 REVISED CONTRACT AMOUNT: $ 1408477.28 PROGRESS PAY ESTIMATE FOR PERIOD Da ber 1, 2011 TO MaNh 2012 PREVIOUS THIS MONTH TODATE. VALUE OF WORK COMPLETED 1224;07A.00 $ 165065.00 s 1389,088:00 CHANGE ORDER WORK COMPLETED 20.38828 6 20M&28 TOTAL VALUE OF WORK COMPLETED S 1,244,4lZ281 $ 16506500 1 1.40947728 LESS RETENTION 10% Is 1119;071 A5 I s s 148,658.50 $. 1.28&528.55 LESS OTHER DEDUCTIONS EleUronk VVIre Fees NET EARNED TO DATE 1 28$52&55 LESS AMOUNT PREVIOUSLY PAID 1,11 971.00 BALANCE DUE THIS ESTIMATE 148 558:50 NOTICE TO PROCEED May 22,2011 CCN molmnME 210 CALENDAR DAYS APPROVED TIME EXTENSIONS 0 CALENOAR-DAYS TOTALCONTRACTTIME VC CALENDAR DAYS TIME EXRENDEDTD DATE 210 CALENDAR DAYS TIME REMAINING CALENDAR DAYS RE011ESTED BY: DATE: 2 Z 1 oneger,MAMCO\ RECOMMENDED: DATE: )e Im n0, Prt1at1En08Nx,YLWD APPROVED By: DATE: !. Sbue CoN . EM;iwng'Mage,YLWD ITEM NO. 7.7 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $450,000 To: Board of Directors Cost Estimate: $210,000 Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 201011 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Change Order No. 1 for Fairmont Reservoir Valve Replacement Project SUMMARY: Work is proceeding with the Fairmont Reservoir Valve Replacement Project. The Notice to Proceed was issued with an assumed materials lead time of six weeks, but the actual lead time for the butterfly valves is 12 weeks, resulting in the Contractor, Pascal & Lugwig Constructors, Inc. requesting Change Order No. 1 for $0.00 (no cost) and a 37 calendar-day time extension. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 1 in the amount of $0.00 (a no-cost time extension) and a 37 calendar-day time extension to Pascal & Lugwig Constructors, Inc. for the Fairmont Reservoir Valve Replacement Project. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee considered this item at its March 12, 2012 meeting and supports staff's recommendation. DISCUSSION: On October 13, 2011 , the Board of Directors awarded the Fairmont Reservoir Valve Replacement construction contract to Pascal & Lugwig Constructors, Inc. for $203,800.00. On November 10, 2011 the Notice to Proceed was issued with a 120 calendar-day contract completion time. After submittals were approved, the butterfly valve manufacturer noted that the lead time for the valves and actuators is 16-weeks. After staff notified the contractor that this was unacceptable, and after negotiating with the manufacturer, the order was expedited as much as possible to reduce the lead time to 12 weeks, resulting in a requested 37 calendar-day time extension. 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): On October 13, 2011 , the Board of Directors awarded construction of the Fairmont Reservoir Valve Replacement Project for $203,800.00 to Pascal & Lugwig Constructors, Inc. ATTACHMENTS: Name: Description: Type: P L CO 1 Time Request - Fairmont Valves 02 P&L CO 1 Time Request Fairmont Valves 02-2012 Backup Material 2012 3df P L CO 1 Executed - Fairmont Valves 02-2012.odf P&L CO 1 Executed-Fairmont Valves 02-2012 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 PASCAL & LUDWIG CONSTRUCTORS TELEPHONE: (909) 947-4631 2048 EAST CALIFORNIA FRANCIS STREET ® FAX: (909) 94]3]22 2M9 EAST ALIFO STREET February 9, 2012 Yorba Linda Water District 1717 E. Miraloma Ave. 'L Placentia, CA 92870 BY- E N G Attention: Anthony Manzano I Reference: Fairmont Reservoir Valve Replacement Project N Subject: Time Extension Request — Butterfly Valve Delay E E Dear Anthony, R As discussed previously, the original lead times for the Dezurik butterfly valves with the S EIM actuators were 16 weeks after approval. In addition, the 30" SS check valves also had an extended lead time of 11+ weeks. Pascal & Ludwig was able to work with Dezurik and & EIM to improve the fabrication and delivery lead times to a delivery date of 1MAR12. According to itemtf7 of the Yorba Linda Water District's "Request for Bids for the C Fairmont Reservoir Valve Replacement Project" letter dated 31AUG11, the Contract 0 completion date is based on a 6 week (maximum) lead time for materials. The c rrent u N schedule for the District's specified vales with the EIM actuators is 11.6 weeks (80 calendar S days), 5.6 weeks (37 calendar days) beyond the District's anticipated 6 week time period. T R Due to the extended fabrication lead time for the District specified butterfly valves with U EIM actuators, please issue a change order to add an additional 37 consecutive calendar C days to the Contract completion date. T p Respectfully, R /1 S Kai er Pasca+ Ludwig Constructors (909)706-7665 YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 1 DATE February 9, 2012 Page 1 Of 1 CONTRACT NAME: Fairmont Reservoir Valve Replacement CONTRACTAMT.: $203,800.00 DAYS: 120 CONTRACTOR: Pascal B Ludwig Constructors Ind. THIS CHANGE: $0.00 DAYS: 37 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $203,800.00 DAYS: 157 This Change Order covers changes m the subjec:contract as described herein. The Contractor shall comtrucl, fummh assignment well materials, and perform all work as necessary or reduced b complete Me Change Order dams for a lump son price agreed upon between Me Conlracor am Yore Linda Water Dissect oewrverse remoul W as Owrwr. HNCREASE CONTRACT DESCRIPTION OF CHANGES IOR TIME +EXTENSIONI — DECREASEIN OR43EDUCTION CONTRACT (DAYS) AMOUNT (S) Delay in delivery of the Butterfly Valves. 37 Calendar day extension 0 37 NET CHANGE 0 37 REVISED CONTRACT AMOUNT AND TIME $203,800.00 157 The amount of Me oamhard will be increased by the sum of $0 and the compact time shall be increased by 37 calendar days. The undersigned Cwsrsdor approves the foregoing Change Ortler as to the changes, wiry, in the contract price specified far each item including any and all super%Mnon costs and othermodestanreus doss raiding to Me change m van*, and as to Me extension of Mme allowed, If amy, for compilation of Me entire work on accourd of aad Change Order. The Contradoragrees to fumish all labor antl materials and perform all other necessary work, inclusive of Mat directly or indirectly rented to Ma approved! Mme extemgn, required to complete me Change Omer items. This document will become a supplement of the contract and all pmvisiom will apply hereto. It be understood Mat Me Change Omer shall he effective when approved by the Corer. This Change Order wnsGMtes full, final, and complete compensation to the Contractor for dl wets, expenses, overawe, profs, end any damages of every kind that the Contractor may khcor In connection wiM Me above referenced changes m the work, including any Mpad on the Werma ed wok of any order work under the contract any lunges in the sequences of any wont, any delay b any work, any disruption of any work, any rescheduling of any work, ant any other effect on any of Me work under this wnhacl. By Me execution of tlw Change Omer, the Contractor accepts the compact price change ant the contract connotation date change, G any, and expressly valves any claims far any r0� wmpwq M amages or Gyre edensips, In connection unto fire sous-referenced changes. RECOMMENDED: naed sg Manager OWNER DATE: Conklin, Engi ACCEPTED: �x..r. CONTRACTOR DATE: Alan Ludwig, President Pascal 8 Ludwig Consbudors, In . APPROVED: OWNER DATE: Ken Vecchlarelll, General Manager ITEM NO. 7.8 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $2M To: Board of Directors Cost Estimate: $6,730 Funding Source: All Water 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: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: Well No. 20 Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. SUMMARY: Due to a greater than expected amount of construction support services required for shop drawing review and responding to requests for information (RFI), a change in the engineering services work scope is requested. STAFF RECOMMENDATION: That the Board of Directors authorize approval of Engineering Services Amendment No. 4 with Civiltec Engineering Inc. for additional services not to exceed $6,730, resulting in a total fee of $103,065. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this item at its March 12, 2012 meeting and supports staff's recommendation. DISCUSSION: On March 11 , 2010, the Board of Directors authorized execution of a Professional Services Agreement with Civiltec Engineering Inc. (Civiltec) for a fee not to exceed $79,820, to provide engineering design, bid support and construction management services for Wellhead Equipping of Well No. 20. On September 9, 2010, the Board of Directors authorized approval of Engineering Services Amendment No. 1 with Civiltec Engineering Inc. for a fee increase not to exceed $9,500, resulting in a total fee of $89,320. Subsequently, on November 1 , 2010 Civiltec proceeded with Amendment No. 2 work, for additional out-of-scope electrical and instrumentation design modifications - to allow for Well 11 to be used for emergency back-up - in the amount of $3,075. Afterwords, on January 26, 2011 , Civiltec proceeded with Amendment No. 3 work, for additional out-of-scope design electrical and survey modifications - to accommodate City of Anaheim's required electrical modifications and provide additional survey work in OCWD's Conrock Basin - in the amount of $3,940. Amendments 2 and 3 were, individually, within the General Manager's signing authority, and resulted in a total fee increases of $7,015 for a total fee of $96,335. At the District's request, Civiltec provided the attached letter proposal describing the proposed additional construction management support services and fee, to allow for the their review of the additional shop drawings and RFIs. District staff reviewed the proposed services and $6,730 fee increase, for a total fee of $103,065, and recommends approval. 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): On March 11 , 2010, the Board of Directors authorized execution of a Professional Services Agreement with Civiltec Engineering, Inc. for a fee not to exceed $79,820, to provide engineering design, bid support and construction management services for Wellhead Equipping of Well No. 20. On September 9, 2010, the Board of Directors authorized approval of Engineering Services Amendment No. 1 with Civiltec Engineering Inc. for a fee increase not to exceed $9,500, resulting in a total fee of $89,320. ATTACHMENTS: Name: Description: Type: Civiltec Well 20 AMENDMENT4 02-15-2012.0 Civiltec Amendment No.4 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/RK 5-0 _C engineering Inc. General Civil, Municipal, Water and Wastewater Engineering, Planning, Construction Management and Surveying Monrovia Prescott Phoenix February 15, 2012 ® Yorba Linda Water District Yorba Linda 1717 East Miraloma Avenue Water District Placentia, CA 92870 Attention: Anthony Manzano, P.E., Sr. Project Manager Subject: Amendment No. 4 for the Engineering Design, Bidding Support Services, and Construction Management for Wellhead Equipping of Yorba Linda Water District's Well No. 20. Job No. 200711 . Dear Mr. Manzano: Civiltec is requesting Amendment No. 4 be considered for the subject project. Construction support services have been ongoing during the progress of installation and procurement of the project. Numerous communications have been transferred between parties including the Contractor and YLWD to facilitate timely responses and feedback to contractor questions and requests. To date Civiltec has reviewed 34 different submittals including multiple revisions to numerous submittals, responded to 11 formal RFI's and many more email communications, attended the Pre-construction meeting, coordinated with YLWD and Contractor to give direction on potential change order issues, revised pipeline drawings to ensure proper placement and document any changes from the original contract documents. In coordinating and executing these efforts Civiltec has exhausted the majority of its current budget and is seeking to increase its budget limit in order to facilitate quality support and attention to the remain components of the work. The items listed in the Scope of Work below identify the remaining components of the work that Civiltec feels require attention in finalizing the project. Scope of Work (Amendment No. 4) Task 5. Construction Management and Inspection Services A. Meetings: Attend, participate, and prepare and distribute agenda and meeting minutes in all project construction meetings. For the purpose of the RFP, assume 6-meetings. One formal meeting to kick-off construction has been held. This effort is considered to be 18% complete. B. Shop Drawing Review: Review and process project shop drawings. For the purpose of the RFP, assume 15 shop drawings. This effort is considered to be 100% complete. As Yorba Linda Water District Anthony Manzano, P.E., Sr. Project Manager � Amendment No. 4 for the Engineering Design of Yorba Linda 1,Vddl!1'rc Wellhead PP� g u E 9 i m of YLWD Well No. 20 water District February 15, 2012 Page 2 stated above numerous shop drawings have been reviewed. Additional time that is required for review of the remaining shop drawings will be performed under Task C.2 below. C. Construction Support Services: 1 . The original scope was to develop design modifications as requested. This Task is considered to be 100% complete. Civiltec has prepared revised drawings for the new shade structure, plan and profile drawings for the main pipeline, and details of the connection to the existing water main. 2. The original scope was to review shop drawings/submittals and respond to request for information (RFI). For purposes of the original RFP, it was assumed that 15 submittals, and 25 RFIs would need to be reviewed. To date 34 submittals and 11 formal RFIs have been reviewed and Civiltec has responded to 12 informal RFIs through email. This Task is considered to be 80% complete. It is assumed that 5 more submittals and 10 more RFIs will be required or a total of 39 submittals (24 more than originally anticipated) and 33 RFIs (8 more than originally anticipated) 3. The original scope was to evaluate the acceptability of substitute materials and equipment proposed by the contractor, and provide recommendation. This task is considered to be 100% complete. Civiltec has reviewed the contractor's request for an alternate salt storage tank, differing materials for the control valves than what was specified, different sole plate configuration for the pump, modified embankment fill for the slope rehabilitation component of the project, alternate base material for the slope, and relocating the 3" vent line on well. 4. The original scope was to identify, document, and mitigate field conflicts. This task is considered to be 100% complete. Civiltec coordinated with the Contractor and directed procurement of the Chlorine generation system, issues related to backfill of the slope rehabilitation, installation of the brine storage tank sump facilities, and placement of the new discharge pipeline to mitigate conflicts with existing utilities. 5. The original scope was to evaluate contractor's change order requests and progress payment requests and make recommendation to District for approval. Also to assist in the negotiation of contractor's change order requests. For the purpose of the original RFP, Civiltec assumed 5 change orders with two reviews per Change Order Request, and 12 progress payments. This task is considered to be 66% complete. Change order requests and progress payment review have been formally addressed by YLWD staff if any have been made. To date Civiltec has not been called upon to review formal Change order requests from the Contractor although direction related to cost implications were provided for realigning the Yorba Linda Water District Anthony Manzano, P.E., Sr. Project Manager yy� Amendment No. 4 for the Engineering Design of Yorba Linda ` t� �' Wellhead Equipping of YLWD Well No. 20 Water District 't'' February 15, 2012 Page 3 discharge piping, procuring the chlorine generation system, and the slope rehabilitation components of the work. It is assumed that 2 more change orders will be made and need attention by Civiltec. 6. The original scope was to participate in the start-up and testing for the well. This task is considered to be 0% complete. 7. The original scope was to prepare final punch list items to be completed and corrected by the contractor. This task is considered to be 0% complete. 8. The original scope was to participate in the final walk through of the project. This task is considered to be 0% complete. 9. The original scope was to provide a written recommendation of project acceptance. This task is considered to be 0% complete. 10. The original scope was to provide construction staking services for the well site. This task is considered to be 100% complete. 11 . The original scope was to prepare record drawings along with the digital electronic file in AutoCAD latest version. This task is considered to be 25% complete. As appropriate Civiltec has updated plans associated with known changes in the field. Final plan updates will be made with input from the field documents. The above items of scope will be performed pursuant to Civiltec 's current Contract and subsequent amendments with YLWD for preparation of the Well No. 20 Wellhead equipping plans, specifications, and construction support services. Amendment No. 4 Fee Summary A breakdown of manhours and subconsultant fees associated with this effort are included in the Amendment No. 4 Fee summary that is attached hereto. We appreciate the opportunity to support the District in this very important project. Please let us know if you have any questions or comments. CIVIL TEC engineering, inc. �_ J . W. David Byrum, P.E. Senior Vice President and Principal Engineer Y:\2010\2010120.00-YLWD-Well No. 20 Job No. 200711\Client\ConnactWmendment No. 4\PM10004.04 Yorba Linda Water District Well No. 20 Amendment No4.doc YORBA LINDA WATER DISTRICT Amendment No. 4 Equipping of Well No. 20 YORBA LINDA WATER DI STRICT EQUIPPING OF WELL NO. 20 ENGINEERING COST ESTIMATE AMENDMENT NO. 4 ( UPDATED x _. , _. ___ __ . HOURS BY HOURS BY HOURS BY I HOURS BY HOURS BY HOURS BY HOURS BY HOURS BY I ELECTRICAL TOTAL _ .. ._ _ PE PM '.. BE SDr PT D _._ _ AA SURVEY Mullen EXPENSES BUDGET RATE $ 180 00 $_,,. 145 00 $ 130 00 _— �..__ - __ - $ 125 00, _...... 95.00 $ 80 00 $ _ ---- fi5 00 $ 215.001 -._._ _ __ -_.. _._._... 15% _._ _____ _. -- TASKS - CONSTRUCTION MANAGEMENT ASSISTANCE — C2 I _ 6 .__ . 17 _ I 20 9 _. I i _ HOURS I 6 17 20 I 0 '. 0 0 I _ 9 0 ! 0 I 0 52 _ BUDGET $ 108000 � $ 246500 $ 260000 __— -__ . _ . ' _ __ .. $ $ $ $ 58500 $ - $ $ - $ 6,730;00 _... _...._._. SUBTOTAL AMENDMENT NO. 4 _ "- - $ _ -_ - -"6,730.00 - - - ---- __.._. E ..._..__.___ __ --_ - ORIGINAL AMENDMENT NO. 3 GRAND TOTAL , -- i - $ -- - -- M_ 96,335.00 ---- - ---- --._.-_ ..._....._ . ___ _...... $ 103,065M I AMENDED GRAND TOTAL , PM10004.04 Yorba Linda Water District Well No. 20 Amendment No4 Budget 2/16/2012 Page 1 ITEM NO. 7.9 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: Yes Total Budget: $5.5M To: Board of Directors Cost Estimate: $1 .7M Funding Source: All Water Funds From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: J-2008-17 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Hank Samaripa, Project CEQA Compliance: MND Engineer Subject: Award of Construction Contract for Yorba Linda Blvd Pipeline Project SUMMARY: On February 15, 2012, bids were received from nineteen (19) contractors for the construction of the Yorba Linda Blvd. Pipeline Project. Following review of the bids, staff recommends award to the low bidder, Garcia Juarez Construction, Inc.(GJCI) for the amount of $1 ,681 ,650. The Engineer's Estimate for this project was $1 ,892,140. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Secretary to execute a construction agreement between Garcia Juarez Construction Inc. and the Yorba Linda Water District for the Yorba Linda Blvd. Pipeline Project in the amount of $1 ,681 ,650, subject to the approval as to form by General Counsel. COMMITTEE RECOMMENDATION: The Planning Engineering Operations Committee reviewed this matter at its March 12, 2012 meeting and supports staff's recommendation. DISCUSSION: The Yorba Linda Boulevard Booster Pump Station and Pipeline Project consists of two phases: Phase 1 is the construction of 5,170 lineal feet of 20-inch diameter water transmission main in Yorba Linda Blvd.; Phase 2 is the construction of a new 5,000 gallon per minute (gpm) booster pump station off Yorba Linda Blvd. on Gun Club Road, construction of which will begin after the pipeline project is completed. Both projects were identified in the 2005 Water Master Plan and approved Capital Improvement Plan for Fiscal Years 2010-2013. These projects help move groundwater to the central and eastern portions of the District's service area. Phase 1 bids were received from 19 pipeline contractors, ranging from a low of $1 ,684,650 to a high of $3,365,360 as shown on the attached bid summary sheet. In the bid tabulation review, staff found a math error from the original bid submitted by GJC. Staff contacted GJC and the company president concurred with staff's finding, lowering their bid to $1 ,681 ,650, which was confirmed in writing. All other bid documents were reviewed, including references from other public agencies for similar pipeline projects, and were found to be acceptable and in accordance with requirements. As noted above, information was provided to the District by the Center for Contract Compliance, a labor-management trust that monitors public works projects. The information alleged issues of concern on past projects by GJC and its staff. District staff reviewed the documentation with legal counsel and scheduled a meeting with the president of GJC to discuss these matters. At the meeting, the issues and concerns presented in the documentation were discussed to the satisfaction of staff and legal counsel. At the request of staff, further information was provided by GJC on their capabilities and performance. That information was reviewed by staff, which provided further confirmation from other public agencies and individuals, of GJC projects which were performed professionally and to the satisfaction of the entities. In conclusion, after receipt of the bids, staff performed its due diligence concerning all information received relating to the low bidder, Garcia Juarez Construction, Inc. Following a review of all documentation received, reference checks, and a meeting with the president of GJC, staff is satisfied that GJC has the necessary qualifications, experience and capabilities to construct the pipeline project in accordance with the contract documents. Accordingly, staff recommends award of the Project to Garcia Juarez Construction, Inc. for $1 ,681 ,650. 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): On November 29, 2010, the Board of Directors authorized the President and Secretary to execute a Consultants Agreement with Lee & Ro, Inc, in the amount of $423,624 for engineering design services and construction management for the Yorba Linda Blvd. Booster Station and Pipeline Project, Job No. 2008-17. ATTACHMENTS: Naive. Description: Type: Final Bid Results021612.odf Final_Bid_Results021612.pdf Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 This item was removed from the Consent Calendar for separate action. RC/RK 4-1 MB voted No. Bid Results YL Blvd. Pipeline Project Project No. 2008-17 Date: 2/15/2012 Time: 2:00pm NO. COMPANY BID 1. Garcia Juarez Construction,Inc. $ 1,684,650.00 2. Kana Pipeline,Inc. $ 1,737,000.00 3. Colich&Sons LP $ 1,756,480.00 4. C.P.Construction Co.,Inc. $ 1,772,700.00 5. Mamco,Inc. $ 1,799,999.99 6. DDH Apple Valley Construction,Inc $ 1,842,225.00 7. Stephen Doreck Equipment Rentals,Inc. $ 1,925,080.00 8. MNR Construction,Inc $ 1,982,220.00 9. Mike Bubalo Construction Co.,Inc. $ 1,999,350.00 10. TE Roberts,Inc. $ 2,012,330.00 11. Paulus Engineering,Inc. $ 2,048,621.00 12. J.A.Salazar Construction&Supply Corp. $ 2,124,300.00 13. J.R.Pipeline Co.,Inc. $ 2,126,800.00 14. Lonerock,Inc. $ 2,156,010.00 15. Gentry Brothers Inc $ 2,222,600.00 16. vido artukovich and son $ 2,225,930.00 17. L and S Constuction,Inc. $ 2,450,475.00 18. ARB, Inc. $ 2,651,340.00 19. Vido Samarzich Inc. $ 3,365,360.00 ITEM NO. 8.1 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: N/A To: Board of Directors Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: CSDA Board of Directors Call for Nominations SUMMARY: The California Special Districts Association (CSDA) is looking for Special District Board Members or their General Managers who are interested in leading the direction of the California Special Districts Association for the 2013-2015 term. STAFF RECOMMENDATION: That the Board of Directors consider the California Special Districts Association call for Board Member nominations and provide a recommendation to staff. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee reviewed this item at its meeting on March 14, 2012 and recommended staff submit the request to the full Board to determine if there is interest in nominating a Board member or the General Manager to the CSDA Board. DISCUSSION: The leadership of CSDA is elected from its six geographical regions . Each of the regions has three seats on the Board with staggered 3-year terms. Board members are expected to attend all Board meetings, held every other month, usually on the second Friday of the month, at CSDA's office in Sacramento. In addition, Board Members are expected to participate on at least one committee, which usually meets 3-4 times per year in Sacramento, and CSDA's two annual events: Special Districts Legislative Days (held in the spring) and the Annual Conference (held in the fall). Each Special District is eligible to nominate one person (Board member or General Manager) for election to the CSDA Board of Directors. Nominations are due by May 25, 2012. Ballots will be mailed on June 8, 2012 with the successful candidate being notified no later than August 7, 2012. STRATEGIC PLAN: CP 1-C: Have Board of Directors and YLWD Staff Attend More Events and Inter - governmental Meetings within the Local Community ATTACHMENTS: Name Description: Type: CSDA Board Call for Nominations.odf CSDA Board Call for Nominations Backup Material VID Corresoondence.odf Backup Material Backup Material California Special Districts Association DDOD Districts Stronger Together DATE : February 24, 2012 TO : CSDA Voting Member Presidents and General Managers FROM : CSDA Elections and Bylaws Committee SUBJECT: CSDA BOARD OF DIRECTORS CALL FOR NOMINATIONS SEAT A The Elections and Bylaws Committee is looking for Independent Special District Board Members or their General Managers who are interested in leading the direction of the California Special Districts Association for the 2013 - 2015 term . The leadership of CSDA is elected from its six geographical regions. Each of the six regions has three seats on the Board with staggered 3-year terms. Candidates must be affiliated with an independent special district that is a CSDA regular member located within the geographic region that they seek to represent. (See attached Region Map) The CSDA Board of Directors is the governing body responsible for all policy decisions related to CSDA's member services, legislative advocacy, education and resources. The Board of Directors is crucial to the operation of the Association and to the representation of the common interests of all California's special districts before the Legislature and the State Administration . Commitment: Serving on the Board requires one's interest in the issues confronting special districts statewide . A board member is expected to attend all board meetings held every other month , usually on the second Friday of the month , at CSDA's office in Sacramento . Besides serving on the Board , each Board Member is expected to participate on at least one committee, which usually meets 3-4 times a year in Sacramento. CSDA reimburses directors for their related expenses for Board and Committee meetings as outlined in Board Policy. In addition , all Board Members are expected to attend CSDA's two annual events: Special Districts Legislative Days (held in the spring) and the Annual Conference (held in the fall) as part of their obligation to the CSDA membership; expenses for these two events are not reimbursed by CSDA, even if a board meeting or committee meeting is held in conjunction with the event. Nomination Procedures : Any regular member Independent Special District is eligible to nominate one person , a board member or managerial employee (as defined by that district's Board of Directors) , for election to the CSDA Board of Directors. A copy of the member district's resolution or minute action must accompany the nomination . The deadline for receiving nominations is May 25, 2012. Nominations and supporting documentation maybe mailed or faxed . Nominees will receive a Candidate's Packet in the mail . The packet will include campaign guidelines. CSDA will mail ballots on June 8th . The ballots must be received by CSDA no later than 5 :00 p. m . August 3, 2012 and must be the original ballot (no faxes or e- mails). The successful candidates will be notified no later than August 7th. All selected Board Members will be introduced at the Annual Conference in San Diego, CA in September. Expiring Terms (See enclosed map for regional breakdown) Region 1 Seat A Mark Bryant, Garberville Sanitary District* Region 2 Seat A Noelle Mattock, El Dorado Hills Community Services District` Region 3 Seat A James Kohnen, Alameda County Mosquito Abatement District` Region 4 Seat A Ann Mathews, Kern County Water Agency* Region 5 Seat A Jack Curtis, Ventura River County Water District Region 6 Seat A Jo MacKenzie, Vista Irrigation District* Seat C Dewey Ausmus, North County Cemetery District (* = Incumbent is running for re-election) If you have any questions, please contact Charlotte Lowe at 877-924-CSDA or charlottelia�csda. net. California Special Districts Association 0911713 Districts Stronger Together BOARD OF DIRECTORS NOMINATION FORM PLEASE BE SURE THE CANDIDATE'S PHONE NUMBER IS ONE WHERE WE CAN REACH THE CANDIDATE Name of Candidate : District: Mailing Address : Region : (see attached map) Telephone : Fax: E-mail : Nominated by (optional) : Return this form and a Board resolution/minute action supporting the candidate by fax or mail to : CSDA Attn : Charlotte Lowe 1112 1 Street, Suite 200 Sacramento, CA 95814 (877) 924-2732 (916) 442-7889 fax DEADLINE FOR RECEIVING NOMINATIONS — May 25, 2012 Nprte �r � you Dal Sisk CSDA Regions Motloa i Shasta - Lassen Humboll ' Tnmly I — I Tphi Flumas_ Yuba Glenn. Butte ' ' Mendocino ' Sierta Sutler NevadA " Bo1u5a Lake PlacaYn Amador o - IDoratlq Sonoma Napa ` ';Alpine Sacramento olano Marin San ` ,. TO Calaveras Contra CostaJdaqum - Mono Alameda San Francisco / tanitlau Mariposa San Mateo Santa O Clara � Merced \ Santa Cruz Madera � O San Fresno Benito Inyo Monterey Tulare \ Kings San Luis Obispo Kern Santa San Bernardino Barbara Ventura Los Angeles O Rnrersiaa C6)Orange 2012 Board of Directors by Region - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Region 7 Region 3 Region 5 Mark Bryant, Garberville Sanitary District Stanley Caldwell,Mt. View Sanitary District Jim Acosta, Saticoy Sanitary District Phil Schaefer, Westem Shasta RCD James Kohnen,Alameda County Mosquito AD Jack Curtis, Ventura River County Water District Norman Shopay, McKinleyville CSD Sherry Sterrett,PleasantHiIIRPD KathyTiegs, Cucamonga Valley WaterDistrict Region 2 Region 4 Region 6 Pete Kampa, Tuolumne Utilities District Adrienne (Ann) Mathews, Kern CountyWaterAgency Dewey Ausmus, North CountyCemetery District Noelle Mattock,El Dorado Hills GO Steve Perez, Rosamond CSD WilliamNels on, Orange County Cemetery District G i nger Root, Tuxedo Country Club FPD Tim Ruiz, East NilesCSD Jo MacKenzie, Vista Irrigation District ITEM NO. 8.1. '4VISTA Board c Directors Paul E.Dcrey. Prewder: IRRIGATION Jo MacKenzie j M.Va Molar Richard L Vasquez 1391 Engineer Street•Vista, California 92051-&336 Howard S.Williams Phone(760)597-3100•Fax:{760)598-8757 March 21, 2012 slminl5 r tive Sta ll Roy A.Coox Garxta!AIanager Eldon L. Boone Assw51ani Generd7 M1tnnager'Treasurer RE: CSDA Board of Directors Election Lisa R.Soto Board secwwy Dear Board President: Joel D. Kuperberg General corset On March 7, 2012, the Vista Irrigation District (VID) Board of Directors adopted a resolution nominating Jo MacKenzie to the CSDA Board of Directors for Region 6, Seat A. As VID Board President, I am writing to request that your Board of Directors make a strong statement of support for Ms. MacKenzie to continue on the CSDA Board by also nominating her for this position. During Ms. MacKenzie's time on the CSDA Board of Directors, special districts gained recognition as the third leg of local government due to the efforts of CSDA. In 20 11, Ms. MacKenzie spearheaded a group o 'special district general managers and board members to meet with the Legislative Analyst's Office staff to discuss the efficiency and accountability of special districts, and the effectiveness of Local Agency Formation Commissions. The report prepared at the request of Assemblymember Roger Dickinson,Chair of the Assembly Committce on Accountability & Administrative Review, was released to the public in January 2012 and presented a favorable representation of the value of special districts. Jo believes it is important the.CSDA continue to be the voice of all special districts,and that board members be committed to building on the present foundation of legislative advocacy. educational programs for board members and star; and public outreach. Jo's enthusiasm, commitment, and comprehensive knowledge of special districts have brought a high level of experience and understanding to the CSDA's Board of Directors. Jo currently serves as the Immediate Past President. As last year's President of CSDA and the Vista Irrigation District, she was awarded the 2011 Special District Official of the Year by Public CEO. Ms. NlacKenzie was elected to the CSDA Board or Directors in 2003, serving as President in 2011. Vice President in 2010,and Treasurer, 2008 and 2009. She served as Chair of the legislative Committee front 2006- 2010, and 2012. In 2010, CSDA awarded Jo the Legislative Advocate of the Year. Presently, Ms. MacKenzie serves as President of the CSDA Finance Corporation, which provides financial assistance to special drsiri:ts. During her tenure on the CSDA Board of Directors. educational programs for board members and staff ha-,v increased with more than 2,000 attendees in 2011. CSDA has emerged as a major pla}er in discussions with State legislative leaders, and has worked to improve statewide governmental transparency, accountability, and efficiency. Jo facilitated a line of communication between the staff of California Forward and CSDA staff so that special districts were couaily considered in California Forward's 'Smart Government. Making California Work Again' report. Ms. MacKenzie was elected to the Board of Directors of the Vista Irrigation District in 19"2 and has served as its president six times. Presently. Ms. MacKenzie is Chair of the Indian Water Rights Settlement Ad Hoc Committee. Ms. MacKenzie was a member of the San Diego LAFCO Special Districts Advisory Committee from 1994 to 2009. serving as Vice Chair in 2000 to 2004 and Chair from 2005 to 2009. In 2009,Jo was elected as a LAFCO Special District Alternate Commissioner. Jo was an ACWA Re ion 10 director from 1996 to 2010. She is Vice Chair of ACWA's Memb:.rship Committee and member of the AC:WA Local Government Committee. A public a enC_1'se1'vino the cih•of Vista and portions of scr+r;blurc ur, Evrondidv. Oceanside and San Dien Count► Besides being involved in special districts, Jo is active in the community having served on the City of San Marcos Planting Commission. Traffic/Safety Commission., Budget Review Committee and Affordable Housing Task Force. Jo has also been active in the San Marcos Chamber of Commerce for 25 years serving as a Board Member and a Life Member Ambassador. As our Region 6 Director, Ms. MacKenzie will bring to the CSDA Board years of experience in local government and a strong understanding of special districts and LAFCO. I know Jo will continue to promote, advocate, and support special districts and the California Special Districts Association at every opportunity. I urge your Board to also nominate Jo MacKenzie for Region 6 Director. Thank you for your support. Very truly Sours. k Ric and L. Vasquez, President / Attachments: r Draft Resolution CSDA Board of Directors call for nominations mailing RESOLUTION NO. RESOLUTION OF THE BOARD OF DIRECTORS OF THE Agency Name NOMINATING JO MACKENZIE FOR ELECTION TO THE CSDA BOARD OF DIRECTORS WHEREAS, the Agency Name is a member district of the California Special Districts Association (CSDA) ; and WHEREAS, Jo MacKenzie is a Board member of the Vista Irrigation District; and WHEREAS, the Agency Name Board has been very appreciative of Jo's on-going commitment to representing the views of all of the San Diego County CSDA member agencies at the State CSDA meetings and wishes to support her continued involvement with CSDA. NOW, THEREFORE, BE IT RESOLVED, that the Board of Directors of Agency Name does place its full and unreserved support in the nomination of Jo MacKenzie to represent Region 6, Seat A, on the CSDA Board of Directors; and BE IT FURTHER RESOLVED that the District Secretary is hereby directed to transmit a certified copy of this resolution to CSDA, 1112 I Street, Suite 200, Sacramento, California, 95814, forthwith. PASSED AND ADOPTED by the following roll call vote of the Board of Directors for the Agency Name this day of , 2012. AYES: NOES: ABSTAIN: ABSENT: President ATTEST: Lisa R. Soto, Secretary Board of Directors VISTA IRRIGATION DISTRICT ITEM NO. 8.2 AGENDA REPORT Meeting Date: March 22, 2012 Budgeted: No To: Board of Directors Cost Estimate: $4,125 Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-1010-0710-00 Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Training Opportunities for Board and Executive Staff SUMMARY: As part of the benefits of joining the California Special Districts Association (CSDA), the opportunity for training, recognition and/or certification in leadership, specific to special districts is available for both Board Members and executive staff. As outlined in the FY 2011-13 Strategic Plan, initiative CP 2: Increase Public Awareness of Water and Wastewater Related Issues and initiative WE 1 : Retain a Highly Skilled and Capable Workforce, both encourage continued training for the Board and executive staff. STAFF RECOMMENDATION: That the Board commence initial training at the District of Distinction level for itself and for management staff, with voluntary additional training in the future towards further recognition, potentially including CSDA's Leadership Academy and Recognition in Special District Governance. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee reviewed this item at its meeting on March 14, 2012 and supported staff's recommendation. DISCUSSION: The Recognition in Special District Governance is a recognition for special district Board Members who wish to complete training specific to governance of a special district. The Recognition is completed on an individual basis and is comprised of two parts: (1) CSDA's Special District Leadership Academy and (2) 10 hours of elective courses from either CSDA or ACWA. CSDA's Leadership Academy is a continuing education program that focuses on the specific skills required to lead and manage a special district. It is comprised of four six-hour modules. Module 1 : Governance Foundations focuses on special district trustees as policy leaders and the board's responsibilities and roles in special districts. Module 2: Setting Direction/Community Leadership focuses on setting long-term direction for a special district and the board's role in educating the public on the importance of the agency's agenda. Module 3: Board's Role in Finance and Fiscal Accountability focuses on how the board carries out its fiduciary responsibility in the district. Module 4: Board's Role in Human Resources focuses on the board's ongoing relationship with the general manager and the executive staff, including evaluations and organizational structure. The cost, per individual, for all four modules is $820. Both Board Members and the General Manager are encouraged to participate in the Leadership Academy, although only the Board Members can receive "credit" for the Leadership Academy towards Recognition in Special District Governance. Additionally, CSDA grants a District of Distinction award for agencies whose Board Members, General Manager and Executive Staff (at the discretion of the Board) take at least one of the Leadership Academy courses. The application for District of Distinction would be considered to be much stronger, however, if the Board and General Manager completed all of the modules in the Leadership Academy. Upon completion of both the Leadership Academy and the 10 hours of elective courses, the individual Board member will receive a certificate and be recognized at the CSDA and ACWA annual conferences. The fee for the individual recognition is $65 and the recognition is valid for a lifetime. In addition to Recognitions given to individual Board Members, districts that have a majority of their board holding Recognitions will receive a Silver Recognition and districts with their entire Board holding Recognitions will receive a Gold Recognition. District Recognitions will be presented at a CSDA or ACWA annual conference. There is no fee for the District Recognition. The Special District Administrator (SDA) Certification is the CSDA certification for executive staff of special districts. In order to earn the SDA Certification, an individual must have worked three out of the last five years in a position of management in a California special district. In addition, the applicant must have at least 400 points (points are awarded based on number of years in management, level of education and continued education training classes taken through either CSDA or ACWA) to be determined eligible to take the SDA Certification exam. The fee for the exam is $300 and includes a study guide. In the event that the individual applying does not have enough points to be eligible to take the exam, the fee remains valid for three years. The fee for re-taking an exam is $150. The SDA Certification remains valid for four years and can be kept current by completion of 75 continuing education points (approximately 10 full day training courses) and a nominal recertification fee within each additional four-year period. STRATEGIC PLAN: WE 1-E: Continue to Support Additional Training for Staff PRIOR RELEVANT BOARD ACTION(S): At the regular Board of Directors Meeting on February 23, 2012, the Board voted unanimously to commit time and resources toward acheiving the Special District Leadership Foundation District of Disctinction accreditation. Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 GM/RC 5-0 ITEM NO. 10.1 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of meeting held March 14, 2012 at 4:00 p.m. • Meeting scheduled April 16, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 031412 EAO - Minutes.doc EAO Minutes 03142012 Backup Material MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING March 14, 2012 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 Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton Cindy Botts, Management Analyst OTHER ATTENDEES Heather Stratman, Senior Director, Townsend Public Affairs Christopher Townsend, President, Townsend Public Affairs Art Kidman, Attorney, Kidman Law LLP 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. CSDA Board of Directors Call for Nominations Mr. Vecchiarelli presented the CSDA Board of Directors Call for Nominations request. Director Hawkins recommended that the item be brought onto the full Board for possible nominations. 2.2. Training Opportunities for Board and Executive Staff Ms. Botts presented various levels of training and recognition through CSDA for both the Board and Executive Staff. The Committee discussed the item and opted to recommend the Board commits to training at the District of Distinction requirement level. 2.3. Board Tablet PC Reimbursement Policy Ms. Botts presented a draft tablet PC policy and backup documentation detailing the potential for cost savings for the Committee's review. The Committee discussed the item and recommended that the policy become a more generalized communications reimbursement policy and that the reimbursement become allowable every four years, rather than every two years. 1 3. DISCUSSION ITEMS 3.1. Legislative Affairs Update (Verbal Report) Mr. Townsend and Ms. Stratman updated the Committee on current issues. Mr. Kidman provided background information, offered advice and suggestions regarding related legislative matters and historical interests. The Committee asked questions and discussed next-step processes on items of interest to the Yorba Linda Water District Board, including representation on the Orange County Sanitation District Board and a matter of dispute regarding the OCTA Lakeview Avenue Overcrossing project. 3.2. General Counsel's Monthly Summary Report Mr. Kidman presented the Monthly Summary Report and answered questions regarding the status of legal services on various matters of interest and need. 3.3. Draft Board of Directors Budget Ms. Botts and Mr. Vecchiarelli presented the first draft Supplies and Services budget to the Committee and answered questions. 3.4. Draft Administration Department Budget Ms. Botts and Mr. Vecchiarelli presented the first draft department budget for Supplies and Services to the Committee and answered questions. 3.5. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:50 p.m. The next meeting of the Executive-Administrative-Organizational Committee will be held April 16, 2012 at 4:00 p.m. 2 ITEM NO. 10.3 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Personnel-Risk Management Committee (Beverage/Collett) Minutes of meeting held March 6, 2012 at 4:00 p.m. Minutes of meeting held March 20, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled April 10, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 030612 PRM - Minutes.doc PRM Mtg Minutes 03/06/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING March 6, 2012 A meeting of the Personnel-Risk Management Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Ric Collett Gina Knight, Human Resources Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Status of Human Resources and Risk Management Activities The Committee reviewed and discussed the activities log. Staff informed the Committee that two District employees would be attending Train the Trainer for Forklift-Training. This will enable the District to conduct in- house training for those employees who are required to operate a forklift. In addition, staff informed the Committee that claims were submitted to ACWA-JPIA for reimbursement of the District's cost for street and asphalt repairs associated with three separate water main breaks that occurred in December of 2011. 2.2. Status of Recruitments and Budgeted Positions Staff reported that the Public Affairs intern was ready to start employment with the District pending confirmation of a start date. 2.3. Management Employees Group Compensation Letter for FY 2012-2013 Staff prepared and presented a draft proposal for the Management Employees Compensation Letter. The documents were reviewed and staff was directed to bring back to the Committee a revised proposal to include a three year term that included all management employees to pay 100% of the statutory CalPERS employee contribution to CalPERS by the end of the three year term. 2.4. Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1. The Committee adjourned at 5:30 p.m. The next meeting of the Personnel-Risk Management Committee will be held March 20, 2012 at 4:00 p.m. 1 ITEM NO. 10.4 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of meeting held March 12, 2012 at 4:00 p.m. Meeting scheduled April 9, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 031212 - PEO Minutes.docx PEO Mtg Minutes 03/12/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING March 12, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Ric Collett, Chair Ken Vecchiarelli, General Manager Director Robert R. Kiley Steve Conklin, Engineering Manager Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator OTHER ATTENDEES Residents of the Hidden Hills community, including Mark Schock, David Ramocinski, Cheri Abercrombi, Bob Short, Kathy Short, John Kirby, Teresa Kirby and Shannon Lew. 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Operational Practices During Red Flag Days (Verbal Report) Mr. Vecchiarelli opened the discussion with information on when and how the District will be able to respond to the Public Information Request by Mr. Schock for water storage information for various reservoirs at the time of Red Flag Warning notifications by OCFA. This was followed by a report by Mr. DeCriscio on reservoir operational practices of the District. He noted that the primary requirement is to operate the water system and reservoirs to meet water quality standards for the delivery of potable water for the use of all customers. Mr. Vecchiarelli indicated that delivery of water for fire protection is secondary to complying with water quality standards. He also noted that the water system is designed to deliver fire flow for one residential fire at a time in each service zone, which is the standard of the water industry. He stated that the District will endeavor to deliver above and beyond this design standard if there is more than one fire in a water service zone, as was the case during the Freeway Complex Fire, but the District cannot guarantee to meet all water demands, such as in this catastrophic wild fire. Mr. DeCriscio indicated that in normal operation, reservoirs may operate with a volume less than 50% full so as to cycle the water out into the system for use, and not allow it to remain in storage for more than a few days. This is necessary in order for the water to maintain its chlorine residual and to comply with water quality standards. This can be 1 challenging with the water stored in Hidden Hills (HH) Reservoir because there are less than 140 homes served by this reservoir. On a normal day, the water used by the residents of these homes is in the range of 100,000 to 150,000 gallons. The storage capacity of the reservoir is two million gallons, which means that if the reservoir was kept full, only 5% to 8% of the volume would be used on an average day. This would result in old or "stale" water that would not meet water quality standards. As a result, HH Reservoir is normally operated between a low-water volume of 200,000 gallons and a high-water volume of 600,000-700,000 gallons, with water stored in only one bay of the two-bay reservoir. Mr. DeCriscio noted that HH Reservoir minimum volume is 200,000 gallons, which is the volume established by OCFA to fight one residential fire. Drawing down to this volume allows capacity for new, fresh water to be pumped in on a regular basis. He also noted that he receives a text message from OCFA of an impending Red Flag condition, or of an impending windy condition. In these impending conditions, he directs staff to activate pumps and initiate a fill cycle in HH Reservoir and other reservoirs. Discussion followed on how the District works to make use of the extra volume pumped in after the end of a Red Flag Warning, and minimize any dumping of water to waste. Questions and comments that came out of the discussion include the following: • The Committee asked that this information presented by staff be made to the full Board at its March 22 meeting. • That the meeting time be rescheduled to 4 pm that day, if possible, to accommodate attendance by the residents and others. • What is the District's policy or goal for water storage in Red Flag Warning conditions? • Mr. Schock made a verbal request to modify his Public Information Request to be water volume stored in Hidden Hills, Santiago, and Chino Hills reservoirs for the time period of Yorba Linda Red Flag Warning Dates and times, as listed in a table provided by Mr. Schock, from October 2011 to January 2012. • The Committee asked staff to determine what would be required to have the above data retrievable on a continuing rolling basis for the current six-month period. At the close of this discussion item, all of the attendees from the Hidden Hills community departed, except for Mr. Schock, who stayed until the end of the meeting. 2 3. ACTION CALENDAR 3.1. Award of Construction Contract for Yorba Linda Blvd Pipeline Project Mr. Conklin reported that 19 bids were received for the construction of the subject project, with Garcia Juarez Construction, Inc (GJC) as the low bidder. The bid package and references of GJC were reviewed by staff and found to be in order. In addition, there was material received from the Center for Contract Compliance, a labor-management organization, with information of concern regarding past performance by GJC. District staff and legal counsel reviewed the information and met with the president of GJC to discuss the information. All of the questions and concerns were adequately addressed to the satisfaction of staff and legal counsel. After discussion, the Committee supported the staff recommendation that the Board award the contract for construction of the Yorba Linda Blvd Pipeline Project to GJC for $1,681,650. 3.2. Well No. 20 Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. Mr. Conklin reported that additional construction management services were required beyond that specified in the Professional Services Agreement and that an amendment is requested to provide the additional necessary services. Following discussion, the Committee supported the staff recommendation that the Board authorize approval of Engineering Services Amendment No. 4 for $6,730 with Civiltec Engineering, resulting in a total fee of $103,065. 3.3. Change Order No. 1 for the Fairmont Reservoir Valve Replacement Project Mr. Conklin reported that work is proceeding with construction of the subject project and should be complete by the end of March. However, after the contract was awarded to Pascal & Ludwig Constructors on October 13, 2011, it was found that the necessary valves would require 12 weeks fabrication time (as confirmed in writing by the supplier) rather than the earlier quoted 6 weeks. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 1, a no-cost, 37 calendar-day contract time extension for the Project. 3 4. DISCUSSION ITEMS CONTINUED 4.1. Draft FY 2012/13 Engineering Department Budget Mr. Conklin presented the draft Engineering Department Budget. He reported that the Supplies and Services Budget was reduced by 48% from the current year, primarily due to a reduction in the budgeting of professional services, specifically consulting services. He noted that if the need for these services arises, and if approved by the General Manager or Board as necessary, funding will be provided from a reserve account for this purpose. The Committee reviewed the numbers and had no questions. 4.2. Draft FY 2012/13 Operations Department Budget Mr. Cory presented the draft Operations Department Budget. He reported on the elements of the draft Supplies and Services Budget and noted that, overall, it will be reduced by $85,625 (5.5%) from the current year. The Committee reviewed the numbers and had no questions. 4.3. Monthly Preventative Maintenance Program Report Mr. Cory reported on PM status for February, noting that our crews are on target for the work elements listed. He pointed out two new categories listed, Water Leaks and Meters, with the work elements for each. It was also noted that our crews are making good progress now on sewer televising and are approaching the target goal. 4.4. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported that for the month of February, water demand was 11% above our projected value; however, for the FY to date (8 months) we are 4.4% under our demand projection. Our groundwater use remains high, at 68% of our total use for the month, and cumulatively to date it is almost 43% for the FY. 4.5. Development of a Monthly Production Summary Report Mr. Cory reported that the Production Department is developing a new monthly report to provide a summary of key operational information. The purpose of the new report will be to apprise the Board of important operational information in a brief summary format. Draft report layouts were presented to the Committee to review. Following discussion, the Committee favored the report that presented the information in tabular box format. 4.6. Groundwater Producers Meeting Report Mr. Conklin reported on the items discussed at the February 8 GWP meeting. 4.7. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 4 4.8. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan objectives that relate to engineering and operations. 4.9. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting adjourned at 6:20 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held April 9, 2012 at 4:00 p.m. 5 ITEM NO. 10.5 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of meeting held March 5, 2012 at 4:00 p.m. • Minutes of meeting held March 20, 2012 at 4:00 p.m. (To be provided at the next Board meeting.) • Meeting scheduled April 2, 2012 at 4:00 p.m. 1 ATTACHMENTS: Name: Description: Type: 030512 PACT - Minutes.docx PACT Mtg Minutes 03/05/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING March 5, 2012 A meeting of the Public Affairs-Communications-Technology Committee was called to order by Director Melton at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Gary T. Melton, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Cindy Botts, Management Analyst 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Computerized Maintenance and Management System Project Status Mr. Vega updated the Committee on the CMMS Project status, focusing on specifics about a potential laptop mount and wiring. The Committee asked several questions, which Mr. Vega answered. 2.2. Draft IT Department Budget Mr. Vega presented the Draft IT Department Budget and answered questions specific to how and why the Draft IT Department Supplies and Services budget was altered from the current fiscal year's budget. 2.3. Dynamics GP Consultant Status (Verbal Report) Mr. Vega gave a verbal report on the status of the GP Consultant. Training on the Human Resources and Payroll module of GP was successful. A follow-up training will be scheduled soon. 2.4. Draft Public Affairs Division Budget Ms. Botts presented the Draft Public Affairs Division budget and answered questions specific to how and why the Draft Public Affairs Division Supplies and Services budget was altered from the current fiscal year's budget. 2.5. Public Outreach Activities Ms. Botts presented the current Public Outreach Activities list and answered questions relating to the District's agreement with the Fullerton Arboretum. 2.6. Status of Strategic Plan Initiatives There were no changes from January 2012. 1 2.7. Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:05 p.m. The next meeting of the Public Affairs-Communications-Technology Committee will be held March 19, 2012 at 4:00 p.m. 2 ITEM NO. 12.1 AGENDA REPORT Meeting Date: March 22, 2012 Subject: Meetings from March 23, 2012 - April 30, 2012 ATTACHMENTS: Name: Description: Type: BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: March 2012 District Offices Closed Fri, Mar 23 7:OOAM Citizens Advisory Committee Meeting Mon, Mar 26 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Mar 26 4:OOPM Kiley/Hawkins Joint Committee Meeting with MWDOC and OCWD Tue, Mar 27 4:OOPM Hawkins/Beverage Children's Water Education Festival Wed, Mar 28 9:OOAM Yorba Linda Planning Commission Wed, Mar 28 7:OOPM Collett Children's Water Education Festival Thu, Mar 29 9:OOAM ISDOC Thu, Mar 29 11:15AM Collett District Offices Closed Fri, Mar 30 7:OOAM April 2012 Pub Affairs-Communications-Tech Committee Meeting Mon, Apr 2 4:OOPM Melton/Beverage Yorba Linda City Council Tue, Apr 3 6:30PM Hawkins MWDOC/MWD Workshop Wed, Apr 4 8:30AM Melton/Staff OCWD Board Wed, Apr 4 5:30PM Kiley/Staff Board of Directors Workshop Meeting Thu, Apr 5 4:OOPM District Offices Closed Fri, Apr 6 7:OOAM WACO Fri, Apr 6 7:30AM Hawkins Planning-Engineering-Operations Committee Meeting Mon, Apr 9 4:OOPM Collett/Kiley Personnel-Risk Management Committee Meeting Tue, Apr 10 4:OOPM Beverage/Collett LAFCO Wed, Apr 11 9:OOAM Beverage Yorba Linda Planning Commission Wed, Apr 11 7:OOPM Kiley Board of Directors Regular Meeting Thu, Apr 12 8:30AM District Offices Closed Fri, Apr 13 7:OOAM Exec-Admin-Organizational Committee Meeting Mon, Apr 16 4:OOPM Hawkins/Melton Yorba Linda City Council Tue, Apr 17 6:30PM Melton MWDOC Board Wed, Apr 18 8:30AM Melton/Staff OCWD Board Wed, Apr 18 5:30PM Kiley/Staff Board of Directors Special Meeting Thu, Apr 19 4:OOPM District Offices Closed Fri, Apr 20 7:OOAM Citizens Advisory Committee Meeting Mon, Apr 23 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Apr 23 4:OOPM Kiley/Hawkins Yorba Linda Planning Commission Wed, Apr 25 7:OOPM Collett Board of Directors Regular Meeting Thu, Apr 26 8:30AM District Offices Closed Fri, Apr 27 7:OOAM 3/15/2012 11:56:15 AM ITEM NO. 13.1 AGENDA REPORT Meeting Date: March 22, 2012 Subject: MWDOC Elected Officials Forum - April 5, 2012 MWD Spring Green Expo - May 3, 2012 ACWA/JPIA Spring Conference - May 7-8, 2012 ACWA Spring Conference - May 8-11 , 2012 OC Water Summit - May 18, 2012 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at these events if desired. ATTACHMENTS: Name: Description: Type: MWDOC Elected Officials Forum.pdf Event Flyer Backup Material MWD Expo.pdf Event Flyer Backup Material ACWAJPIA.pdf Event Flyer Backup Material ACWA.pdf Event Flyer Backup Material OC Water Summit.pdf Event Flyer Backup Material Approved by the Board of Directors of the Yorba Linda Water District 3/22/2012 MB/GM 5-0 MUNICIPAL March 13, 2012 RECEIVED WATER CISTRICT CRANOE The Honorable Phillip Hawkins MAR 19 20}2 CoUN'fY Board President Yorba Linda Water District YORBA LINDA WATER DISTRICT sfreetAddms: P.O. Box 309 18700 Ward street Yorba Linda, CA 92885-0309 Fountain Valley, Cafdomia 92708 Maf6ng address: Dear Board President Hawkins P.O. Box 20895 Fountain Valley, CA 92728-0895 Subject: MWDOC Board and Member Agency Elected Officials' Forum (714) 9833058 April 5, 2012 — 6:00 to 8:00 pm Fax: (714) 9849389 w .mwdoc.com The Municipal Water District of Orange County (MWDOC) is the wholesale Jeffery M. Thomas water provider and regional planning agency for twenty-seven water retailers President and the Orange County Water District. Our activities include Metropolitan Wayne A. Clark Vim Pesident representation, Metropolitan policy and rate development and implementation, Brett R. Barbre water use efficiency, water resource planning, Federal and State grant Director procurement, governmental relations and public information and education in Larry D. Dick Directs support of our member agencies. Joan C. Finnegan Director We would like to invite you to our third elected officials' meeting to increase Susan Hinman elected officials' knowledge of and input to MWDOC and its activities. We are Director holding our meeting on April 5, 2012 from 6:00 to 8 :00 pm. Because of Kevin P. Hunt, P.E. G eneral Manager > g Orange County construction in our Boardroom the meeting will be held at O C G �' Sanitation District, 10844 Ellis Ave., Fountain Valley. The draft agenda is MEMBER AGENCIES enclosed. City of Brea City of Buena Park We request that each City and water district designate an elected official to East Orange County Water District attend the meeting as their official representative. Other elected officials or GToro Water District staff are, of course, welcome. Because of the hour, we will provide a modest Emerald Bay Service District meal of sandwiches and salads. City of Fountain Valley City of Garden Grove Thank you for your participation in this event. In order to provide name plates Golden State Water Co. City of Huntington Beach and sufficient seating, please notify Pat Meszaros at 714/593-5025 Irvine Ranch Water District (pmeszaros@mwdoc.com) of your official designee and number of persons Laguna Beach County Water District attending. City of La Habra City of La Palma Please do not hesitate to call our General Manager, Kevin Hunt, at 714/593- Mesa Water District Moulton Niguel Water District 5026 adLunt@mwdoe.com you have any questions or suggestions. City of Newport Beach City of Orange Sincerely, Orange County Water District City of San Clemente City of San Juan Capistrano Santa Margarita Water District City of Seal Beach Serrano Water District Jeffery M. Thomas South Coast Water District President Trabuco Canyon Water District City of Tustin City of Westminster cc: Ken-Vecchia ell Yorba Linda Water District MWDOC Board and Elected Officials' Forum April 5, 2012 6 : 00 — 8 : 00 pm AGENDA 1 . Introductions 2 . Overview of Agenda 3 . Summary of MWDOC Activities 4 . 2012- 13 Draft Budget a. Variance on 2011 - 12 Budget b. 2012- 13 Budget Drivers c. Core Budget d. Choice Budget e. Overall Budget & Rates f. Questions 5 . Public Perception of Water & Water Rates a. November Polling b. Workgroup Results c. Elected Officials ' Comments 6 . Update on Second Lower Cross Feeder 7 . Water Bond 8 . Comments 9 . Topics for November Meeting MWDOC ' s Elected Officials ' Forum April 5 — 6 : 00 pm to 8 : 00 pm Orange County Sanitation District 10844 Ellis Ave., Fountain Valley Per the request of George Rivera (Head of Security) all guests will be entering our plant through our main gate. Please mention to your guests that when they arrive at the front gate to please tell the guards they are attending a MWDOC Board Meeting @ the Administration Building in the Board Room. 805 i �S 4 - w 1' i° MUMMAM aIM .. e � Nat ADUAS OG5® 40i #+t3nC fF Directions to Plant 1 (Administrative Offices) 10844 Ellis Avenue, Fountain Valley, CA 92708 Going South on the 405 freeway exit at Euclid Ave., go straight through signal, enter main gate and turn right. Going North on the 405 freeway exit at Euclid Ave., turn right, immediately after underpass turn left at signal, enter main gate and turn right SPRING GREEN EXPO 2012 en iizinq innovation May THE METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA The Metropolitan Water District of Southern California will host its 5th annual Spring Green Expo on Thursday, May 3, 2012. Please join us at this one-day water conservation and sustainability expo and help us spread the word by forwarding this email to your colleagues, friends and family. There is no charge to attend. Don't miss out on: • More than 40 green products and services exhibits • The ECO-Innovators Showcase: innovative sustainability concept projects, designed by Southern California college students • Expert speakers on water-efficient irrigation technology, water and energy conservation tools and "green transportation" options • Water-themed photo exhibit Learn more and register for the workshops: 2012 SPRING GREEN EXPO The Metropolitan Water District of Southern California 700 N. Alameda Street (adjacent to Union Station) Los Angeles, CA 90012 Thursday, May 3, 2012 8:30 a.m. to 1:30 p.m. ACWA Joint Powers Insurance Authority 2012 Spring Conference Schedule Monterey Marriott 350 Calle Principal, Monterey, California 93940 Monday — May 7, 2012 8:30 a.m. — Risk Management Committee meeting 10:15 a.m. 10:30 a.m. — Executive Committee meeting 11:45 a.m. 1:15 p.m. — Town Hall meeting 2:30 p.m. 3:00 p.m. — Board of Directors' meeting 5:00 p.m. 5:00 p.m. — ACWA/JPIA Reception 6:00 p.m. Tuesday — May 8, 2012 9:00 a.m. — HBA Program Transitioning to JPIA noon 1:30 p.m. — Sexual Harassment Prevention for Board 3:30 p.m. Members and Managers (AB1825) Presenters: Nancy Stangel, JPIA's Director of Administration Dick Damon, JPIA's Liability/Property Claims Manager Wednesday — May 9, 2012 8:30 a.m. — Exhibit Booth 5:00 p.m. Thursday — May 10, 2012 8:00 a.m. — Exhibit Booth 12:15 p.m. ST101ON A Preliminary Confe FOUNDAT LNG . , , . � EBUI Lp - ' 0 1 ' Monday, May7 2-4:15 p.m. 2:10-2:30 p.m. • Ethics Training (pg. 10 Prize Drawing/Dessert Break 8:30-10:15 a.m. sponsored by Krieger& Stewart, • ACWA/JPIA Risk Management 3-4:45 p.m. Incorporated, Consulting Engineers Subcommittee • Communications Committee • Energy Committee 2:30-3:45 p.m. ACWA/J 10:30 A/j a.m.PIA Executive Committee Federal Affairs Committee • Attorneys Program (pg. 6) • Insurance & Personnel Committee 0 Exhibitor Technical Presentations 1:15-2:30 p.m. Local Government Committee • Joint Energy/Finance Program (pg. 6) • ACWA/JPIATown Hall Membership Committee 0 Human Resources Program • Water Management Committee • Town Hall (pg. 3) 3-5 p.m. 0 Water Industry Trends Program (pg. 7) • ACWA/JPIA Board of Directors 5-6:30 p.m. • Welcome Reception in the 2:30-4:45 p.m. 5-6 p.m. Exhibit Hall (pg. 9) Eth ics Trai n i ng (pg. 11) • ACWA/JPIA Board of Directors' Reception 6:30-7:30 p.m. 4-5 p.m. • New General Manager/Director 0 Regions 6-10 Membership Meetings No-Host Happy Hour Tuesday, Young Water Professionals 4-6 p.m. No-Host Happy Hour Legal Affairs Committee 8 a.m.-6 p.m. 5-7 p m. • Registration � CH2MHILL Hosted Reception 8:30-10 a.m. ACWA/JPIA Seminar I 7:30 a.m.-5 p.m. Thursday, • Registration 10-11:45 a.m. • Water Quality Committee 8-9:45 a.m. 7:30 a.m.-4 p.m. • Opening Breakfast (Ticket required. • Registration 10:15-11:45 a.m. No breakfast service after 8:30 a.m.) • ACWA/JPIA Seminar II 8 a.m.-12:15 p.m. 8:30 a.m.-Noon & 1:30-5 p.m. Exhibit Hall 11 a.m.-Noon Exhibit Hall • Outreach Task Force 8-9:15 a.m. 10-11:45 a.m. • Networking Continental Breakfast Noon-2 p.m. 0 Joint Attorneys/Human Resources • ACWA 101 & Luncheon Program (pg. 6) 9:30-11:45 a.m. • Committee Lunch Break • Communications Committee Eth ics Trai n i ng (pg. 11) 1-2:45 p.m. Program 10-11:30 a.m. • Finance Committee Exhibitor Technical Presentations 0 Joint Attorneys/Finance Program (pg. 6) • Groundwater Committee Finance Program (pg. 7) • Exhibitor Technical Presentations• Scholarship Subcommittee Region Issue Forum • Human Resources Program (pg. 7) Statewide Issue Forum (pg. 4) . Region Issue Forum 1:30-3:30 p.m. Water Industry Trends Program (pg. 7) . Statewide Issue Forum (pg. 4) • ACWA/JPIA Sexual Harassment • Water Industry Trends Program Prevention (AB 1825) (pg. 5) Noon-2 p.m. • General Session & Luncheon 11:50 a.m.-12:10 p.m. 2-4 p.m. (Ticket required. No luncheon • SDLF Special District q Prize Drawing in the Exhibit Hall P service after 12:30 p.m.) Administrator Certification Test 10 ACWA Spring Conference& Exhibition News, March 2012 STR pNG A FOUMDATIOM ING BUILD o , 12:15-2:15 p.m. • General Session & Luncheon (Ticket required. No luncheon service after 12:45 p.m.) 2:15-2:30 p.m. ... • Dessert Break sponsored by Krieger &Stewart, Incorporated, r Consulting Engineers 2:30-3:45 p.m. • Attorneys Program (pg. 6) • Commissioner's Forum • Exhibitor Technical Presentations • Human Resources Program (pg. 7) • Statewide Issue Forum • Water Industry Trends Program 4-5 p.m. Continuing Education • Regions 1-5 Membership Meetings 6-7 p.m. and Training Opportunities • No-Host Reception 7-10 p.m. Many of ACWA's program sessions qualify for credit for professional • Dinner and Entertainment (pg. 5) career development.This conference will offer continuing education credit to Certified Public Accountants, attorneys and legal professionals, Friday, May 11 human resource administrators, and water treatment and distribution operators. 8-9:30 a.m. • Registration There will also be three opportunities to receive water agency official ethics training. Public officials in office must receive this training every 8:30-10 a.m. Hans Doe Forum Breakfast two years (24 months). Ethics training will be available on: • (Ticket required. No breakfast service • Tuesday, May 8, 2-4:15 p.m. after 9 a.m.) • Wednesday, May 9, 2:30-4:45 p.m. • Thursday, May 10, 9:30-11:45 a.m. Other Board members and managers can attend ACWA/JPIA's course on Tuesday, May 8 sexual harassment prevention training as mandated by AB 1825.This 8 a.m. course takes place Tuesday, May 8 from 1:30 - 3:30 p.m. See page 5 for • ACWA/MWH Golf Tournament more information. Thursday, May 10 All programs offered during ACWA's 2012 Spring Conference 6:45-8:30 a.m. & Exhibition are valid for SDLF's Special District Administrator • San Joaquin Valley Agricultural Certification Program. For information on the certification program, Water Committee please visit: www.sdlf.org. For more information about ACWA's continuing education All conference programs programs or ethics training, contact Lori Doucette at are subject to change. (916) 441-4545 or lorid @acwa.com. ACWA Spring Conference& Exhibition News 11 IMPOKANT REGISTRATION INFORMATION CHANGES & CANCELLATIONS REGISTRATION HOURS Registrations can be changed or cancelled by emailing Ellie Meek at elliem @acwa.com. Cancellations must be Tuesday, May 8 Thursday, May 10 received prior to 4:30 p.m. (PST), April 9 in order to receive 8 a.m.-6 p.m. 7:30 a.m.-4 p.m. a credit voucher, less a $50 handling fee. Upon receipt of the cancellation, you will receive an email confirming Wednesday, May 9 Friday, May 1 1 the cancellation. If you do not receive a cancellation 7:30 a.m.-5 p.m. 8-9:30 a.m. confirmation, please contact ACWA at(916) 441-4545. Otherwise, you will be responsible for remaining monies due. Cancellations after April 9 will not he refunded. WHO IS ELIGIBLE FOR ADVANTAGE PRICING? The following people are eligible for ACWA Advantage SUBSTITUTIONS pricing: Substitutions from the same organization are accepted. • Any ACWA member organization's officers/directors. A $25 handling fee will be applied. Substitution requests Any employee on an ACWA public agency member, should be submitted to elliem @acwa.com. Please notify affiliate or associate organization's payroll. ACWA of substitutions by 4:30 p.m. (PST), April 9. After that date, they will need to be handled on site. • Any ACWA board member whose fee is paid for by a member agency. REFUNDS & CREDITS • Any state or federal administrative or legislative • Handling fee of $50 will be applied on all registration personnel in elective, appointive or staffing positions. refunds and credit vouchers. • Staff of ACWA/JPIA,Water Education Foundation and • No refunds given on spouse/companion registration fee. California Water Awareness Campaign. • Credit card/check refunds (less the $50 handling fee) • Any individual or honorary life member of ACWA. until April 2. If you are interested in learning more about becoming a • Credit vouchers (less the $50 handling fee) will be part of ACWA, contact Melanie Medina at (916) 441-4545 issued April 3-9. or melaniem @acwa.com. • Meals will be refunded until 4:30 p.m. (PST), April 9. SAVE MONEY WITH A PACKAGE REGISTRATION • There will be no refund transactions made during the Package registration is available to ACWA public agency conference. and individual members, affiliates and associates only. • NO REFUNDS AFTER APRIL 9, 2012. By taking advantage of this special deal, you will save $110 over registering for each option separately.The NAME BADGES same registration and meal combination will cost you Name badges must be worn to attend all conference an additional $153 if you wait to purchase this on site. events. Badges may be checked at the doors. Information Package registration includes Tuesday night's opening for the badges will be taken directly from online reception, your registration fee for the entire conference, registration submissions and conference preregistration and one ticket to all meals (3 breakfasts, 2 lunches and forms.Therefore, it is vital that complete, accurate and 1 dinner).The package is only available until 4:30 p.m. legible information be submitted. Deadline for registration (PST),April 9, 2012. is 4:30 p.m. (PST),April 9. Badges will be available only for those who register for the conference. REGISTRATION DEADLINE Name badges sponsored by Bartle Wells Associates. The registration deadline is April 9. After that date, you must register on site. Registration may be paid with a check Name badge holder lanyards sponsored by Psomas. or charged on your Visa or MasterCard. Note: If you have a disability that may require accommodation to assure your full participation,please contact Ellie Meek of the ACWA staff to discuss your needs. REGISTER ONLINE TODAY AT WWW.ACWA.COM 14 ACWA Spring Conference& Exhibition News, March 2012 ACWXs 2012 Spring Conference & Exhibition Preregistration Monterey Conference Center, Portola & Marriott Hotels I May 8-11, 2012 ONLINE REGISTRATION NOW • PREREGISTRATION & CANCELLATION DEADLINE IS 4:30 P.M. (PST),APRIL 9, 2012 OFFICE USE ONLY-SC12-2 Registration forms received after April 9 will be returned,regardless of postmark. There is a$50 handling fee on all ENT cancellations prior to this date.Credit card/check registration fees (less the$50 handling fee)can be refunded until 4:30 p.m. (PST),April 2. Thereafter,refund credit vouchers will be issued April 3-9,4:30 p.m. (PST). DATE Fill in Completely- Please Print/Type Clearly •Required Fields (If bringing a guest,guest's name and e-mail address are required as well.) ❑ My info has changed. Please update it. • Name on Badge to Read ** Guest($35 fee if attending) Guest E-mal I (MUST be different from attendee's e-mail) •Title Credit Card Payment Information Please charge my fee to my credit card: •Organization •Address Credit Card Number: •City * State *Zip L_L_IL I L_L_L_LJ L L W • Phone: ( ) FAX: ( ) Exp. Date: W� Amount: $ •Attendee E-mail: Cardholder's Name(as seen on card): •Confirmation E-mail: Please print clearly. If registering on someone's behalf,please be sure to include YOUR e-mail Signature: address here and a copy of the confirmation email will be sent to you. Preregistration PACKAGE — For ACWA public agency members, affiliates & associates only (Includes registration & all meals. Does not include guest registration.) Not available on-site (20) . . . . . . $635 $ Conference Registration (21) (Meals not included) Preregistration On Site Amount Advantage*** . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $465 ($490) $ Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $695 ($720) $ Guest** (Non-refundable) (22) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $35 ($45) $ 2-Day Conference Registration Preregistration On Site Amount (Meals not included) (Advantage) (Standard) (Advantage) (Standard) ❑ Tues., May 8/Wed., May 9 (23) . . . . . . . . . . . . . . . . . . . . . $250 $375 $275 $400 $ ❑ Thurs., May 10/Fri., May 11 (24) . . . . . . . . . . . . . . . . . . . . $250 $375 $275 $400 $ 1 11 11 11 M Quantity Preregistration On Site Amount Wednesday, May 9 Opening Breakfast(30) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $40 ($42) $ Luncheon (31) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $45 ($47) $ Thursday,May 10 Networking Continental Breakfast(35) . . . . . . . . . . . . . . . . . . . . . $30 ($35) $ Luncheon (32) $45 ($47) $ Dinner(33) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $80 ($85) $ Friday, May 11 Hans Doe Forum Breakfast(34) . . . . . . . . . . . . . . . . . . . . . . . . . . $40 ($42) $ Ethics Training Registration (Choose ONE- No additional fee required if registered for conference.) TOTAL $ ❑Tues., May 8, 2-4:15 P.M. (50) ❑ Wed., May 9, 2:30-4:45 p.m. (51) ❑Thur., May 10, 9:30-11:45 a.m. (52) ** Guest registration fee applies to spouses and significant others only. *** People eligible for ACWA advantage pricing include:any ACWA member organization's officers/directors;any employee on an ACWA public agency member, affiliate or associate organization's payroll;any individual or honorary life member;any ACWA board member whose fee is paid for by a member agency;any state or federal administrative or legislative personnel in elective,appointive or staffing positions;staff of ACWA/]PIA,Water Education Foundation,or California Water Awareness Campaign. Make checks payable to ACWA,and send to:ACWA, P.O. Box 2408,Sacramento,CA 95812-2408 or FAX to(916)325-2316. If you mail this form,please do not also fax to avoid duplicate registration. Questions?Contact ACWA at(916)441-4545,toll free(888)666-2292,or e-mail:events@acwa.com. 1 Gct Lill , I TE+R ti'L+'�'tt�'VIIIT L k L • � .• aye 1- t ke a Friday, May 18, 2012 7.3o a.m. - 1:3op.m. Q Water is LIFE'. If we don't come up with a game plan soon, May � V 2 0� 2 WE ALL LOSEI It's time to create water infrastructure in California, and get players back in the jobs game. Who are the key players? What's the best strategy? Whose team are you on? Are we moving forward or are we just Congratulations,you inheriC Replenish spinning our wheels? pre 1914 Water Rights the ground The O.C. Water Summit is an innovative, All the water you wand waterbasin interactive forum co-hosted by MWDOC, 4 WIOVEAHEAD OCWD and Disneyland Resort, that joins 500 4SPACES Southern California business professionals with international. national and state water Record industry stakeholders.elected officials. snowpack in environmentalists. scientists and Delta Smelt Sierra Nevada community leaders to discuss Mountain, ongoing ongoing state water issues med up in your and how water supply cal reservoir MOVEAH�D clktllenges impact out- Get in the Game PAY$500,000 S SPACES economy and public and join us for this w safety. important event Development that will examine halted due to California's economic endangered \ climate and discuss species act solutions to build LOSE TURN ' infrastructure and ' get people back to Carbon Emissions Tax Open new ocean p Expand advanced waterrery work. Registration is now open online. �� PAY$25,000 FEE desalination plant plant to 100 million gallonsrday AND LOSE TURN COLLECT$1,000,000 MOVE AHEAD 4 SPACES To sponsor, register or Team more,please California voters visit www.00WaterSummit.com or contact: approve Water Darcy Burke(714)593.5014-dburkeLbmwdoc.�5 ft _ . Bond&double Eleanor Torres(714)378.3268-eton•es h ocwd.com your supply Gina DePinto(714)378.3228-gdepinto @oc%vd.cont(Niedia Inquiries N-11 ' reliability! MOVE A H EAD " ... X v Hosted By ''� �� lAt�d. �j>°� 7 SPACES! Thank Youto Last Year ' s Sponsors for Bringing Stakeholders Together to Discuss Water Reliability for Southern California '. PRESENTING SPONSOM17. TITLE SPONSOR SIEMENS AECOM; Anaheim, Public Utilities; Black & Veatch; Filipino American Chamber of Commerce of Orange County;GIEJOSCIENCE Support Services,Inc.;Irvine Ranch Water District; Kidman, Behrens & Tague, LLP; Malcolm PirnielAreadis; Metropolitan Water District of Southern California; MWH; Nossaman, LLP; Orange County Sanitation District; Poseidon Resources; Raymond James; Southern California Water Committee; Townsend Public Affairs, Inc.;Yorba Linda Water District r m.. r IN1)1VI DUAL TICKET-$1.15 Registration ti Ticket price will increa,�e to$130 beginning May 10, 2012 T T For your convenienvo, you may comjalextk the Please complete your Sponsorship Commitment Sponsorship Commitment Dorm online at Form no later than Wednesday,.April 1.8, 2012 www.ocwatersummit.com to guarantee inclusion in all of the sponsorship benefits. Payments may be made via credit.card or by check. Please make checks payable to: Send a high resolution electronic version of "()(;WD for O,(,.Water Summit" and your logo to Eleanor Torres or Darcy Burke, EPS,. mail to: PDF or Al file formats are preferred for hest. Orange County Water District image quality. Attention: Public Affairs PO Box 8300 E-mail;etorresCgmwd.com or dburkeC?mwdoc.com Fountain Valley, CA 92728-8300 Phone: (714)378-3268 (71.4) 593.5014 Pax:(714)963-0291 f]� ria(),_ - a,jlr �° i,- �i �j X11,. �Y,�i Jial �i`i�r�� ih,�r�'l�=t � j: -1i��. :�f �' Ir�la���- sU1)ijjj; 1 [i/00 Vifr i7 1 ,_ 7 Jia'trd�'a 5,lh;�� = y `/�)[: / 1� /{i, �;.0 r,r,r,r . r .;I�`'�f��: �:r�i-,.i � �,r ,,,i„t,a,l� �,� �i�'_. �r�:,. � „r•.,r ,.a,��r� hlr , ,I'.; 1�ai-�11�, _���il