Loading...
HomeMy WebLinkAbout2012-11-08 - Board of Directors Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, November 8, 2012, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Phil Hawkins, President Gary T. Melton, Vice President Michael J. Beverage Ric Collett Robert R. Kiley 4. ADDITIONS/DELETIONS TO THE AGENDA 5. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 6. SPECIAL RECOGNITION 6.1. Recognition of Individuals for Their Service to the District • Anthony Varian, Maintenance Distribution Operator II (5 Years) • Cindy Botts, Management Analyst (5 Years) • Freddie Ojeda, Plant Operator II (5 Years) • Hank Samaripa, Project Engineer (10 Years) • Michael J. Beverage, Director (20 Years) 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) • Minutes of meeting held October 22, 2012 at 8:30 a.m. • Meeting scheduled November 26, 2012 at 8:30 a.m. 8. 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. 8.1. Minutes of the Board of Directors Regular Meeting Held October 25, 2012 Recommendation. That the Board of Directors approve the minutes as presented. 8.2. Payments of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of$711,382.76. 8.3. Progress Payment No. 5 for the Yorba Linda Blvd Pipeline Project Recommendation. That the Board of Directors approve Progress Payment No. 5 in the net amount of$75,715.00 to Garcia Juarez Construction, Inc. for construction of the Yorba Linda Blvd Pipeline Project, Job No. 200817. 8.4. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation. That the Board of Directors approve Change Order Nos. 11-14 for six additional work days and $25,568.49 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 8.5. Declaration of Restrictive Covenants with Shapell Industries, Inc. Recommendation. That the Board of Directors authorize the President and Acting General Manager to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Shapell Industries, Inc., Job No. 200702. 8.6. Award of Construction Contract for 2012 Waterline Replacement Project, Phase II Recommendation. That the Board of Directors award the Construction Contract for the 2012 Waterline Replacement Project, Phase 11 to GRFCO, Inc., for$1,090,000. 9. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 9.1. Progress Payment No. 4 for Pressure Regulating Station Upgrades, Phase 1 Recommendation. That the Board of Directors approve Progress Payment No. 4 in the net amount of$105,480.13 to Vido Samarzich, Inc. for construction of Pressure Regulating Station Upgrades Project, Phase 1. Job No. J-201108. 9.2. Proposed Revision of Budgeted Positions for the Remainder of FY 2012/13 Recommendation. That the Board of Directors adopt Resolution No. 12-27 Revising the Budgeted Positions for the Remainder of Fiscal Year 2012113 and Rescinding Resolution No. 12-20. 9.3. Timber Ridge Booster Pump and Motor#1 Repairs Recommendation. That Board of Directors authorize staff to issue purchase orders to Layne Christensen Company for an estimated total cost of$15,609 for repairs to Timber Ridge Booster Pump #1. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report 10.2. Directors' Report • DWR/NWRI Drought Response Workshop - November 6, 2012 (Kiley) 10.3. Acting General Manager's Report 10.4. General Counsel's Report 10.5. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS CONTINUED 11.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) • Meeting scheduled November 19, 2012 at 4:00 p.m. 11.2. Finance-Accounting Committee (Kiley/Hawkins) • Minutes of meeting held October 24, 2012 at 1:00 p.m. • Meeting scheduled November 26, 2012 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held October 23, 2012 at 4:00 p.m. • Meeting scheduled November 13, 2012 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Collett/Kiley) • Minutes of meeting held November 1, 2012 at 3:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled December 13, 2012 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held October 24, 2012 at 4:00 p.m. • Minutes of meeting held November 5, 2012 at 8:30 a.m. (To be provided at the next regular Board meeting. • Meeting scheduled December 3, 2012 at 3:00 p.m. 11.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Meeting scheduled November 27, 2012 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. WACO - November 2, 2012 (Kiley) 12.2. YL City Council - November 6, 2012 (Hawkins) 12.3. MWDOC/MWD Workshop - November 7, 2012 (Melton/Staff) 12.4. OCWD Board - November 7, 2012 (Kiley/Staff) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from November 9, 2012 - December 31, 2012 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 14.1. MWDOC Elected Officials Forum - November 29, 2012 Recommendation. That the Board of Directors authorize Director attendance at this event if desired. 15. 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. 15.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court - Case No. 00486884) Name of Case: MAMCO, Inc. vs. YLWD (OC Superior Court - Case No. 00595177) Name of Case: OCTA vs. YLWD (OC Superior Court - Case No. 00606042) 16. ADJOURNMENT 16.1. A Board of Directors workshop meeting has been scheduled for Thursday, November 15, 2012 at 8:30 a.m. The next regular meeting of the Board of Directors will be held Wednesday, November 21, 2012 at 8:30 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 7.1 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Citizens Advisory Committee (Beverage) • Minutes of meeting held October 22, 2012 at 8:30 a.m. • Meeting scheduled November 26, 2012 at 8:30 a.m. ATTACHMENTS: Name: Description: Type: 102212 - CAC Minutes.docx CAC Mtg Minutes 10/22/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING October 22, 2012 CALL TO ORDER A meeting of the Citizens Advisory Committee was called to order at 8:30 a.m. by Chair Daniel Mole. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE MEMBERS PRESENT Daniel Mole Joe Holdren Modesto Llanos Oscar Bugarini Sr. Fred Hebein Rick Buck Greg Myers Lindon Baker YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael J. Beverage, Director Steve Conklin, Acting General Manager Robert R. Kiley, Director Damon Micalizzi, Public Information Officer GUESTS Laura Blaul, Fire Marshall, Orange County Fire Authority Brett Petroff, Deputy Fire Marshall, Orange County Fire Authority Kevin Canning, Orange County Public Works and Planning OTHER VISITORS Nancy Rikel, Councilmember, City of Yorba Linda Mark Stowell, Director of Public Works, City of Yorba Linda Claire Schlotterbeck Mark Schock Barbara Sinner 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Discussion with Orange County Fire Authority and the County of Orange Regarding Regional Development and Fire Protection. After a brief introduction from Mr. Petroff, the County representatives took questions from the Committee and visitors regarding topics such as the Fire Code, Fire Flow Requirements, Inter-Agency Collaboration and best practices for "hardening homes," for fire protection, for both existing homes and for future development. In this regard, Ms. Blaul encouraged meeting attendees and all other homeowners to access the website titled ReadySetGoOC.org for home fire-protection information. 1 2.2. Future Agenda Items • November 26, 2012 — MWDOC Presentation • December 17, 2012 — Reorganization of Committee, OCWD Presentation • January 28, 2013 — Golden State Water Company Presentation 3. ADJOURNMENT 3.1. The Committee adjourned at 9:57 a.m. The next regular meeting of the Citizens Advisory Committee will be held Monday, November 26, 2012 at 8:30 a.m. 2 ITEM NO. 8.1 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Minutes of the Board of Directors Regular Meeting Held October 25, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name Description: Type: 102512 BOD - Minutes.doc BOD Mtg Minutes 10/25/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RK/RC 4-0-1 PH was absent. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 25, 2012, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 25, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 8:33 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 President Hawkins led the pledge. 3. ROLL CALL DIRECTORS PRESENT 'STAFF PRESENT Phil Hawkins, President Steve Conklin, Acting General Manager Gary T. Melton, Vice President Gina Knight, HR/Risk Manager Michael J. Beverage Lee Cory, Operations Manager Ric Collett Stephen Parker, Finance Manager Robert Kiley Art Vega, Interim IT Manager Annie Alexander, Executive Secretary ALSO PRESENT Damon Micalizzi, Public Information Officer Brett Barbre, Director, MWDOC Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Conklin requested to add the following item to the Closed Session section of the agenda as there was a need to take immediate action on this item and the need for action came to staff's attention subsequent to the agenda being posted. '910h, ldmw Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) Mr. Kidman clarified that while Item No. 14.2. was related to this matter and had been listed on the agenda, it was identified as "Anticipated Litigation." Now that a complaint had been filed, the matter needed to be identified as "Pending Litigation." 1 Director Collett made a motion, seconded by Director Melton, to add the above item to the Closed Session section of the agenda as Item No. 14.4. Motion carried 5-0. 5. PUBLIC COMMENTS Director Barbre addressed the Board and commented on a PowerPoint presentation he had received from MWDOC regarding financing for the Bay Delta Conservation Plan. He offered to have a representative from MWDOC come and provide a presentation to the Board regarding this matter if desired. He mentioned that there would be a substantial impact on the water rates if the project was to be implemented. Aw Director Beverage asked Director Barbre if he could include a brief summary of this matter in the presentation he would be providing at the next YLWD Citizens Advisory Committee meeting. Director Barbre responded that he would be happy to do so and suggested that the PowerPoint presentation be forwarded to the Committee members along with the agenda for the upcoming meeting. Director Barbre then briefly commented on the possibility of MWDOC taking over the full operations and maintenance duties for the State Water Project. 4110 1% 6. CONSENT CALENDAR V RAft, Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 5-0. Director Collett abstained from voting on Check No. 60095 on Item No. 6.2. as he has a financial interest with the vendor. 6.1. Minutes of the Board of Directors Regular Meeting Held October 11, 2012 k6. Payments commendation. That the Board of Directors approve the minutes as esented. of Bills, Refunds and Wire Transfers IM 1W Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of$537,489.19. 7. ACTION CALENDAR 7.1. Amendments to the District's Conflict of Interest Code Mr. Conklin explained that the Political Reform Act required every local government agency to review its Conflict of Interest Code biennially and to notify the code reviewing body, which for the District is the Orange County Board of Supervisors, if their current code is accurate or if it requires amendment. Staff has reviewed the District's code and identified a few minor changes which have been reviewed by legal counsel and are noted in the agenda report. Director Collett made a motion, seconded by Director Melton, to approve Resolution No. 12-26 Adopting a Conflict of Interest Code for the Yorba Linda Water District. Motion carried 5-0 on a roll call vote. 2 7.2. ISDOC Quarterly Meeting and Election of Executive Committee for 2013/14 Mr. Conklin explained that in conjunction with its regular quarterly meeting in November, ISDOC will be conducting an election of its Executive Committee. ISDOC has requested that the Board designate in writing one primary representative and one alternate representative to vote in the election on the District's behalf at this meeting. The Executive- Administrative-Organizational Committee discussed this matter at its most recent meeting and has recommended that Director Kiley be designated as the District's primary representative and Director Hawkins as the alternate representative. Am Director Beverage made a motion, seconded by Director Melton, to designate Director Kiley as the primary representative and Director Hawkins as the alternate representative to vote on the District's behalf in the election of ISDOC's Executive Committee. Director Kiley confirmed that he would be available to attend this meeting. Motion carried 5-0. 1% 8. DISCUSSION ITEMS to6hhx. 8.1. Consider Rescheduling Board of Directors Regular Meetings on Thursday, December 13, 2012 and Thursday, December 27, 2012 Mr. Conklin explained that it had been suggested that these Board meetings be rescheduled due to conflicts with other conferences and events. Following brief discussion, it was decided to reschedule these Board meetings to the first and third Thursday's in December (December 6, 2012 and December 20, 2012) at 8:30 a.m. Consider Rescheduling Finance-Accounting Committee Meeting on Monday, December 24, 2012 Director Hawkins stated that he and Director Kiley would work with staff on rescheduling this Committee meeting. Consider Scheduling Board of Directors Workshop Meetings on Monday, January 14, 2013 from 9:00 a.m. to 12:00 p.m. and Tuesday, January 29, 2013 from 9:00 a.m. to 12:00 p.m. (Facilitated by Liebert Cassidy Whitmore.) Mr. Conklin explained that while these workshops were being scheduled for management and supervisory staff, he wanted to afford the Director's the opportunity to attend if they so desired. 3 Mrs. Knight stated that the proposed topics of the 3-hour workshops were "Managing the Marginal Employee" and "Conducting and Preparing Performance Evaluations." Director Beverage stated that the Personnel-Risk Management Committee had previously discussed the possibility of Director attendance at these workshops and suggested that this matter be brought to the Board for consideration. Mr. Conklin then noted that the Planning-Engineering-Operations Committee meeting on December 6, 2012 may need to be rescheduled as it conflicted with the Board of Directors meeting now scheduled that same day. Director Hawkins suggested that the Committee members could work together to reschedule this meeting. 9. REPORTS, INFORMATION ITEMS, AND COMMENT Nk. 9.1. President's Report Iquhk President Hawkins stated that he would not be in attendance at the next regular Board meeting. 9.2. Directors' Report T%%hbx • OC Water Use Efficiency Master Plan Stakeholder Workshop — October 15, 2012 (Kiley) Director Kiley reported on his attendance at this event and stated that this would be the first of three such workshop meetings over the next year. The next meeting is scheduled in January. • Yorba Linda Mayor's Prayer Breakfast — October 18, 2012 (Hawkins/Kiley/Melton) Directors Hawkins, Kiley and Melton reported on their attendance at this event and noted that the speaker was very inspirational. OCWD Groundwater Adventure Tour— October 18, 2012 (Collett) Director Collett reported on his attendance of this tour and commented on the amount of work being conducted behind the Prado Dam related to nitrate removal. • ACWA/JPIA Harassment Prevention for Managers Training — October 24, 2012 (Collett) Director Collett was unable to attend this training due to traffic issues. 9.3. Acting General Manager's Report Mr. Conklin reported that he had been able to attend the last Citizens Advisory Committee meeting at which representatives from the Orange County Fire Authority (OCFA) provided a presentation. Directors Beverage and Kiley were also in attendance as well as Councilmember Rikel and Mr. Mark Stowell from the City of Yorba Linda. There weren't as 4 many members from the public in attendance as staff had initially expected. Mr. Conklin briefly commented on the suggestions provided by OCFA related to "hardening" and protecting a home from fire. Mr. Conklin also reported that he had attended the recent dedication of OCWD's Miraloma Recharge Basin Facility at which he had a good opportunity to interact with Directors and staff from their agency. Staff is expecting to receive feedback from OCWD regarding the District's draft site lease agreement for Well 21 sometime soon. Mr. Conklin then stated that the Benefits Fair had been a success and that the District would be participating in the upcoming Yorba Linda Fiesta Days Parade on November 10, 2012. 9.4. General Counsel's Report None. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 44 10.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) 'T V Minutes of the meeting held October 15, 2012 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled November 19, 2012 at 4:00 p.m. 10.2. Finance-Accounting Committee 1 ow N (Kiley/Hawkins) Minutes of the meeting held October 24, 2012 at 1:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 26, 2012 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held October 9, 2012 at 4:00 p.m. were provided in the agenda packet. Minutes of the meeting held October 23, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 13, 2012 at 4:00 p.m. 5 10.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of the meeting held October 4, 2012 at 3:00 p.m. were provided in the agenda packet. Next meeting is scheduled November 1, 2012 at 3:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Am Minutes of the meeting held October 24, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 5, 2012 at 4:00 p.m. 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled November 27, 2012 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) ANOW-4016, X hh\h6 Minutes of the meeting held October 22, 2012 at 8:30 a.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 26, 2012 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council — October 16, 2012 (Melton) Director Melton attended but did not have any District related business to report. 11.2. MWDOC Board — October 17, 2012 (Melton/Staff) Director Melton attended but did not have any District related business to report. Director Hawkins asked if Col. John Foley had been re-elected as Board Chair for MWD. Director Barbre responded that Col. Foley had been and that everyone was very pleased with the result. 11.3. OCWD Board — October 17, 2012 (Kiley/Staff) Director Kiley attended but did not have any District related business to report. 6 11.4. YL Planning Commission — October 24, 2012 (Collett) Director Collett attended and commented on a Conditional Use Permit for construction of a new residence in the Hidden Hills area that was destroyed in the Freeway Complex Fire which as discussed during the meeting. Director Collett stated that the Commission would be conducting a review of additional parking for the new Sheriff's substation during the next two meetings. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 26, 2012 — November 30, 2012 The Board reviewed the activity calendar and made no additional changes. Councilmember Rikel left the meeting at this time. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. ACWA/JPIA Harassment Prevention for Managers Training — October 24, 2012 (Ratify Director Collett's attendance.) (Ratification of Director Collett's attendance at this training was not necessary as he was unable to attend.) 6 DWR/NWRI Drought Response Workshop — November 6, 2012 Director Kiley expressed an interest in attending this workshop. Director Barbre briefly responded to questions from Director Collett on conflicting reports regarding the expectation of a "dry" winter versus a "wet" winter. V& ImEkk Director Melton made a motion, seconded by Director Collett, to authorize Director attendance at the workshop on November 6, 2012. Motion carried 5-0. On a motion by Director Beverage, seconded by Director Kiley and unanimously approved by the Board, the Board of Directors meeting was adjourned to the Public Financing Corporation Special meeting at 9.03 a.m. (Minutes of the Public Financing Corporation meeting have been recorded separately.) On a motion by Director Beverage, seconded by Director Collett, the Public Financing Corporation meeting was adjourned and the Board of Directors meeting was reconvened at 9.05 a.m. 7 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:05 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, and Beltran. 14.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court — Case No. 00595177) 14.2. Conference with Legal Counsel —Anticipated Litigation Pursuant to Subdivision (b) of Section 54956.9 of the California Government Code Number of Potential Cases: On Existing Facts and Circumstances under Section 54956.9(b)(3)(13): Dispute with Orange County Transportation Authority over payment of cost to relocate District water pipelines to make way for construction of Lakeview Avenue overcrossing of ATSF rail tracks and Orangethorpe Avenue. 11M, ASK— (The following item was previously added to the agenda and taken out of order.) 14.4. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) Messrs. Conklin and Beltran left the Closed Session at this time. 14.3. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager The Board reconvened in Open Session at 10:05 am. President Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 8 15. ADJOURNMENT 15.1. The meeting was adjourned at 10:05 am. The next regular meeting of the Board of Directors will be held Thursday, November 8, 2012 at 8:30 a.m. Annie Alexander Assistant Board Secretary 9 ITEM NO. 8.2 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: Yes To: Board of Directors Cost Estimate: $711,382.76 Funding Source: All Funds From: Steve Conklin, Acting General Manager Presented By: Stephen Parker, Finance Manager Dept: Finance Prepared By: Maria Trujillo, Accounting 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$711,382.76. DISCUSSION: The wire and major items on this disbursement list are as follows: A wire of$93,122.59 to ACWA/JPIA for November health premium; a check of$75,715.00 to Garcia Juarez Construction Company for YL Blvd Pipeline Project October progress payment; a check of $45,016.68 to Southern California Edison Company for October services; and, a check of$105,480.13 to Vido Samarzich, Incorporated for Pressure Reducing Station Upgrades October progress payment. The balance of$164,222.81 is routine invoices. The Accounts Payable check register total is $483,557.21; Payroll No. 22 total is $227,825.55; and, the disbursements of this agenda report are $711,382.76. 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: CkReg110812 BOD.pdf Check Register Backup Material 12-CS 1108.doc Cap Sheet Backup Material 12 CC 1108.xls Credit Card Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RK/RC 4-0-1 PH was absent. Yorha Linda Water District Check Register For Checks Dated: 10/26/2012 thru 11/08/2012 Check No. Date Vendor Name Amount Description W102912 10/29/2012 ACWA/JPIA 93,122.59 HEALTH PREMIUM NOVEMBER 60126 11/08/2012 AGB-American Geophysical 3,606.66 SEISMIC CONTROLLERIINSP 60127 11/08/2012 Aljon Graphics, Inc 1,02155 LETTERHEAD,ENVELOPES 60128 11/08/2012 Anthony Manzano 130.00 CERT/EXAM D4 MANZANO 60129 11/08/2012 Aramark 1,042.53 UNIFORM 64141 11/08/2012 ARC 103.40 PALM AVE PLANWELL SPECS 60130 11/08/2012 Aspen Risk Management Group Inc 12,64125 SAFETY CONSULTANT AUG,SEPT 60131 11/08/2012 Associated Laboratories 2,619.20 LAB ANALYSES SEPT 60132 11/08/2012 AT&T-Calnet2 3,067.86 COMMUNICATIONS 60133 11/08/2012 Bank Of America 2,666.18 REWARDS VISA 60138 11/08/2012 C& L Refrigeration Corp. 1,147.75 SERVICE CALL MIRALOMA SEPT 60144 11/08/2012 C.Wells Pipeline 792.38 HYD SAFETY FLANGE REPAIR KIT 60135 11/08/2012 CalCard US Bank 14,722.73 CAL CARD VISA 60134 11/08/2012 CaiiWest Car Wash Service and Supp 660.63 SERVICE CALLICAR WASH 60136 11/08/2012 Chambers Group Inc. 200.50 HIDDEN HILLS SEPTEMBER 60137 11/08/2012 City Of Placentia 507.75 ROW PERMITS 60139 11/08/2012 Coastal Ignition&Controls 420.82 WELL 7 DCL GASKETS 60140 11/08/2012 Community Bank 3,985.00 PALM AVE PROG PY RTNTN OCT 64123 11/08/2012 CORBEN C CRAIG 5.58 CUSTOMER REFUND 60143 11/08/2012 Culligan of Santa Ana 11.40 WTR SOFTENER SVC 60145 11/08/2012 Datalok Orange County 122.90 DATA STORAGE 60148 11/08/2012 Dean Criske Trucking 859.56 ROAD MATERIAL 60146 11/08/2012 Derek Nguyen 280.46 CERTIFICATE REIMB,MILEAGE 60147 11/08/2012 Dick's Lock&Safe Inc. 51.49 P KEYS 60149 11/08/2012 Eisel Enterprises, Inc. 4,344.53 CAST IRON CVR ETC 60150 11/48/2012 Equarius Waterworks 10,814,38 METER 89001 60151 11/08/2012 Fairway Ford Sales, Inc. 553.73 UNIT 162 REPL IDLE VALVE ETC 60122 11/08/2012 FRANK D MITCHELL 87.17 CUSTOMER REFUND 60152 11/08/2012 Fry's Electronics 848.99 BUFFER, HS HDMI CONTACTS ETC 60153 11/08/2012 Garcia Juarez Construction Inc 75,715.00 PALM AVE PROG PAY OCT 60154 11/08/2012 Gary Melton 500.60 ACWA CLE WKSHP OCT MELTON 60155 11/0812012 Haaker Equipment Co. 490.06 UNIT 168 NOZZLE ASSY 60156 11/08/2012 Hall&Foreman, Inc 1,035.00 PRS UPGRADES CONSULT SEPT 60157 11/08/2012 Infosend Inc. 5,918.31 BILL MAILING 60159 11/08/2012 1&S Construction 12,910.00 LIGHT POLE FTG,CONCRETE WK 60158 11/08/2012 Jackson's Auto Supply-Napa 46.57 UNIT 136 AIR FILTER 60160 11/08/2012 Killingsworth Gear 283.43 THRUST BEARING RATCHET PLT 60161 11/08/2012 Kimco Staffing Services Inc 765.88 C.HOLLAND W/E 10/14 60162 11/08/2012 Liebert Cassidy Whitmore 13,826.66 HR ISSUES SEPT 60121 11/08/2012 MATT APODACA 3.44 CUSTOMER REFUND 60163 11/08/2012 Mc Fadden-Dale Hardware 978.11 PURCH OCTOBER 60172 11/08/2012 Measurement Specialties, Inc. 751.19 TRANSDUCER 60164 11/08/2012 Merchants Building Maintenance LL( 85.00 CARPET CLEANIBOARD ROOM 60165 11/0812012 Muzak LLC 70.88 MUZAK VOICE NOVEMBER 60166 11/08/2012 Nickey Kard Lock Inc 7,91$.85 FUEL OCTOBER 60167 11/08/2012 Norman A.Traub Associates 1,945.06 INVESTIGATIVE SVCS/HR 60168 11/08/2012 Office Solutions 249.94 CALENDARS 60169 11/08/2012 Orange County-Tax Collector 288.50 INSPIPLN CK LABOR/TABAH LN 60170 11/08/2012 Phil Hawkins 49.96 WLG/PARKING VAR MTG HAWKINS 60171 11/08/2012 Powerstride Battery 77.84 UNIT 169 GRP78 BATTERY 60173 11/08/2012 Process Solutions, Inc. 2,075.00 ACID WASH 60175 11/08/2012 R J Services, Inc 2,853.25 SITE MISC ELECTRICAL INSTALL 50174 11/08/2012 R.J. Noble Company 2,488.86 PRS UPGRDE REIM/MAIL PURCH 60176 11/08/2012 RM1 Technologies 414.06 DIAGNOSTIC VEHICLE UNIT 60177 11/08/2012 Rutan&Tucker, LLP 511.50 FVVY CF FIRE CASES 60178 11/08/2012 Sanders Paving, Inc. 15,915.00 ASPHALT REPAIR 60179 11/08/2012 Schorr Metals, Inc. 13.04 UNIT 196 ALUM BAR 60124 11/08/2012 SCOTT REITER 1,880.31 CUSTOMER REFUND 60180 11/08/2012 Security Solutions 395.00 SERVICE CALL/FALSE ALARMS W11112 11/41/2012 SoCal GIB-Wells Fargo Bank 490.02 LOAN INT/LINE OF CREDIT SEPT 60181 11/08/2012 Southern Calif Edison Co. 45,016.68 ELECTRICAL CHGS OCTOBER 60182 11/08/2012 Southern Calif Gas Co. 9,107.77 SERVICES ALL SITES 60183 11/08/2012 Staples Business Advantage 278A0 LABELS,INDEXMAKER 60185 11108/2012 Stephen Parker/Petty Cash 24.55 PETTY CASH/OFFICE 60184 11/08/2012 Steven Engineering 151.13 IDEC RELAYS 60186 11/08/2012 SWRCB 3,464.00 PERM FEES 2012-2013 60142 11/08/2012 TIM DESHLER 233.75 CUSTOMER REFUND b0187 11/08/2012 United Industries 976.15 SAFETY GLOVES 60188 11/08/2012 Urethane Solutions, Inc. 3,705.00 MANHOLE REHAB 50189 11/08/2012 Vido Samarzich Inc 105,480.'13 PRS UPGRD PROG PAY OCT 60190 11/08/2012 Village Nurseries 40.95 SOD MAR2 60125 11/08/2012 VIRGINIATAYLOR 17.05 CUSTOMER REFUND 60191 11/08/2012 Waiters Wholesale Electric Co. 2,440.54 RADIOLINX 802 60192 11/08/2012 Xylem Dewatering Solutions Inc 1,234.82 PRS UPGRADES GODWIN RENT Total $483,557.21 November 8, 2012 CHECK NUMBERS: Computer Checks 60121-60192 $ 389,944.60 WIRE: W-102912 ACWA/J P IA $ 93,122.59 W-11112 SoCal GIB-Wells Fargo Bank $ 490.02 $ 93,612.61 TOTAL OF CHECKS AND WIRES $ 483,557.21 PAYROLL NOS. 22: Direct Deposits $ 170,245.41 Third Party Checks 5410-5420 $ 12,106.45 Payroll Taxes $ 45,473.69 TOTAL OF PAYROLL $ 227,825.55 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 711,382.76 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF NOVEMBER 8, 2012 ------------------------------------------------------------------ ------------------------------------------------------------------ Cash Rewards Credit Card Bank of America 10/18/2012-10/31/2012 Date Vendor Name Amount Description 10/18/12 Answer One 933.45 Answering service 10/18/12 Inland Group 1,368.43 Printing postcards 10/18/12 Online Information 51.00 Utility Exchange 10/22/12 Mail Finance 313.30 Postage meter lease pymt Nov-Feb TOTAL 2,666.18 Cal Card Credit Card U S Bank 10/15/2012-10/31/2012 Date Vendor Name Amount Description 10/15/12 Home Depot 83.70 Concrete supplies/Manhole repair 10/15/12 Measurement Control Sys 284.83 Pressure gauges 10/15/12 USA Blue Book 152.27 Lock-out Tags 10/15/12 MISCO 244.16 Adapter assembly 10/15/12 Fullerton Paint 258.09 Marking Blue Caution 10/16/12 Praxair 140.24 Oxygen, Acetylene 10/17/12 John Deere Landscapes 82.22 Pipe/Leak repair 10/17/12 USA Safety Solutions 1,533.96 Cylinder storage 10/18/12 Wells Supply 6,022.17 WHS stock 10/18/12 Marina del Rey Hotel 157.16 Labor Reltn Aca Lodging Knight 10/22/12 Hilton Garden Inn 499.32 ACWA CLE Workshop Lodging Melton 10/22/12 Shutterstock 2,559.00 Annual/Image Downloads 10/23/12 Praxair 60.06 CO2 for South Loop analyzer 10/24/12 USA Blue Book 204.20 Production repair parts 10/24/12 Praxair 128.42 Welding supplies 10/24/12 Orange Tree Deli 1,602.84 Food/Benefits Fair 10/24/12 Caesar's Palace 255.36 CRWUA Conf Lodging Beverage 10/24/12 Franklin Covey 124.73 Planners 10/29/12 GFOA 330.00 GFOA Budget Award application fee TOTAL 14,722.73 ITEM NO. 8.3 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: Yes Total Budget: $2.25 M To: Board of Directors Cost Estimate: $1.7 M Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-200817 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Progress Payment No. 5 for the Yorba Linda Blvd Pipeline Project SUMMARY: Work continues on construction of the Yorba Linda Blvd Pipeline Project. It includes 5,170 lineal feet of 20-inch diameter water transmission main, various valves, blow-off and air-release installations in Yorba Linda Blvd. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 5 in the net amount of $75,715.00 to Garcia Juarez Construction, Inc. for construction of the Yorba Linda Blvd Pipeline Project, Job No. 200817. DISCUSSION: In accordance with the contract documents, Garcia Juarez Construction, Inc. submitted a request for Progress Payment No. 5, in the amount of $79,700.00 for completed work through October 31, 2012. During this period, the contractor maintained traffic controls and signs, and installed approximately 250 lineal feet of 20-inch pipe. The contractor also installed two butterfly valves, one air release assembly and one 6-inch blow-off assembly. The status of the construction contract with Garcia Juarez Construction, Inc. is as follows: • The current contract is $1,681,650.00 and 182 calendar days starting May 29, 2012. • If approved, Progress Payment No. 5 is $79,700.00 (4.7% of the total contract amount), less 5% retention of $3,985.00 for a net payment of $75,715.00. • If approved, total payments to date including retention will be $1,540,250.00 (91.6% of the total contract amount). • As of October 31, 2012, 154 calendar days were used (84.6% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 5 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board authorized the President and Secretary to execute a construction agreement in the amount of $1,681,650.00 for the Yorba Linda Blvd Pipeline Project with Garcia Juarez Construction, Inc. on May 24, 2012. The Board has approved four progress payments to date for this project, the last of which was approved on October 11, 2012. ATTACHMENTS: .._..._. Description: Type: GJC YL BLVD Project Progress Pay Request 5.Pdf YL Blvd. Pipeline Progress Payment 5 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RK/RC 4-0-1 PH was absent. YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Yorba Linda Blvd.Pipeline Praje_ct_ PROGRESS PAY REQUEST NO. 005 LOCATION Yorba Linda,CA PROJECT NO. 200817 PAGE 1 OF 1 PAGES CONTRACTOR Garcia Juarez Construction DATE 10/25112 ORIGINAL CONTRACT AMOUNT: $ 11581,650.00 AUTHORIZED CHANGE ORDERS: $ - REVISED CONTRACT AMOUNT: $ 1,681,650.00 PROGRESS PAY ESTIMATE FOR PERIOD October 1,2012 TO October 31,2012 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 1,450550.00 $ 79,700.00 $ 11540,250.00 CHANGE ORDER WORK COMPLETED $ - $ - $ - TOTAL VALUE OF WORK COMPLETED $ 1,46D,550.00 $ 79,700,00 $ 1,540.250.00 LESS RETENTION 5% $ 1,387,522.50 $ 75.715.00 $ 1,463.237.50 LESS OTHER DEDUCTIONS Electronic Wire Fees NET EARNED TO DATE $ 1,463,237.50 LESS AMOUNT PREVIOUSLY PAID $ 1,387,522.50 BALANCE DUE THIS ESTIMATE $ 75,715.00 NOTICE TO PROCEED May 28,2012 COMPLETION TIME 182 CALENDAR DAYS APPROVED TIME EXTENSIONS 4 CALENDAR DAYS TOTAL CONTRACT TIME 182 CALENDAR DAYS TIME EXPENDED TO DATE 154 CALENDAR DAYS TIME REMAINING 28 CALENDAR DAYS REQUESTED BY: DATE: ❑ S n,P ject Manager,GJC RECOMMENCED: , L DATE: foe Poliminc,Projeet Engineer,YLWD APPROVED BY: DATE: Steve Conklin,Engineering Manager,YLWD ITEM NO. 8.4 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: Yes Total Budget: $750,000 To: Board of Directors Cost Estimate: $25,568 Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-201108 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Approval of Change Order Nos. 11-14 for Pressure Regulating Stations Upgrade Project, Phase 1 SUMMARY: Construction is in progress for the Pressure Regulating Stations Upgrade Project. Submitted for consideration are Change Order Nos. 11-14 for six additional work days and $25,568.49 for additional time, labor and materials for the changes in condition for the Timber Ridge and Camino de Bryant sites. STAFF RECOMMENDATION: That the Board of Directors approve Change Order Nos. 11-14 for six additional work days and $25,568.49 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee considered this item at its November 1, 2012 meeting and supports staffs recommendation. DISCUSSION: In accordance with the contract documents, Vido Samarzich, Inc. submitted Change Order Nos. 11- 14 for changed conditions for the Camino de Bryant and Timber Ridge Pressure Regulating Station sites, summarized as follows: . Proposed Change Order No. 11 requests $11,559.19 and two additional work days to furnish and install two 12-in butterfly valves with insulating kits, PVC riser and valve cans at the Timber Ridge site. Work includes saw-cut, excavation and disposal of spoils, shoring and steel plates as necessary to remove an existing portion of 12" steel line, dewatering, field welding of flanges, installation of valves, sand bedding and backfill. This extra work was determined by District staff as necessary in order to isolate the work area, so that our customers can continue to receive water service during the construction period. In addition, the new valve between the existing pump station and the new pressure regulating station will make it possible to isolate either element for repairs and maintenance and keep the other in operation. • Proposed Change Order No. 12 requests $3,102.92 and 1.5 additional work days to install 15 feet of 2-3 block high slump-stone wall at the Camino de Bryant site. Work includes layout, excavation, pour footing, lay block, grout block, mortar cap and backfill behind wall. This work was requested by the City of Yorba Linda in order to channel runoff water from the adjacent hillside, away from the vault and city sidewalk. • Proposed Change Order No. 13 requests $4,576.38 and 1.5 additional work days to clear and grub all ground cover, trees and vegetation at the Timber Ridge site. This work (not shown on the plans) includes removal and disposal of approximately 15 cubic yards of soil and roots from ground cover and hedges. Also included is locating and cleaning-out the existing plugged drain line and removal of existing concrete around 12" main. This work was necessary in order to provide adequate clearance for pipe layout as indicated by the design plans. The design required a connection of the new pipeline to the existing 12" main; however, the contractor discovered concrete poured around the existing main which had to be removed in order to establish tie-in connection. • Proposed Change Order No. 14 requests $6,330.00 and 1 additional day to install a new a 12- in butterfly valve including excavation, export of spoils, dewatering, removal of existing valve, installation of new valve with insulating kit, field welding, patch work and slurry backfill at the Timber Ridge site. This work was requested by District staff to provide isolation to the pump station intake line. The new 12-in butterfly valve replaces an existing 12-in butterfly valve which District staff discovered during construction, was leaking by and did not close properly. As a result, staff requested the contractor to replace it with a 250-psi rated valve equipped with stainless steel nuts and bolts. District staff and its engineering consultant reviewed the changed conditions and the time request and recommend approval. Copy Change Order Nos. 11-14 are attached for review and information. The status of the construction contract with Vido Samarzich is as follows: • The current contract is $625,256.49 with 144.5 working days starting June 12, 2012. • If approved, Change Order Nos. 11-14 add six work days (4.2% of current contract days) and $257568.49 (4.1% of current contract cost). • If approved, the revised construction contract would be $650,824.98 and 150.5 days. The sum of the fourteen change orders to date would equate to 9.0% added contract cost and 35.6% added contract days over the original contract amounts. 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 May 10, 2012 the Board of Directors awarded the construction contract in the amount of $597,020 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On July 12, 2012 the Board of Directors approved Change Order No. 1 for 27 additional work days and no additional cost to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On August 9, 2012 the Board of Directors approved Change Order Nos. 2 & 3 for 3 additional work days and $14,904.07 to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On September 27, 2012 the Board of Directors approved Change Orders 4, 5 and 6 for a combined 3 additional work days and $10,512.09 to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08 • On October 11, 2012 the Board of Directors approved Change Orders 7-10 for one-half additional work day and $2,820.33 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 2011-08 ATTACHMENTS: Name: Description: Type: CO 11-14 Timber Ridge PRS.pdf CO_11-14_Timber Ridge PRS Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RK/RC 4-0-1 PH was absent. YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 11 DATE September 25,2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT.: $625,256.49 DAYS: 144 .5 CONTRACTOR: Vida Samarzich lnc. THIS CHANGE: $11,559.19 DAYS: 2 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $939,815.68 DAYS: 146 5 -this Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES 1OR TIME +r(TENS NSION! —DECREASE IN OR-REDUCTION CONTRACT {DAYS) AMOUNT Timber Ridge P.R,S,-Furnish and install(2)-12"butterfly valves,including insulating $11,559.19 2 flange kits,PVC deer and valve cans. Work includes coordinating shutdowns w/District, saw-cut,iayout,excavation and disposal of spoils,shoring as necessary,steel plates as necessary,shutdown by District,removal of portion of existing steel line,de-watering of existing line,field welding of weld flanges,assembly and installation of valves,sand bedding and slurry back611_ NET CHANGE $11,559.19 2 REVISED CONTRACT AMOUNT AND TIME $636,815.68 146.5 The amount of the contract will be increased by the sum of 5636,615.88 and the contract time shall be increased by 2 calendar days.The undersigned Contractor approves the foregoing Change Order as to the changes,I any,in the contract price specked for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,and as to the extension of time allowed,if any,for completion of the enbre work on account of said Change Order.The Contractor agrees to furnish all labor and materials and perform all other necessary work,inclusive of that directly or indirectly rested to the approved time extension,required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto.It is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full,final,and complete compensation to the Contractor for all costs, expenses,overhead.profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work.Including any impact an the referenced work of any other work under the contract,any changes in the sequences of any work,any delay to any work,any dfsruption of any work,Any rescheduling of any work,and any other effect on any of the work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion dale change,if any,and expressly waives any claims for any additional compansation, damages or time extensions. in connection with the above-referenced changes. (/�] RECOMMENDED: "'^'�' OWNER DATE: Derek gie 1, r ACCEPTED: 1 4 CONTRACTOR DATE: ido Sam ,Vic -President Vida Samarzlch,Inc. APPROVED: OWNER DATE: Steve Conklfrikeneral Manager A4f YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 12 DATE September 26,2012 page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT._ $636,815.88 DAYS: 146 .S CONTRACTOR: Vida Samarxich,Inc. THIS CHANGE: $3,102.92 DAYS: 1.5 PROJECT NO: 2011-08 OWNER: Yarba Linda Water District REVISED CONTRACT AMT: $639,918.60 DAYS: 148 This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,tumish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water Oistr et otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES /OR T1hnL +EXTENSION/ -DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT M CAMINO DE BRYANT PRS-Install approximately 15 If of a 2-3 black high slough wall per $3,102.92 1.5 standard 622-2.Work includes layout,excavation and disposal of spoils,pour footing,lay block,grout,mortar cap and backfill and grade behind wall. NETCHANGE $3,102.82 1.5 REVISED CONTRACT AMOUNT AND TIME $639,918.60 146 The arrrcunt of the contract will be increased by the sum of:838,818.60 and the contract time shall be inoeased by 1.5 calendar days.The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the contract price specified for each item including any and all supervision Costs and other me aallaneous casts rerating to the change in work,and as to the extension of time allowed,if any,for completion of the entire work on account of said Change Order,The Contractor agrees to furn€sh all labor and materials and perform all other necessary work,inclusive of that directly or indirectly related to the approved time extension,required to complete the Change Order items. This document will become a supplement of the contract and ali provisions will apply hereto.it is understood that the Change Order Shah he effective when approved by the Owner. This Change Order constJtutes full,fnal,and complete compensation to the Contractor for all costs, expenses,overhead,profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work,including any impact on the referenced work of any other work under the contract,any changes in the sequences of any work,any delay to any work,any disruption of any work,any rescheduling of any work,and any other effect on any of the work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion date change,if any,and expressly waives any claims for any additional compensation,damages or time extensions, in connection with the above-referenced changes. rI RECOMMENDED: � OWNER DATE: -112 2 Oere ro fect ACCEPTED: CONTRACTOR DATE: _1L7_._711 Z- Ido Sam: ch,Vi e-President Vic ho Samarxich,Inc. APPROVED: OWNER DATE: Steve Conklin, arleral Manager YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 13 DATE October 3, 2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT.: $639,918.60 DAYS: 148 CONTRACTOR: Vido Samarzich, Inc_ THIS CHANGE: $4,576.38 DAYS: 1.5 PROJECT NO: 2011-08 OWNER: Yortsa Linda Water District REVISED CONTRACT AMT: $644,494.98 DAYS: 149 .5 This Change Order covers changes to the subject contract as described herein. The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT TIME DESCRIPTION OF CHANCES /OR +EXTENSION 1 —DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT (5) CAMINO DE BRYANT PRS-re-locate irrigation valve in conflict w"v"gutter and relocate $4,576.38 1.5 lateral lines in conflict w new vault. Work includes relocating (2) heads. TIMBER RIDGE PRS-(1)clear and grub all ground cover and hedges not shown on plans.Work includes removal and disposal of approx 15 cy of soil and roots from ground cover and hedges. (2)locate and clean out existing plugged drain line(3)remove and dispose of concrete/slurry poured around exist 12"main(zone 6)at proposed area for new 12"BV(4)add work due to increase depth of zone 6-12° main (plane shows approx 5.5"cover-actual is T+cover)work includes add excavationldis osallbackfill — i NET CHANGE $4,576,38 1.5 REVISED CONTRACT AMOUNT AND TIME $644,494.98 149.5 The amount of the contract will be increased by the sum of$4,576.38 and the contract time shall be increased by 1,5 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,and as to the extension of time allowed,if any,for completion of the entire work on account of said Change Order.The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full,final, and complete compensation to the Contractor for ail costs, expenses,overhead, profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any work,any delay to any work,any disruption of any work, any rescheduling of any work, and any other effect on any of the work under this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: OWNER DATE: Derek g , Pro' c a ger ACCEPTED: �/ CONTRACTOR DATE: ido Sama ch,Vi -President Vido Samarzich, Inc. APPROVED: OWNER DATE: Steve Conklin,General Manager �L; 5 YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 14 DATE October 8, 2012 Page 1 Of # CONTRACT NAME: Pressure Regulating Stations upgrade CONTRACT AMT.: $644,494.98 DAYS. 149 .5 CONTRACTOR: Vido Samarzich, Inc. THIS CHANGE: $6,330.00 DAYS: 1 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $650,824.98 DAYS: I so .5 This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES I OR TIME +EXTiENSION I DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT ($7 TIMBER RIDGE PRS-Install District provided 12"BV including excavation,export of $6,330.00 1 spoils,shoring,shutdown by District,de-watering,removal of existing valve,install new valve w insulating kits,field welding of pipe and butt strap,patch work, sand and slurry backfill, install riser and valve can NET CHANGE $6,330.00 1 REVISED CONTRACT AMOUNT AND TIME $650,824.98 150,5 The amount of the contract will be increased by the sum of$6,330.00 and the contract time shall be increased by 1 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the Contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,and as to the extension of time allowed,if any,for completion of the entire work on account of said Change Order,The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full,final,and complete compensation to the Contraotor for all costs, expenses,overhead,profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work, including any impact on the referenced work of any other work under the contract,any changes in the sequences of any work,any delay to any work,any disruption of any work,any rescheduling of any work,and any other effect on any of the work under this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: OWNER DATE: Derek uye rotect a r ACCEPTED: CONTRACTOR DATE: d amarz ,Vice resident Vido Samarzich, Inc_ APPROVED: OWNER DATE. Steve Conk in, eneral Manager ITEM NO. 8.5 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: N/A To: Board of Directors Funding Source: N/A From: Steve Conklin, Acting General Manager Job No: 200702 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Ariel Bacani, Engineering CEQA Compliance: N/A Technician II Subject: Declaration of Restrictive Covenants with Shapell Industries, Inc. SUMMARY: The District has an existing water and sewer pipeline easement within Tract No. 16987. Shapell Industries, Inc. is requesting to construct a block wall within the easement. It is District policy to protect its easement rights by considering such requests carefully and further requiring the recordation of a Declaration of Restrictive Covenants whenever nonconforming improvements are allowed within these easements. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Acting General Manager to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Shapell Industries, Inc., Job No. 200702. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this item at its meeting held November 1, 2012 and supports staff recommendation. DISCUSSION: Shapell Industries, Inc. has requested District permission to construct a split face block wall, a 4-ft wide gate, sidewalk and curb within the dedicated easement at 19900 Villa Medici of Tract 16987. The proposed improvements will run parallel and across the easement at an angle. Staff reviewed the encroachment request and determined that the improvements would have minimal impact on operations and maintenance of the District facilities. To further protect the District's interest, staff recommends the execution of the attached Declaration of Restrictive Covenants, subject to approval as to form by General Counsel. An exhibit depicting the location of the proposed encroachment is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors has authorized execution of similar declarations of restrictive covenants with various developers and property owners. ATTACHMENTS: .._..._. Description: Type: 200702 DoRC.pdf Declaration of Restrictive Covenants Agreement 200702 DoRC Exhibit.pdf Declaration of Restrictive Covenants Exhibit A Exhibit Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RK/RC 4-0-1 PH was absent. RECORDING REQUESTED BY and when recorded return to: Yorba Linda Water District P.O.Box 309 Yorba Linda,California 92885-0309 This is to certify that this Declaration of Restrictive Covenants is presented for recording under the provisions of Gov.Code Sec.27383 by the Yorba Linda Water District in performance of an official service thereof. Steve R. Conklin Acting General Manager Space Above This Line for Recorder's Use DECLARATION OF RESTRICTIVE COVENANTS (ENCROACHMENT ON DISTRICT EASEMENT) Job No.200702 THIS DECLARATION OF RESTRICTIVE COVENANTS ("Declaration") is made this 8th day of November, 2012 by and between YORBA LINDA WATER DISTRICT ("YLWD"), a public agency, created and operating under the authority of Division 12 of the California Water Code, and SHAPELL INDUSTRIES, INC. ("Owner"),with reference to the following recitals of fact: RECITALS A. The Owner is the legal owner of that certain real property located at 19900 Villa Medici, Yorba Linda,California 92886 ("Subject Property"),which is more particularly described as follows: UNIT 98,AS SHOWN ON THE CONDOMINIUM PLAN RECORDED ON APRIL 30, 2010, AS INSTRUMENT NO. 2010000204090, OF OFFICIAL RECORDS OF ORANGE COUNTY, CALIFORNIA, WHICH CONDOMINIUM PLAN COVERS A PORTION OF LOT 2 OF TRACT NO. 16987,AS SHOWN ON A SUBDIVISION MAP RECORDED IN BOOK 895, AT PAGES 1 TO 10, INCLUSIVE, OF MISCELLANEOUS MAPS, IN THE OFFICE OF THE ORANGE COUNTY RECORDER. B. YLWD owns an Easement, as identified on Tract Map No. 16987, recorded on February 19, 2008, in Book 895, Pages 1 through 10 of Miscellaneous Maps, Instrument No. 2008000073036, in Official Records of Orange County, California ("Easement"), across a portion of the Subject Property. 1 Within the Easement, YLWD owns and maintains a water and sewer main pipelines ("District Facilities"). C. The Owner desires to construct and install a split face block wall, a 4-ft wide gate, sidewalk and curb (collectively herein referred to as "Improvements") within and along the Easement area (hereinafter, "Encroachment"), as illustrated in Exhibit "A," attached hereto and incorporated by reference herewith. D. YLWD conditionally consents to Encroachment of the Improvements within and along the Easement area as stipulated in this Declaration. Owner is aware that the Improvements may lead to problems affecting and/or interfering with YLWD's use of the Easement. E. Although the construction or existence of walls, structures, and other improvements within and along the Easement area may interfere or restrict YLWD's Easement rights, the Owner wishes to construct and use the Improvement within or along the Easement area. NOW, THEREFORE,incorporating the above recitals,YLWD and Owner declare as follows: 1. Covenant Running with Land. This Declaration constitutes a covenant running with the land as provided by the California Civil Code section 1468 and shall benefit, burden, and bind the successive owners of the Subject Property and the Easement. 2. Successors and Assigns Bound. Since Owner wishes to retain the Encroachment, this Declaration obligates the current and future owners of the Subject Property to remedy any future adverse events and to fund any necessary maintenance costs on the Easement and/or Subject Property that may arise in full or in part due to the existence, construction, or damages caused by the Encroachment. 3. Damages to District Facilities. Owner assumes full responsibility, liability and shall pay for any cost(s)or damage(s) to the District Facilities and appurtenant structures,arising from or related to the construction, existence, and/or use of the Improvements. YLWD shall not be responsible for any cost(s) or damage(s) to the District Facilities and appurtenant structures that arise from the Encroachment. 2 4. Damages to Third Parties. Owner, its successors or assigns, agrees to indemnify and hold YLWD, its officers, directors, employees, agents and consultants, harmless against any third parry claims related to or arising out of the construction, existence and/or use of the Improvements. 5. Damages to Improvements. Owner acknowledges that the Improvement may be damaged or demolished to permit reasonable access to or reasonable work within and under the Easement area. YLWD, its officers, directors, employees, agents and consultants, shall not be responsible for any damage(s) to or because of the Improvement which results from YLWD's exercise of rights under the Easement. Owner, its successors or assigns, waives all known, unknown, and future claims, liabilities, causes of action, and expenses (including, but not limited to, attorneys' fees) against YLWD, its officers, directors, employees, agents and consultants, for losses and damages to the Improvement and from any obligation to protect, preserve, repair, or replace the Improvement. Construction,use,protection, repair and replacement of the Improvement shall be entirely the risk and obligation of Owner, its successors or assigns, even if damage is caused by YLWD. 6. Recording of Agreement. This Declaration shall be recorded in the Office of the Recorder of the County of Orange, California, and shall constitute notice to all successors and assigns of the title to the Subject Property of the rights and obligations set forth herein. 3 Approved as to Form: YORBA LINDA WATER DISTRICT Kidman Law,LLP Arthur G.Kidman Phil Hawkins General Counsel President Steve R. Conklin Acting General Manager SHAPELL INDUSTRIES, INC: Name: Title: 4 I 4 4: 1 4: 1 4: 1 y ti n CURB/EASEMENT 8„S N 8"S n_ni OT SIDEWALK _ EX54"SD 8 s ° a TV q URB 8"W v ° EA MENT a CURB 4' GATE BLOCK WALL f SIDEWALK SIDEWALK a I I / \ \ I \ I I / 3 c /\ m 4.5' PAD =657.6 PROTO II WALL DIP FOOTING SEE SHEET 114 OF"IMPROVEMENT PLANS / N PHASE 2 PORTION OF TRACT NO. 16987\ / .. I SECTION A-A N.TS. STORM AO TO CITY OF DRAW AMINTENAN LINDACE&ACCESS EASEMENT (D TO NGRESS C n OEFRYORBA LINDA PUBLIC UTILITY EASEMENT EXHIBIT © FIRE ACCESS EASEMENT TO CITY OF YOR84 LINDA © Y 8R LINDA WATER SDISTRICT DECLARATION OF RESTRICTIVE 20 10 0 20 Pmpa ed For Prepafe►By. COVENANTS 22 S wo`°`� mkwv% © I R V I FR ASSOCIATES c . TRACT 16987 UNIT 98 �W R211C�1•o""�l� ,� I R V I N E I N C s� u. �� PLANNING ENGINEERING SURVEYING Three Hughes.Wire,G91818-PH:005-010-F%:f999)S-759 GRAPHIC SCALE:1"=20' ��/00 DAM PREPARED.�1012312012 F:\0013\Engineering\SFLTTM16987\Exh_General\Declaration_Covenants\Unit 98.dwg ITEM NO. 8.6 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: Yes Total Budget: $1.12 M To: Board of Directors Cost Estimate: $1,100,000 Funding Source: Water Capital Reserves From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J2011-20 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: Award of Construction Contract for 2012 Waterline Replacement Project, Phase II SUMMARY: On October 31, 2012, bids were received from 13 contractors for construction of the 2012 Waterline Replacement Project Phase II. Following review of the bids, staff recommends award to the low- bidder, GRFCO, Inc., for the amount of $1,090,000. The Engineer's Estimate for this project is $1,100,000. STAFF RECOMMENDATION: That the Board of Directors award the Construction Contract for the 2012 Waterline Replacement Project, Phase II to GRFCO, Inc., for $1,090,000. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this matter at its November 1, 2012 meeting and supports staffs recommendation. DISCUSSION: This project consists of replacing old waterlines and appurtenances in seven locations, ranging from 200 to 3,000 feet, with a total replacement length of approximately 6,700 feet. These locations (per attached map) were identified in the Asset Management Plan and the Capital Improvement Plan as requiring near-term replacement due to age and condition of the pipelines. The project was divided into two phases for construction . Phase 1, a replacement pipeline in Plumosa Drive, has been completed. Phase 2 work is planned for completion by the end of FY 12/13 at an estimated cost of $1,100,000. On October 31, 2012, sealed bids were received from 13 contractors. The bids range from a low of $1,090,000 to a high of $1,660,630 as shown below. The bid tabulation, bid documents and references from the low bidder, GRFCO, Inc., were reviewed and checked by District staff and found to be responsive and fully in order. Accordingly, staff recommends award to GRFCO, Inc. No. Company Bid 1. GRFCO, Inc. $1,090,000.00 2. TBU, Inc. $1,359,300.11 3. Cedro Construction, Inc. $1,366,450.00 4. E.J. Meyer Co. $1,383,333.00 5. Mike Bubalo Construction Co., Inc. $1,398,000.00 6. TK Construction $1,408,000.00 7. Vido Samarzich Inc. $1,428,000.00 8. JA Salazar Construction & Supply Corp. $1,436,000.00 9. Big Ben Construction $1,447,500.00 10. Lonerock, Inc. $1,486,000.00 11. Kana Pipeline, Inc. $1,487,000.00 12. Vido Artukovich & Son, Inc.Nidmar, Inc. $1,645,000.00 13. MNR Construction, Inc. $1,660,630.00 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 14, 2010, the Board of Directors authorized execution of a Professional Services Agreement with RBF, for a fee not to exceed $219,309, to provide engineering design, bidding support services and construction management for the 2010 Waterline Replacement Project. On May 12, 2011, the Board awarded a construction contract in the amount of $568,000 to Kana Pipeline, Inc., for construction of the 2010 Waterline Replacement Project, Phase 1 - Plumosa Drive. ATTACHMENTS: Description: Type: 2012 Waterline Replacement Vicinity Map.pdf 2012 Waterline Replacement Vicinity Map Backup Material 2012 WATERLINE REPLACEMENT PROJECT, PHASE II Lambert °aeeory �yav Birch Legend pq" •y ���•"�•..���� ��gJ Fde.SDE.YLWD_Service_Boundary R_ oo � �� wqus �� �� .� �MRSr "sr�� �••'� c oy rc�me r ' CATALINALINA p ✓�"�.� "c s rZ Q its FROG* j°i-NO ♦♦,. scu,a �� e° w� s wrvo —"a J eaerarvcnum �"oa oL�,LE11 a r� p orv° ° HIDDEN HILLS c 5 i� OHIO ST p�� m � �, m° � ° �� a o � s,°ew s `°=*a�� d •� 4Mo °L w PEBBLE BEA e o � F P o w FPM �� • - - - - �� S E �� d d/ pwEME� A'cgRE4e PlE y � Po- g %J %�� `�' ° a ���.�••� Ran°h `� g sE Pman c�x urvi it wr ^�, �� A• �kcae s� � R o � L Ramp anrvc Hoaae > _ �,E'' CRESTHILL DR RICHFIELD RD a e� r oOO� ��•.�7g� � �n�- .�" La Palma < anso W+E ��F canyon Rim Noht R ch 2��o s c° to LOCATION MAP 0 1,300 2,600 5,200 7,800 n Feet ITEM NO. 9.1 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: Yes Total Budget: $750,000 To: Board of Directors Cost Estimate: $105,480.13 Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-201108 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Progress Payment No. 4 for Pressure Regulating Station Upgrades, Phase 1 SUMMARY: Work is proceeding on construction of the Pressure Regulating Station Upgrades Project. It includes improvements to four pressure regulation stations (PRS) with concrete vaults, piping, valves, safety ladders, traffic-rated hatches, and appurtenances to meet new design and safety standards. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 4 in the net amount of $105,480.13 to Vido Samarzich, Inc. for construction of Pressure Regulating Station Upgrades Project, Phase 1. Job No. J-201108. DISCUSSION: In accordance with the contract documents, Vido Samarzich, Inc. submitted a request for Progress Payment No. 4, in the net amount of$108,691.89 for completed work through October 31, 2012. During this period, the contractor replaced four critical isolation valves for the Timber Ridge site, installed new ductile iron piping and flowmeter manifolds, completed the pipeline segment for the new pressure reducing station and started the foundation and block building construction. Work for the Timber Ridge site is nearing completion and the overall project is estimated to be complete by the end of November. The status of the construction contract with Vido Samarzich is as follows: • The current contract amount is $650,824.98 and 150.5 calendar days starting June 12, 2012. • If approved, Progress Payment No. 4 is $111,031.72 less a 5% retention of $5,551.59 for a net payment of $105,480.13 (16.2% of the total contract amount). • Total payments to date including retention are $545,789.23 (83.9% of the total contract amount). . As of October 31, 2012, 124 calendar days were used (82.4% 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): • On May 10, 2012 the Board of Directors awarded the construction contract in the amount of $597,020 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On July 12, 2012, the Board of Directors approved Change Order No. 1 for 27 additional work days and no additional cost to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On August 9, 2012 the Board of Directors approved Change Orders 2 & 3 for 3 additional work days and $14,904.07 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On August 9, 2012, the Board of Directors approved Progress Payment No. 1 in the net amount of $86,601.12 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On September 27, 2012, the Board of Directors approved Change Orders 4, 5 & 6 for a combined three additional work days and $10,512.09 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On September 27, 2012, the Board of Directors approved Progress Payment No. 2 in the net amount of $214,529.64 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Station Upgrades, Job No. 2011-08. • On October 11, 2012, the Board of Directors approved Change Orders No. 7-10 for one-half additional work day and $2,820.33 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. • On November 1, 2012, the Planning-Engineering-Operations Committee considered Change Orders No. 11-14 at its meeting and recommends that the Board of Directors approve Change Orders No. 11-14 on November 8, 2012 for six additional work days and $25,568.49 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. ATTACHMENTS: Description: Type: Vido Samarzich Prog.Payment No.4 10292012.pdf Vido_Samarzich_Prog. Payment No.4_10292012 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RC/RK 4-0-1 PH was absent. YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Pressure Regulating Station PROGRESS PAY REQUEST 004 Upgrades NO. LOCATION Yorba Linda, CA PROJECT NO. 201108 PA 1 OF 1 PAGES GE _ CONTRACTOR Vido Samarzich, Inc. DATE October 31, 2012 ORIGINAL CONTRACT AMOUNT: $ 597,020.00 AUTHORIZED CHANGE ORDERS: $ 63,804,98 REVISED CONTRACT AMOUNT: $ 550,824.98 PROGRESS PAY ESTIMATE FOR PERIOD October 1,2012 TO Oowber 31 2014 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 435,787.50 S84,922,50 $520,71 0.00 CHANGE ORDER WORK COMPLETED $ 27,695.76 $26 109.22 $ 53,804.98 TOTAL VALUE OF WORK COMPLETED $ 463,483.2e $111,031.72 $ 574.51 4_98 LESS RETENTION.5 $ 28 725,75 LESS OTHER DEDUCTIONS Eleatronlc Wire Fees $ NET EARNED TO DATE $ 545 789.23 LESS AMOUNT PREVIOUSLY PAID $ 440,309.10 BALANCE DUE THIS ESTIMATE $ 105,480.13 NOTICE TO PROCEED Juste fit,2042 COMPLETION TIME 111 CALENDAR DAYS APPROVED TIM15 EXTENSIONS 39.5 CALENDAR DAYS TOTAL CONTRACT TIME 950.5 CALENDAR DAYS TIME EXPENDED TO DATE la 4 CALENDAR DAYS TIME REMAINING 2 6.5 CALENDAR DAYS r �j REQUESTED BY: /, r �-� DATE: �o 7 Vido Sarriarzi ;VicePr ident,Contra c#or RECOMMENDED: DATE: u en,P a er,YLWD APPROVED BY: DATE: Steve Conklin,Acting General Manager,YLWD ITEM NO. 9.2 AGENDA REPORT Meeting Date: November 8, 2012 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Prepared By: Gina Knight, HR/Risk Manager Subject: Proposed Revision of Budgeted Positions for the Remainder of FY 2012/13 SUMMARY: Staff is requesting that the Board adopt Resolution No. 12-27 approving the proposed revision of the Budgeted Positions for the remainder of FY 2012/13 and rescinding Resolution No. 12-20 for the purpose of hiring a temporary part-time employee for records-management support. STAFF RECOMMENDATION: That the Board of Directors adopt Resolution No. 12-27 Revising the Budgeted Positions for the Remainder of Fiscal Year 2012/13 and Rescinding Resolution No. 12-20. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee discussed this item at its meeting held October 23, 2012 and supports staff's recommendation. DISCUSSION: During the Fiscal Year 2012/13 Budget process, an intern position was budgeted to provide records management support to the Executive Secretary in the Administrative Department. A Records Management Assessment was completed by an outside consultant in August 2012. The assessment identified the need for additional support to assist the District's Executive Secretary with the records management program in general. The Assessment recommended hiring a limited-term full-time position for 12 months. On October 9, 2012, the Personnel-Risk Management Committee discussed this item and directed staff to bring back several options for the Committee to consider. On October 23, 2012, staff presented several options to the Committee members for consideration. The options included the following: 1. Hiring a part-time clerk from a Temporary Agency; 2. Contacting Datalok and Iron Mountain to see if they contracted out their employees on a temporary basis; 3. Hiring a temporary part-time District employee for 28 hours/week without benefits 4. Hiring a one-year limited-term full-time employee with benefits. After review and discussion of the options presented to the Committee, the Committee members supported replacing the intern position with a temporary part-time District position without benefits. The temporary part-time position will be compensated at $18.30/hour (Range 15) not to exceed 28 hours per week. ATTACHMENTS: rvame: Description: Type: Resolution No. 12-27.doc Resolution 12-27 Backup Material Reso 12-27 Exhibit A Authorized Positions FY 2012- 2013 -11-8-2012.xls Exhibit A Resolution 12-27 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RC/MB 4-0-1 Roll Call PH was absent. RESOLUTION NO. 12-27 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT REVISING THE BUDGETED POSITIONS FOR THE REMAINDER OF FISCAL YEAR 2012/13 AND RESCINDING RESOLUTION NO. 12-20 WHEREAS, the Board of Directors adopted Resolution No. 10-09 on May 27, 2010 the "Yorba Linda Water District Personnel Rules"; and WHEREAS, the "Personnel Rules" direct that the number of Authorized Positions and Salary Ranges are subject to approval by the Board of Directors; and WHEREAS, the Board of Directors adopted Resolution No. 12-20 on September 13, 2012 approving the budgeted positions for the remainder of Fiscal Year 2012/13; and WHEREAS, it is the desire of the Board of Directors to revise the Budgeted Positions for the remainder of Fiscal Year 2012/13 and rescind Resolution No. 12- 20. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The number of Budgeted Positions as set forth in Exhibit "A" attached hereto is approved and adopted for the remainder of Fiscal Year 2012/13 effective November 8, 2012. Section 2. The General Manager is hereby authorized to employ up to the number of employees budgeted and funded in each fiscal year without further approval of the Board of Directors. Section 3. The General Manager is hereby authorized to fill a budgeted position that is vacated while this Resolution is active with a new employee at a lower or equal classification. The General Manager is further authorized to fill a budgeted position with a part time employee or contract staff. Section 4. That Resolution No. 12-20 is hereby rescinded effective November 8, 2012. Resolution No. 12-27 Revising Budgeted Positions for FY 2012113 1 PASSED AND ADOPTED this 8t" day of November 2012 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Annie Alexander, Assistant Board Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-27 Revising Budgeted Positions for FY 2012113 2 Exhibit"A" Resolution No. 12-27 Budgeted Positions for 2012/2013 Effective November 8, 2012 Budgeted Budgeted Salary as of Proposed as of Range Position Classification 9/13/2012 Change 11/8/2012 15 Customer Service Rep 1 1 1 16 Meter Reader 1 2 2 17 Customer Service Rep 11 1 1 Accounting Assistant 1 1 1 Maintenance Worker 1 9 9 Mechanic 1 0 0 Engineering Secretary 1 1 Operations Secretary 0 0 18 Meter Reader 11 2 2 19 Customer Service Rep 111 2 2 Storekeeper 0 0 Operations Assistant 1 1 20 Engineering Technician 1 0 0 Water Quality Technician 1 0 0 Maintenance Dist. Operator 11 8 8 21 Facilities Maintenance 1 1 Accounting Assistant 11 1 1 Mechanic 11 1 1 22 Water Quality Technician 11 1 1 Information Systems Tech 1 1 1 23 Maintenance Dist. Operator 111 4 4 Meter Services Lead 1 1 Personnel Technician 1 1 Plant Operator 11 3 3 Mechanic 111 1 1 24 Construction Inspector 1 1 Engineering Technician 11 2 2 Information Systems Tech 11 1 1 25 Human Resources Analyst 1 1 Sr. Accountant 1 1 Instrumentation Technician 1 1 26 GIS Administrator 1 1 Project Engineer 2 2 Sr. Maintenance Dist. Operator 4 4 Sr. Plant Operator 1 1 Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 27 Customer Service Supervisor 1 1 28 Management Analyst 1 1 29 Water Quality Engineer 1 1 Safety and Training Officer 0 0 Sr. Project Engineer 0 0 30 Water Maint. Superintendent 1 1 SCADA Administrator 1 1 Public Information Officer 1 1 IS Administrator 1 1 31 Chief Plant Operator 1 1 32 Executive Secretary 1 1 34 Sr. Project Manager 1 1 37 Human Resources and Risk Manager 1 1 Finance Manager 1 1 Operations Manager 1 1 Engineering Manager 1 1 IT Manager 1 1 Salary General Manager 1 1 Set by Board Total 76 0 76 Salary Range Position Classification 1-11 Public/Governmental Affairs Intern 0.5 0.5 X 15 Records Management Clerk 0.5 0.5 Y 24 GIS Technician 0.5 0.5 Z Total 1.5 1.5 During FY 2012/2013 the District will promote one (1) Maintenance Distribution Operator II to a Maintenance Distribution Operator III which is currently under filled with a Maintenance Worker I position. X Intern - one (1) intern position budgeted for FY 2012-2013. The intern will be utilized in the Public/Governmental Affairs division of the Administration Department. Y Originally budgeted as an intern position during the FY 2012-2013 Budget process. Staff recommends replacing the intern position with a temporary part-time Records Management Clerk position. This position will provide support to the Executive Secretary with records management. Z GIS Tech is a part-time position. ITEM NO. 9.3 AGENDA REPORT Meeting Date: November 8, 2012 Budgeted: No To: Board of Directors Cost Estimate: $20,000 Funding Source: Water Operating Fund From: Steve Conklin, Acting General Account No: 1-5040-0730-75 Manager Presented By: Steve Conklin, Acting General Dept: Operations Manager Reviewed by Legal: N/A Prepared By: John DeCriscio, Chief Plant CEQA Compliance: N/A Operator Subject: Timber Ridge Booster Pump and Motor#1 Repairs SUMMARY: In late July and early September 2012, at the request of District staff, Layne Christensen Company provided the District with proposals to pull the existing pump and motor and take them to their shop, break it down and provide a written report and estimate for the repairs. District staff reviewed and approved the proposals (totaling $4936), which was within the District's purchasing policy limits. However, the total cost of the repairs for this project will exceed the single-quote requirements set by our existing purchasing policy. Because of the cost associated with this type of equipment, and the need for the work to be outsourced to specialized companies, with specialized equipment, the cost to perform the work regularly exceeds the current purchasing policy (i.e., $5000 max with one quote, $15,000 with two). In the past, in an effort to stay within the purchasing policy requirements we have had the pump companies transport the parts and equipment to other pumps companies for a second quote for repair projects. This has had little benefit because the savings in repair cost from company to company rarely is enough to cover the cost to transport between shops. Additionally, on one occasion, we had one shop saying they didn't get all the original parts in transport. STAFF RECOMMENDATION: That Board of Directors authorize staff to issue purchase orders to Layne Christensen Company for an estimated total cost of $15,609 for repairs to Timber Ridge Booster Pump #1. COMMITTEE RECOMMENDATION: The PEO Committee reviewed this item at its November 1, 2012 meeting and supports staff recommendation to move forward with the repairs on Timber Ridge Booster#1. Committee also supported staff recommendation to look into a potential modification to the District's purchasing policy that would allow staff to move forward with these type of repairs in a more timely manner. DISCUSSION: Current estimated cost for this repair project is noted below. Items #1 and #2 were reviewed, approved and paid. Items #3 and #4 are outstanding. 1. 07-23-2012 - Pull pump and motor transport to shop and provide repair quote and report. $2956.40 2. 09-12-2012 - Return to pull pump only (YLWD staff couldn't get the water to shutdown during original attempt.) $1979.73 3. 10-17-2012 - Quote to repair, install, and test pump. $9375.01 4. Quote to repair motor. $1297.60 Total Repair Cost = $15,608.74 Approved by the Board of Directors of the Yorba Linda Water District 11/8/2012 RC/RK 4-0-1 PH was absent. ITEM NO. 11.2 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Finance-Accounting Committee (Kiley/Hawkins) • Minutes of meeting held October 24, 2012 at 1:00 p.m. • Meeting scheduled November 26, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 102412 FA - Minutes.doc FA Mtg Minutes 10/24/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING October 24, 2012 A meeting of the Finance-Accounting Committee was called to order by Director Kiley at 1:00 p.m. The meeting was held at the District's Administrative Office at 1717 E. Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Phil Hawkins Delia Lugo, Senior Accountant 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Budget to Actual Results for September 2012 Ms. Lugo presented the September Budget to Actual Results to the committee. She discussed the relationship of certain line items' actual amounts to where the expectation would be at this point in the year, and answered committee questions related to the current results. 2.2. Investment Reports for Period Ending September 30, 2012 Ms. Lugo explained that the 2003 and 2008 COP's debt service payments and CIP spending resulted in a decrease in investment balances of approximately $1.9 million. Ms. Lugo also discussed the current portfolio yield moving up slightly to 0.78%. The committee had no questions. 2.3. Status of Strategic Plan Initiatives Ms. Lugo reported on the status of strategic plan initiatives relating to fiscal responsibility. 2.4. Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1. The Committee adjourned at 1:28 p.m. The next meeting of the Finance- Accounting Committee will be held Monday, November 26, 2012 at 4:00 p.m. 1 ITEM NO. 11.3 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held October 23, 2012 at 4:00 p.m. • Meeting scheduled November 13, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 102312 PRM - Minutes.doc PRM Mtg Minutes 10/23/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING October 23, 2012 A meeting of the Yorba Linda Water District's 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 Steve Conklin, Acting General Manager Director Ric Collett Gina Knight, HR/Risk Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Job Reclassifications (Verbal Report) The Committee discussed the reclassification of several District job classifications. The Committee directed staff to bring back a report for the proposed job reclassifications during the FY 2013-2014 Budget process along with the justification for each. During the FY 2012-2013 Budget process an intern position was budgeted to provide records management support to the Executive Secretary in the Administration Department. Staff reported results of a records management assessment conducted for the District. The results identified the need for additional staff for records management. Staff presented several options to the Committee and the Committee supported the intern position being replaced with a temporary part-time position. Staff will prepare and present a report for Board consideration and approval at the Board meeting of November 8, 2012. In addition, staff requested the Committee's approval to fill the vacant Meter Reader I position. The Committee directed staff to have the Finance Manager, present his request to fill the vacant Meter Reader I position with justification at a future Personnel-Risk Management Committee meeting. 2.2. Revised Draft Operations Manager Job Description At the request of the Personnel-Risk management Committee, staff revised the job description for the Operations Manager position. The Committee Chair directed staff to prepare a final clean copy of the revised job description to the next Personnel-Risk Management Committee. 2.3. Status of Recruitments and Budgeted Positions Staff reported on the status of two internal recruitments (one Water Quality Tech II and two Maintenance Distribution Operator II positions) resulting in three District employees being promoted to higher level positions. In addition, an outside candidate was extended a job offer which was 1 accepted for the vacant Accounting Assistant II position with a tentative hire date of November 19, 2012. 2.4. Future Agenda Items and Staff Tasks The Personnel-Risk Management Committee Chair requested that staff review the titles of the Supervisory and Confidential staff members for accuracy. The Committee Chair also requested that staff provide a verbal report on the status of overdue employee performance evaluations at each future Personnel-Risk Management Committee meeting. 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:43 p.m. The next meeting of the Personnel-Risk Management Committee will be held Tuesday, November 13, 2012 at 4:00 p.m. 2 ITEM NO. 11.5 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held October 24, 2012 at 4:00 p.m. • Minutes of meeting held November 5, 2012 at 8:30 a.m. (To be provided at the next regular Board meeting. • Meeting scheduled December 3, 2012 at 3:00 p.m. ATTACHMENTS: Description: Type: 102412 PACT - Minutes.docx PACT Mtg Minutes 10/24/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING October 24, 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 Steve Conklin, Acting General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Damon Micalizzi, Public Information Officer 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Faxing & Printer Toner Issue (Verbal Report) Mr. Vega updated the Committee on the issues associated with faxing. An analog card was replaced on Oct. 2 on the phone switch that controls faxing and IT has received some feedback. At this time based on feedback from staff, only the HR department may still have faxing issues. If faxing issues continue, a POTS (Plain old telephone service) line will be installed in HR to bypass the phone switch and solve the problem. 2.2. New Website Review (Verbal Report) Mr. Micalizzi presented to the Committee the District's new website design on which staff and the consultant are currently putting the finishing touches. The look of the new site was well received by the Committee and only minor edits were suggested. Once those final edits and enhancements are polished the site is targeted to launch the first week of November. 2.3. Bottled Water Label Contest Update (Verbal Report) Mr. Micalizzi updated the Committee on the Bottled Water Label Contest, noting that the District was still receiving entries and anticipated many more coming during the final days leading up to the deadline. He also showcased to the Committee the voting mechanism that is being implemented on the District's new site that will allow the District's customers to vote on the finalists and select this year's winning art work. 1 2.4. Water Lines Newsletter Redesign and Review of District Printed Collateral (Verbal Report) Mr. Micalizzi presented to the Committee three proofs of new designs for the District Newsletter. The Committee unanimously selected one of the three as the favorite and made suggestions for some minor edits to the design. Mr. Micalizzi explained to the Committee that the new design will, in collaboration with the new website, become the new look of the "YLWD Brand." 2.5. Winter Newsletter Content The Committee discussed potential content for the 2012 Holiday Newsletter and approved the proposed stories offered by staff. 2.6. Public Outreach Activities The Committee reviewed the Districts recent and future involvement at Public Outreach events and briefly discussed the District's recent involvement in the City of Placentia's Heritage Festival and the upcoming Yorba Linda Fiesta Days. 2.7. Future Agenda Items and Staff Tasks • Options for Ordering Bottled Water • District Signage 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:45 p.m. The next meeting of the Public Affairs-Communications-Technology Committee will be held Monday, November 5, 2012 at 4:00 p.m. (This meeting was subsequently rescheduled to 8:30 a.m. the same day.) 2 ITEM NO. 13.1 AGENDA REPORT Meeting Date: November 8, 2012 Subject: Meetings from November 9, 2012 - December 31, 2012 ATTACHMENTS: Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: November 2012 District Offices Closed Mon, Nov 12 7:30AM Personnel-Risk Management Committee Meeting Tue, Nov 13 4:OOPM Beverage/Collett LAFCO Wed, Nov 14 9:OOAM Beverage Yorba Linda Planning Commission Wed, Nov 14 7:OOPM Kiley Board of Directors Workshop Meeting Thu, Nov 15 8:30AM Exec-Admin-Organizational Committee Meeting Mon, Nov 19 4:OOPM Hawkins/Melton Pub Affairs-Communications-Tech Committee Meeting Tue, Nov 20 4:OOPM Melton/Beverage Yorba Linda City Council Tue, Nov 20 6:30PM Melton MWDOC Board Wed, Nov 21 8:30AM Melton/Staff Board of Directors Regular Meeting Wed, Nov 21 8:30AM OCWD Board Wed, Nov 21 5:30PM Kiley/Staff District Offices Closed Thu, Nov 22 7:OOAM District Offices Closed Fri, Nov 23 7:OOAM Citizens Advisory Committee Meeting Mon, Nov 26 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Nov 26 4:OOPM Kiley/Hawkins Joint Committee Meeting with MWDOC and OCWD Tue, Nov 27 4:OOPM Hawkins/Beverage Personnel-Risk Management Committee Meeting Wed, Nov 28 4:OOPM Beverage/Collett Yorba Linda Planning Commission Wed, Nov 28 7:OOPM Collett ISDOC Thu, Nov 29 11:30AM Kiley December 2012 Pub Affairs-Communications-Tech Committee Meeting Mon, Dec 3 3:OOPM Melton/Beverage Yorba Linda City Council Tue, Dec 4 6:30PM Hawkins MWDOC/MWD Workshop Wed, Dec 5 8:30AM Melton/Staff OCWD Board Wed, Dec 5 5:30PM Kiley/Staff Public Financing Corporation Regular Meeting Thu, Dec 6 8:30AM Board of Directors Regular Meeting Thu, Dec 6 8:30AM Personnel-Risk Management Committee Meeting Mon, Dec 10 4:OOPM Beverage/Collett CRWUA Conference Wed, Dec 12 8:OOAM Beverage LAFCO Wed, Dec 12 9:OOAM Beverage CRWUA Conference Thu, Dec 13 8:OOAM Beverage/Melton Planning-Engineering-Operations Committee Meeting Thu, Dec 13 3:OOPM Collett/Kiley CRWUA Conference Fri, Dec 14 8:OOAM Beverage Citizens Advisory Committee Meeting Mon, Dec 17 8:30AM Beverage Exec-Admin-Organizational Committee Meeting Mon, Dec 17 4:OOPM Hawkins/Melton Finance-Accounting Committee Meeting Tue, Dec 18 12:OOPM Kiley/Hawkins Yorba Linda City Council Tue, Dec 18 6:30PM Melton Pub Affairs-Communications-Tech Committee Meeting Wed, Dec 19 4:OOPM Melton/Beverage Board of Directors Regular Meeting Thu, Dec 20 8:30AM District Offices Closed Mon, Dec 24 7:OOAM District Offices Closed Tue, Dec 25 7:OOAM 11/5/2012 8:21:42 AM ITEM NO. 14.1 AGENDA REPORT Meeting Date: November 8, 2012 Subject: MWDOC Elected Officials Forum - November 29, 2012 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at this event if desired. ATTACHMENTS: Description: Type: Elected Officials YLWD.docx Backup Material Backup Material Elected Officials Agenda 11-29-12.docx Backup Material Backup Material October 25, 2012 The Honorable Phillip Hawkins Board President Yorba Linda Water District 1717 E. Miraloma Ave. Placentia, CA 92870 Subject: MWDOC Board and Member Agency Elected Officials' Forum November 29, 2012—6:00 to 8:00 p.m. Dear President Hawkins, The Municipal Water District of Orange County (MWDOC)is the wholesale water provider and regional planning agency for twenty-seven water retailers and the Orange County Water District. Our activities include Metropolitan representation, Metropolitan policy and rate development and implementation, water use efficiency, water resource planning, Federal and State grant procurement, governmental relations and public information and education in support of our member agencies. We would like to invite you to our fourth elected officials' meeting to increase elected officials' knowledge of and input to MWDOC and its activities. We are holding our meeting on November 29, 2012 from 6:00 to 8:00 pm at our office (18700 Ward Street,Fountain Valley)in the Boardroom. The draft agenda is enclosed. We request that each city and water district designate an elected official to attend the meeting as their official representative. Other elected officials and staff, of course, are welcome. Because of the hour, we will provide a modest meal of sandwiches and salads. Thank you for your participation in this event. In order to provide name plates and sufficient seating,please notify Pat Meszaros at 714/593-5025 (pmeszaros2mwdoc.com) of your official designee and the total number of representatives attending. Please do not hesitate to call our General Manager,Kevin Hunt, at 714/593-5026 (khunt(c,mwdoc.com) should you have any questions or suggestions. Sincerely, Brett R. Barbre Director, Division 1 c: Steve Conklin, Interim General Manager MWDOC Board and Elected Officials' Forum November 29, 2012 6:00 — 8:00 pm AGENDA 1. Introductions 2. Purpose of the Meeting 3. Additions to the Agenda 4. Water Rate Trends 5. Bay Delta Conservation Plan 6. MWDOC's Core and Choice Programs 7. Current Project Updates a. Second Lower Cross Feeder b. Water Use Efficiency Master Plan c. South Orange Coastal Ocean Desalination Project d. Poseidon Huntington Beach Ocean Desalination Project 8. Other 9. Thank you