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HomeMy WebLinkAbout2012-11-01 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING November 1, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 3:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator Gina Knight, HR and Risk Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Award of Construction Contract for 2012 Waterline Replacement Project, Phase II Mr. Conklin reported that bids were received on October 31, 2012 from 13 bidders for construction of the 2012 Waterline Replacement Project, Phase II, with bids ranging from $1,090,000 to $1,660,630. Following discussion the Committee supported the staff recommendation that the Board award the contract to the low bidder, GRFCO, Inc., for $1,090,000. 2.2. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations Upgrade Project, Phase 1 Mr. Conklin reported that construction is progressing on the fourth of four sites for the Pressure Regulating Stations Upgrade Project, Phase 1. He described the changed conditions and extra work required. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order Nos. 11-14 for six additional work days and $25,568.49 for Vido Samarzich, Inc., for the subject project. 2.3. Declaration of Restrictive Covenants with Shapell Industries, Inc. Mr. Conklin reported that the District has a water and sewer pipeline easement within Tract No. 16987, and that Shapell Industries is requesting to construct a block wall within that easement. In accordance with District policy, a Declaration of Restrictive Covenants is required to protect the District's rights. Following discussion the Committee supported the staff recommendation that the Board execute the Declaration of Restrictive Covenants for the subject project with Shapell Industries, subject to approval as to form by General Counsel. 1 2.4. Timber Ridge Booster Pump and Motor#1 Repairs Mr. DeCriscio reported that the subject booster pump failed, and at the request of District staff, Layne Christensen Company provided the District with proposals to pull the pump and motor, provide a report and an estimate for the repairs. District staff reviewed and approved the proposal and authorized the work for pulling the pump and motor and delivery to the shop ($4936) which was within the District's purchasing policy limits. However, the total cost for repairs and resetting the pump and motor will exceed the single-quote requirements set in our existing purchasing policy. Mr. DeCriscio noted that the last quote just received indicated that the total cost will be in the range of $16,000. This item is being brought to PEO and the Board because its overall cost will exceed policy limits for one-quote. Following discussion, the Committee supported staff's recommendation for Board approval of the repair costs, and asked that staff provide recommendations for consideration by the Board as to how the purchasing policy might be amended to cover to repair cost of larger equipment. 3. DISCUSSION ITEMS 3.1. Meter Testing Update Mr. Conklin reviewed the meter testing update report with the Committee. He reviewed information prepared by the Finance Department on the investigation and estimates on the rate-of-return for change-out of the east side meters. He also provided an update on visits of District staff to IRWD to see their meter-testing facility and to perform a test on three YLWD meters. Mr. Conklin also provided information collected on the cost and viability of building and equipping a test-bench and system for in-house meter testing. After discussion, the Committee asked that the Finance Department continue to investigate these and other items and to return with an update at the December PEO meeting. 3.2. Completion of Lead and Copper Rule Sampling Mr. Conklin reported that District staff completed the above sampling program, which is required by State Health Dept every three years. Water samples were collected as 38 homes throughout the District, provided by customers who volunteered to participate and provide the samples. The findings were that our samples for lead and copper were well below the Action Level established by State Health. 3.3. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that monthly water demand was 20.6% over the projection, and that for the first four months of the new FY, we are 10.5% over our projection, which is a reflection of the hot weather we have been experiencing. He noted that for the month, our groundwater use was 45.5% of demand, and that we are ramping up our groundwater use to achieve our annual goal of 50.3% in accordance with our BPP. 2 3.4. Monthly Preventative Maintenance (PM) Report Mr. Cory reported on the status of the PM and Reactive Maintenance Program through October. He noted that the crews have been concentrating on maintenance of valves, air vacs and dead-ends, and will be switching over to hydrants and PRVs in the coming weeks. Work is progressing well. 3.5. Monthly Production Summary Report Mr. DeCriscio reported that in October, the max demand day was 27 MG and the max-day temperature was 101 degrees. There was one Red-Flag event, from Oct 26-28, for which staff prepared the system with extra water in storage, particularly in the reservoirs bordering the wild-lands area. The Committee requested a report at the Nov 8 Board meeting on the preparations made for the Red-Flag event. 3.6. Groundwater Producers Meeting Report Mr. DeCriscio attended the meeting at OCWD and reported on the items discussed. He indicated that the groundwater basin is in good condition, with the aquifer near the target level. He also noted that OCWD indicated that the preliminary draft of the annexation EIR will be released to the annexing parties in December for input and then to the public as a draft EIR by March 2013. 3.7. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 3.8. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan initiatives relating to engineering and operations. 3.9. Future Agenda Items and Staff Tasks The Committee rescheduled the next meeting to December 13 at 3 pm, and requested a status report on the meter program at that meeting, as noted in Item 3.1 above. The Committee adjourned to Closed Session at 4:30 p.m. Messrs. Conklin, Cory and DeCriscio left the meeting and Mrs. Knight joined the meeting at this time. 4. CLOSED SESSION 4.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager 3 The Committee reconvened in Open Session at 5:03 p.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 5. ADJOURNMENT 5.1. The meeting adjourned at 5:05 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held Thursday, December 13, 2012 at 3:00 p.m. 4