HomeMy WebLinkAbout2013-08-08 - Board of Directors Meeting Agenda Packet1.
2.
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, August 8, 2013, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
CALL TO ORDER
PLEDGE OF ALLEGIANCE
3. ROLL CALL
4.
5.
7.
Gary T. Melton, President
Robert R. Kiley, Vice President
Michael J. Beverage
Ric Collett
Phil Hawkins
ADDITIONS /DELETIONS TO THE AGENDA
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.
COMMITTEE REPORTS
6.1. Citizens Advisory Committee
(Beverage)
Minutes of meeting held July 22, 2013 at 8:30 a.m.
Meeting scheduled August 26, 2013 at 8:30 a.m.
CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
7.1. Minutes of the Board of Directors Special Meeting held July 19, 2013
Recommendation. That the Board of Directors approve the minutes as presented.
7.2. Minutes of the Board of Directors Regular Meeting held July 25, 2013
Recommendation. That the Board of Directors approve the minutes as presented.
7.3. Payments of Bills, Refunds, and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize disbursements in
the amount of $2,117,470.30
7.4. Progress Payment No. 6 for the 2012 Waterline Replacement Project, Phase II
Recommendation. That the Board of Directors approve Progress Payment No. 6 in
the net amount of $46,835. 00 to TB U, Inc. for construction of the 2012 Waterline
Replacement Project, Phase 11, Job No. 2011 -20.
7.5. Investment Report for Period Ending June 30, 2013
Recommendation. That the Board of Director's receive and file the Investment
Report for the Period Ending June 2013.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
8.2. Directors' Report
8.3. Acting General Manager's Report
8.4. General Counsel's Report
8.5. Future Agenda Items and Staff Tasks
9. COMMITTEE REPORTS CONTINUED
9.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
Meeting scheduled August 20, 2013 at 4:00 p.m.
9.2. Finance - Accounting Committee
(Hawkins /Melton)
• Minutes of meeting held July 22, 2013 at 10:00 a.m.
• Meeting scheduled August 26, 2013 at 12:00 p.m.
9.3. Personnel -Risk Management Committee
(Collett /Beverage)
• Meeting scheduled August 13, 2013 at 4:00 p.m.
9.4. Planning- Engineering- Operations Committee
(Kiley /Hawkins)
• Minutes of meeting held August 5, 2013 at 12:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled September 5, 2013 at 3:00 p.m.
9.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett)
• Minutes of meeting held August 6, 2013 at 4:00 p.m. (To be provided at the next regular
Board meeting.
Meeting scheduled September 9, 2013 at 4:00 p.m.
9.6. Organizational and Efficiency Study Ad Hoc Committee
(Beverage /Hawkins)
• Meeting to be scheduled.
9.7. YLWD -City of Placentia Joint Agency Committee
(Melton /Hawkins)
• Meeting to be scheduled.
9.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley /Beverage)
• Meeting scheduled August 21, 2013 at 6:00 p.m.
9.9. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
Minutes of meeting held July 23, 2013 at 4:00 p.m.
Meeting scheduled September 24, 2013 at 4:00 p.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. WACO - August 2, 2013 (Hawkins /Kiley)
10.2. YL City Council - August 6, 2013 (Kiley)
10.3. MWDOC /MWD Workshop - August 7, 2013 (Melton)
10.4. OCWD Board - August 7, 2013 (Kiley)
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from August 9, 2013 - September 30, 2013
12. 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.
12.1. 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)
12.2. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code
Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA,
Sacramento — Case No. 34- 2013 - 80001529)
12.3. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section
54956.9 of the California Government Code
Related to line break at 1301 North Rose Drive, Placentia CA 92870.
Number of Potential Cases: One
12.4. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section
54956.9 of the California Government Code
Related to written communications from potential plaintiffs threatening litigation.
Number of Potential Cases: One
13. ADJOURNMENT
13.1. The next Regular Board of Directors Meeting will be held Thursday, August 22, 2013 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.
AGENDA REPORT
Meeting Date: August 8, 2013
Subject: Citizens Advisory Committee
(Beverage)
• Minutes of meeting held July 22, 2013 at 8:30 a.m.
• Meeting scheduled August 26, 2013 at 8:30 a.m.
ATTACHMENTS:
Name:
072213 - CAC Minutes.docx
Description:
CAC Mtg Minutes 07/22/13
ITEM NO. 6.1
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
Monday, July 22, 2013 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The July 22, 2013 meeting of the Yorba Linda Water District's Citizens Advisory
Committee was called to order by Chair Daniel Mole at 8:30 a.m. The meeting
was held in the Training Room at the District's Administration Building located at
1717 East Miraloma Avenue, Placentia, California 92870.
2. ROLL CALL
COMMITTEE MEMBERS PRESENT
Bill Guse
Rick Buck
Carl Boznanski
Cheryl Spencer- Borden
Joe Holdren
YLWD DIRECTORS PRESENT
Michael J. Beverage, Director
OTHER ATTENDEES
Modesto Llanos
Oscar Bugarini Sr.
Fred Hebein
Lindon Baker
YLWD STAFF PRESENT
Steve Conklin, Acting General Manager
Damon Micalizzi, Public Information Officer
Tresa Oliveri, Sr. Community Relations Specialist, OC Transportation Authority
3. PUBLIC COMMENTS
Mr. Conklin announced the resignation of Finance Manager, Stephen Parker and
that Senior Accountant, Delia Lugo would be assuming the position in an acting
capacity until the Organizational Efficiency Study is complete and the General
Manager is hired.
4. PRESENTATIONS
4.1. Orangethorpe Railroad Corridor Grade Separation Project — Tresa Olveri,
Orange County Transportation Authority
Ms. Oliveri presented the Committee with a look at the present and
upcoming projects that OCTA has slated for completion by 2015. Once
complete, these projects will allow motorists to commute without having to
stop for trains. Further discussion followed regarding the cost, impact on
current businesses that may be affected or impacted by the projects, and
the relocation of utilities to accommodate the projects.
1
5. DISCUSSION ITEMS
5.1. Budget for FY 2013/14
Mr. Conklin announced that the budget was passed by the Board of
Directors on July 11, 2013. Noting some aesthetic changes to the
document, both Mr. Conklin and Director Beverage, suggested that the
budget document, available on the District's website, be reviewed by the
Committee.
5.2. Status of OCWD Annexation
Mr. Conklin offered an update on the YLWD Annexation to OCWD.
5.3. Future Agenda Items
• Water Emergency Response Organization of Orange County
• District Organizational & Efficiency Study
6. ADJOURNMENT
6.1. The meeting was adjourned at 10:09 a.m. The next Citizens Advisory
Committee meeting is scheduled to be held Monday, August 26, 2013 at
8:30 a.m.
2
AGENDA REPORT
Meeting Date: August 8, 2013
ITEM NO. 7.1
Subject: Minutes of the Board of Directors Special Meeting held July 19, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Name
071913 BOD - Minutes.doc
Approved by the Board of Directors of the
Yorba Linda Water District
8/8/2013
RC /RK 5 -0
Description:
BOD Mtg Minutes 07/19/13
Type:
Minutes
1.
2.
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS SPECIAL MEETING
Friday, July 19, 2013, 7:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
CALL TO ORDER
The July 19, 2013 Yorba Linda Water District Board of Directors Special Meeting
was called to order by President Melton at 7:30 a.m. in the Board Room at the
District's Administration Building located at 1717 East Miraloma Avenue in
Placentia, California 92870. AV
PLEDGE OF ALLEGIANCE
3. ROLL CALL
DIRECTORS PRESENT
Gary T. Melton, President
Robert R. Kiley, Vice Presid
Michael J. Beverage
Ric Collett
Phil Hawkins
Agl%&ALSO PRESENT
Richard Kreisler, Partner, Liebert Cassidy Whitmore
,NT
Acting General Manager
R and Risk Manager
Title: Acting General Manager
The Board reconvened in Open Session at 8:20 a.m. President Melton
announced that no action was taken during Closed Session that was required to
be reported under the Brown Act.
1
6. ADJOURNMENT
6.1. The meeting was adjourned at 8:20 a.m. The next Regular Board of
Directors Meeting will be held Thursday, July 25, 2013 at 8:30 a.m.
Steve Conklin
Board Secretary
2
AGENDA REPORT
Meeting Date: August 8, 2013
ITEM NO. 7.2
Subject: Minutes of the Board of Directors Regular Meeting held July 25, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Description: Type:
072513 BOD - Minutes.doc BOD Mtg Minutes 07/25/13 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
8/8/2013
RC /RK 5 -0
1.
2.
K�
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, July 25, 2013, 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
CALL TO ORDER
The July 25, 2013 Regular Meeting of the Yorba Linda Water District Board of
Directors was called to order by President Melton at 8:30 a.m. The meeting was
held in the Board Room at the District's Administration Building located at 1717
East Miraloma Avenue in Placentia, California 92870.
PLEDGE OF
President Melton led the pledge.
® ® ® ®®
MEN
- • ® ® ®®
DIRECTORS PRESENT
Gary T. Melton President
Robert R.
Michael J
IN
a
- President
Beverage Vk
Ric Collett
Phil Hawkins
STAFF PRESENT
Steve Conklin, Acting General Manager
John DeCriscio, Operations Manager
Gina Knight, HR and Risk Manager
Delia Lugo, Acting Finance Manager
Art Vega, Acting IT Manager
Annie Alexander, Executive Secretary
Damon Micalizzi, Public Information Officer
Freddie Ojeda, Plant Operator II
ALSO PRESENT
Brett Barbre, Director, Metropolitan Water District /Municipal Water District of Orange Co.
Art Kidman, Partner, Kidman Law LLP
Eddy Beltran, Senior Counsel, Kidman Law LLP
'910h, Mk
4. ADDITIONS /DELETIONS TO THE AGENDA
Mr. Conklin requested to add the following item to 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. If action on this matter were to
be delayed, the District would be without a Treasurer which could limit the
agency's ability to perform investment and other fiduciary activity.
8.5. Appointment of Corporate Officer
Recommendation. That the Board of Directors appoint Delia Lugo,
Acting Finance Manager, as the Acting Treasurer for the Yorba
Linda Water District.
Director Beverage made a motion, seconded by Director Collett, to add Item No.
8.5. to the agenda. Motion carried 5 -0.
5. PUBLIC COMMENTS
Director Barbre addressed the Board and briefly commented on a presentation
regarding the link between water and energy use which was provided during the
MWDOC Water Policy Forum held the previous evening. He further noted that
MWDOC and OCWD would be conducting a joint planning meeting on July 31,
2013 to discuss support of the Huntington Beach Ocean Desalination Project as
well as the possibility of consolidating both agencies. Director Barbre then
responded to questions from staff regarding the exclusion of large scale
hydroelectric power as a source of green energy in California.
6. SPECIAL RECOGNITION r'r'M
mom
Recommendation. That the Board of Directors approve the minutes as
presented.
7.3. Payments of Bills, Refunds and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of $2,306,162.36.
7.4. Progress Payment No. 3 for the Yorba Linda Blvd Pump Station Project
Recommendation. That the Board of Directors approve Progress
Payment No. 3 in the net amount of $141,688.42 to ECI, Inc. for
construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 -
17B.
2
91
7.5. Amendment No. 3 to Professional Services Agreement with Lee & Ro, Inc.
for Engineering Services for the Yorba Linda Blvd Pump Station Project
Recommendation. That the Board of Directors approve Amendment No.
3 to the Professional Services Agreement with Lee & Ro, Inc., in the
amount of $89,000, for additional construction support services for the
Yorba Linda Blvd Pump Station Project, Job No. 2008 -17B.
8.2. CSDA Region 6 Election of Officers and Board Members for 2013 -2017
Director Hawkins made a motion, seconded by Director Kiley, to vote for
Mr. Bill Nelson in the position of Region 6, Seat B of the CSDA Regional
Election and authorize the President to cast that vote.
Director Barbre addressed the Board and noted that MWDOC was also in
favor of supporting the election of Mr. Bill Nelson to this position.
Motion carried 5 -0.
8.3. ACWA Election of Board President and Vice - President for 2014 -2015
Term
Mr. Conklin explained that the ACWA was seeking recommendations from
its member agencies for nominations for Board President and Vice -
President for the 2014/15 term. The District is entitled to nominate
candidates from its Board of Directors for each of these open positions.
3
None of the Director's expressed an interest in being nominated as a
candidate in this election, therefore no action was taken on this matter.
8.4. ACWA /JPIA Workers' Compensation Program Renewal for FY 2013/14
Mrs. Knight explained that the premium for the District's workers
compensation insurance for FY 2013/14 was now due. The District is
eligible for a 5% discount as it also participates in ACWA /JPIA's liability
and property insurance programs. The estimated premium is $100,452
and is based on actual payroll. This matter was not presented to the
Personnel -Risk Management Committee for consideration as staff had not
received the bill prior to their last meeting.
Director Collett made a motion, seconded by Director Kiley, to approve the
ACWA/JPIA Workers' Compensation Program Renewal and deposit
premium estimate for July 1, 2013 - June 30, 2014. Motion carried 5 -0.
8.5. Appointment of Corporate Officer
Mr. Conklin explained that with the recent departure of the former Finance
Manager /Treasurer, the District was in need of appointing a new
Treasurer. Staff is recommending that the Board appoint Delia Lugo,
Acting Finance Manager, to serve in this capacity.
IL _qqEft1b1
Director Beverage made a motion, seconded by Director Kiley, to appoint
Delia Lugo, Acting Finance Manager, as the Acting Treasurer for the
Yorba Linda Water District. Motion carried 5 -0.
9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.3. Acting General Manager's Report
Mr. Conklin reported that the Employment Settlement Agreement with Mr.
Stephen Parker authorized by the Board at a Special Board meeting held
July 19, 2013 has been executed by all parties. This agreement is now
available as a public record. Mr. Conklin further reported that staff was
planning to reschedule the start of the District's annual audit from August
19, 2013 to October 28, 2013. This is to allow District personnel additional
time to address staffing issues in the Finance Department. Staff is
planning to hire an experienced accountant through a temp agency or
otherwise to assist Mrs. Lugo during her tenure as the Acting Finance
Manager. In addition, staff is also planning to perform an internal
4
recruitment for the position of Accounting Assistant II, and an open
recruitment for the position of Accounting Assistant I. Staff did speak with
the auditing firm regarding the planned delay and confirmed that it would
not cause the District to incur any kind of penalty. Mr. Conklin continued
his report and stated he had also attended the MWDOC Water Policy
Forum. He then commented on the status of the District's request for
annexation to OCWD, OCWD's support of Poseidon's ocean desalination
project in Huntington Beach, District construction projects on Richfield Rd
and Yorba Linda Blvd, and repair work on Alder St and the Placentia -
Linda Hospital.
9.4. General Counsel's Report A&
Mr. Kidman briefly commented on the threat of adjudication related to the
District's request for annexation to OCWD and the Poseidon desalination
project. He also noted that a Closed Session would be needed.
9.5. Future Agenda Items and Staff Tasks
None.
® ® ® ®®
10. COMMITTEE REPORTS ® ® ®® ® ® ® ®® ® ® ®®
10.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
--- onakik, V "q� IN
■ Minutes of the meeting held July 16, 2013 at 4:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held August 20, 2013 at 4:00 p.m.
10.2. Finance - Accounting Committee
(Hawkins /Melton)
■ Minutes of the meeting held July 22, 2013 at 10:00 a.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held August 26, 2013 at 12:00
p.m.
10.3. Personnel -Risk Management Committee
(Collett /Beverage)
■ Minutes of the meeting held July 9, 2013 at 4:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held August 13, 2013 at 4:00 p.m.
5
10.4. Planning- Engineering- Operations Committee
(Kiley /Hawkins)
■ Minutes of the meeting held July 8, 2013 at 12:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held August 5, 2013 at 12:00 p.m.
10.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett)
Am
• Minutes of the meeting held July 10, 2013 at 4:00 p.m. were
provided in the agenda packet. "%6
• Next meeting is scheduled to be held August 5, 2013 at 4:00 p.m.
10.6. Organizational and Efficiency Study Ad Hoc Committee
(Beverage /Hawkins) 19M 1400L
■ Meeting held July 17, 2013 at 3:00 p.m. Director Beverage
provided an overview of what was discussed during the Committee
meeting. He noted that Koff & Associates had conducted
interviews with various groups of staff and planned to complete
their interviews with the comparator agencies by the middle of
August. The Committee would like to tentatively schedule a Board
workshop meeting on September 19, 2013 to review the first draft
of the Organizational and Efficiency Study.
■ Next meeting to be scheduled.
10.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley /Beverage)
■ Next meeting is scheduled to be held August 21, 2013 at 6:00 p.m.
10.9. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
■ Minutes of the meeting held July 23, 2013 at 4:00 p.m. will be
provided at the next regular Board meeting.
D
■ Next meeting is scheduled to be held September 24, 2013 at 4:00
p.m.
10.10. Citizens Advisory Committee
(Beverage)
■ Minutes of the meeting held July 22, 2013 at 8:30 a.m. will be
provided at the next regular Board meeting.
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from July 26, 2013 — August 31, 2013
The Board reviewed the activity calendar and made no changes.
The Board of Directors meeting was recessed to the Public Financing Corporation
Special Meeting at 9.20 a.m. Minutes of this meeting have been recorded separately.
The Public Financing Corporation meeting was adjourned at 9.21 a.m. and the Board of
Directors Regular Meeting was reconvened immediately thereafter.
13. CLOSED SESSION
The meeting was adjourned to Closed Session at 9:25 a.m. All Directors were
present. Also present were Mrs. Knight and Messrs. Conklin and Kidman.
13.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California
Government Code
7
Name of Case: ACWA/JPIA, et al vs. Insurance Company of the
State of Pennsylvania, et al (OC Superior Court —
Case No. 00486884)
13.2. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California
Government Code
Name of Case: City of Anaheim vs. Ana J. Matosantos, et al
Related to line break at 1301 North Rose Drive, Placentia CA 92870.
Number of Potential Cases: One
U0 ®®
13.4. Conference with Legal Counsel — Anticipated Litigation
Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision
(d) of Section 54956.9 of the California Government Code
fth®
Related to written communications from potential plaintiffs threatening
litigation.
Number of Potential Cases: I One
14. ADJOURNMENT
14.1. The meeting was adjourned at 10:10 a.m. The next Regular Board of
Directors Meeting will be held Thursday, August 8, 2013 at 8:30 a.m.
Steven R. Conklin
Board Secretary
9
AGENDA REPORT
Meeting Date: August 8, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Delia Lugo, Acting Finance
Manager
Prepared By: Charmaine Holland, Acting
Accounting Asst I
ITEM NO. 7.3
Budgeted: Yes
Cost Estimate: 2,117,470.30
Funding Source: All Funds
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 $2,117,470.30
DISCUSSION:
The wires and major items on this disbursement list are as follows: A wire of $1,604,355.06 to
OCWD for Replenishment Assessment January through June 2013; a wire of $175,297.00 to
CalPERS for Fiscal Year 13/14 OPEB Contribution; a check of $45,835.00 to TBU Inc.for 2011
Water Line Project —Phase II; and, a check of $95,692.55 to ACWA /JPIA for August Health plan.
The balance of ($52,110.40) is routine invoices, which is negative due to the net result of voiding
check number 61647 in the amount of $219,754.34and reissuing the replacement checks with a
reduction in the current amount due of $100,297.79.
The Accounts Payable check register total is $1,869,069.21 Payroll No. 15 total is $248,401.09 and,
the disbursements of this agenda report are $2,117,470.30. A summary of the checks is attached.
STRATEGIC PLAN:
FR 1 -F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a
Timely and Transparent Manner to the Board of Directors and Member Agencies
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi - monthly.
ATTACHMENTS:
CkReg80813 BOD.xls.pdf
Description:
Check Register 8.8.13
Type:
Backup Material
13 -CS 8.08.13.doc Cap Sheet Backup Material
CC Summary 80813.xls Credit Card Summary Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
8/8/2013
ICZN 1.4126 IIl1
RC abstained from voting on the Credit Card
Summary as he has a financial interest with
one of the vendors.
Yorba Linda Water District
Check Register
For Checks Dated: 7/26/2013 thru 8/08/2013
Check No.
Date
Vendor Name
61576
07/26/2013
Cal Municipal Treasurers Assn
61647
07/26/2013
ACWA /JPIA
61758
07/29/2013
ACWA /JPIA
61759
07/29/2013
ACWA /JPIA
61760
08/08/2013
CAROLYN MONFORE
61761
08/08/2013
KIMBERLY BUENROSTRO
61762
08/08/2013
PWC PACIFIC WEST COMM INC
61763
08/08/2013
Anaheim Wheel & Tire
61764
08/08/2013
Anthem Blue Cross EAP
61765
08/08/2013
Aramark
61766
08/08/2013
Associated Laboratories
61767
08/08/2013
AT & T - Calnet2
61768
08/08/2013
VOID CHECK
61769
08/08/2013
Autoscribe Corporation
61770
08/08/2013
AWWA
61771
08/08/2013
Bob Peters Fire Protection Inc
61772
08/08/2013
Boot World Inc.
61773
08/08/2013
CalCard US Bank
61774
08/08/2013
CDM Smith
61775
08/08/2013
City Of Anaheim
61776
08/08/2013
City Of Placentia
61777
08/08/2013
C & L Refrigeration Corp.
61778
08/08/2013
Costco
61779
08/08/2013
ELINE LANTHIER
61780
08/08/2013
Culligan of Santa Ana
61781
08/08/2013
Datalok Orange County
61782
08/08/2013
Dell Marketing L.P.
61783
08/08/2013
Dig! -Key Corporation
61784
08/08/2013
Eisel Enterprises, Inc.
61785
08/08/2013
Federal Express
61786
08/08/2013
Fry's Electronics
61787
08/08/2013
Golden Bell Products
61788
08/08/2013
Hach Company
61789
08/08/2013
Infosend Inc.
61790
08/08/2013
Jackson's Auto Supply - Napa
61791
08/08/2013
The Lighthouse Inc.
61792
08/08/2013
Mc Fadden -Dale Hardware
61793
08/08/2013
Morton Salt, Inc.
61794
08/08/2013
Wonderware West
61795
08/08/2013
National Signal Inc.
61796
08/08/2013
Nickey Kard Lock Inc
61797
08/08/2013
Norman A. Traub Associates
61798
08/08/2013
Norm's Refrigeration &
61799
08/08/2013
Office Solutions
61800
08/08/2013
Praxair Distribution
61801
08/08/2013
Prudential Group Insurance
61802
08/08/2013
P.T.I. Sand & Gravel, Inc.
61803
08/08/2013
Red Wing Shoes - Sta Ana
Amount
Description
(175.00)
INCORRECT ADD /CC PYMT
(219,754.34)
VOID CK/SEP PY ADD -WRG AMT
23,764.00
WORKER'S COM PREM 4/1- 6/30
95,692.55
BENEFIT PLAN 711 TO 9/1/13-
29.00
CUST REFUND
67.63
CUST REFUND
707.14
CUST REFUND
30.00
MOUNT & BALANCE TIRES
164.01
ANTHEM BC AUGUST 13
803.27
UNIFORMS
928.30
JULY ANALYSES
3,155.18
COMM 6/12 To 7/111 ACCT 11948
0.00
PRINTER ERROR
380.75
Vision Gateway AP1
98.00
13/14 MEMBERSHIP RENEWAL
1,050.00
MIRA LOMA FIRE SPRINKLER SVC
1,822.22
SAFETY FOOTWEAR
34,910.12
YLWD VISA
3,822.50
J09 -22 HYDROGEOLOGIC WELL 21
538.05
LAKEVIEW LID #201148 JUNE
12,917.89
APR -JUN SWR PYMT /PLACENTIA
790.73
MAINTENANCE SVC CONTRACT
110.00
MEMBERSHIP RENEWAL 912013
83.76
CUST REFUND
17.10
WTR SOFTENER SVC
136.74
DATA STORAGE
1,376.69
ULTRA SLIM MONITOR
83.37
RESISTORS PARTS
1,975.05
NAME PLATES /BOARD PRES,VP
60.62
FRIEGHT CHARGES
5,179.00
SONY SCRN,SAMSNG 512GB ETC
367.20
PCS OF BIG TIIME ODOR CONTROL
1,480.71
LIQUID CHEMICALS
6,297.33
Mail Prep Svc
205.93
MISC VEHICLE PARTS
1,478.83
CAMERA SYSTEM #1991 #174
1,002.48
MISC PURCH
2,422.66
SOLAR WHITE SALT
608.32
CONSULTANT TRVL SVC
125.76
UNIT# 195 LAMP
12,527.13
FUEL
5,787.45
INVESTIGATIVE SVC /HR
962.37
REPAIR ICE MACHINE
1,078.05
Paper, Office Supplies
146.64
FLAMMABLE /NON FLAMBLE GAS
3,333.87
AUG 13 LIT DIABILITY GROUP INS
1,848.64
ROAD MATL
5,073.41
Safety Boots Allowance
61804
08/D8/2013
R J Services, Inc
61805
08/08/2013
RKI Engineering, LLC
61806
08/08/2013
Ronnie Ruiz
61807
08/08/2013
Sanders Paving, Inc.
61808
08/08/2013
Shaw HR Consulting
61809
08/08/2013
Siemens Water Technologies, LLC
61810
08/08/2013
So Cal Sandbags Inc.
61811
08/08/2013
So California Door Masters
61812
08/08/2013
Step Saver Inc
61813
08/08/2013
Systems Source Inc
61814
08/08/2013
TBU Inc
61815
08/08/2013
Time Warner Cable
61816
08/08/2013
United Industries
61817
08/08/2013
Yorba Linda Chamber
61818
08/08/2013
Municipal Water District
61819
08/08/2013
Marina Landscape, Inc
61820
08/08/2013
VOID CHECK
61821
08/08/2013
AT & T
W72313
07/26/2013
Southern Calif Gas Co.
W72613
07/26/2013
Southern Calif Edison Co.
W73013
07/30/2013
CaIPERS
W73113
07/31/2013
Orange County Water District
702.00
LABOR HOURS WRKED 7/15/13
5,800.00
HIGHLAND BSTR UPGRD SCADA
221.40
Reimburse Safety Boots Allowan
1,000.00
RMWREPL DAMAGE ASPHALT
1,812.01
HR CONSULTING
854.44
PM KIT ANALYZER ETC
654,00
MIN GRAVEL BAGS
2,250.00
FURNISH /INSTALL WELL #5
821.75
Ibs of Course Salt
125.93
PAINT /POST ASSEMBLY
46,835.00
2010 WATER LN REPLACEMENT
114.88
BROACAST 7118 TO 8/17
748.17
SAFETY GLASSES
645.00
ANNUAL MEMEBERSHIP RNWL
75.00
SMART TIMER JUNE
375.00
FAIRMONT & TIMBER RIDGE LOC
0.00
PRINTER ERROR
45.71
CIRCUIT 33984101725899 JUL
5,207.64
July Services
5,618.11
ELECTRICAL CHGS JULY
175,297.00
FY 13114 Contribution
1,604,355.06
REPLENISH ASSES JAN -JUN 2013
Total $1,869,069.21
August 08, 2013
CHECK NUMBERS:
Void Checks
61647, 61576,
$(219,929.34)
61768, 61820
Computer Checks
61758 -61821
$ 298,520.74
$ 78, 591.40
WIRES:
W -72313
Southern Cal Gas
$ 5,207.64
W -72613
Southern Cal Edison
$ 5,618.11
W -73013
OCWD Pump Tax
$1,604,355.06
W -73113
OPEB
$ 175,297.00
$ 1,790,477.81
TOTAL OF CHECKS AND WIRES
PAYROLL NO. 15:
Direct Deposits $ 156,319.30
Third Party Checks 5608 - 5618 $ 47,582.53
Payroll Taxes $ 44,499.26
$ 1,869,069.21
TOTAL OF PAYROLL $ 248,401.09
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 2,117,470.30
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF AUGUST 8, 2013
------------------------------------------------------------------
------------------------------------------------------------------
Cal Card Credit Card
U S Bank
7/13/2013 - 7/26/2013
Date
Vendor Name
Amount
Description
07/13/13
Staples Inc
111.29
Tape & Dispenser
07/15/13
C & H
272.82
Storage boxes
07/15/13
Fullerton Paint
730.81
Hydrant Paint
07/15/13
John Deer Landscape
21.92
Grass Seed to repair landscape
07/16/13
Grainer
228.06
Light Bulbs
07/16/13
Accessory Greek
108.23
Samsung Battery
07/16/13
Rootx
4,999.48
40lbs of Grease
07/16/13
Staples Inc
1,146.86
Ink Toners
07/17/13
Sarbc of CWEA
655.00
Collection & Safety Seminar
07/17/13
Praxair
64.82
Welding Supplies for production
07/17/13
eBay
567.91
Meter Reader
07/17/13
California Municipal Trea.
155.00
Annual Membership (2) Emp
07/17/13
Staples Inc
359.61
Ink Toners
07/18/13
Praxair
118.16
Welding Supplies
07/18/13
Staples
347.51
Ink Toners for Oper
07/18/13
Tom's Truck Svc
2,320.44
Repair Parking Brakes on Dump truck
07/18/13
Amazon
30.80
Cell Phone Case
07/18/13
Brown & Caldwell
200.00
GM - Online Job Posting
07/18/13
MWDOC
300.00
Reg policy forum & dinner 7/24
07/21/13
Orchard Supplies
201.48
Painting Supplies for sewer
07/22/13
Fullerton Paint
258.69
Paint for Valve Cans
07/22/13
Placentia Disposal
480.66
June Invoice
07/22/13
Online Collection
436.35
June Invoice
07/23/13
Konica Minolta
161.55
Staples for Admin Dept
07/23/13
StarTech
410.14
19" Wall Mount Bracket
07/23/13
Verizon Wireless
2,707.50
June Svc
07/24/13
Home Depot
385.99
Landscape Topper
07/24/13
Home Depot
12.87
Landscape Material
07/24/13
Job Available
385.00
GM - Online Job Posting 7/30/13
07/24/13
Wells Supply
8,031.69
June Invoices
07/25/13
California Municipal Trea.
175.00
Investment Policy App fee
07/25/13
Wells Supply
8,327.73
June Invoices
07/26/13
Calif Special District Assoc.
50.00
GM - Online Job Posting 30days
07/26/13
Avenue of the Arts
146.75
ACWA Conference 7/24/13
TOTAL 34,910.12
AGENDA REPORT
Meeting Date: August 8, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Prepared By:
Subject:
SUMMARY:
Budgeted:
Total Budget:
Cost Estimate:
Funding Source:
Account No:
Job No:
Dept:
Reviewed by Legal
Joe Polimino, Project Engineer CEQA Compliance:
ITEM NO. 7.4
Yes
$1.12 M
$1.5 M
Water Capital
Reserves
101 -2700
2011 -20
Engineering
No
Exempt
Progress Payment No. 6 for the 2012 Waterline Replacement Project, Phase II
Work continues on construction of the 2012 Waterline Replacement Project, Phase II. The 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.
STAFF RECOMMENDATION:
That the Board of Directors approve Progress Payment No. 6 in the net amount of $46,835.00 to
TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase II, Job No. 2011 -20.
DISCUSSION:
In accordance with the contract documents, TBU Inc. submitted a request for Progress Payment
No. 6, in the amount of $49,300.00 for completed work through July 31, 2013. During this period,
the contractor mobilized to Richfield Road, set up traffic controls as necessary and continued to
work on services and fire hydrant tie -ins to the new pipeline. They also base paved these areas as
they were completed. The status of the construction contract with TBU Inc. is as follows:
• The current contract is $1,407,553.92 and 370 calendar days starting February 1, 2013
(including Change Orders No. 1 and No. 2, which added $48,253.81 and 0 days).
• If approved, Progress Payment No. 6 is $49,300.00 (3.5% of the total contract amount), less
5% retention of $2,465.00 for a net payment of $46,835.00.
• If approved, total payments to date including retention will be $1,013,770.21 (72.0% of the
total contract amount).
• As of July 31, 2013, 181 calendar days were used (48.9% of the contract time).
Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress
Payment No. 6 is attached for your reference.
STRATEGIC PLAN:
SR 3 -A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011 -2015 with
adopted amendments
PRIOR RELEVANT BOARD ACTION(S):
The Board authorized the President and Secretary to execute a construction agreement in the
amount of $1,359,300.11 for the 2012 Waterline Replacement Project, Phase II with TBU Inc., or
November 21, 2012. The Board has approved five progress payments to date for this project, the
last of which was approved on July 11, 2013.
ATTACHMENTS:
Description:
Type:
Progress Pay Request No. 6 for Waterline Phase II
TBU Phase II Waterline Progress Pay Request 6.pdf Backup Material
Project
Approved by the Board of Directors of the
Yorba Linda Water District
8/8/2013
RC /RK 5 -0
YORBA LINDA WATER DISTRICT
PROGRESS PAY REPORT
PROJECT 2012 Waterline Replacement, Phase II PROGRESS PAY REQUEST NO. 006
LOCATION Yorba Linda, CA PROJECT NO. 201120 PAGE 1 OF 1 PAGES
CONTRACTOR TBU Inc. DATE 7123/13
ORIGINAL CONTRACT AMOUNT: $ 1,359,300.11
AUTHORIZED CHANGE ORDERS: $ 48,253.81
REVISED CONTRACT AMOUNT: $ 1,407,553.92
IPROGRESS PAY ESTIMATE FOR PERIOD
VALUE OF WORK COMPLETED
CHANGE ORDER WORK COMPLETED
TOTAL VALUE OF WORK COMPLETED
LESS RETENTION 5%
LESS OTHER DEDUCTIONS
NET EARNED TO DATE
LESS AMOUNT PREVIOUSLY PAID
BALANCE DUE THIS ESTIMATE
NOTICE TO PROCEED
COMPLETION TIME
APPROVED TIME EXTENSIONS
TOTAL CONTRACT TIME
TIME EXPENDED TO DATE
TIME REMAINING
July
1, 2013
PREVIOUS
TO July 31, 2013
THIS MONTH TO DATE
$
932,200.00
$ 49,300.00
$
981,500.00
$
32,270.21
$ -
$
32,270.21
$
964,470.21
$ 49,300.00
$
1,013,770.21
$
916,246.70
$ 46,835.00
$
963,081.70
Electronic Wire Fees
$
963,081.70
$
916,246.70
$
46.835.00
February 1, 2013
370 CALENDAR DAYS
0 CALENDAR DAYS
370 CALENDAR DAYS
181 CALENDAR DAYS
189 CALENDAR DAYS
REQUESTED BY: L v "
-- DATE:
Charles Whalen, Vice President, TBU Inc.
RECOMMENDED: DATE:
Joe P immo, Project Engineer, YLWD
APPROVED BY: DATE:
Steve Conklin, Engineering Manager, YLWD
AGENDA REPORT
Meeting Date: August 8, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Delia Lugo, Acting Finance
Manager
Prepared By: Delia Lugo, Acting Finance
Manager
Dept:
Subject: Investment Report for Period Ending June 30, 2013
ITEM NO. 7.5
Finance
SUMMARY:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to make a
quarterly report of the investments to the legislative body.
STAFF RECOMMENDATION:
That the Board of Director's receive and file the Investment Report for the Period Ending June 2013.
COMMITTEE RECOMMENDATION:
The Finance - Accounting Committee discussed this item at its meeting held July 22, 2013 and
supports staff's recommendation.
DISCUSSION:
Staff is submitting the Investment Report for the Period Ending June 2013 for your review and
approval. This report ends the fourth quarter for FY 2012/13. The Investment Portfolio Report
presents the market value and percent yield for all the District investments by institution. The
Investment Report Summary includes budget and actual interest and average term portfolio
information as well as market value broken out by reserve categories. The total average portfolio
yield for the month of June 2013 was 0.70 %.
As a result of the Board of Director's adopting a revised Investment Policy as set forth in Resolution
13 -06, staff has moved forward with the overall goal of diversifying the District's investment portfolio.
In the month of June Federal Agency Securities and Negotiable Certificates of Deposits that meet
the guidelines of the Investment Policy were purchased.
With the close of the fiscal year and with the intention of investing for greater interest earnings,
funds that exceeded applicable accounts payable and payroll obligations were transferred into the
money market account at Bank of the West. Staff determined that all scheduled payables would
clear from the District's primary checking account. On June 30, 2013 the District's bank statement at
Wells Fargo reports a month end balance of $257,088. However, because the ledger account
reflects all outstanding checks, the ledger balance is being shown as ($65,847).
STRATEGIC PLAN:
FR 1 -F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a
Timely and Transparent Manner to the Board of Directors and Member Agencies
PRIOR RELEVANT BOARD ACTION(S):
Investment reports are presented to the Board of Directors on a quarterly basis. The Investment
Report for the Period Ending March 31, 2013, was received and filed by the Board of Directors on
May 9, 2013.
ATTACHMENTS:
Description:
Type:
Invst 6- 13.xlsx Investment Report for the Period Ending June 30, 2013 Backup Material
Invst Agenda Backup -June 2013.xlsx Investment Agenda Backup - June 2013 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
8/8/2013
RC /RK 5 -0
Yorba Linda Water District
Investment Portfolio Report
June 30, 2013
Market % Date of Percent
Value Par of Total Institution Maturity Yield
Checking Account:
$ (65,847) $ (65,847) Wells Fargo Bank
317 317 Pershing
$ (65,530) $ (65,530) -0.33% Total 0.00%
Money Market Accounts
$ 54,956 $
54,956
Wells Fargo Money Market
0.05%
23,245
23,245
US Bank (Revenue Bonds)
0.04%
6,659,681
6,659,681
Bank of the West
0.34%
$ 6,737,882 $
6,737,882 34.44%
Total
0.34%
Federal Agency Securities
$ 490,185
$ 500,000
Fannie Mae
05/25/18
1.14%
$ 485,590
$ 500,000
Federal Home Loan Bank
06/12/18
1.25%
$ 488,470
$ 500,000
Fannie Mae
06/12/18
0.81%
$ 486,785
$ 500,000
Federal Home Loan Bank
06/13/13
1.12%
$ 487,105
$ 500,000
Federal Home Loan Bank
06/20/13
1.15%
2,137,144
2,144,397
Federal Home Loan Bank
05/28/14
1.36%
$ 4,575,279
$ 4,644,397 23.39%
Total
05/14/18
1.22%
Certificates of Deposits
$ 241,869
$ 248,000
CIT Bank
05/22/18
1.23%
241,869
248,000
Discover
05/22/18
1.23%
241,869
248,000
Goldman Sachs Bank
05/22/18
1.23%
241,939
248,000
Beal Bank
05/23/18
1.02%
243,308
248,000
Wells Fargo
04/27/18
0.91%
239,264
247,000
Barclays Bank
05/14/18
0.72%
242,760
248,000
State Bank of India
05/14/18
1.17%
243,833
249,000
Webster Bank
05/03/18
0.91%
241,847
248,000
American Express Centurion Bank
05/28/18
1.23%
241,778
248,000
GE Capital Bank
05/24/18
1.12%
245,576
249,000
Merrick Bank
05/24/17
0.76%
244,605
248,000
BMW Bank
05/24/17
0.91%
246,368
249,000
Firstbank Puerto Rico
05/24/16
0.75%
242,827
249,000
Oriental Bank & Trust
05/29/18
1.07%
242,924
249,000
Silvergate Bank
05/30/18
1.02%
242,810
249,000
Enterprise Bank & TR Co Lowell
05/30/18
1.02%
242,800
249,000
Safra National Bank
05/31/18
1.02%
241,840
248,000
Townebank Portsmouth
05/31/18
1.02%
242,820
249,000
Mascona Savings Bank
05/29/18
1.02%
$ 4,612,907
$ 4,719,000 23.58%
Total
0.80%
Pooled Investment Accounts:
$ 640,379
$ 640,379
Local Agency Investment Fund
0.25%
3,063,754
3,079,726
Ca1TRUST Medium Term
0.62%
$ 3,704,133
$ 3,720,105 18.93%
0.56%
$ 19,564,671
$ 19,755,854 100%
Total Investments
0.70%
Per Government Code requirements, the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Delia Lugo, Senior Accountant
6/30/13
Investment Summary Report
Below is a chart summarizing the yields as well as terms and maturities for the month of June 2013:
Avg. Portfolio
Avg. Portfolio
# of
Month Yield Without
Yield With
Days to
of 2013 CalTRUST
CalTRUST
Maturity
June 0.71%
0.70%
686
Below is are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest
Monthly - June
Year -to -Date
6/30/2012
34,380
257,518
6/30/2013
19,845
135,473
Budget 2011/2012 2012/2013
Interest Budget, June YTD $ 190,000 $ 150,000
Interest Budget, Annual $ 190,000 $ 150,000
Interest earned on investments is recorded in the fund that owns the investment.
Investment Summary Comparison Between Current and Previous Month
The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds
is as follows:
May 2013
% Alloc
June 2013
% Alloc
Fund Description
Balance
5/31/2013
Balance
6/30/2013
Water Operating Reserve
$ 3,922,419
19.46%
$ 5,015,576
25.56%
Water Emergency Reserve
1,006,647
5.77%
990,234
5.04%
Water Capital Project Reserve
7,748,028
44.46%
7,774,174
39.60%
Water Reserve for Debt Service
1,010,637
4.56%
1,304,228
6.64%
Maintenance Reserve
200,715
1.15%
200,715
1.02%
COP Revenue Bond 2008 - Reserve
2,162,948
12.31%
2,160,389
11.01%
Sewer Operating
16,229
0.09%
16,174
0.08%
Sewer Emergency Reserve
1,005,640
5.77%
1,001,806
5.10%
Sewer Capital Project Reserve
1,145,875
6.43%
1,167,222
5.95%
$ 18,219,138
100.00%
$ 19,630,518
100.00%
Wells Fargo Bank Checking
Water Operating
(21,263)
(296,566)
Sewer Operating
267,352
230,719
246,089
(65,847)
Totals
$ 18,465,227
$ 19,564,671
AGENDA REPORT
Meeting Date: August 8, 2013
Subject: Finance - Accounting Committee
(Hawkins /Melton)
ATTACHMENTS:
Name:
072213 FA - Minutes.doc
• Minutes of meeting held July 22, 2013 at 10:00 a.m.
• Meeting scheduled August 26, 2013 at 12:00 p.m.
Description:
FA Mtg Minutes 07/22/13
ITEM NO. 9.2
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE - ACCOUNTING COMMITTEE MEETING
Monday, July 22, 2013 10:00 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3.
4.
5.
The July 22, 2013 meeting of the Yorba Linda Water District's Finance -
Accounting Committee was called to order by Director Hawkins at 10:00 a.m.
The meeting was held in the Admin Conference Room at the District's
Administration Building located at 1717 East Miraloma Avenue in Placentia,
California 92870.
ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton
PUBLIC COMMENTS
None.
ACTION CALENDAR
4.1. FY 2013/14 Water Rate Increase
Mr. Conklin reported that in June 2012, the Board held a meeting to
consider a three -year rate increase. The Board elected to move forward
with it. However, to allow the possibility that the District's financial
situation might improve enough to where the rate increase identified in the
Notice of Proposed Water Rate Increase was not necessary, the Board
elected on only adopt the first year of the three annual rate increases.
Following discussion, the Committee supported the staff recommendation
that the Board approve the second -year rate increase of 2.5% for this FY,
and adopt Resolution No. 13 -13, effective July 1, 2013, and Rescind
Resolution No. 12 -13.
DISCUSSION ITEMS
5.1. Auditor Discussion with Those in Governance
Mr. Nitin Patel, Partner with White Nelson Diehl Evans LLP, addressed the
Committee on audit work to date and with information pertaining to the
upcoming audit for FY12/13, which will begin August 19 for approximately
8 working days. A report on findings will be made to the FA Committee in
September and to the Board in October. The Committee had a few
questions for Mr. Patel, after which he left the meeting.
1
5.2. Transfers of Reserves (Verbal Report)
Mr. Conklin reviewed with the Committee a memo from the Finance
Department which stated that the Financial Reserves Policy was adopted
in July, so at year end, approval had not been given to fund the Reserve
for Debt Service out of the Water Operating Reserve. As the Reserve
Policy is now approved, the transfer of reserves will be made in July to
fund the Reserve for Debt Service, with any other excess in the Water
Operating Reserve going to the Water Capital Reserve.
Prior to last week, no transfers were made out of the Maintenance
Reserve without an agenda item going to the Board. In February a
change to the Purchasing Policy was made to make it easier for staff to
replace unplanned capital asset items that were unbudgeted. The funds
to pay for these would be through the Maintenance Reserve. Last week,
in accordance with the new Purchasing Policy the Acting General
Manager notified the Board of purchases that were going to be made. In
conjunction to that, it was asked that Finance Dept transfer funds from the
Maintenance Reserve. Staff wanted to verify that the FA Committee was
comfortable with an email notification being sufficient to both make the
purchase (out of the Operating Reserve) and make a transfer from the
Maintenance Reserve to reimburse the Operating Reserve. Following
discussion, the Committee confirmed that an email notification to the FA
Committee was sufficient for this purpose.
5.3. Short -Term Financing Rate (Verbal Report)
Mr. Conklin reviewed with the Committee a memo from the Finance
Department which stated that along with the increase in the 10 -year
Treasury bill; the proposed 10 -year short -term financing (with a 5 -year call
provision) has adjusted up to 3.35 %. This rate was 2.77% when it was
reported in May and 2.98% when it was reported in June.
5.4. Investment Report for the Period Ending June 30, 2013
Mr. Conklin reviewed the above Investment Report with the Committee.
He noted that the total yield for the month ending June 30 is 0.70 %. The
summary reports provided were reviewed and discussed with no further
action requested.
5.5. Budget to Actual Reports for June 30, 2013
Mr. Conklin reviewed the above report with the Committee. He noted that
Mrs. Delia Lugo, newly appointed Acting Finance Manager, was busy on
time - sensitive Finance Department matters today, but will be present at
future FA Committee meetings. The Committee concurred with this.
5.6. Future Agenda Items and Staff Tasks
None.
2
6. ADJOURNMENT
6.1. The meeting was adjourned at 10:50 a.m. The next Finance - Accounting
Committee meeting is scheduled to be held Monday, August 26, 2013 at
12:00 p.m.
3
AGENDA REPORT
Meeting Date: August 8, 2013
Subject: YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
• Minutes of meeting held July 23, 2013 at 4:00 p.m.
• Meeting scheduled September 24, 2013 at 4:00 p.m.
ATTACHMENTS:
Name:
072313 MWDOC OCWD - Minutes.docx
Description:
YLWD /MWDOC /OCWD Mtg Minutes 07/23/13
ITEM NO. 9.9
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
JOINT COMMITTEE MEETING WITH MWDOC AND OCWD
Tuesday, July 23, 2013, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3.
CI
The July 23, 2013 meeting of the Yorba Linda Water District's Joint Agency
Committee with MWDOC and OCWD was called to order by Director Melton at
4:00 p.m. The meeting was held in the Admin Conference Room at the District's
Administration Building located at 1717 East Miraloma Avenue in Placentia,
California 92870.
ROLL CALL
YLWD COMMITTEE MEMBERS YLWD STAFF
Director Michael J. Beverage Steve Conklin, Acting General Manager
Director Gary T. Melton
MWDOC COMMITTEE MEMBER MWDOC STAFF
Director Brett Barbre Karl Seckel, Interim General Manager
OCWD COMMITTEE MEMBER OCWD STAFF
Director Roger Yoh Mike Markus, General Manager
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
4.1. Colorado River Water Supplies
Messrs. Barbre and Seckel reported on the continuing water supply
shortage on the Colorado River system as reflected in the receding water
level in Lake Mead. Unless there is a wet winter ahead, it may be
necessary to implement the water shortage provisions, which would be the
first time on this system. We were invited to attend the MWD /MWDOC
Joint Workshop, 8:30 am on August 7, 2013 at MWDOC, to hear a
presentation by Mr. Bill Hazencamp regarding the situation.
4.2. Huntington Beach Desalination Project
Mr. Markus reported that the OCWD Water Issues Committee on July 17,
2013 had an extensive discussion on the above and voted to recommend
that the Board "authorize execution of a confidentiality agreement and
receive information from Poseidon Resources to study the economic
feasibility of a seawater desalination facility in Huntington Beach that may
lead to a water purchase agreement for the entire productive capacity of
the plant" and secondly, "establish a `Citizens Advisory Committee' for the
1
potential project" and thirdly, "authorize staff to hire financial and technical
consultants up to $100,000 if necessary to assist with the review of
Poseidon documents and research questions posed by the Committee."
There was discussion if this is about helping Poseidon in its application for
the Coastal Commission permit and /or OCWD wanting to expand its water
supply mix. Probably both. Also discussed how MWDOC is a part of this,
which lead to the next item below.
4.3. Consolidation of MWDOC and OCWD
Mr. Barbre reported that interest has been revived in examining potential
consolidation between the above. He described the issues that would
have to be addressed and how it might be administered among the
various water entities, boards and existing directors. He noted that this will
be a topic of discussion at the July 31, 2013 Joint MWDOC and OCWD
Directors meeting, at which time an Ad Hoc Committee may be
established to investigate the matter.
4.4. Replenishment Assessment / Basin Production Percentage
Mr. Markus reported that the OCWD Board approved for FY 13/14 an RA
of $276/af and a BPP of 70 %. He also noted that the 30 mgd expansion
of GWRS plant will be operational in 2015.
4.5. Groundwater Basin Conditions
Mr. Markus reported that the current groundwater basin overdraft is
estimated at 280,000 acre -feet. He noted that the desired overdraft is
100,000 acre -feet, so the current condition is not unusual or considered
problematic. He cautioned, however, that if we have another dry year next
year, and the basin overdraft increases towards 400,000 acre -feet, the
BPP may be reduced back to something in the high 60% range. Mr.
Markus also reported that flow in the river is considerably less, due to the
dry winter and due to increased well demand and increased water reuse in
the upper watershed.
4.6. OCWD Annexation
Mr. Markus reported that in response to comments on the draft EIR,
additional groundwater basin modeling was necessary. This work and
related revisions to the EIR will delay completion of the EIR to the end of
August, after which it will be ready to present to WIC and the Board in
September. On a parallel path, meetings continue among the
Groundwater Producers and the three annexing applicants to discuss
offsets to address concerns of the financial impact of the annexations on
the other GWPs. This issue relates to the separate agreements being
drafted between OCWD and each of the annexing applicants. These
agreements will have to be approved by the OCWD at the same time as
the approval of the EIR. This will come to the OCWD Board no earlier than
September.
2
4.7. YLWD Well Project
Mr. Conklin reported that plans are proceeding for Well 21, for which a
drilling contract should be awarded this fall.
4.8. Future Agenda Items
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 5:40 p.m. The next YLWD- MWDOC-
OCWD Joint Agency Committee meeting is scheduled to be held
Tuesday, September 24, 2013 at 4:00 p.m.
3
AGENDA REPORT
Meeting Date: August 8, 2013
Subject: Meetings from August 9, 2013 - September 30, 2013
ATTACHMENTS:
Description:
BOD - Activities Calendar.pdf Backup Material
ITEM NO. 11.1
Type:
Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
August 2013
Personnel -Risk Management Committee Meeting
Tue, Aug 13
4:OOPM
Collett /Beverage
UWI Annual Conference
Wed, Aug 14
8:OOAM
Kiley
LAFCO
Wed, Aug 14
8:30AM
Beverage
UWI Annual Conference
Thu, Aug 15
8:OOAM
Kiley
UWI Annual Conference
Fri, Aug 16
8:OOAM
Kiley
Exec - Admin- Organizational Committee Meeting
Tue, Aug 20
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, Aug 20
6:30PM
Collett
MWDOC Board
Wed, Aug 21
8:30AM
Melton
OCWD Board
Wed, Aug 21
5:30PM
Staff
Joint Committee Meeting with City of Yorba Linda
Wed, Aug 21
6:OOPM
Kiley /Beverage
Board of Directors Regular Meeting
Thu, Aug 22
8:30AM
Melton /Kiley
Citizens Advisory Committee Meeting
Mon, Aug 26
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, Aug 26
12:OOPM
Hawkins /Melton
Yorba Linda Planning Commission
Wed, Aug 28
6:30PM
Hawkins
ISDOC
Thu, Aug 29
11:30AM
Collett
September 2013
District Offices Closed
Mon, Sep 2
7:OOAM
MWDOC /MWD Workshop
Wed, Sep 4
8:30AM
Melton
OCWD Board
Wed, Sep 4
5:30PM
Kiley
Planning- Engineering- Operations Committee Meeting
Thu, Sep 5
3:OOPM
Kiley /Hawkins
WACO
Fri, Sep 6
7:30AM
Hawkins /Kiley
Pub Affairs - Communications -Tech Committee Meeting
Mon, Sep 9
4:OOPM
Beverage /Collett
Personnel -Risk Management Committee Meeting
Tue, Sep 10
4:OOPM
Collett /Beverage
LAFCO
Wed, Sep 11
8:30AM
Beverage
Yorba Linda Planning Commission
Wed, Sep 11
6:30PM
Melton
Board of Directors Regular Meeting
Thu, Sep 12
8:30AM
Exec - Admin- Organizational Committee Meeting
Tue, Sep 17
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, Sep 17
6:30PM
Collett
MWDOC Board
Wed, Sep 18
8:30AM
Melton
OCWD Board
Wed, Sep 18
5:30PM
Kiley
TENTATIVE - Board of Directors Workshop Meeting
Thu, Sep 19
8:30AM
Citizens Advisory Committee Meeting
Mon, Sep 23
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, Sep 23
12:OOPM
Hawkins /Melton
Joint Committee Meeting with MWDOC and OCWD
Tue, Sep 24
4:OOPM
Beverage /Melton
Yorba Linda Planning Commission
Wed, Sep 25
6:30PM
Hawkins
Board of Directors Regular Meeting
Thu, Sep 26
8:30AM
7/31/2013 11:55:32 AM