HomeMy WebLinkAbout2013-12-12 - Board of Directors Meeting Agenda PacketYorba Linda
'"Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, December 12, 2013, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Gary T. Melton, President
Robert R. Kiley, Vice President
Michael J. Beverage
Ric Collett
Phil Hawkins
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. Introduction of Javier Martinez, Newly Hired Water Production Superintendent
7. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
7.1. Minutes of the Board of Directors Regular Meeting held November 27, 2013
Recommendation: That the Board of Directors approve the minutes as presented.
7.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of $1,356,466.11.
8. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
8.1. Approval of Change Order No.1, Final Progress Payment and Notice of Completion for
Construction of Well 21 Pump -to -Waste Outlet Structure
Recommendation: That the Board of Directors approve Change Order No. 1 for a
net credit of $21,550.32 to the District for a revised total contract amount of
$75,749.68, approve Final Progress Payment in the net amount of $71,962.20 to
Pascal & Ludwig Constructors and authorize staff to file the Notice of Completion
and release retention thirty -five days following recordation, if no liens have been
filed; release the Labor and Material Bond; and release the Faithful Performance
Bond in one year if no defects have been found for the Construction of Well 21
Pump -to -Waste Discharge Outlet Structure.
9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.1. President's Report
9.2. Directors' Report
• 2014 Water Bond Discussion with Assemblywoman Sharon Quirk -Silva - December 3,
2013 (Hawkins)
• ACWA Fall Conference - December 3 -6, 2013 (Kiley)
9.3. Acting General Manager's Report
9.4. General Counsel's Report
9.5. Future Agenda Items and Staff Tasks
10. COMMITTEE REPORTS
10.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
Minutes of meeting held November 22, 2013 at 12:00 p.m.
Meeting scheduled December 17, 2013 at 4:00 p.m.
10.2. Finance - Accounting Committee
(Hawkins /Melton)
Minutes of meeting held November 25, 2013 at 12:00 p.m.
Meeting scheduled December 16, 2013 at 12:00 p.m.
10.3. Personnel -Risk Management Committee
(Collett /Beverage)
• Minutes of meeting held December 3, 2013 at 4:00 p.m.
• Minutes of meeting held December 10, 2013 at 2:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled January 14, 2014 at 4:00 p.m.
10.4. Planning- Engineering- Operations Committee
(Kiley /Hawkins)
• Minutes of meeting held December 10, 2013 at 8:30 a.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled January 7, 2014 at 12:00 p.m.
10.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett)
• Minutes of meeting held December 2, 2013 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled January 6, 2014 at 4:00 p.m.
10.6. Organizational and Efficiency Study Ad Hoc Committee
(Beverage /Hawkins)
• Meeting to be scheduled.
10.7. YLWD -City of Placentia Joint Agency Committee
(Melton /Hawkins)
• Minutes of meeting held October 14, 2013 at 9:30 a.m. (To be provided at the next
regular meeting.)
• Meeting to be scheduled.
10.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley /Beverage)
• Meeting to be scheduled.
10.9. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
Minutes of meeting held November 26, 2013 at 4:00 p.m.
Meeting scheduled January 28, 2014 at 4:00 p.m.
10.10. Citizens Advisory Committee
(Beverage)
• Minutes of meeting held November 25, 2013 at 8:30 a.m.
• Meeting scheduled December 16, 2013 at 8:30 a.m.
11. INTERGOVERNMENTAL MEETINGS
11.1. YL City Council - December 3, 2013 (Collett)
11.2. MWDOC Board - December 4, 2013 (Melton)
11.3. OCWD Board -December 9, 2013 (Kiley)
11.4. YL Planning Commission - December 11, 2013 (Melton)
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from December 13, 2013 - January 31, 2014
13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events.
13.1. 2014 Water Bond Discussion with Assemblywoman Sharon Quirk -Silva - December 3,
2013
Recommendation: That the Board of Directors ratify Director Hawkins' attendance
at this event.
14. CLOSED SESSION
The Board may hold a closed session on items related to personnel, labor relations and /or litigation. The public is
excused during these discussions.
14.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code
Name of Case: ACWA /JPIA, et al. vs. Insurance Company of the State of Pennsylvania,
et al. (OC Superior Court - Case No. 00486884)
14.2. 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)
14.3. 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
14.4. 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
14.5. Public Employment
Pursuant to Section 54957 of the California Government Code
Title: General Manager
15. ADJOURNMENT
15.1. A Special Board of Directors Meeting has been scheduled Thursday, December 19,
2013 at 2:00 p.m. The next Regular Board of Directors Meeting will be held Monday,
December 23, 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: December 12, 2013
ITEM NO. 7.1
Subject: Minutes of the Board of Directors Regular Meeting held November 27, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Description: Type:
112713 BOD - Minutes.doc BOD Mtg Minutes 11/27/13 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
12/12/2013
RC /PH 3 -0 -2
GM and MB were absent.
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Wednesday, November 27, 2013, 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The November 27, 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.
2. PLEDGE OF ALLEGIANCE
President Melton led the pledge.
3. ROLL CALL
DIRECTORS PRESENT
Gary T. Melton, President
Robert R. Kiley, Vice President
Michael J. Beverage
Ric Collett
Phil Hawkins
ALSO PRESENT
STAFF PRESENT
Steve Conklin, Acting General Manager
Gina Knight, Human Resources /Risk Manager
Delia Lugo, Acting Finance Manager
Art Vega, Acting IT Manager
Annie Alexander, Executive Secretary
Damon Micalizzi, Public Information Officer
Gene Hernandez, Councilmember, City of Yorba Linda
Art Kidman, Partner, Kidman Law LLP
Eddy Beltran, Senior Counsel, Kidman Law LLP
4. ADDITIONS /DELETIONS TO THE AGENDA
None.
5. PUBLIC COMMENTS
None.
6. CONSENT CALENDAR
Director Beverage made a motion, seconded by Director Collett, to approve the
Consent Calendar. Motion carried 5 -0.
6.1. Minutes of the Board of Directors Regular Meeting held November 14,
2013
Recommendation: That the Board of Directors approve the minutes as
presented.
1
7.
6.2. Payments of Bills, Refunds and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of $910,504.19.
6.3. Progress Payment No. 7 for the Yorba Linda Blvd Pump Station Project
Recommendation: That the Board of Directors approve Progress
Payment No. 7 in the net amount of $261,053.64 to ECI, Inc. for
construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 -
17B.
6.4. Terms and Conditions for Sewer Service with David Dickinson, 5111 Los
Altos Drive
Recommendation: That the Board of Directors approve the Terms and
Conditions for Sewer Service with Mr. David Dickinson, 5111 Los Altos
Drive, Yorba Linda, Job 201316.
6.5. Declaration of Restrictive Covenants for 18171 Imperial Highway
Recommendation: That the Board of Directors authorize the President
and Secretary to execute the Declaration of Restrictive Covenants with the
Harold and Elsie Q. Gelber Trust, c/o Daniel H. Wampole, Trustee for The
Fresh Market.
ACTION CALENDAR
7.1. Request to Support a Floor Nomination of Director Kathleen J. Tiegs for
the Office of Vice - President in the Upcoming Association of California
Water Agencies (ACWA)
Mr. Conklin explained that the District had received a request to support a
floor nomination of Kathleen J. Tiegs for the office of Vice - President in the
upcoming ACWA Election of Officers to be held at the general session of
the ACWA Fall Conference in Los Angeles on December 4, 2013. Director
Kiley reported that the Executive - Administrative - Organizational Committee
had discussed this matter at its meeting held November 22, 2013 and
concurred with staff's recommendation to support the floor nomination.
Director Beverage made a motion, seconded by Director Hawkins, to
approve Resolution No. 13 -17 Supporting the Nomination of Director
Kathleen Tiegs as ACWA Vice - President. Motion carried 5 -0 on a Roll
Call vote.
7.2. Amendment to ISDOC Bylaws
Mr. Conklin explained that some recent changes in legislation and other
governance - related matters had prompted the development of suggested
modifications to the ISDOC Bylaws. The proposed amendments have
been through multiple rounds of review and are now being presented to
the member Districts for approval. Director Kiley reported that the
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Executive - Administrative - Organizational Committee had reviewed the
proposed changes at its most recent meeting and determined that there
were no issues.
Director Kiley made a motion, seconded by Director Collett, to approve the
proposed amendments to the ISDOC Bylaws. Motion carried 5 -0.
REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
President Melton announced that he would like to form an ad hoc
committee to review the Acting General Manager's salary and then make
a recommendation to the Board of Directors. Directors Hawkins and
Collett were then appointed to serve on the committee.
8.2. Directors' Report
■ CSDA Special District Leadership Academy Conference —
November 17 -20, 2013 (Melton)
President Melton briefly reported on his attendance at this
conference and the topics discussed.
The Director's then wished everyone a Happy Thanksgiving.
8.3. Acting General Manager's Report
Mr. Conklin stated that he was pleased to announce that Mrs. Lugo had
been appointed as the District's Finance Manager effective today. Mrs.
Lugo has been serving as the Acting Finance Manager since July. In
addition, Mrs. Tiffany Nguyen has been appointed to the position of Senior
Accountant. Mrs. Nguyen has been serving in this position on a limited
term basis. The Board congratulated Mrs. Lugo and Mrs. Nguyen on their
appointments. Mr. Conklin further reported that the OCWD annexation
process continues to move forward and the associated LAFCO application
is in the process of being completed. The draft Environmental Impact
Report (EIR) for the Cielo Vista Project was released for public comment
through January 7, 2014. Mr. Conklin also recently spoke with a County
representative to discuss both the Cielo Vista and Esperanza Hills
projects. During this conversation he confirmed that the District's
requirements for water service for the two proposed developments
remains the same. The draft EIR for the Esperanza Hills Project is
expected to be released shortly. Construction work is continuing on
schedule for the 2012 Pipeline Replacement Project as well as for the
Yorba Linda Booster Station Project. Construction work for the discharge
structure into OCWD's Conrock Basin for Well 21 has been completed.
The Notice of Completion for this project will be presented to the Board at
the next regular meeting. Mr. Conklin then concluded his report by saying
that staff's international potluck lunch had been a success and that he
wished everyone a pleasant Thanksgiving holiday.
3
8.4. General Counsel's Report
Mr. Kidman commented on the formation of an ad -hoc committee to
discuss the Acting General Manager's salary. He advised that this matter
would need to be discussed in open session when it is presented to the
Board for consideration. Mr. Kidman then briefly commented on ACWA's
position related to the Bay Delta Action Plan and noted that the Closed
Session would not be required during this meeting.
8.5. Future Agenda Items and Staff Tasks
None.
9. COMMITTEE REPORTS
9.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
■ Minutes of the meeting held November 22, 2013 at 12:00 p.m. will
be provided at the next regular Board meeting.
■ Next meeting is scheduled to be held December 17, 2013 at 4:00
p.m.
9.2. Finance - Accounting Committee
(Hawkins /Melton)
■ Minutes of the meeting held November 25, 2013 at 12:00 p.m. will
be provided at the next regular Board meeting.
■ Next meeting is scheduled to be held December 16, 2013 at 12:00
p.m.
9.3. Personnel -Risk Management Committee
(Collett /Beverage)
■ Minutes of the meeting held November 12, 2013 at 4:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held December 3, 2013 at 4:00
p.m.
9.4. Planning- Engineering- Operations Committee
(Kiley /Hawkins)
■ Minutes of the meeting held November 13, 2013 at 2:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held December 10, 2013 at 8:30
a. m.
12
9.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett)
■ Next meeting is scheduled to be held December 2, 2013 at 4:00
p.m.
9.6. Organizational and Efficiency Study Ad Hoc Committee
(Beverage /Hawkins)
■ Meeting held November 19, 2013 at 4:00 p.m. Director Beverage
noted that following additional revisions, the draft study would be
presented to the Board for review and discussion at a special Board
meeting scheduled December 19, 2013 at 2:00 p.m.
■ Next meeting to be scheduled.
9.7. YLWD -City of Placentia Joint Agency Committee
(Melton /Hawkins)
■ Minutes of the meeting held October 14, 2013 at 9:30 a.m. will be
provided at the next regular Board meeting.
■ Next meeting to be scheduled.
9.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley /Beverage)
■ Next meeting is scheduled to be held December 18, 2013 at 6:00
p.m.
9.9. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
■ Minutes of the meeting held November 26, 2013 at 4:00 p.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held January 28, 2014 at 4:00 p.m.
9.10. Citizens Advisory Committee
(Beverage)
■ Minutes of the meeting held November 25, 2013 at 8:30 a.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held December 16, 2013 at 8:30
a.m.
0
10. INTERGOVERNMENTAL MEETINGS
10.1. YL City Council —November 19, 2013 (Collett)
Director Collett attended and commented on the Town Center, Chamber
of Commerce and Transportation Corridor Agencies updates which were
provided at the meeting.
10.2. MWDOC Board — November 20, 2013 (Melton)
Director Melton was unable to attend this meeting due to a schedule
conflict.
10.3. OCWD Board — November 20, 2013 (Kiley)
Director Kiley attended and did not have and District related business to
report.
10.4. Yorba Linda LMAD CAC — November 21, 2013 (Kiley)
Director Kiley attended and confirmed that the Committee was still in need
of utilizing the District's facilities for one or more of its meetings in
January.
Councilmember Hernandez addressed the Board and requested that the
YLWD /City of Yorba Linda Joint Agency Committee meeting on December 18,
2013 be rescheduled to a future date. A tentative date of January 15, 2014 was
discussed.
Director Beverage asked if Director Kiley might be able switch his attendance at
the Yorba Linda LMAD CAC meeting on December 12, 2013 as he would be
attending the CRWUA Conference that day.
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from December 1, 2013 —January 31, 2014
The Board reviewed the activity calendar and made no changes.
12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
12.1. UWI Spring Conference — February 19 -21, 2014
ACWA Washington DC Conference — February 25 -27, 2014
WEF Sea to Sierra Water Tour — April 10 -11, 2014
Director Collett made a motion, seconded by Director Kiley, to authorize
Director attendance at these events if desired. Motion carried 5 -0.
13. CLOSED SESSION
(There was no Closed Session held during this meeting.)
3
13.1. 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)
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 Anaheir Ana J. Matosantos, et al.
(Superior Co r `CA, Sacramento Case No. 34-
2013-80001 9)
u
Ot pza
Antici ated Liti T"'
a ';`
13.3. Conference with Legal Coun p g
Significant Exposure to Litigati6 Pursuant to Pa rag
ra ) of Subdivision
(d) of Section 54956$n9 of the Ca fq ja � dmment Cody
Related to line break, �J North R6 r,prive, Placentia CA 92870.
Number of Potential
13.4. Conf,� " << 41e .wit# ,gal Co %i i1iC'r" 4 Litigation
Signi nt Expos to Litig ursuant'Paragraph (2) of Subdivision
(d) of Se,n 549 .9 of the fornia Government Code
to "w" coftcati from potential plaintiffs threatening
litiga
umber of ; ntial° i es: One
13.5. Pt4lc Employr�Opt
Pui : nt to Se &n 54957 of the California Government Code
Title: Gd,�Manager
14. ADJOURNMENT
14.1. The meeting was adjourned at 9:07 a.m. A special Board of Directors
Meeting has been scheduled Thursday, December 5, 2013 at 3:00 p.m.
The next Regular Board of Directors Meeting will be held Thursday,
December 12, 2013 at 8:30 a.m.
Steven R. Conklin
Board Secretary
7
AGENDA REPORT
Meeting Date: December 12, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Delia Lugo, Finance Manager
Prepared By: Richard Cabadas, Accounting
Assistant I
Budgeted:
Cost Estimate
Funding Source
Dept:
Subject: Payments of Bills, Refunds, and Wire Transfers
SUMMARY:
ITEM NO. 7.2
Yes
$1,356,466.11
All Funds
Finance
Section 31302 of the California Water Code says the District shall pay demands made against it when
they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list
of disbursements for Board of Directors' approval.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $1,356,466.11.
DISCUSSION:
The major items and wire on this disbursement list are as follows: a wire of $846,228.57 to MWDOC
for October 2013 water purchase and a check of $40,390.85 to US Bank Corporate Payment for VISA
payment. The balance of $230,741.42 is routine invoices.
The Accounts Payable check register total is $1,117,360.84; Payroll No. 24 total is $239,105.27; and
the disbursements of this agenda report are $1,356,466.11. 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:
CkRea121213.pdf
13 CC 1212.0
13 -CS 1212.pdf
Approved by the Board of Directors of the
Yorba Linda Water District
12/12/2013
RC /PH 3 -0 -2
GM and MB were absent.
Description:
CHECK REGISTER
CREDIT CARD SUMMARY
CAP SHEET
Type:
Backup Material
Backup Material
Backup Material
Yorba Linda Water District
Check Register
For Checks Dated: 11/28/2013 thru 12/12/2013
Check No.
Date Vendor Name
Amount
Description
62574
12/12/2013 Anthem Blue Cross EAP
166.32
PREM. MEMBERSHIP - 12/13
62534
12/12/2013 Aqua- Metric Sales Co.
9,751.54
WAREHOUSE STOCK
62576
12/12/2013 Aramark
964.83
UNIFORM
62570
12/12/2013 AT & T
45.33
CABLE /FIBER - COMMUNICATIONS
62597
12/12/2013 AT & T - Calnet2
2,614.05
ATT - COMMUNICATION LINES
62572
12/12/2013 Autoscribe Corporation
352.50
VISION GATEWAY APIT
62549
12/12/2013 Best Interiors Inc
4,835.00
CONSTRUCTION - WALL PARTITION
62596
12/12/2013 BLX Group LLC
1,000.00
PREP OF NO REBATE LETTER
62538
12/12/2013 CalCard US Bank
40,390.85
CREDIT CARD TRANS - OCT & NOV 2013
62548
12/12/2013 Chambers Group Inc.
4,388.53
WELL 5 VIDEO STUDY,PUMP TEST
62560
12/12/2013 Clinical Lab. Of San Bern.
3,250.00
LAB - SAMPLES
62555
12/12/2013 Coastline Equipment
231.47
VEHICLE MAINTENANCE - #145
62575
12/12/2013 Culligan of Santa Ana
17.10
WATER SOFTENER SVC
62593
12/12/2013 Dean Criske Trucking
625.52
BASE & SAND
62537
12/12/2013 Delta Wye Electric, Inc.
1,252.00
EMERGENCY SERVICE CALL
62578
12/12/2013 DeltaCare USA
306.00
DENTAL INS. - 12/01 - 12/31/13
62558
12/12/2013 Diane Dalton
230.00
CERT. REIMBURSEMENT
62532
12/12/2013 Eisel Enterprises, Inc.
52.11
666F MB METER BOX, ETC
62563
12/12/2013 Employee Relations, Inc.
48.60
PRE -EMP BACKGROUND REPORTS
62569
12/12/2013 Employment Development Departme
458.45
UNEMPLOYMENT INS. BENEFIT CHRG
62595
12/12/2013 EyeMed
1,299.52
VISION - DECEMBER PREMIUM
62530
12/12/2013 FARZAD BARVARZ
156.43
CUSTOMER REFUND
62542
12/12/2013 G.M. Sager Construction Co., Inc.
16,250.00
PAVING REPAIR
62579
12/12/2013 Gary Melton
310.00
TRAVEL EXP REIMBURSEMENT
62584
12/12/2013 Gladwell Governmental Services Inc.
2,500.00
RECD MGMT POLICIES TRAINING
62535
12/12/2013 Graybar Electric Co
183.71
G4X3LG6 PLST DUCT
62554
12/12/2013 Haaker Equipment Co.
192.33
AUTO MAINTENANCE #154
62541
12/12/2013 Haitbrink Asphalt Paving, Inc.
23,189.25
GRIND, CAP ASPHALT & SEAL
62547
12/12/2013 Infosend Inc.
8,670.41
POSTAGE AND PRINTING SERVICE
62533
12/12/2013 JOHNSON - FRANK & ASSOCIATES, IN
12,000.00
LAND SURVEY- 09/01/13- 11/17/13
62559
12/12/2013 Ken Mendum
77.00
CERT. REIMBURSEMENT
62545
12/12/2013 Killingsworth Gear
4,365.97
HARDWARE - ENGINE MAINTENANCE
62586
12/12/2013 Konica Minolta Business
289.49
PRINTING SERVICE
62573
12/12/2013 Liebert Cassidy Whitmore
1,305.00
LEGAL SERVICE
62591
12/12/2013 Marina Landscape, Inc
5,164.68
LANSCAPING
62529
12/12/2013 MARYBETH BUCKLES
186.17
CUSTOMER REFUND
62546
12/12/2013 Mc Fadden -Dale Hardware
266.64
WAREHOUSE HARDWARE
62543
12/12/2013 Mc Master -Carr Supply Co.
100.67
WAREHOUSE HARDWARE
62531
12/12/2013 MICHELE YEOMANS
98.80
CUSTOMER REFUND
62571
12/12/2013 Minuteman Press
561.05
DOOR HANGERS - SVC SHUT OFF
62583
12/12/2013 Municipal Water District
75.00
SMART TIMER REBATE PROGRAM
W121213
12/12/2013 Municipal Water District
846,228.57
MWDOC WATER PURCHASE OCT 2013
62544
12/12/2013 Muzak LLC
73.74
MUZAK VOICE DECEMBER
62561
12/12/2013 NatPay Online Business Solutions
22.80
DOCULIVERY AUGUST 2013
62536
12/12/2013 Newark Element 4
408.59
IT HARDWARE
62577
12/12/2013 Nickey Kard Lock Inc
5,243.99
FUEL
62556
12/12/2013 Nickey Petroleum Co Inc
1,136.92
MOBIL DTE BB
62581
12/12/2013 Norman A. Traub Associates
5,000.00
CONSULTING SVC
62589
12/12/2013 Office Solutions
24.24
OFFICE SUPPLIES
62562
12/12/2013 Orvac Electronics
39.31
DUCTS
62553
12/12/2013 P.T.I. Sand & Gravel, Inc.
1,237.60
COLD MIX ASPHALT
62557
12/12/2013 Pacific Truck Equipment Inc.
87.20
LID SUPPORTS
62528
12/12/2013 PASCAL & LUDWIG CONSTRUCTORS
1,000.00
CUSTOMER REFUND
62588
12/12/2013 Petty Cash
186.81
PETTY CASH
62551
12/12/2013 Prudential Group Insurance
3,377.31
LIFE INSURANCE PREMIUM - DEC 2013
62539
12/12/2013 Sancon Engineering Inc.
37,871.00
REHAB 210' OF 10" VCP
62592
12/12/2013 SC Prime Source Inc.
4,800.00
JANITORIAL SERVICE
W112713
11/27/2013 SCE
2,535.92
ELECTRICITY CHARGES FOR OCT 2013
62567
12/12/2013 Shaw HR Consulting
622.50
HR CONSULTING
62552
12/12/2013 SHELF MASTER
2,278.77
SHELF FOR THE VAULT
62564
12/12/2013 Shred -It USA Inc
114.19
SHREDDING SVC -NOV 2013
62585
12/12/2013 Southern Calif Edison Co.
29,785.43
ACCT #6115 - NOV 2013
62590
12/12/2013 Southern Calif Gas Co.
14,397.46
ACCT 55008 - NOV 2013
62587
12/12/2013 Staples Business Advantage
782.33
24 COMPARTMENT ORGANIZER
62566
12/12/2013 Step Saver Inc
552.22
SALT - EXTRA COURSE
62582
12/12/2013 Steve Conklin
115.00
REIMBURSEMENT FOR PE LIC. RNWL
62565
12/12/2013 Sunrise Medical Group
50.00
FLU VACCINES (2)
62568
12/12/2013 Terryberry Company
544.38
CUSTOM WEB SITE SET UP
62550
12/12/2013 Time Warner Cable
1,234.99
TIME WARNER - FIBER SVC
62594
12/12/2013 Townsend Public Affairs, Inc.
5,000.00
CONSULTING SVC FOR DEC. 2013
62580
12/12/2013 U S Bank
2,500.00
ADMIN FEES - 10/01/13- 09/30/14
62540
12/12/2013 United Industries
1,887.25
BREAKROOM SUPPLIES
TOTAL 1,117,360.84
Date Vendor Name
11/07/13 JOBS AVAILABLE
11/18/13 AWWA
11/19/13 AMAZON
11/19/13 HOME DEPOT
11/19/13 VILLAGE NURSERIES
11/19/13 WELLS SUPPLY
11/20/13 GOVERN MENTJOBS.COM / NEOGOV
11/20/13 STAPLES
11/20/13 PPG COATINGS
11/20/13 WELLS SUPPLY
11/21/13 HOME DEPOT
11/21/13 MAIL FINANCE
11/25/13 LIEBERT CASSIDY WHITMORE
11/25/13 PRAXAIR
11/25/13 LIGHT BULBS, ETC
11/26/13 JUAN POLLO
11/26/13 ANSWER ONE COMMUNICATIONS
11/26/13 PLACENTIA DISPOSAL
11/26/13 ONLINE INFORMATION SERVICES
11/26/13 VERIZON WIRELESS
11/27/13 ICE FACTORY
11/27/13 US POST MASTER
Cal Card Credit Card
U S Bank
11/07/13- 11/27/13
Amount Description
30.00 JOBS AVAILABLE 1 YEAR ELEC. SUBSCRIPTION
85.00 AWWA MEMBERSHIP RENEWAL
69.09 2 COFFEE POTS
170.92 LUMBER FOR CONCRETE FORMS
168.05 LANDSCAPE MATERIAL
14,119.37 OCTOBER 2013 INVOICES
10,000.00 NEOGOV - PE MODULE LICENSE, SET UP AND TRAINING
1,032.20 OFFICE SUPPLIES AND TONER
99.34 PAINT SUPPLIES
8,093.04 OCTOBER 2013 INVOICES
60.38 CUTTING TOOLS & FILES
313.93 LEASE PAYMENT - 11/08/13 - 02/07/14
1,245.00 2014 LCW ANNUAL PUBLIC SECTOR EMPLOYMENT LAW
64.82 WELDING SUPPLIES
516.05 LIGHT BULB FOR RICHFIELD FACILITY
254.87 CHICKEN FOR THE EMPLOYEE POTLUCK (DIST. PROVIDED)
748.35 ANSWERING SERVICE
500.48 DISPOSAL SERVICE - 2 FRONT LOADS (3 YD)
401.00 COLLECTION SERVICE
2,183.52 WIRELESS SERVICE - 09/21 - 10120
19.44 ICE FOR WATER - TURKEY ROCK N RUN - CITY OF YORBA LINDA
216.00 ANNUAL RENEWAL FEE FOR Y.L PO BOX.
TOTAL 40,390.85
December 12, 2013
CHECK NUMBERS:
Computer Checks 62528 -62597 268,596.35
hivj I N *5
W1 12713 SCE 2,535.92
W 121213 MWDOC 846,228.57
848, 764.49
TOTAL OF CHECKS & WIRES
PAYROLL NO. 24:
Direct Deposits $ 153,563.46
Third Party Checks 5722 -5731 $ 45,592.64
Payroll Taxes $ 39,949.17
TOTAL OF PAYROLL
$1,117,360.84
$239,105.27
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $1,356,466.11
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF December 12, 2013
------------------------------------------------------------------
------------------------------------------------------------------
ITEM NO. 8.1
AGENDA REPORT
Meeting Date:
December 12, 2013
Budgeted:
Yes
Total Budget:
$70,000
To:
Board of Directors
Cost Estimate:
$71,962.20
Funding Source:
Water Capital
Reserves
From:
Steve Conklin, Acting General
Manager
Job No:
2009 -22 #21
Presented By:
Steve Conklin, Acting General
Dept:
Engineering
Manager
Reviewed by Legal:
N/A
Prepared By:
Derek Nguyen, Water Quality
CEQA Compliance:
Pending
Engineer
Subject:
Approval of Change Order No. 1,
Final Progress Payment and Notice of
Completion for Construction of Well 21 Pump -to -Waste Outlet Structure
SUMMARY:
Work is complete for the Construction of Well 21 Pump -to -Waste Outlet Structure. Submitted for
consideration is Final Progress Payment and request for authorization to file the Notice of
Completion for the project. Due to the increased water level in Conrock Basin, District staff
negotiated with OCWD to construct the outlet structure from the current water level instead of the
extended slope observed during the summer when Conrock basin was near empty. This reduction
in scope of work has resulted in a net credit to the District in the amount of $21,550.32 from the
original contract of $97,300 with Pascal & Ludwig Constructors, Inc. In accordance with Contract
Documents, Pascal & Ludwig has submitted final progress payment for a net payment of
$71,962.20.
STAFF RECOMMENDATION:
That the Board of Directors approve Change Order No. 1 for a net credit of $21,550.32 to the
District for a revised total contract amount of $75,749.68, approve Final Progress Payment in the
net amount of $71,962.20 to Pascal & Ludwig Constructors and authorize staff to file the Notice of
Completion and release retention thirty -five days following recordation, if no liens have been filed;
release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no
defects have been found for the Construction of Well 21 Pump -to -Waste Discharge Outlet Structure.
COMMITTEE RECOMMENDATION:
The Planning- Engineering- Operations Committee will discuss this matter at its meeting scheduled
December 10, 2103 and will provide its recommendation at the Board meeting.
DISCUSSION:
At the request of the Orange County Water District, staff fast - tracked Construction of Well 21 Pump -
to -Waste Outlet Structure. Due to the increased water level in Conrock Basin, staff negotiated with
OCWD to construct the outlet structure from the current water level in Conrock instead of extended
slope observed during the summer when Conrock was near empty. This change in construction
scope resulted in a credit to the District from Pascal & Ludwig Constructors (P &L). Also, during
construction, it was found that loose soil materials were predominantly present which posed stability
concerns to the designed rip rap slope and concrete driveway pad. As a result, District staff
requested P &L to over - excavate and place gravel materials to ensure slope stability and achieve
greater compaction. This change in field work and the reduction in construction scope resulted an
overall net savings of $21,550.32 to the District from its original contract amount of $97,300.
In accordance with the contract documents, P &L submitted a request for Final Progress Payment in
the amount of $71,962.20 for completed work through November 25, 2013. During this period, the
contractor completed construction of Well 21 Pump -to -Waste Outlet Structure including a 12 -in
reinforced concrete driveway, 12 -in grouted rip rap, pump -to -waste air gap structure, discharge
headwall with energy dissipaters and reinforced concrete guard posts.
If approved, the revised contract amount is $75,749.68 and 10 calendar days starting in June
November 11, 2013.
• If approved, Final Progress Payment is $75,749.68 (100% of contract amount, less 5%
retention of $3,787.48 for a net payment of $71,962.20).
• The time expended through November 25, 2013 is 10 days (50% of contract duration of 20
days total).
Staff reviewed the contractor's final progress payment and recommend approval. A copy of the Final
Progress Payment and revised construction cost contract is attached for 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 December 20, 2012, the Board of Directors authorized approval and execution of the 50-
year Lease Agreement between Orange County Water District and YLWD for the Well 21 site.
• On December 20, 2012, the Board of Directors approved a Professional Services Agreement
with CDM Smith in the amount of $117,740 to provide hydrogeologic services for well drilling
design, specifications and inspection.
• On October 10, 2013, the Board of Directors approved Amendment No. 1 in the amount of
$10,620 to CDM Smith for Hydrologic Services to provide full -time oversight monitoring during
the drilling of Well No. 21.
• On October 10, 2013, the Board of Directors authorized execution of a Construction Contract
to Bakersfield Well & Pump Co. in the amount of $863,345 for the Drilling of Well No. 21.
• On October 10, 2013, the Board of Directors authorized execution of a Professional Services
Agreement with Stantec Consulting Services, Inc. to provide engineering design, bidding
support services, and construction management for Wellhead Equipping of YLWD Well No. 21
in the amount not to exceed $147,258.
• On October 24, 2013, the Board of Directors authorized execution of Construction Contract to
Pascal & Ludwig Constructors, Inc. in the amount of $97,300 for the Construction of Well 21
Pump -to -Waste Outlet Structure.
ATTACHMENTS:
Name: Description: Type:
Progress Pay Report Summary CO1 P L PPR1 20131127.pdf Final Progress Payment & CO1_P &L_20131127 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
12/12/2013
PH /RC 3 -0 -2
GM and MB were absent.
YORBA LINDA WATER DISTRICT
FINAL PAY REPORT
PROJECT Well 21 Pump -To -Waste Disch. Struc. PAY REQUEST NO. 001
LOCATION Anaheim, CA PROJECT NO. 200922 PAGE 1 OF 1 PAGES
CONTRACTOR Pascal & Ludwig Constructors, Inc. DATE Nov. 25, 2013
DRIGINAL. CONTRACT AMOUNT:
S
97.300.00
NUTHORIZED CHANGE: ORDERS:
$
(21,550.32)
TO DATE
2EVISE:D CONTRACT AMOUNT:
$
75,749.68
PROGRESS PAY ESTIMATE FOR PERIOD
November 11, 2013
TO November 25, 2013
PREVIOUS
THIS MONTH
TO DATE
VALUE OF WORK COMPLETED
$
S 74.460100
S
74.460.00
CHANGE ORDER WORK COMPLETED
S
S 1,289.68
$
1,289.68
TOTAL VALUE OF WORK COMPLETED
S
S 75,749.68
S
75.749.68
LESS RETENTION 5%
$
3.787.48
LESS OTHER DEDUCTIONS
Electronic Wire Fees
S
-
NET EARNED TO DATE
S
71.962.20
LESS AMOUNT PREVIOUSLY PAID
S
_
BALANCE DUE THIS ESTIMATE
S
71,962.20
NOTICE TO PROCEED
COMPLETION TIME
APPROVED TIME EXTENSIONS
TOTAL CONTRACT TIME
TIME EXPENDED TO DATE
TIME REMAINING
November 6, 2013
20 CALENDAR DAYS
0 CALENDAR DAYS
20 CALENDAR DAYS
10 CALENDAR DAYS
10 CALENDAR DAYS
REQUESTED BY: Y, DATE: _ r — L.� ?'1-3
an Ludwig, President, Contracto
RECOMMENDED:
APPROVED BY:
DATE: 1(z61"It-�
DATE:( f /-Z7 1 3
PASCAL & LUDWIG CONSTRUCTORS TELEPHONE
2049 EAST FRANCIS STREET SCA (909) 947,4631
ONTARIO. CALIFORNIA 91761 s�I VJG
INVOICE
TO: YORBA LINDA WATER DISTRICT
1717 E. MIRALOMA AVENUE
PLACENTIA. CA 92670
ATTN: DEREK NGUYEN
INVOICE NO.
DATE
13048
11126113
OUR JOB NO. 3154
PROJECT' YLWD - WELL 21 PUMP- TO-WASTE OUTLET
PERIOD ENDING: 11130113
PAY ESTIMATE: # I
COMPLETED & EARNED TO DATE
LESS RETENTION
SUBTOTAL
LESS PREVIOUS ESTIMATES
TOTAL DUE THIS ESTIMATE
$75,74.9.68
$3,78748
$71,962.20
$0.00
$71.962.20
Yorba Linda
Water District
Reliable and Trusted Service
for More Than 100 Years
November 25, 2013
Change Order for Revised Contract Cost
To: Alan Ludwig
Pascal & Ludwig Constructors, Inc.
2049 East Francis Street
Ontario, CA 91761
Project: Well 21 Pump -to -Waste Discharge Outlet Structure
Construction Contract Number: 2009 -22
Original Contract Amount: $97,300.00
Revised Contract Amount: $75,749.68
This letter is to acknowledge receipt of your revised construction scope and cost for Well 21 Pump -to-
Waste Discharge Outlet Structure dated November 25, 2013.
Based on your revised quote, the District hereby approves a Change Order in the amount of - $22,840
credit for work not performed in the contract less $1,289.68 for field scope changes, resulting in a revised
total contract amount of $75,749.68.
Please acknowledge your agreement to the above revised contract amount by signing the attached Change
Order form and submit to the District for processing. Thereafter, you may send us the invoice per the
revised contract amount in accordance with Contract Documents.
S onklin, P.E.
Acting General Manager
1717 E. Miraloma Avenue Placentia, CA 92870 714- 701 -3100 714 - 701 -3108 Fax
YORBA LINDA WATER DISTRICT
CONTRACT NAME: Well 21 Pump -To -Waste Discharge
Structure
CONTRACTOR: Pascal & Ludwig Constructors, Inc.
PROJECT NO: 2009 -22
OWNER: Yorba Linda Water District
CHANGE ORDER NO. 1
DATE November 25, 2013
Page 1 Of 1
CONTRACT AMT.: $97,300.00 DAYS: 20
THIS CHANGE: _ $21,550.32 DAYS: 0
REVISED CONTRACT AMT: $75,749.68 DAYS: 10
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.
i_._
DESCRIPTION OF CHANGES
Credit for Work not Performed
Time and Materials for additional Gravel Compaction
+INCREASE
CONTRACT
r OR
TIME
+EXTENSION I
— DECREASE IN
OR - REDUCTION
CONTRACT
(DAYS)
AMOUNT
(S)
- $22,840.00 1 -10
+$1,289.68 0
NET CHANGE 1 - $21,550.32 1 0
REVISED CONTRACT AMOUNT AND TIME 1 $75,749.68 1 -10
The amount of the contract will be decreased by the sum of $21,550.32 and the contract lime shall be decreased by 10 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 famish all labor and materials and perform all other
necessary work, inclusive of (fiat 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 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 [tie 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:
ACCEPTED:
an
Presl
OWNER DATE: I f 125 --901.3
R DATE: 2 -5- /2D1 �J
� r
APPROVED: OWNER DATE: f 12 l 3
Steve Conklin, Acting General Manager
Meeting Date
Subject:
ATTACHMENTS:
ITEM NO. 10.1
AGENDA REPORT
December 12, 2013
Executive - Administrative - Organizational Committee
(Melton /Kiley)
Minutes of meeting held November 22, 2013 at 12:00 p.m.
• Meeting scheduled December 17, 2013 at 4:00 p.m.
Name:
112213 EAO - Minutes.docx
Description:
EAO Mtg Minutes 11/22/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXECUTIVE - ADMINISTRATIVE - ORGANIZATIONAL COMMITTEE MEETING
Friday, November 22, 2013, 12:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3.
5.
4
The November 22, 2013 meeting of the Yorba Linda Water District's Executive -
Administrative- Organizational Committee was called to order by Director Melton
at 12:00 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.
ROI I CAI I
COMMITTEE STAFF
Director Gary T. Melton, Chair Steve Conklin, Acting General Manager
Director Robert R. Kiley Damon Micalizzi, Public Info Officer
OTHER ATTENDEES
Art Kidman, Partner, Kidman Law LLP
Heather Dion, Senior Director, Townsend Public Affairs (By Teleconference)
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
5.1 Status of Legislative Affairs (verbal report)
Ms. Dion discussed with the Committee state and local political and
legislative items of interest to the District. At the completion of the
discussion, Ms. Dion ended her telephone connection with the meeting.
ACTION CALENDAR
4.1. Reorganization of the Board of Directors and Appointment of Officers for
Calendar Year 2014
Mr. Conklin discussed with the Committee the reorganization of the Board
for 2014. It was noted that because Directors Melton and Beverage will
not be at the December 12 Board meeting, the reorganization will be at
the December 23 Board meeting. Further, the Committee indicated that
because of the later date of the Board reorganization, the impending
changes in the committee assignments will not take effect until February
1, 2014.
1
4.2. Request to Support a Floor Nomination of Kathleen J. Tiegs for the Office
of Vice President in the Upcoming ACWA Election of Officers
The Committee discussed the upcoming ACWA meeting and election of
officers. Following discussion, the Committee recommended that the
Board support the floor nomination of Kathleen J. Tiegs and directed staff
to prepare a resolution to that effect for Board action on November 27.
4.3. Amendment to ISDOC Bylaws
The Committee reviewed the proposed amendments and recommended
that the Board approve them at its November 27, 2013 meeting.
4.4. Agency Report of Public Official Appointments (Form 806)
At the request of Mr. Conklin, Mr. Kidman advised the Committee that the
Fair Political Practices Commission amended the California Government
Code effective February 6, 2013 requiring the completion of Form 806
prior to the Board voting to appoint Directors to other outside boards,
commissions, and committees as well as internal standing and ad hoc
committees that would provide a stipend or salary totaling $250 or more in
a 12 -month period. Following discussion, the Committee recommended
that the Board authorize staff to complete and file Form 806 prior to the
next round of appointments in December, and annually thereafter.
4.5. YLWD /City of Placentia Joint Agency Demonstration Project
Mr. Conklin reported that the City of Placentia is interested in developing a
water conservation demonstration project with the District, which would
entail replacing turf grass with synthetic turf in the street medians along
Yorba Linda Blvd in Placentia. The proposed project has been discussed
in recent Placentia /District Joint Agency meetings. The estimated
construction cost of the project is approximately $50,000 after MWDOC
rebates. Following discussion, the Committee recommended that the
Board approve proceeding with the project, whereby the District would pay
for the construction and the City would pay back to the District half the
cost of construction in incremental payments over the next five years.
5. DISCUSSION ITEMS (continued)
5.2. Status of OCWD Annexation Project (Verbal Report)
Mr. Conklin reported that the annexation process is proceeding forward.
OCWD is completing the package for submittal to LAFCO.
5.3. Status of Sage and Esperanza Hills Development Projects (Verbal Report)
Mr. Conklin reported that the draft EIR for the Sage /Cielo Vista
development project has been released for public comment, from
November 7 through December 23, 2013. Staff is reviewing the EIR and
preparing to comment. He indicated that he is meeting with
representatives for the project on December 2, 2013. Mr. Conklin also
2
reported that staff for the Esperanza Hills development project has
indicated that the draft EIR for that project should be released for public
review shortly.
5.4. Status of Plumosa Property Sale (Verbal Report)
Mr. Conklin reported that the MAI appraisal is in preparation and should
be complete by mid - December. It will include two different appraisals,
depending on the type of purchaser.
5.5. Status of Wildfire Loss Mitigation at District Facilities (Verbal Report)
Mr. Conklin provided an update to the Committee on events since
presenting the District Facilities Wildfire Mitigation Report last month. He
reported that at the Hidden Hills Pump Station site, trees deemed too
close have been removed (by City staff), landscaping trimmed, and work
is proceeding on installation of sprinklers on the roof that can be remotely
operated. At the Box Canyon Pump station, landscaping is being trimmed
and removed and sprinklers installed as noted above. At Santiago Booster
Station, work is proceeding on a sprinkler system as noted above. The
Committee complimented staff on the work in progress.
5.6. Board of Director Non - Member Attendance at Committee Meetings
Mr. Conklin reported that at recent EAO Committee meetings there was
discussion on two related questions: 1) may a Board member attend a
meeting of a Board committee of which he is not a member, and 2) may
he draw a daily stipend for attending the meeting? At the request of the
Committee, Legal Counsel prepared a memo in response to those
questions, and Mr. Kidman provided a summary of that memo to the
Committee. Following discussion, the Committee recommended that the
November 4 Memo be presented to the Board for discussion and
consideration.
5.7. Participation on Water Education Foundation Board
Mr. Conklin provided a letter from the Water Education Foundation (WEF)
and informed the Committee that the District's Water Quality Engineer,
Derek Nguyen, who is completing his year -long Young Water Leader
Program, has been nominated by his Program peers to serve on the WEF
Board. Participation would include attending quarterly Board meetings at
various locations within California. Following discussion, the Committee
recommended that the Board authorize Derek Nguyen's participation on
the WEF Board for a three -year term.
5.8. Future Agenda Items and Staff Tasks
None.
The Committee adjourned to Closed Session at 1:20 pm. Directors Melton and Kiley
were present. Also present were Messrs. Conklin and Kidman.
3
6. CLOSED SESSION
6.1. 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)
6.2. 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- 800001529)
6.3. 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
6.4. 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
The Committee reconvened in Open Session at 1:25 p.m. Director Melton announced
that no action was taken during Closed Session that was required to be reported under
the Brown Act.
7. ADJOURNMENT
7.1. The meeting was adjourned at 1:26 p.m. The next Executive -
Administrative- Organizational Committee meeting is scheduled to be held
Tuesday, December 17, 2013 at 4:00 p.m.
12
Meeting Date
Subject:
ATTACHMENTS:
Name:
112513 FA - Minutes.doc
ITEM NO. 10.2
AGENDA REPORT
December 12, 2013
Finance - Accounting Committee
(Hawkins /Melton)
Minutes of meeting held November 25, 2013 at 12:00 p.m.
• Meeting scheduled December 16, 2013 at 12:00 p.m.
Description:
FA Mtg Minutes 11/25/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE - ACCOUNTING COMMITTEE MEETING
Monday, November 25, 2013, 12:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3
4
5
The November 25, 2013 meeting of the Yorba Linda Water District's Finance -
Accounting Committee was called to order by Director Hawkins at 12:00 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.
ROI I CAI I
COMMITTEE
Director Phil Hawkins, Chair
Director Gary T. Melton
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
STAFF
Steve Conklin, Acting General Manager
Delia Lugo, Acting Finance Manager
4.1. Budget to Actual Results for October 2013
Mrs. Lugo reviewed the October 2013 Budget to Actual Results report with
the Committee. It was noted that there were no significant items to report
at this time.
4.2. Investment Report for Period Ending October 31, 2013
Mrs. Lugo presented the Investment Report for the Period Ending October
31, 2013. She noted that the average yield for the reporting month is
0.67. A hand -out that reports the use and available balance of the Line of
Credit between the District and Wells Fargo Bank was available for review
and discussion. There were no other key items to discuss.
4.3. Future Agenda Items and Staff Tasks
None.
ADJOURNMENT
5.1. The meeting was adjourned at 12:55 p.m. The next Finance - Accounting
Committee meeting is scheduled to be held Monday, December 16, 2013
at 12:00 p.m.
1
Meeting Date
Subject:
ATTACHMENTS:
ITEM NO. 10.3
December 12, 2013
120313 PRM - Minutes.doc
AGENDA REPORT
Personnel -Risk Management Committee
(Collett /Beverage)
Minutes of meeting held December 3, 2013 at 4:00 p.m.
Minutes of meeting held December 10, 2013 at 2:00 p.m. (To be provided at
the next regular Board meeting.)
• Meeting scheduled January 14, 2014 at 4:00 p.m.
Description:
PRM Mtg Minutes 12/03/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Tuesday, December 3, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3
4
The December 3, 2013 meeting of the Yorba Linda Water District's Personnel -
Risk Management Committee was called to order by Director Collett 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.
ROI I CAI I
COMMITTEE MEMBERS PRESENT
Director Ric Collett, Chair
Director Michael J. Beverage
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
STAFF PRESENT
Steve Conklin, Acting General Manager
Gina Knight, HR and Risk Manager
4.1. Emergency Preparedness Plan (Verbal Report)
Mr. Conklin advised the Committee members that Kelly Hubbard,
Emergency Services Manager for the Municipal Water District of Orange
County attended a meeting at the District to discuss the District's
Emergency Preparedness Plan. The Committee discussed at great length
the idea of forming an Emergency Preparedness Committee to oversee
and administer the plan. Mr. Conklin informed the Committee that Hank
Samaripa had recently been assigned this task. However, with Mr.
Samaripa's upcoming retirement these duties would need to be assigned
to another employee. Mr. Conklin will keep the Committee informed on
the status of this item.
4.2. Status of Recruitments (Verbal Report)
Staff informed the Committee that the Records Management Specialist
internal recruitment opened on November 26, 2013 and would close on
December 10, 2013. In addition, the Sr. Accountant recruitment is
scheduled to open on December 9, 2013 and close on January 9, 2014.
4.3. Status of Assessment of Job Descriptions and Titles (Verbal Report)
Mr. Conklin prepared and presented a summary of future Capital
Improvement Projects as well as present job duties performed by Hank
Samaripa, the District's Project Coordinator. Due to the upcoming
retirement, the duties mentioned will need to be performed by the new
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employee. Mr. Conklin made the request for the Committee to consider
reclassifying the job title along with a revision of the job classification. Mr.
Conklin would like to revise the job classification to include the following:
Bachelor degree in civil engineering or related field required and three
years of engineering experience.
4.4. Status of Policies and Procedures (Verbal Report)
Staff informed the Committee that the following draft policy /procedure:
Employee Performance Evaluation would be revised by the Human
Resources Department by December 9, 2013. The draft policy would then
be presented to Department Managers on December 17, 2013 for their
comments.
4.5. Future Agenda Items and Staff Tasks
The Committee asked staff to look at other agencies to see what job titles
are being used for positions with similar duties as those performed by the
District's Project Coordinator position. The Committee requested that this
information be presented at the next Personnel -Risk Management
Committee scheduled for December 10, 2013.
ADJOURNMENT
5.1. The meeting was adjourned at
Management Committee meeting
December 10, 2013 at 2:00 p.m.
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5:10 p.m. The next Personnel -Risk
is scheduled to be held Tuesday,
Meeting Date
Subject:
ATTACHMENTS:
ITEM NO. 10.9
AGENDA REPORT
December 12, 2013
YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
Minutes of meeting held November 26, 2013 at 4:00 p.m.
• Meeting scheduled January 28, 2014 at 4:00 p.m.
Name:
112613 MWDOC OCWD - Minutes.docx
Description:
YLWD /MWDOC /OCWD Mtg Minutes 11/26/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
JOINT AGENCY COMMITTEE MEETING WITH MWDOC AND OCWD
Tuesday, November 26, 2013, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The November 26, 2013 meeting of the Yorba Linda Water District's Joint
Agency Committee with MWDOC and OCWD was called to order at 4:07 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.
2. ROLL CALL
YLWD COMMITTEE MEMBERS
Director Gary T. Melton
Director Michael J. Beverage
MWDOC COMMITTEE MEMBER
Director Brett Barbre
OCWD COMMITTEE MEMBER
Director Roger Yoh
3. PUBLIC COMMENTS
None.
4. DISCUSSION ITEMS
YLWD STAFF
Steve Conklin, Acting General Manager
MWDOC STAFF
Rob Hunter, General Manager
OCWD STAFF
Mike Markus, General Manager
4.1. MWD Water Supply Conditions and Outlook
Director Barbre reported that water supply conditions remain good, with
substantial amounts in aquifer storage and some increase in storage
along the Colorado River from the recent storm and flood in Colorado.
However, State Water Project conditions remain low and the outlook for
water for the central valley is a big concern, with current allocation
projection at 5 %.
4.2. OCWD Basin Conditions and Outlook
Mr. Markus reported that basin overdraft is currently at approximately
320,000 acre feet (AF), which is mid - range. OCWD is purchasing MWD
untreated water and recharging in Anaheim Lake. Flow in the Santa Ana
River for recharge is low, projected to be less than 100,000 AF for the
year. MWD currently has 49,500 AF in storage under the CUP, and could
call for extraction of 20,000 AF in the coming year to meet MWD
demands.
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4.3. Huntington Beach Ocean Desalination Project
Director Barbre and Mr. Markus reported that at the Coastal Commission
Hearing earlier this month, following many presentations and much
discussion, Poseidon elected to withdraw its permit application. This was
to allow Poseidon time to prepare a more detailed evaluation of a
subsurface intake for the proposed project, in response to the request
from Commission staff. Poseidon estimates that it will be a year before
they return to the Commission for a renewed permit application.
4.4. Consolidation of OCWD and MWDOC
Director Barbre reported that the Ad Hoc Committee for the Consolidation
Study met for the third time on November 26, 2013. Mr. Markus indicated
that a report on status to date will be made to the full OCWD Board
shortly. The study will continue.
4.5. OCWD Annexation
Mr. Markus reported that OCWD staff is completing the package for
submittal to LAFCO, which should go in shortly.
4.6. Status of OCWD Groundwater Basin Cleanup Projects
Mr. Markus reported that the rulings from the judges from the North Basin
case and the South Basin case continue to be in favor of the defendants.
The OCWD Board will need to determine if it wishes to appeal the
decisions.
4.7 YLWD Well Project
Mr. Conklin reported that drilling of Well 21 is scheduled to start in early
January 2014 and will take an estimated two months to complete. The
contract has been awarded for design of wellhead facilities, and
engineering will begin shortly, including preparation of the draft CEQA
document. It is estimated that it will take two years to complete the
project.
4.8. Future Agenda Items
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 5:05 p.m. The next YLWD- MWDOC-
OCWD Joint Agency Committee meeting is scheduled to be held
Tuesday, January 28, 2013 at 4:00 p.m.
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Meeting Date
Subject:
ATTACHMENTS:
ITEM NO. 10.10
AGENDA REPORT
December 12, 2013
Citizens Advisory Committee
(Beverage)
Minutes of meeting held November 25, 2013 at 8:30 a.m.
• Meeting scheduled December 16, 2013 at 8:30 a.m.
Name:
112513 - CAC Minutes.docx
Description:
CAC Mtg Minutes 11/25/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
Monday, November 25, 2013 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The November 25, 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
Daniel Mole, Chair
Bill Guse
Cheryl Spencer- Borden
Carl Boznanski
Joe Holdren
YLWD DIRECTORS PRESENT
Michael J. Beverage, Director
OTHER ATTENDEES
Mark Schock
3. PUBLIC COMMENTS
None.
4. ACTION CALENDAR
5.
Lindon Baker
Modesto Llanos
Oscar Bugarini
Rick Buck
YLWD STAFF PRESENT
Damon Micalizzi, Public Information Officer
4.1. Appointment of Committee Chair and Vice -Chair for Calendar Year 2014
The Committee Voted Unanimously to Reappoint Chairman, Daniel Mole
and Vice Chair, Rick Buck to continue serving as Chair and Vice Chair for
Calendar Year 2014.
DISCUSSION ITEMS
5.1. Status of Recruitment for the Position of General Manager
Director Beverage updated the Committee on the latest developments in
the District's recruitment for GM.
5.2. District Organizational and Efficiency Study
Director Beverage offered some background to the Committee about the
Board's initiation of the Study and the process by which the Consultant
went about conducting the analysis. The Committee discussed the report
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at length, with Director Beverage offering clarification where necessary
regarding some of the findings and recommendations made by the
consultant.
5.3. 5 Year Anniversary of the Freeway Complex Fire
Mr. Micalizzi reported to the Committee on the press coverage of the Five -
Year Anniversary of the Freeway Complex Fire, speculating that the
October 16th Joint Agency Town Hall Meeting was a likely contributor to
the lack of press coverage regarding the Anniversary of the Fire
5.4. Future Agenda Items
None.
6. ADJOURNMENT
6.1. The meeting was adjourned at 10:30 a.m. The next Citizens Advisory
Committee meeting is scheduled to be held Monday, December 16, 2013
at 8:30 a.m.
2
Meeting Date
Subject:
ATTACHMENTS:
AGENDA REPORT
December 12, 2013
Meetings from December 13, 2013 - January 31, 2014
ITEM NO. 12.1
Description: Type:
BOD - Activities Calendar.pdf Backup Material Backup Material
Board of Directors Activity Calendar
Event
Date
Time
Attendance by:
December 2013
WACO
Fri, Dec 13
7:45AM
Hawkins /Kiley
CRWUA Annual Conference
Fri, Dec 13
8:OOAM
Beverage
Citizens Advisory Committee Meeting
Mon, Dec 16
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, Dec 16
12:OOPM
Hawkins /Melton
Exec - Admin- Organizational Committee Meeting
Tue, Dec 17
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, Dec 17
6:30PM
Kiley
MWDOC Board
Wed, Dec 18
8:30AM
Melton
OCWD Board
Wed, Dec 18
5:30PM
Kiley
Board of Directors Special Meeting
Thu, Dec 19
2:OOPM
Board of Directors Regular Meeting
Mon, Dec 23
8:30AM
Public Financing Corporation Regular Meeting
Mon, Dec 23
8:30AM
District Offices Closed
Tue, Dec 24
7:OOAM
District Offices Closed
Wed, Dec 25
7:OOAM
Yorba Linda Planning Commission
Wed, Dec 25
6:30PM
Hawkins
January 2014
District Offices Closed
Wed, Jan 1
7:OOAM
WACO
Fri, Jan 3
7:45AM
Hawkins /Kiley
Pub Affairs - Communications -Tech Committee Meeting
Mon, Jan 6
4:OOPM
Beverage /Collett
Planning- Engineering- Operations Committee Meeting
Tue, Jan 7
12:OOPM
Kiley /Hawkins
Yorba Linda City Council
Tue, Jan 7
6:30PM
Kiley
LAFCO
Wed, Jan 8
8:30AM
Beverage
OCWD
Wed, Jan 8
5:30PM
Kiley
Board of Directors Regular Meeting
Thu, Jan 9
8:30AM
Yorba Linda LMAD CAC
Thu, Jan 9
6:30PM
Kiley
Personnel -Risk Management Committee Meeting
Tue, Jan 14
4:OOPM
Collett /Beverage
MWDOC
Wed, Jan 15
8:30AM
Melton
Yorba Linda Planning Commission
Wed, Jan 15
6:30PM
Melton
Yorba Linda LMAD CAC
Thu, Jan 16
6:30PM
Exec - Admin- Organizational Committee Meeting
Tue, Jan 21
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, Jan 21
6:30PM
Collett
OCWD
Wed, Jan 22
5:30PM
Kiley
Board of Directors Regular Meeting
Thu, Jan 23
8:30AM
Yorba Linda LMAD CAC
Thu, Jan 23
6:30PM
Beverage
Citizens Advisory Committee Meeting
Mon, Jan 27
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, Jan 27
12:OOPM
Hawkins /Melton
Joint Committee Meeting with MWDOC and OCWD
Tue, Jan 28
4:OOPM
Beverage /Melton
Yorba Linda Planning Commission
Wed, Jan 29
6:30PM
Hawkins
ISDOC
Thu. Jan 30
11:30AM
Collett
12/5/2013 3:55:14 PM
AGENDA REPORT
Meeting Date: December 12, 2013
ITEM NO. 13.1
Subject: 2014 Water Bond Discussion with Assemblywoman Sharon Quirk -Silva -
December 3, 2013
STAFF RECOMMENDATION:
That the Board of Directors ratify Director Hawkins' attendance at this event.
ATTACHMENTS:
Name: Description:
2014 Water Bond Discussion.pdf Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
12/12/2013
RC /PH 3 -0 -2
GM and MB were absent.
Type:
Backup Material
Please .torn
Assemblywoman Sharon Quirk -Silva
for a Discussion on the
For more information and to RSVP", please contact us at:
Phone. (714) 526 -7272
Website: www.asmdc.org/guirk-sil a