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HomeMy WebLinkAbout2014-02-04 - Planning-Engineering-Operations Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Tuesday, February 4, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The February 4, 2014 meeting of the Yorba Linda Water District's Planning - Engineering- Operations Committee 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. 2. ROLL CALL 3. 4. COMMITTEE MEMBERS PRESENT Director Gary T. Melton, Chair Director Michael J. Beverage STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager PUBLIC COMMENTS None. ACTION CALENDAR 4.1. Proposed Change Order No. 1 for the Yorba Linda Blvd Pump Station Project Mr. Conklin reported that the project is moving forward, but that there are proposed changes in construction outside of the project scope and contract. He described those changes relating to the roof coating and relating to the need to relocate two air - release structures in conflict with the fence to be constructed on the edge of the project area. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 1 in the amount of $25,871.59 and 59 additional days. 4.2. Proposed Change Order No. 4 for the 2012 Waterline Replacement Phase II Project Mr. Conklin updated the Committee on changes in construction necessary for the subject project. He described the extra work necessary to install the pre -cast vault for the replacement of the Cresthill Pressure Regulating Valve and structure, and the change in the alignment and method of installation for the pipeline from Sunwood to YL Country Club. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 4 in the amount of $75,258.22 and 31 additional days 4.3. Declaration of Restrictive Covenants with Mr. Anthony Nardolillo — 21078 Via Diego Circle Mr. Conklin reported that Mr. Nardolillo proposes to extend an existing block wall and to retain existing landscaping improvement within the District's dedicated waterline and sewer line easements at his residence. He noted that staff has reviewed the proposed work and recommends acceptance subject to the execution of a Declaration of Restrictive Covenants. Following discussion, the Committee supported the staff recommendation. 5. DISCUSSION ITEMS 5.1. Status of OCWD Annexation Process (Verbal Report) Mr. Conklin reported that he is not aware of any new developments. It is still within the LAFCO review process. 5.2. Status of Cielo Vista and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin reported that the EIR review and comment period has ended for both projects. He submitted the District's response letter to the County for Esperanza Hills last week, and received a copy of the City's response letter on Monday. 5.3. 2014 Allen McColluch Shutdown Mr. Conklin recalled that the District came through the recent AMP shutdown without a hitch in water delivery or water quality. He noted that he asked Mr. DeCriscio to prepare a memo, summarizing the District's preparation, response during the outage, and items learned that will be of benefit in future outages or emergencies. A copy of the memo was provided to the Committee and discussed. 5.4. Reservoir Cleaning and Inspection Mr. DeCriscio described the process utilized by the Operations Department to have each of the District's 14 reservoirs inspected and (if necessary) cleaned of sediment every five years. He noted that because the cost to inspect and clean Highland and Lakeview reservoirs was to be more than $5,000, it was necessary to obtain multiple bids. Following receipt and review of two competitive bids, the low -bid firm, Aquatic Inspections, Inc., was retained for $11,950 for the work. Approval of this work was within the scope of the Acting General Manager's authority, per the District's Purchasing Policy. 2 5.5. Monthly Groundwater Production and Import Water Report (To be provided at the meeting.) Mr. DeCriscio reported that water consumption for January 2014 was 46.1% over the projected amount (based on historical averages) and that for the first seven months of the FY, consumption is 8.6% over that projected. Our groundwater -use percentage has been increasing and is now 48.4% for the FY, as we work to hit our target of 51.8% by June 30. 5.6. Monthly Preventative Maintenance (PM) Report (To be provided at the meeting.) Mr. DeCriscio provided a copy of the PM Report to the Committee and noted that our crews are on target for our PM goals. He indicated that for sewer televising, our crews have completed 83% of the targeted length to be televised already this year, and cumulatively, they have televised 78% of our entire sewer system. He described to the Committee that when the televising shows areas in need of repair or replacement, the area is marked, and, when several such areas are accumulated, the work is bid out and the repairs are made at one time. 5.7. Monthly Production Summary Report (To be provided at the meeting.) Mr. DeCriscio reviewed the subject report with the Committee, noting water production, weather conditions, water quality, equipment removed from and returned to service, and after -hour response calls. He described to the Committee how after -hour calls are addressed by the staff - person on call. 5.8. Groundwater Producer Meeting Report Mr. Conklin reviewed the subject report with the Committee, noting that OCWD has projected for FY 14/15 an RA of $295 to $305 /AF and a BPP of 72 %. 5.9. Review of 2013/14 CIP and Forecast for FY 2014/15 Mr. Conklin provided a handout to the Committee with the most recent updates to the work completed to date, projections to the end of FY 13/14, and projections for the following four years. Of particular interest were the projections for time of completion of Well 21 and completion of the Fairmont Booster Station. Also discussed was the projection of the work for Well 22, for which a site must first be found and purchased. A question was raised as to how much groundwater can we currently pump, and how much in two years with the completion of Well 21. And how does this relate to our goal of pumping 65% to 70% when annexation is approved? Mr. DeCriscio indicated that he will provide this information for discussion at the next PEO Committee meeting 5.10. Status Report on Capital Projects in Progress Mr. Conklin provided an update on capital projects currently in planning, design and construction. He provided some photos for the Committee of the pipeline construction through the golf cart tunnel at YL Country Club. 3 5.11. Future Agenda Items and Staff Tasks Keep Committee apprised of efforts in acquiring sites for Wells 22 and 23. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:17 p.m. The next Planning-Engineering- Operations Committee meeting is scheduled to be held Thursday, March 61 2014 at 4: 00 p.m. 12