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Home My WebLink About2014-04-24 - Board of Directors Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 24, 2014, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton 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. 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. 6.1. Minutes of the Board of Directors Special Meeting held April 7, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Special Meeting held April 8, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Minutes of the Board of Directors Regular Meeting held April 10, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.4. Minutes of the Board of Directors Special Meeting held April 14, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.5. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,343,482.40. 6.6. Progress Payment No. 1 for Well 21 Drilling Contract Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $181,646.65 to Bakersfield Well and Pump, Co. for Drilling of Well No. 21, Job No. 2009 -22. 6.7. Construction Contract for the Deville Dr. Waterline Extension Recommendation: That the Board of Directors award the Construction Contract for the Deville Dr. Waterline Extension for $43,500 to Valverde Construction, Inc. 7. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 7.1. Request to Sign Letter to MWDOC Regarding Proposed Budget for FY 2014/15 Recommendation: That the Board of Directors consider this request and provide direction to staff. 7.2. ACWA /JPIA Commitment to Excellence Recommendation: That the Board of Directors execute ACWA /JPIA's "Commitment to Excellence" certificate on behalf of the District. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report 8.2. Directors' Reports 8.3. Acting General Manager's Report 8.4. General Counsel's Report 8.5. Future Agenda Items and Staff Tasks 9. COMMITTEE REPORTS 9.1. Executive - Administrative - Organizational Committee (Kiley / Collett) Minutes of the meeting held April 14, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 12, 2014 at 4:00 p.m. 9.2. Finance - Accounting Committee (Hawkins / Beverage) • Next meeting is scheduled to be held April 28, 2014 at 4:00 p.m. 9.3. Personnel -Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held April 1, 2014 at 4:00 p.m. • Next meeting is scheduled to be held May 6, 2014 at 4:00 p.m. 9.4. Planning- Engineering- Operations Committee (Melton / Beverage) • Minutes of the meeting held April 15, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 1, 2014 at 4:00 p.m. 9.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) • Minutes of the meeting held April 17, 2014 at 4:00 p.m. (To be provided at next regular Board meeting.) • Next meeting is scheduled to be held May 5, 2014 at 4:00 p.m. 9.6. Organizational Performance Review Ad Hoc Committee (Beverage / Hawkins) • Next meeting is yet to be scheduled. 9.7. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) • Next meeting to be held May 12, 2014 at 10:00 a.m. 9.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of meeting held April 22, 2014 at 5:00 p.m. (To be provided at next regular Board meeting.) • Next meeting is yet to be scheduled. 9.9. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) • Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m. 9.10. Citizens Advisory Committee (Kiley) • Next meeting is scheduled to be held April 28, 2014 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. WACO - April 4, 2014 (Kiley /Hawkins) 10.2. YL LMCAC - April 10, 2014 (Beverage) 10.3. YL City Council - April 15, 2014 (Collett) 10.4. MWDOC Board - April 16, 2014 (Melton) 10.5. OCWD Board - April 16, 2014 (Collett) 10.6. YL Planning Commission - April 23, 2014 (Melton) 10.7. OCSD - April 23, 2014 (Kiley) 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from April 25, 2014 - May 31, 2014 12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 12.1. OCSD State of the District Reception - May 21, 2014 Recommendation: That the Board of Directors authorize Director attendance at this event if desired. 13. 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. 13.1. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda CA Agency Negotiators: Steve Conklin Negotiating Parties: Prospective Buyers Under Negotiation: Price and Terms of Payment 13.2. 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) 13.3. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Josefina N. Sioson, et al. (OC Superior Court - Case No. 00709123) 13.4. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Leonard P. Bigonger, et al. (OC Superior Court - Case No. 00709131) 13.5. 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 13.6. 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 potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 13.7. 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 13.8. 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 Number of Potential Cases: One 13.9. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager 13.10. Conference with Labor Negotiators (Recruitment) Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Koff & Associates, Inc. Unrepresented Employee: General Manager 14. ADJOURNMENT 14.1. The next Regular Board of Directors Meeting will be held Thursday, May 8, 2014 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: April 24, 2014 ITEM NO. 6.1 Subject: Minutes of the Board of Directors Special Meeting held April 7, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 040714 BOD - Minutes.doc BOD Special Mtg Minutes 04/07/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 1 K MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Monday, April 7, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 3. ROLL CALL DIRECTORS PF 4. 5 Robert R. Kiley, Ric Collett, Vice Michael J. Bevei Phil Hawkins Gary T. Melton PUBLIC COMM None. CLOSED SESSlUN The meeting was adjourned to Closed Session at 4:01 present. Also present was Mr. Krammer. f & Associates, Inc. p.m. All Directors were 5.1. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 8:00 p.m. President Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 1 6. ADJOURNMENT Robe Presic 6.1. The meeting was adjourned at 8:01 p.m. A Special Board of Directors Meeting will be held Tuesday, April 8, 2014 at 8:00 a.m. The next Regular Board of Directors Meeting will be held Thursday, April 10, 2014 at 8:30 a. m. i• AGENDA REPORT Meeting Date: April 24, 2014 ITEM NO. 6.2 Subject: Minutes of the Board of Directors Special Meeting held April 8, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 040814 BOD - Minutes.doc BOD Special Mtg Minutes 04/08/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 1 K MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Tuesday, April 8, 2014, 8:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 3. ROLL CALL DIRECTORS PF 4. 5 Robert R. Kiley, Ric Collett, Vice Michael J. Bevei Phil Hawkins Gary T. Melton PUBLIC COMM None. CLOSED SESSlUN The meeting was adjourned to Closed Session at 8:01 present. Also present was Mr. Krammer. f & Associates, Inc. a.m. All Directors were 5.1. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 11:50 a.m. President Kiley 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 11:51 a.m. The next Regular Board of Directors Meeting will be held Thursday, April 10, 2014 at 8:30 a.m. Robert R. Kiley Presic i• AGENDA REPORT Meeting Date: April 24, 2014 ITEM NO. 6.3 Subject: Minutes of the Board of Directors Regular Meeting held April 10, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 041014 BOD - Minutes.doc BOD Regular Mtg Minutes 04/10/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 1 K MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 10, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 rLCUUM Vr ALLr-U1A1V1.t President Kiley led the pledge 3. ROLL CALL DIRECTORS PRESENT Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton ALSO PRESENT 1i STAFF rrccacnll Steve Conklin, Acting General Manager John DeCriscio, Operations Manager Delia Lugo, Finance Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Amelia Cloonan, Human Resources Analyst Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Mayor Pro Tem, City of Yorba Linda Bill Nelson, Director, California Special Districts Association Lynn Melton, Youth Service Chair, Yorba Linda Sunrise Rotary Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee Rick Violett, President, Investment Brokers of OC (Attended in Closed Session Only) Georg Krammer, CEO Koff & Associates (Participated in Closed Session Only) 4. ADDITIONS /DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Mrs. Melton addressed the Board and extended an invitation to those in attendance to participate in Yorba Linda Sunrise Rotary Club's annual Lobsterfest on May 16, 2014. Funds raised from the event go towards various local and international service projects. 1 6. SPECIAL RECOGNITION 6.1. Recognition of Director Gary Melton for Completion of CSDA Special District Governance Program Director Nelson presented Director Melton with a certificate in recognition of his completion of CSDA's Special District Governance Program. He also provided an overview of the curriculum requirements as well as other certification programs offered through CSDA's Special District Leadership Foundation. The Board congratulated Director Melton on his accomplishment. Director Nelson and Ms. Cloonan left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) ■ Minutes of the meeting held March 24, 2014 at 8:30 a.m. were provided in the agenda packet. Mr. Mole provided a summary of the topics discussed during the meeting including a presentation regarding the Esperanza Hills Development Project and a reduction in the frequency of Committee meetings. ■ Next meeting is scheduled to be held April 28, 2014 at 8:30 a.m. 8. CONSENT CALENDAR Director Collett made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5 -0. Director Collett abstained from voting on Item No. 8.3. as he has a financial interest with one of the listed vendors. 8.1. Minutes of the Board of Directors Workshop Meeting held March 17, 2014 Recommendation presented. That the Board of Directors approve the minutes as 8.2. Minutes of the Board of Directors Regular Meeting held March 27, 2014 Recommendation presented. That the Board of Directors approve the minutes as 8.3. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,384,606.97. 0 10 8.4. Progress Payment No. 12 for the Yorba Linda Blvd Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 12 in the net amount of $38,290.07 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 - 17B. DISCUSSION ITEMS 9.1. ACWA /JPIA President's Special Recognition Award Mr. Conklin explained that ACWA /JPIA had recently recognized the District for achieving a low ratio of Paid Claims and Case Reserves to Deposit Premiums in the Workers' Compensation Program for the period July 1, 2009 through June 30, 2012. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Kiley reported that he had accepted an award and plant on behalf of YLWD from the Fairmont Elementary PTA in appreciation of the District's provision of bottled water for various school related events. Mr. Mole left the meeting at this time. 10.2. Directors' Report ■ MWDOC Elected Officials Forum —April 3, 2014 (Kiley /Melton) Director Melton attended and noted that the majority of the meeting focused on budget and water supply issues. Director Barbre addressed the Board and provided a brief overview of the MWDOC budget related items discussed during the event. Mr. Conklin expressed his condolences regarding the recent passing of Col. Jack Foley, Chair of MWDOC. Director Barbre noted that the family had scheduled services on April 26, 2014. Mrs. Melton left the meeting at this time. 3 11 10.3. Acting General Manager's Report Mr. Conklin reported on the status of various construction projects and responded to questions from the Board regarding staff efforts in locating another well site. Mr. DeCriscio reported on current groundwater production levels. Mr. Conklin and Mr. DeCriscio then responded to questions from the Board regarding the possibility of using untreated water for irrigation purposes at the proposed Gun Club Road Linear Park. 10.4. General Counsel's Report Mr. Kidman commented on a recent court ruling related to PRA requests for the production of communications sent or received by public officials and employees on their private electronic devices using their private accounts. Mr. Kidman suggested that the District's draft Records Management Policy and existing Directors' Communications Expense Reimbursement Policy be reviewed in respect to this issue. Mr. Kidman then commented on a proposed amendment (AB 1728) to California Government Code Section 84308 which, if approved, could have an impact on the District. ■ Next meeting is scheduled to be held April 14, 2014 at 4:00 p.m. 11.2. Finance - Accounting Committee (Hawkins / Beverage) ■ Minutes of the meeting held March 28, 2014 at 8:00 a.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 28, 2014 at 4:00 p.m. 11.3. Personnel -Risk Management Committee (Hawkins / Melton) ■ Minutes of the meeting held April 1, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held May 6, 2014 at 4:00 p.m. 11.4. Planning- Engineering- Operations Committee (Melton / Beverage) ■ Next meeting is scheduled to be held April 15, 2014 at 4:00 p.m. 12 11.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) ■ Next meeting is scheduled to be held April 15, 2014 at 12:00 p.m. 11.6. Organizational Performance Review Ad Hoc Committee (Beverage / Hawkins) ■ Next meeting is yet to be scheduled. 11.7. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) ■ Next meeting is scheduled to be held May 12, 2014 at a time yet to be determined. (The time of this meeting was subsequently scheduled for 10:00 a.m.) 11.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) ■ Next meeting is scheduled to be held April 22, 2014 at 5:00 p.m. 11.9. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) ■ Minutes of the meeting held March 25, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m. Director Barbre left the meeting at this time. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL LMCAC — March 27, 2014 (Beverage) Director Beverage attended and reported that the majority of the meeting focused on preparations for the upcoming Zone 1-1 -B meeting and suggested recommendations on the Engineer's Report on Arterial Designations. YL LMCAC April 3, 2014 (Beverage Director Beverage attended and noted that of the 750 homeowners invited to the Zone 1-1 -13 meeting, approximately 20 attended. 12.2. YL City Council — April 1, 2014 (Collett) Director Collett attended and commented on a status report regarding options for development of the West Bastanchury Site and approval of an amendment to a Subdivision Improvement Agreement for the Gun Club Road Trail which were discussed during the meeting. 5 13. 14. 15 12.3. MWDOC Board — April 2, 2014 (Melton) Director Melton attended and noted that the majority of the meeting focused on the proposed budget. 12.4. OCWD Board — April 2, 2014 (Collett) Director Collett was unable to attend this meeting. 12.5. WACO — April 2, 2014 (Kiley /Hawkins) Directors Hawkins attended and requested that the report for this meeting be postponed until the next regular Board meeting. 12.6. YL Planning Commission — April 9, 2014 (Beverage) Director Beverage attended and commented on a design modification of the Costco gas station and a Conditional Use Permit for OC Wine Mart which were considered during the meeting. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from April 11, 2014 — May 31, 2014 The Board reviewed the activity calendar and made no changes. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. OC Crime Victims' Monument Design Unveiling — April 12, 2014 ACWA /JPIA Spring Conference — May 5 -6, 2014 ACWA Spring Conference — May 6 -9, 2014 OC Water Summit — May 16, 2014 Director Collett made a motion, seconded by Director Hawkins, to authorize Director attendance at these events if desired. Motion carried 5 -0. CLOSED SESSION The meeting was adjourned to Closed Session at 9:47 a.m. All Directors were present. Also present were Messrs. Conklin, Kidman, Beltran and Violett. The following items were taken out of order. 15.7. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: Agency Negotiators Negotiating Parties: Under Negotiation: 4622 Plumosa Drive, Yorba Linda CA Steve Conklin To Be Determined Price and Terms of Payment I Mr. Violett left the Closed Session following discussion of Item No. 15.7. 15.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA et al. vs. Insurance Company of the State of Pennsylvania, et al. (OC Superior Court — Case No. 00486884) 15.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Josefina N. Sioson, et al. (OC Superior Court — Case No. 00709123) 15.3. 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 Name of Case: City of Yorba Linda vs. Leonard P. Bigonger, et al. (OC Superior Court — Case No. 00709131) 15.6. 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 7 Mr. Krammer joined the Closed Session via teleconference at this time. Messrs. Conklin, Kidman and Beltran left the Closed Session prior to discussion of the following items. 15.8. Public Employment (Recruitment) Pursuant to Section 54956 of the California Government Code Title: General Manager 15.9. Conference with Labor Negotiators (Recruitment) Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Koff & Associates, Inc. Unrepresented Employee: General Manager Mr. Krammer disconnected from the Closed Session at this time. Messrs. Conklin, Kidman and Beltran then rejoined the Closed Session to continue discussion of Item Nos. 15.1 through 15.6. The Board reconvened in Open Session at 11:00 a.m. President Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT 16.1. The meeting was adjourned at 11:01 a.m. The next Regular Board of Directors Meeting will be held Thursday, April 24, 2014 at 8:30 a.m. Steven R. Conklin Board Secretary N AGENDA REPORT Meeting Date: April 24, 2014 ITEM NO. 6.4 Subject: Minutes of the Board of Directors Special Meeting held April 14, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 041414 BOD - Minutes.doc BOD Special Mtg Minutes 04/14/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 1 K MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Monday, April 14, 2014, 5:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 CALL TO ORDER The April 14, 2014 Special Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley at 5:30 p.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. 3. ROLL CALL DIRECTORS PF 4. 5 Robert R. Kiley, Ric Collett, Vice Michael J. Bevei Phil Hawkins Gary T. Melton PUBLIC COMM None. CLOSED SESSlUN The meeting was adjourned to Closed Session at 5:31 present. Mr. Krammer was present via teleconference. f & Associates, Inc. p.m. All Directors were 5.1. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager 5.2. Conference with Labor Negotiators (Recruitment) Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Koff & Associates, Inc. Unrepresented Employee: General Manager The Board reconvened in Open Session at 7:12 p.m. President Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 1 6. ADJOURNMENT Robe Presic 6.1. The meeting was adjourned at 7:13 p.m. A Board of Directors Workshop Meeting will be held Monday, April 21, 2014 at 3:00 p.m. The next Regular Board of Directors Meeting will be held Thursday, April 24, 2014 at 8:30 a.m. i• AGENDA REPORT Meeting Date: April 24, 2014 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Delia Lugo, Finance Manager Prepared By: Richard Cabadas, Accounting Assistant I Subject: SUMMARY: Budgeted Cost Estimate: Funding Source: Dept: Reviewed by Legal: CEQA Compliance: Payments of Bills, Refunds, and Wire Transfers ITEM NO. 6.5 Yes $1,343,482.40 All Funds Finance N/A N/A 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 $1,343,482.40. DISCUSSION: The major items and wires on this disbursement list are as follows: A check of $104,824.58 to ACWA/JPIA for May's 2014 medical and dental premium; a check of $181,646.65 to Bakersfield Well & Pump Company for a progress payment on Well 21 contract; a check of $42,923.11 to Pacific Truck Equipment Inc for unit 204 custom truck bed /body; and a wire of $532,532.33 to MWDOC for February's 2014 water purchase. The balance of $240,919.61 is routine invoices. The Accounts Payable check register total is $1,102,846.28; Payroll No. 08 total is $240,636.12; and the disbursements of this agenda report are $1,343,482.40. 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: CkReg042414.pdf 14 -CS O424.1)df 14 CC 0424.0 Approved by the Board of Directors of the Yorba Linda Water District Description: CHECK REGISTER CAP SHEET CREDIT CARD SUMMARY Type: Backup Material Backup Material Backup Material 4/24/2014 GM /PH 5 -0 With the exception of Warrant No. 63241 which was removed from the Consent Calendar for separate action. Warrant No. 63241 was then approved by the Board of Directors: MB /PH 5 -0 Yorba Linda Water District Check Register For Checks Dated: 04/11/2014 thru 04/24/2014 Check No. Date Vendor Name Amount Description 63250 04/24/2014 ACWA /JPIA 104,824.58 MEDICAL & DENTAL PREM - MAY 14 63241 04/24/2014 ALICIA F RONAN 147.84 CUSTOMER REFUND 63251 04/24/2014 Amelia Cloonan 49.00 PHOTOGRAPHY LIGHTING COURSE 63252 04/24/2014 Anaheim Wheel & Tire 60.00 MOUNT & BALANCE 63253 04/24/2014 Apollo Technologies Inc. 430.00 WTR TREATMENT - CLOSED LOOPS 63254 04/24/2014 Aqua- Metric Sales Co. 16,459.20 1 "PERL & MXU 520R 63255 04/24/2014 Aramark 196.41 UNIFORM SERVICE 63262 04/24/2014 ARC 50.10 PW DMF /DOCUMENT MNGT 63256 04/24/2014 Bakersfield Well & Pump Company 181,646.65 WELL 21 DRILLING CONT - PP01 63261 04/24/2014 C & L Refrigeration Corp. 3,494.76 SERVICE CALL - HVAC REPAIR 63257 04/24/2014 CalCard US Bank 4,989.23 CREDIT CARD TRANS - MARCH /APRIL 2014 63258 04/24/2014 CDM Smith 36,127.14 PROF. SVCS - MARCH 2014 63259 04/24/2014 Chambers Group Inc. 855.00 PROF. SERVICES - MARCH 2014 63260 04/24/2014 City Of Placentia 253.25 ENCROACHMENT PERMIT #714645 63282 04/24/2014 Costco Online 2,119.96 MICROWAVES, CHAIRS AND MEETING SUPPLIES 63263 04/24/2014 Culligan of Santa Ana 1,982.30 PE SOFTENER 63264 04/24/2014 Dan Copp Crushing Corp. 100.00 BT DUMP FEES 63265 04/24/2014 Dell Marketing L.P. 338.07 VLA ACROBAT PRO 63266 04/24/2014 Delta Wye Electric, Inc. 3,732.00 SWAP WALNUT PRS CABINETS 63267 04/24/2014 Dick's Lock & Safe Inc. 382.50 CYLINDER & KEY REPLACEMENT 63268 04/24/2014 Dion & Sons, Inc. 4,410.10 BATTERY & 325 GAL OF OIL 63269 04/24/2014 DIME Incorporated 120.18 4" GASKETS 1/16" THICK FULL 63270 04/24/2014 Elite Equipment Inc 139.17 HUSQVARNA V BELT 63271 04/24/2014 Energy Environmental Soln, Inc 4,800.00 ICE TESTING - VALLEY VIEW & WELL 7 63272 04/24/2014 Enkay Engineering & Equipment Inc 900.00 PIPE PICK UP ONLY 63275 04/24/2014 EyeMed 1,387.03 EYE MED - APRIL 2014 63273 04/24/2014 Facility Solutions Group Inc 372.85 LIGHT SERVICE - FINANCE DEPT 63274 04/24/2014 Federal Express 36.41 SHIPPING 63276 04/24/2014 Firemaster 1,436.40 FIRE EXTINGUISHER INST. 63277 04/24/2014 Flex Advantage 94.50 FLEX ADVANTAGE -21 PARTICIPANT 63278 04/24/2014 Fry's Electronics 429.34 IT HARDWARE 63279 04/24/2014 Graybar Electric Co 688.02 TIMBER RIDGE - STTB 2,5-PV BU 63280 04/24/2014 Haaker Equipment Co. 9,411.08 MAINTENANCE PARTS - #154 63281 04/24/2014 Hall & Foreman, Inc 270.00 PROF SVCS - 03/01 - 03/28/14 63283 04/24/2014 Hushmand Associates Inc 3,375.00 PROFESSIONAL SERVICES 63284 04/24/2014 Infosend Inc. 2,481.24 MAIL PROCESSING & POSTAGE 63285 04/24/2014 Jackson's Auto Supply - Napa 196.22 IGN COIL - #134, DIESEL EXHAUST FLUID #197 63249 04/24/2014 JANE WANG 95.30 CUSTOMER REFUND 63248 04/24/2014 JEAN MARVIN 50.98 CUSTOMER REFUND 63245 04/24/2014 JEFFREY SCHULTZ 62.99 CUSTOMER REFUND 63240 04/24/2014 JOSEPHINE SENSALO 4.15 CUSTOMER REFUND 63286 04/24/2014 Kidman Law 14,968.50 LEGAL SVC - PROP MGMT 63287 04/24/2014 Lee & Ro, Inc. 5,836.00 PROF SVCS - 03/01 - 03/28/14 63288 04/24/2014 Los Angeles Times 102.00 Los Angeles Times Newspaper 63246 04/24/2014 LYLE NELSON 80.85 CUSTOMER REFUND 63289 04/24/2014 Marina Landscape, Inc 4,114.68 LANDSCAPING MO. MAINTENANCE 63290 04/24/2014 Mc Fadden -Dale Hardware 478.34 HARDWARE SUPPLIES W041414 04/14/2014 Municipal Water District 532,532.33 MWDOC WATER PURCHASE - FEB 14 63291 04/24/2014 NatPay Online Business Solutions 23.10 DOCULIVERY 63292 04/24/2014 Nickey Kard Lock Inc 6,078.13 FUEL 63293 04/24/2014 Occu -Med, Ltd. 90.00 PRE - EMPLOYMENT PHYSICAL 63294 04/24/2014 Office Solutions 324.97 OFFICE SUPPLIES 63244 04/24/2014 ORHYAN CAPITOL MGMT, LLC 102.91 CUSTOMER REFUND 63299 04/24/2014 P.T.I. Sand & Gravel, Inc. 1,911.38 BASE, FILL SAND AND COLD MIX ASPHALT 63295 04/24/2014 Pacific Truck Equipment Inc. 42,923.11 CUSTOM TRUCK BED #204 63296 04/24/2014 Parts Source Anaheim 60.33 REPAIR WRK ON WELL #15 63297 04/24/2014 Plumbers Depot Inc. 696.60 HOSE - 1" X 25' 63298 04/24/2014 Powerstride Battery 191.22 (2) BATTERIES - #170 & 144 63247 04/24/2014 PREEMINENT INVESTMENT CORP 277.84 CUSTOMER REFUND 63300 04/24/2014 Quantum Automation 2,152.18 CAPITAL OUTLAY FOR TIMBER RIDGE 63301 04/24/2014 R.J. Noble Company 21,330.00 ADJ. - WATER VALVE & MANHOLE 63309 04/24/2014 Rachel Padilla /Petty Cash 589.91 PETTY CASH - YARD & OFFICE 63242 04/24/2014 ROBERT NEAL 75.24 CUSTOMER REFUND 63303 04/24/2014 Safelite Autoglass 196.89 WINDSHIELD REPLACEMENT - #170 63302 04/24/2014 Safety -Kleen Systems Inc 347.61 OIL /PARTS WASHER DISPOSAL 63305 04/24/2014 SC Prime Source Inc. 4,800.00 JANITORIAL SERVICE - 04/2014 63304 04/24/2014 Schorr Metals, Inc. 99.42 SURPLUS STEEL 63306 04/24/2014 Shred -It USA Inc 108.34 SHRED - ON -SITE AUTO 63307 04/24/2014 Southern Calif Edison Co. 39,402.52 ELECTRICITY - MARCH 2014 - SEVERAL LOC. 63308 04/24/2014 Southern Calif Gas Co. 20,895.37 RICHFIELD - MARCH 2014 63311 04/24/2014 St.Jude Hospital Yorba Linda 145.00 DRUG SCREEN - DOT TESTING 63310 04/24/2014 Step Saver Inc 431.54 EXTRA COURSE SALT - 3160 LEIS 63312 04/24/2014 Townsend Public Affairs, Inc. 5,000.00 LEGAL SERVICES FEBRUARY 63315 04/24/2014 U S Bank 2,750.00 YLWD REV COP 2008 63313 04/24/2014 Underground Service Alert 213.00 DIGALERT - SVC 63314 04/24/2014 United Industries 461.02 PAPER PLATES - 9" DIA - 1000 /CS 63316 04/24/2014 Walters Wholesale Electric Co. 3,871.81 2.5 & 5 GHZ RADIOS 63243 04/24/2014 YAU HO MING 131.76 CUSTOMER REFUND 63317 04/24/2014 Yorba Linda Hardware 53.43 HARDWARE SUPPLIES 1,102,846.28 CHECK NUMBERS: Computer Checks 63240 -63317 WIRES: W041414 MWDOC TOTAL OF CHECKS & WIRES PAYROLL NO. 08: Direct Deposits Third Party Checks 5837 -5845 Payroll Taxes TOTAL OF PAYROLL April 24, 2014 570,313.95 570,313.95 532,532.33 532,532.33 $ 154,688.76 $ 45,287.66 $ 40,659.70 240,636.12 $1,102,846.28 $240,636.12 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,343,482.40 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF APRIL 24, 2014 Date Vendor Name 03/12/14 COBRA RESOURCES 03/14/14 POLLARD WATER 03/19/14 UNITED INDUSTRIES 03/26/14 SUNSTATE EQUIPMENT 03/27/14 USA BLUE BOOK 03/31/14 BROWN & CALDWELL 03/31/14 RSD 04/02/14 PRAXAIR 04/02/14 HOME DEPOT 04/02/14 CRUTCHFIELD 04/03/14 HOME DEPOT 04/03/14 HOME DEPOT 04/03/14 AER TECHNOLOGIES 04/03/14 FULLERTON PAINT 04/07/14 LAMP POST PIZZA 04/07/14 PORKY'S PIZZA 04/07/14 PRAXAIR 04/07/14 LIGHT BULBS ETC. 04/07/14 HARRINGTON INDUSTRIAL 04/08/14 CALIFORNIA BOARD OF EQUALIZATION 04/08/14 FTP TODAY 04/08/14 BRISTOL HOTEL 04/08/14 TOM'S PLACE 04/08/14 HAAKER 04/08/14 PRAXAIR 04/08/14 ORVAC 04/09/14 FULLERTON PAINT 04/09/14 SEARS STORES 04/09/14 ORCHARD SUPPLIES 04/10/14 HAAKER Cal Card Credit Card U 5 Bank 3/12/14- 4/10/14 Amount Description 177.00 FMLA INTEGRATION WITH W /C, DISABILITY, AND COBRA 85.92 BORING BAR FOR TAPPING 58.22 SAFETY VEST 69.12 PROPANE FOR FORKLIFT 311.54 1 MICRON FILTER 200.00 JOB ADVERTISEMENT - MAINTENANCE WORKER 1 422.16 FILTERS FOR AC UNITS 116.31 WELDING SUPPLIES 263.37 TOOLS FOR VALVE TRUCK 399.98 BACK UP CAMERA SYSTEM - #204 235.44 IMPACT WRENCH - REPLACEMENT (172.77) RETURNED IMPACT WRENCH 240.00 REPAIR OF UNIT 166 SPEEDOMETER 172.92 PAINT & PAINT SUPPLIES FOR CLA -VAL CREW 42.02 IT MEETING 33.47 LUNCH - BOD SPECIAL MEETING 70.39 CYLINDER FOR CO2 & TEFLON WASHERS 167.83 LIGHT BULBS 493.17 REAPIR PARTS FOR CL2 SYSTEM 23.00 SALES & USE TAX 49.95 YWLD.FTPTODAY.COM SERVICE 429.05 LODGING - CONFERENCE 47.43 BREAKFAST - BOD SPECIAL MEETING 1,273.56 PARTS TO REPAIR SEWER CAMERA 89.00 WELDING SUPPLIES 125.97 FUSE AND CABLE TIES 44.12 PAINT FOR CLA -VAL CREW 673.90 TOOL BOXES FOR UNIT 203 22.66 BUILDING REPAIR PART FOR BLDG #4 (1,175.50) RETURNED CCTV PARTS TOTAL 4,989.23 AGENDA REPORT Meeting Date: April 24, 2014 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Derek Nguyen, Water Quality Engineer Budgeted: Total Budget: Cost Estimate: Funding Source Job No: Dept: Reviewed by Legal: ITEM NO. 6.6 Yes $1,000,000 $863,345 All Water Funds 2009 -22 Engineering N/A CEQA Compliance: Exempt Subject: Progress Payment No. 1 for Well 21 Drilling Contract SUMMARY: Work is proceeding as planned on Well 21 drilling contract. The project involves drilling an 18 -in diameter, high capacity drinking water well capable of producing 2500 -3000 gpm. Submitted for Board approval is Progress Payment No.1 STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 1 in the net amount of $181,646.65 to Bakersfield Well and Pump, Co. for Drilling of Well No. 21, Job No. 2009 -22. DISCUSSION: In accordance with the contract documents, Bakersfield Well and Pump, Co. submitted a request for Progress Payment No. 1, in the net amount of $181,646.65 for completed work through March 31, 2014. During this period, the contractor mobilized to the site, installed the 38 -inch conductor casing, completed the 18 -inch pilot hole drilling to a depth of 725 -ft. and collected water quality samples for NPDES testing. Work is progressing well on schedule with the estimated completion date in early May 2014. The status of the construction contract with Bakersfield Well and Pump, Co. is as follows: • The current contract amount is $863,345.00 and 98 calendar days starting on December 16, 2013. • If approved, Progress Payment No. 1 is $191,207.00 less a 5% retention of $9,560.35 for a net payment of $181,646.65 (21 % of the total contract amount). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 1 is attached for your reference. STRATEGIC PLAN: SR 3 -B: Continue Planning for Long Term Capital Improvements and Replacements into the future PRIOR RELEVANT BOARD ACTION(S): • 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 to evaluate two potential well sites and provide well drilling design, specifications and inspection services. • On December 20, 2012, the Board of Directors authorized approval and execution of the 50- year Lease Agreement between Orange County Water District and Yorba Linda Water District for the Well 21 site. • 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 with Bakersfield Well and Pump, Co. in the amount of $863,345 for Drilling of Well No. 21. ATTACHMENTS: Name: Description: Type: Progress Payment Report BWP PPR1 04242014.pdf BWP Well 21_Progress Payment Report No. 1 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 YORBA LINDA WATER DISTRICT PROGRESS PAYMENT REPORT PROJECT Well 21 Drilling PROGRESS PAY REQUEST NO. 001 LOCATION Anaheim, CA PROJECT NO. 200922 PAGE 1 OF 1 PAGES CONTRACTOR Bakersfield Well & Pump Co. DATE March 31, 2014 ORIGINAL CONTRACT AMOUNT $ 863,345.00 AUTHORIZED CHANGE ORDERS: $ REVISED CONTRACT AMOUNT: $ 863,345.00 (PROGRESS 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 `gIuII :OVED TIME EXTENSIONS L CONTRACT TIME EXPENDED TO DATE REMAINING REQUESTED BY: January 22, 2014 TO March 31, 2014 PREVIOUS THIS MONTH TO DATE $ - $ 191,207.00 $ 191.2 Electronic Wire Fees December 16, 2013 98 CALENDAR DAYS 0 CALENDAR DAYS 98 CALENDAR DAYS 70 CALENDAR DAYS 28 CALENDAR DAYS 00 $ 191 $ 9 $ $ 181 $ 181 S ✓� / l� DATE: RECOMMENDED: U ��4N•�c� D ATE: De u en, Pr ' ct M ger, YLWD APPROVED BY: DATE: Steve Conklin, Acting General Manager, YLWD Lill, 1,70 1� To: Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92870 Attn: Derek Nguyen Ph: (714) 701 -3115 Job Description: Well #21 Bakersfield Well & Pump Co. 7212 Fruitvale Avenue Bakersfield, CA 93308 INVOICE Progress Billing #1 Billing Date 3 -31 -14 JOB # 13716 PO # 2009 -22 M: Uobsr2013113716Yorba Linde WD- D61New700'We1l @ Well# 21( Anahe lmJUnv1371610- 17- 13.x/sx)nv#1 Pagelo12 Qty This Qty to Item # Bid Item Description Qty Units Unit Bid Price Period Period Total Dale Total to Date Mobilization to site'. (Note: " The total price for bid item 1 shall not I exceed 10 percent of the total bid rice. ) 1 LS 65,000.00 1 $ 65,000.00 1 $ 65,000.00 2 Demobilize from the site including site cleanup. 1 LS 35,000.00 $ - $ 3 Standby time as directed by the Engineer. 24 HRS 150.00 $ - $ 4 Install soundproofing, If required. 300 LF 0.00 $ $ Furnish, install and cement 38 -inch diameter by 318 inch thick steel conductor casing in 48 -inch diameter hole from ground surface to a depth of 5 approximately 50 feet. 50 LF 375.00 50 $ 18,750.00 50 $ 18,750.00 Drill by direct by reverse circulation method a maximum 18 -inch diameter pilot hole from 50 to 6 720 feet. 670 LF 100.00 670 $ 67,000.00 670 $ 67 000.00 Conduct geophysical survey of the pilot hole including spontaneous potential, single point, 16- inch normal, 64 -inch normal, sonic, guard, gamma 7 ray, and caliper I 1 LS 4,457.00 1 1 $ 4,457.00 1 $ 4,457.00 Conduct aquifer isolation zone testing, including temporary casings, airlifting and submersible pump to obtain water quality samples, including costs of water quality and NPDES sample analyses. Per 8 6 Zone 12 000.00 3 $ 36,000.00 3 $ 36 000.00 g Furnish plug In bottom of pilot hole, if needed. LF 60.00 $ _ $ Ream by reverse circulation method, a 36 -Inch 10 diameter borehole. L52 LF 100.00 $ - $ Ream by reverse circulation method, a 28 -inch 11 diameter borehole. LF 100.00 $ $ _ 12 Conduct caliper log. LS 1,700.00 $ $ Furnish and install 18 -inch ID by 3/8 -inch thick, type 304L stainless steel casing in 36 -inch diameter. 13 210 LF 620.00 $ _ $ Furnish and install 18 -inch ID by 5/16 -inch thick 14 type 304L stainless steel, blank casing. 345 LF 521.00 $ $ Furnish and Install 18 -inch ID, type 304L, stainless steel, 0.06 -inch slot, continuous wire wrap well 15 screen. 155 LF 262.00 $ _ $ Furnish and install 4 -inch ID schedule 10, mild 16 steel, gravel feed tube with threaded cap. 192 LF 35.00 $ _ $ Furnish and install 44nch ID, schedule 10, type 304L stainless steel camera/sounding tube with 17 threaded cap. 201 LF 101.00 $ $ Furnish and install 6 x 12 gradation gravel pack in 18 annular. 540 LF 50.00 $ _ $ Furnish and Install cement grout seal in the annular 19 space. 180 LF 100.00 $ _ $ _ Conduct straightness and plumbness tests of the 20 well. 1 LS 2,500.00 $ $ Furnish and Install 10 -inch diameter discharge pipe. 21 1 LS 25,000.00 $ _ $ _ Conduct well development by mechanical procedures including swabbing and airlift pumping 22 with drill rig . 96 HRS 300.00 $ Furnish, install and demobilize pump equipment for 23 well development and test pumping. 1 LS 15,000:00 $ $ Develop well with phosphate free dispersant (PDF) 24 and double swab tool, if necessary. 24 HRS 300.00 $ $ M: Uobsr2013113716Yorba Linde WD- D61New700'We1l @ Well# 21( Anahe lmJUnv1371610- 17- 13.x/sx)nv#1 Pagelo12 Bakersfield Well & Pump Co. 7212 Fruitvale Avenue Bakersfield, CA 93308 P repa rE Signed Approve TOTALS $ 191,207,00 $ 191,207.00 Total To Date Amount Eamed $ 191,207.00 Amount Retained @ 5% Qty Previous Billing(s) Total Due Item # Bid Item Description Qty Units Unit Bid Price This Period Period Total Qty to Date Total to Date Conduct well development by pumping procedures. 25 48 HRS 250.00 $ _ $ _ 26 Conduct step drawdown test by pumping. 8 HRS 250.00 $ Conduct constant discharge aquifer test by $ 27 pumping. 24 HRS 250.00 $ $ Conduct flow meter survey during constant 28 discharge test. 1 LS 3,786.00 $ _ $ 29 Conduct video camera survey. 1 LS 1,200.00 $ 30 Disinfect well. 1 LS 1 1,000.00 $ P repa rE Signed Approve TOTALS $ 191,207,00 $ 191,207.00 M:Wobs12013113716 Yorbe Linda WD - Dr91 New 700' Well @ W611021 (Anaheim)Vnv 13716 f0- 17- 13.xfsxtnv #i Page 2 of 2 Total To Date Amount Eamed $ 191,207.00 Amount Retained @ 5% $ (9,560.35) Previous Billing(s) Total Due $ 181,646.65 M:Wobs12013113716 Yorbe Linda WD - Dr91 New 700' Well @ W611021 (Anaheim)Vnv 13716 f0- 17- 13.xfsxtnv #i Page 2 of 2 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT April 24, 2014 Board of Directors Steve Conklin, Acting General Manager Steve Conklin, Acting General Manager Anthony Manzano, Senior Project Manager Budgeted: Cost Estimate: Job No: Dept: Reviewed by Legal: ITEM NO. 6.7 No $43,500 J2013 -20 Engineering Yes CEQA Compliance: Exempt Construction Contract for the Deville Dr. Waterline Extension On March 25, 2014, bids were received from five contractors for construction of the Deville Dr. Waterline Extension. Following review of the bids, staff recommends award to the low- bidder, Valverde Construction, Inc. for $43,500. STAFF RECOMMENDATION: That the Board of Directors award the Construction Contract for the Deville Dr. Waterline Extension for $43,500 to Valverde Construction, Inc. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee discussed this matter at its April 15, 2014 meeting and supports staff's recommendation. DISCUSSION: Per the attached 1964 Agreement, the District was paid by the original property owner in Deville Drive, a private residential street north of Yorba Linda Blvd., just east of Avocado Ln., to install 115 feet of new waterline from it's existing location easterly. Per District documentation, the line was not installed in the 1960s because of interference with a large tree. Recently, the current property owner, Mr. Eric Helmle, contacted the District and requested that this line be installed. After research and consultation with Legal Counsel, staff determined that the District is obligated to complete this work. Subsequently, staff notified the PEO Committee of this obligation and proceeded to complete in -house plans and specifications and solicited bids. On March 25, 2014, sealed bids were received from five contractors, as shown below. The bid tabulation and bid documents from the low bidder, Valverde Construction, Inc., were reviewed and confirmed by District staff and found to be responsive and fully in order. Accordingly, staff recommends award to Valverde Construction, Inc. No. Company Bid 1. Valverde Construction, Inc. $43,500.00 2. Lonerock, Inc. $45,750.00 3. Vido Samarzich, Inc. $49,780.00 4. JA Salazar Construction & Supply Corp. $66,000.00 5. TBU, Inc. $73,089.00 STRATEGIC PLAN: SR 3 -A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011 -2015 with adopted amendments ATTACHMENTS: Name: Description: Type: Waterline Agreement 01- 30- 1964.pdf 1964 Waterline Agreement Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /PH 5 -0 Page No— 1 of_ 3 pages Agreement with - Haller Dated— 'J� j0 z o 196t4r Service, APPLICATION TO AND AGREEMENT WITH THE YORBA LINDA COUNTY WATER DISTRICT FOR WATER SERVICE Dated January 30 1964 The undersigned, hereinafter referred to as Applicant, hereby requests the extension of certain water service by the Yorba Linda County Water District, hereinafter referred to as the District, in accordance with the Rules and Regulations of the District, as amended from time to time, to that certain real property located in the County of Orange, State of California, consisting of approximately 0.436--- acres, and described as follows: The Easterly 115 feet of the Southerly 165 Feet of the Northerly 330 feet of Lot 12 in Block 10 of the Yorba Linda Tract as said Tract is shown on a Map recorded in Book 5, Pages 17 and 18 of Miscellaneous Maps records of Orange County in California. Said property being also shown as A.P. 076 - 230 -30 March 1963 Applicant hereby applies for that water service which can be provided by the facilities described below, in accordance with the Rules and Regulations of the District, as amended from time to time, for the purpose of: Single Family Dwelling Applicant hereby agrees to deed any and all water rights which may be appurtenant to said property to the District. Said extension will consist of the following facilities, and Applicant hereby agrees to pay the Extension Fees and Charges, and Service Fees required by the Rules and Regulations of District in effect on the date of this application as tab- ulated below: EXTENSION FEES & CHARGES (FOR NEW FACILITIES Dromorn ene et—u ees....... ITEM NO• NO. OF UNITS DESCRIPTION OF UNITS UNIT PRICE 1. 1 ea. Std. Fire Hydrant 385.00 2. 1 ea. 1" Service with 1" meter to be installed at east end of existing 143.00 3. 1 ea. main approximately 230' West of West line of property) Rate Deposit 15.00 w 13.1 11 -63 D. P. & S. Page No. 2 of 3 pages Agreement with Ha 11 er Jan 301 64 _For Water Service. Dated SERVICE FEES (FOR USE OF EXISTING FACILITIES REQUIRED FOR SUCH SERVICOi ITEM NO. UNITS DESCRIPTION OF UNITS UNIT FEE I Lawrence B. H111 r 1, 2) 3, & A 100% PRICE 784.50 A 115 feet of 611 water line - to be installed at future date to be determined by the District 2.10 241.50 TOTAL SERVICE FEES $ 241.50 TOTAL EXTENSION FEES & CHARGES & SERVICE FEES S 79A Sn Applicant also hereby agrees that said Extension Fees and Charges and Service Fees for such water service shall be paid as follows: NAME OF APPLICANT ITEM NUMBERS USED TO CALCULATE APPLICANTS PORTION APPLICANT'S PORTION AMOUNT APPLICANT'S TOTAL I Lawrence B. H111 r 1, 2) 3, & A 100% 784.50 784.50 TOTAL EXTENSION FEES & CHARGES & SERVICE FEES S 794-9n Applicant, also hereby agrees that such total Extension Fees and Charges and Service Fees will be paid to the Yorba Linda County Water District before construction of the new facilities required for such service is begun, and that all facilities described herein, are and will remain the property of the Yorba Linda County Water District and its successors and assigns forever. The amounts paid by Applicant as set forth above for the following items, or portions thereof, will be refunded in ac- cordance with Section 3 and 7.10 of the Rules and Regulations of the District in effect on the date of this application, as tabulated below: ITEM . APAI NT I - PORTION REFUNDABLE I REFUNDABLE 1, I 385,00 I 5/6 = 83% 1 320.83 TOTAL AMOUNT REFUNDABLE $ 320.83 W 13.2 11 -63 D, P. & S. Page No. 3 of 3 pages Agreement with Haller For Water Service. Dated Jan. 30 , 1964 Applicant also hereby agrees that the amounts refundable as set forth above shall be refunded to applicant as follows: NAME OF APPLICANT ITEM NO. TOTAL AMOUNT REFUNDABLE APPLICANTS' PORTION REFUNDABLE APPLICANTS' AMOUNT REFUNDABLE APPLICANTS' TOTAL Lawrence B. Haller 1 320.83 100% 320.83 320.83 TOTAL AMOUNT REFUNDABLE S , 0,„ C, ,, WITNESS (my) (our) hand(s) on the date following our signatures below: (If a corporation the corporate seal shall b affiyqd near the signatures of the duly authorized officers). BY' ;? Date c Laurence B. Haller - BY Date The foregoing application and agreement provisions are hereby accepted and approved. YORBA LINDA COUNTY WATER DISTRICT B General Manager AMOUNT ACCT. NO. FOR DISTRICT USE ONLY *DR /CR *GEN. JRNL. *REF. ACCT. REFERENCE 528.00 223 207.17 =466 15.00 221 320.83 =327 241.50 455 7$4 50 -- -TOTAL *JRNL. ENTRIES MADE BY............... ............. DATE .... - -.. W 13.3 1 1.63 D. P. h S. AGENDA REPORT Meeting Date: April 24, 2014 To: Board of Directors ITEM NO. 7.1 From: Steve Conklin, Acting General Manager Subject: Request to Sign Letter to MWDOC Regarding Proposed Budget for FY 2014/15 SUMMARY: Several south Orange County water agencies have met and have jointly expressed their concern with MWDOC's proposed budget for FY 2014/15. Their concerns are summarized in the attached draft letter. Yorba Linda Water District and other MWDOC member agencies that are not south county agencies have been invited to be included as signers of the letter to MWDOC. STAFF RECOMMENDATION: That the Board of Directors consider this request and provide direction to staff. ATTACHMENTS: Name: Description: Type: MWDOC Budget Comment Ltr - Budget Comments Letter to MWDOC Backup Material April 2014 final 1.0 MWDOC Budget Support Letter.odf Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 GM /RK 5 -0 To authorize the Acting General Manager to execute the letter addressed to MWDOC in favor of its proposed Budget for FY 2014/15. April 30, 2014 Municipal Water District of Orange County P.O. Box 20895 Fountain Valley, CA 92728 Dear MWDOC Board Members and General Manager Hunter: The undersigned agencies appreciate the opportunity to provide comments on the draft budget for FY 2014 -15 as proposed by Municipal Water District of Orange County ( MWDOC). These comments have been shared with staff and board members of MWDOC leading up to the submittal of this letter, and we appreciate the board members' discussion at the April Administration and Finance Committee, indicating support of the positions expressed by MWDOC's member agencies as noted in this joint letter. At the April Elected Officials Forum, input was provided by a number of agencies from both north and south Orange County regarding MWDOC's CORE and CHOICE programs. The genesis of the CORE and CHOICE approach to MWDOC services was to ensure clarity, accountability and understanding between MWDOC and its member agencies. It is our sincerest hope that specific projects such as Doheny, Poseidon and Second Lower Cross Feeder (SLCF) remain CHOICE as voiced by the member agencies and that the CORE MWDOC programs only represent initiatives and /or efforts that agencies support as collective regional benefits. Over the years, there have been great efforts to establish a higher level of trust and cooperation among all of the agencies that serve the residents of Orange County. We have spent time and resources to provide comments, engage the MWDOC Board and staff with the expectation that our concerns would be heard and addressed, moving us closer to a trust -based and more productive relationship. The following is a summary of issues regarding MWDOC's proposed budget for FY 2014 -15: Broad efforts, not specific projects, should be considered CORE services. CORE services should only be activities that are undertaken on behalf of all member agencies. SLCF was a successful CHOICE program that demonstrated a cooperative working relationship between MWDOC and the participating agencies. The joint effort resulted in obtaining the necessary information and analysis to evaluate the need and feasibility of the project at this time. Pending a final meeting between the CHOICE participants and MWDOC staff, the group agreed that the project should be put on hold for now and should not be budgeted for FY 2014 -15. The member agencies support MWDOC's effort in facilitating a county -wide reliability discussion and pursuing conjunctive use as an initiative, which should be captured under "planning" and /or MET issues and be considered CORE. Both Doheny and Poseidon desalination projects should remain CHOICE. Any MWDOC staff time related to administration of the MET Foundational Action Program for Doheny should be minimal and therefore, should not require all member agencies to subsidize this project. Currently, Doheny and Poseidon are undergoing some significant transitions in management and participation, and until these fundamental issues are further resolved, they should not be considered CORE. It should be noted that any efforts /projects that require MWDOC's support to obtain outside funding, from programs such as MET's Foundational Action Funding Program and the Local Resource Program (LRP), should be included under the planning and MET issues line items, as those efforts are and should continue to be considered CORE. We support MWDOC's efforts in securing outside funding sources as CORE, and these efforts should not be limited to specific projects. We support ocean desalination as a potential water supply or water reliability strategy, which should be captured under "planning" and considered CORE, as it pertains to MWDOC's planning efforts. 2. WEROC should be reviewed regularly to evaluate and refine its role. While we support the budgeted numbers associated with WEROC, in order to fully realize the benefits of the program, regular updates should be provided to member agency managers to solicit input. We agree that an additional full time position (converted from existing part time position) for WEROC should be included in the FY 2014 -15 budget; however, to best fill the position, including experience and background requirements, MWDOC will propose a plan to its member agencies updating WEROC's roles and responsibilities including how MWDOC staff currently support WEROC. 3. Specific scope of work for reliability projects. MWDOC should work with its member agencies to develop a specific written scope and strategy to clearly understand how the county -wide reliability planning efforts will be facilitated. Before expenditures are made, including hiring consultants, MWDOC should convene a workgroup of member agencies to discuss and solicit feedback. 4. Specific plans for communications /legislative plans. MWDOC should work with its member agencies to develop a specific written plan for both the legislative and communications programs. Without such information, the member agencies do not know the expectations or the deliverables of the programs needed to determine which functions are CORE and CHOICE. 5. Specific scope of work for engineering projects. MWDOC should work with its member agencies to develop a specific scope of work to understand the outsourcing of engineering efforts. 6. Review various memberships and conferences. We ask that MWDOC work with its member agencies to evaluate these memberships on an ongoing basis. As you deliberate and consider the draft budget, we ask you to consider our reasonable requests and comments, and continue to work with us to move Orange County forward as a region. We face many challenges requiring greater leadership and collaboration among all water agencies in Orange County, and we see this budget process as an opportunity to demonstrate the cooperation and willingness of everyone to work together. The cooperation starts with listening on both sides. We look forward to your decision regarding our comments. Sincerely, MWDOC MEMBER AGENCIES 3 Backup Material Distributed Less Than 72 Hours Prior to the Meeting April 23, 2014 Mr. Robert J. Hunter General Manager Municipal Water District of Orange County 18700 Ward Street P.O. Box 20895 Fountain Valley, Ca. 92728 Re: MWDOC Annual Budget, FY 2014 -15 Dear Mr. Hunter: We (the undersigned) have reviewed the Municipal Water District of Orange County's (MWDOC's) Draft FY 2014 -15 Annual Budget and we offer our support of the document as presented. Our management teams and staff have extensively analyzed MWDOC's mission, goals, programs, and funding requests. Each district has independently briefed our Board of Directors on the findings. We support MWDOC's mission: "To provide reliable, high - quality supplies from MWD and other sources to meet present and future needs, at an equitable and economical cost, and to promote water use efficiency for all of Orange County ". In addition, we support MWDOC's "Priorities and Practices" in representing Orange County's interests at Metropolitan Water District and its primary budget concern in addressing regional water reliability. We accept the Draft MWDOC Choice Service Program cost allocations in regards to both program designation and funding as they relate to us. While "Core and Choice" continues to be the largest topic of discussion during this budget preparation, we thank you for being open with your thoughts on these key programs; we respect that the final determination of programs is the decision of MWDOC's Board of Directors. In closing, we (the undersigned) thank the staff and management of MWDOC for including its member agencies in every step of the budget. If we can be of further assistance please don't hesitate to contact us. Sincerely, Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT April 24, 2014 Board of Directors Steve Conklin, Acting General Manager Gina Knight, HR /Risk Manager Amelia Cloonan, Human Resources Analyst Budgeted Dept: Reviewed by Legal: ACWA/JPIA Commitment to Excellence ITEM NO. 7.2 N/A Human Resources /Risk Management N/A The Association of California Water Agencies /Joint Powers Insurance Authority (ACWA/JPIA) is requesting that the District acknowledge ACWA /JPIA's "Commitment to Excellence" program. STAFF RECOMMENDATION: That the Board of Directors execute ACWA/JPIA's "Commitment to Excellence" certificate on behalf of the District. COMMITTEE RECOMMENDATION: The Personnel -Risk Management Committee considered this matter at its meeting held April 1, 2014 and support staff's recommendation. DISCUSSION: ACWA /JPIA has requested that the Board President, members of the Board of Directors and General Manager of the District sign the "Commitment to Excellence" certificate, developed by ACWA /JPIA. By signing this certificate, these District representatives will indicate their support for ensuring the District commits to "the most consistent, cost effective and broadest possible affordable insurance coverage and related services..." and that the District commits to a program of excellence that through the implementation of "best practices," reduces the potential and frequency of: vehicle losses, construction - related losses, employment practices claims and ergonomic and fall injuries. STRATEGIC PLAN: OE 1 -C: Provide Support and Encourage Employee Training ATTACHMENTS: Name: Description: SKMBT C55214032609150 Commitment to Excellence.odf Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 RC/PH 5 -0 Type: Backup Material ACWA /JPIA Commitment to Excellence Agreement Introduction In October 2013, the ACWA/JPIA initiated its "Commitment to Excellence" outreach. This will be a long -term effort to help JPIA's membership reduce the frequency and severity of liability, workers' compensation, and property losses. An ACWA/JPIA Commitment to Excellence agreement between the ACWA/JPIA membership and JPIA staff will be the catalyst for initiating and sustaining this effort. Since the most frequent and costly losses come from auto, infrastructure, construction, employment practices, ergonomic, and fall injury claims, the JPIA's focus is on encouraging and assisting its members to implement programs and practices that can prevent these types of claims. The support of member decision - makers (Board Members, General Managers, etc.) to influence the loss reduction activities and practices of their unique organizations, is absolutely essential. Each district's General Manager and President of the Board of Directors (and other members of the Board if they desire), will be asked to demonstrate their on -going support by signing an ACWA/JPIA Commitment to Excellence agreement. In January 2014, a Commitment to Excellence agreement will be mailed to members in the JPIA's Liability, Property, and Workers' Compensation Programs who are willing to sign their agreement. These members will be recognized as follows: • The organization will receive a certificate frame for displaying their ACWA/JPIA Commitment to Excellence agreement. • Beginning in 2014, the organization's attendees at ACWA/JPIA Conferences will have a special ribbon added to their nametag indicating their district's commitment. • Participation in the Commitment to Excellence will be highlighted in future Perspective articles, and emphasized in Executive Committee Meetings and future ACWA/JPIA Conferences. The effectiveness of the Commitment to Excellence outreach will be reflected in the long -term loss rate and cost statistics following its implementation. Loss rates and cost statistics will be reported and evaluated during JPIA Committee and Board Meetings. 4 PiA ASSOCIATION OF CALIFORNIA WATER AGENCIES JOINT POWERS INSURANCE AUTHORITY Commitment to Excellence YORBA LINDA WATER DISTRICT and the Association of California Water Agencies /Joint Powers Insurance Authority (ACWA/JPIA) in mutual support for ensuring the most consistent, cost effective, and broadest possible affordable insurance coverage and related services, and in partner- ship with all ACWA/JPIA members, and in the interest of reducing Yorba Linda Water District's insurance costs, commit to a program of excellence that, through the imple- mentation of "best practices" reduces the potential and frequency of: Vehicle Losses Infrastructure Related Losses Construction Related Losses Employment Practices Claims Ergonomic (Musculoskeletal) and Fall Injuries ,(CEO, ACWA/JPIA) Signature i (Board President) Signature Manager) Signature Board Member) Signature Board Member) Signature (Board Member) Signature ___(Board Member) Signature ITEM NO. 9.1 AGENDA REPORT Meeting Date: April 24, 2014 Subject: Executive - Administrative - Organizational Committee (Kiley / Collett) • Minutes of the meeting held April 14, 2014 at 4:00 p.m. • Next meeting is scheduled to be held May 12, 2014 at 4:00 p.m. ATTACHMENTS: Name: 041414 EAO - Minutes.docx Description: EAO Mtg Minutes 04/14/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXECUTIVE - ADMINISTRATIVE - ORGANIZATIONAL COMMITTEE MEETING Monday, April 14, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The April 14, 2014 meeting of the Yorba Linda Water District's Executive - Administrative- Organizational Committee was called to order by Director Kiley 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 COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Ric Collett Damon Micalizzi, Public Information Officer OTHER ATTENDEES Art Kidman, Partner, Kidman Law LLP Chris Townsend, President, Townsend Public Affairs (By Teleconference) Heather Dion, Senior Director, Townsend Public Affairs (By Teleconference) Rick Violett, President, Investment Brokers of Orange County (Attended Item No. 5.7) 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. Status of Legislative Affairs (Verbal Report) Mr. Townsend and Ms. Dion briefed the Committee on state and local legislative issues of interest to the District. Following the discussion, they ended their teleconference connection with the meeting. The Committee adjourned to Closed Session at 4:15 p.m to discuss Item No. 5.7. Directors Kiley and Collett were present. Also present were Messrs. Conklin, Micalizzi, Kidman and Violett. 5. CLOSED SESSION 5.7. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda CA 1 Agency Negotiators: Steve Conklin Negotiating Parties: To Be Determined Under Negotiation: Price and Terms of Payment The Committee reconvened in Open Session at 4:30 p.m. Mr. Violett left the meeting at this time. Director Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 4. DISCUSSION ITEMS 4.2. Third Draft of Admin Department Budget FY 14/15 Mr. Conklin reported that the Second Draft of the Admin Department Supplies and Services Budget that was reviewed by the EAO Committee at its March 2014 meeting totaled $439,450. Staff is now requesting an increase of $25,000 to that budget for the cost of development of a District Succession Plan. The revised total budget would be $464,450, which is still a 18% reduction from the approved budget for the current year for this department. Following discussion, the Committee supported the proposed addition and budget of $464,450. 4.3. Planning for YLWD /City of Yorba Linda Joint Agency Committee Meeting on April 22, 2014 (Verbal Report) Mr. Conklin reviewed with the Committee proposed items for discussion at the subject meeting, and the Committee made a request for additional items for the agenda. Mr. Conklin indicated that he is coordinating with City Manager Mark Pulone on the agenda. 4.4. Potential Sharing of Water System and Sewer System GIS Files with City of Yorba Linda (Verbal Report) Mr. Conklin described the meeting he had with City of Yorba Linda staff on this issue. Following discussion, the Committee asked that this matter be included as an agenda item for the April 22, 2014 Joint Agency Meeting. 4.5. Status of Cielo Vista and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin reported that there are no new developments that he is aware of at this time. He noted that he will be meeting with a representative of the Cielo Vista Project on April 16, 2014, at the request of that representative. 4.6. Evaluation of Potential Well Sites (Verbal Report) Mr. Conklin updated the Committee on the status of the Well 21 Project and staff's continuing investigation of various sites for proposed Well 22. 04 4.7. Future Agenda Items and Staff Tasks None. The Committee adjourned to Closed Session at 4:55 p.m. Directors Kiley and Collett were present. Also present were Messrs. Conklin and Kidman. 5. CLOSED SESSION 5.1. 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) 5.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Josefina N. Sioson, et al. (OC Superior Court — Case No. 00709123) 5.3. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Leonard P. Bigonger, et al. (OC Superior Court — Case No. 00709131) 5.4. 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 line break at 1301 North Rose Drive, Placentia CA 92870. Number of Potential Cases: One 5.5. 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 potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 3 5.6. 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 5:13 p.m. Director Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:14 p.m. The next Executive - Administrative- Organizational Committee meeting is scheduled to be held Monday, May 12, 2014 at 4:00 p.m. 19 Meeting Date Subject: ATTACHMENTS: ITEM NO. 9.3 April 24, 2014 Name: 040114 PRM - Minutes.doc AGENDA REPORT Personnel -Risk Management Committee (Hawkins / Melton) Minutes of the meeting held April 1, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 6, 2014 at 4:00 p.m. Description: PRM Mtg Minutes 04/01/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, April 1, 2014 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3 4 The April 1, 2014 meeting of the Yorba Linda Water District's Personnel -Risk Management Committee was called to order by Director Hawkins 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 Phil Hawkins, Chair Director Gary T. Melton PUBLIC COMMENTS None. ACTION CALENDAR STAFF PRESENT Steve Conklin, Acting General Manager Gina Knight, HR and Risk Manager 4.1. Reclassification of the Public Affairs Intern Position to a Part Time Public Affairs Specialist The Committee discussed the proposal to reclassify this position from an intern position to a part -time position. Staff informed the Committee on the various tasks this position would perform. Those tasks include the following: assist with the District's public affairs, community outreach and water education programs; maintain /update the District's media sites and website; assist with the planning of events and meetings; develop text and graphic design treatments for a variety of communication materials such as the Pipeline employee newsletter, Waterlines quarterly newsletter, and District brochures; and provide the District's Public Information Officer with support. The cost increase related to the proposed change is approximately $4800 ($3500 for salary and $1300 for mandatory benefits (workers compensation)). 4.2. Proposed Budgeted Positions for Fiscal Year 2014/2015 Staff presented a revised Proposal for Budgeted positions for Fiscal Year 2014/2015. The proposal included funding for 77 full -time positions and 1 part -time position. The part -time Public Affairs Specialist position (Range 10) will replace the Public Affairs intern position (Range 4). 1 4.3. ACWA/JPIA Commitment to Excellence Staff reported to the Committee that in October 2013, the ACWA /JPIA initiated its "Commitment to Excellence" outreach. ACWA/JPIA requested that the Board President, members of the Board of Directors and General Manager of the District sign the "Commitment to Excellence" certificate. By signing the certificate, these District representatives will ensure that the YLWD commits to a program of excellence that through the implementation of "best practices," reduces the potential and frequency of vehicle losses, construction - related losses, employment practices claims and ergonomic and fall injuries. 5. DISCUSSION ITEMS 5.1. ACWA/JPIA Retrospective Premium Adjustment (RPA) Stabilization Fund Report Staff reported to the Committee that the District had received a check from ACWA/JPIA in the amount of $13,603.32. The amount of the check represents a refund balance that exceeds the attachment point for the District's participation in insurance programs offered by ACWA /JPIA. Participating Districts are billed if the resulting balance is negative by more than 40% of the attachment point. If the resulting balance is positive by more than 50 %, a refund is issued to the District for the difference. 5.2. Status of Assessment of Job Descriptions and Titles (Verbal Report) Staff reported that a Human Resources Management Consulting agreement was being prepared between Koff and Associates and the District. Koff and Associates will conduct a job evaluation and classification study for the District's miscellaneous job classifications. 5.3. Status of Policies and Procedures (Verbal Report) Staff reported that the Employees Association had requested more changes to the Employee Time Off Request Policy. The Committee discussed having all departments use a spreadsheet to track the policies and procedures that are being updated /revised by the appropriate department. 5.4. Status and Format of Performance Evaluations (Verbal Report) Staff presented the Committee with the latest version of the Performance Review Report. The Committee members commented on the progress that has been made over the last year and a half. Managers are conducting timely reviews. 5.5. Human Resources, Risk Management, and Safety Activity Staff reported on the status of the following recruitments: Associate Engineer and GIS Analyst. Interviews for five candidates for the Associate Engineer position were scheduled for April 8, 2014. The GIS Analyst recruitment is an internal recruitment that closes on April 8, 2014. The District's Safety and Training Coordinator arranged for two sessions each 2 of ergonomic training for both field and office employees. In addition, HR staff arranged for a two -part budgeting workshop for District employees. The first one was conducted on March 19, 2014. The second workshop is scheduled for April 30, 2014. The second workshop will cover debt handling and planning for retirement. 5.6. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:20 p.m. The next Personnel -Risk Management Committee meeting is scheduled to be held Tuesday, May 6, 2014 at 4:00 p.m. 3 Meeting Date Subject: ATTACHMENTS: AGENDA REPORT April 24, 2014 Planning- Engineering- Operations Committee (Melton / Beverage) Name: 041514 - PEO Minutes.docx ITEM NO. 9.4 Minutes of the meeting held April 15, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 1, 2014 at 4:00 p.m. Description: PEO Mtg Minutes 04/15/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Tuesday, April 15, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3 4 F1 The April 15, 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. ROI I CAI I COMMITTEE MEMBERS PRESENT Director Gary T. Melton, Chair Director Michael J. Beverage PUBLIC COMMENTS None. ACTION CALENDAR STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager 4.1. Construction Contract for the Deville Dr. Waterline Extension Mr. Conklin reported that bids were received from five contractors for the subject project. Staff recommends award to the low bidder, Valverde Construction, Inc., for $43,500. Following discussion, the Committee supported staff's recommendation for award to Valverde. DISCUSSION ITEMS 5.1. Revised Draft CIP for FY 2014/15 (To be provided at the meeting.) Mr. Conklin handed out a copy of the revised draft CIP and reviewed it with the Committee. He reviewed the current status of the draw on the District's Line of Credit being used to fund projects in construction and the projected draw through June 30, 2014. The Committee provided input and suggestions, which will be incorporated when the draft CIP is presented to the Board at the April 21, 2014 Budget Workshop. 5.2. Operations Department Increase to Supplies and Services Budget for Safety Equipment and Signage Mr. Conklin reported that the Operations Department is requesting an increase in its proposed Supplies and Services Budget in the amount of $15,000 for the purchase of safety signage and rescue items for conformance with state requirements relating to entering and working in 1 confined spaces. Following discussion, the Committee supported the recommended increase in this budget. 5.3. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that in March 2014, the District's water demand was 8.2% more than projected, and for the first nine months of FY 2013/14, we are 9.3% above our projection. Our groundwater draw for March was 63% of demand. Mr. DeCriscio also noted that we are maintaining a higher groundwater draw in order to meet our obligation under the CUP Program. 5.4. Monthly Preventative Maintenance (PM) Report Mr. DeCriscio reported that we are on target to meet our PM goals. He pointed out that we are a little behind on our water hydrant maintenance, but that is because staff is repainting many of the hydrants this go- around. Mr. DeCriscio also noted that this year to date his staff has installed 206 new services with meters in areas of new development. 5.5. Monthly Production Summary Report Mr. DeCriscio reviewed this report with the Committee, including water production highs and lows, weather conditions, chlorine residuals through- out the system, and equipment taken out and returned to service. He also described the call by MWD for CUP water and how we are complying. 5.6. Groundwater Producer Meeting Report for March 2014 Mr. Conklin reviewed the highlights of the GWP meeting with the Committee, including OCWD's draft budget, the call for CUP water, the North and South Basin Lawsuits and the HB Ocean Desalination Project. 5.7. Status of OCWD Annexation Process (Verbal Report) Mr. Conklin reported that he plans to attend the May 14, 2014 LAFCO Hearing, along with representatives from OCWD, IRWD and Anaheim. He noted that it is expected that reps from GSWC will attend and will request that the annexation be denied. Mr. Conklin indicated that OCWD staff anticipates LAFCO approval, after which the annexation will take effect July 1, 2014. 5.8. Status of Cielo Vista and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin reported that he is not aware of any new information on the projects. He also noted that he is meeting with a representative for the Cielo Vista Project on April 16, 2014 at the request of that representative. 5.9. Status of Well Siting (Verbal Report) Mr. Conklin updated the Committee on the status of Well 21 construction and the efforts of staff investigating various sites and issues for the location of proposed Well 22. 04 5.10. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of District projects currently in planning, design and construction. 5.11. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:00 p.m. The next Planning- Engineering- Operations Committee meeting is scheduled to be held Thursday, May 1, 2014 at 4:00 p.m. 3 ITEM NO. 11.1 AGENDA REPORT Meeting Date: April 24, 2014 Subject: Meetings from April 25, 2014 - May 31, 2014 ATTACHMENTS: Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: April 2014 Citizens Advisory Committee Meeting Mon, Apr 28 8:30AM Kiley Finance - Accounting Committee Meeting Mon, Apr 28 4:OOPM Beverage /Hawkins May 2014 Planning- Engineering- Operations Committee Meeting Thu, May 1 4:OOPM Melton /Beverage WACO Fri, May 2 7:45AM Kiley /Hawkins Pub Affairs - Communications -Tech Committee Meeting Mon, May 5 4:OOPM Collett /Kiley Personnel -Risk Management Committee Meeting Tue, May 6 4:OOPM Hawkins /Melton Yorba Linda City Council Tue, May 6 6:30PM Collett ACWA Spring Conference Wed, May 7 8:OOAM Kiley MWDOC Wed, May 7 8:30AM Melton OCWD Wed, May 7 5:30PM Collett ACWA Spring Conference Thu, May 8 8:OOAM Kiley Board of Directors Regular Meeting Thu, May 8 8:30AM Yorba Linda LMCAC Thu, May 8 6:30PM Beverage ACWA Spring Conference Fri, May 9 8:OOAM Kiley Joint Committee Meeting with City of Placentia Mon, May 12 10:OOAM Beverage /Melton Exec - Admin- Organizational Committee Meeting Mon, May 12 4:OOPM Kiley /Collett LAFCO Wed, May 14 8:30AM Beverage Yorba Linda Planning Commission Wed, May 14 6:30PM Beverage OC Water Summit Fri, May 16 7:30AM Kiley /Melton Employee Picnic Sat, May 17 11:OOAM Finance - Accounting Committee Meeting Tue, May 20 4:OOPM Beverage /Hawkins Yorba Linda City Council Tue, May 20 6:30PM Kiley MWDOC Wed, May 21 8:30AM Melton OCWD Wed, May 21 5:30PM Collett Board of Directors Regular Meeting Thu, May 22 8:30AM Yorba Linda LMCAC Thu, May 22 6:30PM Collett District Offices Closed Mon, May 26 7:OOAM Citizens Advisory Committee Meeting Mon, May 26 8:30AM Kiley Joint Committee Meeting with MWDOC and OCWD Tue, May 27 4:OOPM Kiley /Beverage Yorba Linda Planning Commission Wed, May 28 6:30PM Melton OCSD Wed, May 28 6:30PM Kiley ISDOC Thu, May 29 11:30AM Hawkins 4/18/2014 2:30:31 PM ITEM NO. 12.1 AGENDA REPORT Meeting Date: April 24, 2014 Subject: OCSD State of the District Reception - May 21, 2014 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at this event if desired. ATTACHMENTS: Description: Type: OCSD Reception.0 Backup Material Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/24/2014 RC/PH 5 -0 RECEIVED APR 17 2019 YORBAUNDAWATER 018TQICT You are cordially invited to OCSD's STATE OF THE DISTRICT BREAKFAST RECEPTION PRESENTED BY Troy Edgar, Board Chair and Jim Herberg, General Manager Wednesday, May 21, 2014 8:30 a.m. to 10:30 a.m. Mile Square Golf Course 10401 Warner Ave, Fountain Valley, CA 92708 The Orange County Sanitation District (OCSD) was formed in 1954 serving only 313,000 people. Today, OCSD serves over 2.5 million people and covers a 475 square -mile service area including 21 cities, three special districts and portions of unincorporated Orange County. Join us in commemorating 60 years of protecting the health of our community and the ocean environment. We look forward to celebrating this milestone and special occasion with you. snO°m ECQUrs � To RSVP please contact I �� Carrie Robles at (714) 593 -7101 r or email at crobles @ocsd.com l 195E -2014