HomeMy WebLinkAbout2008-07-10 - Board of Directors Meeting Agenda PacketAgenda Packet
Regular Meeting of the
Board of Directors
July 10, 2008
8:30 a. m.
1717 E. Miraloma Avenue, Placentia, CA 92870
,inda Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, July 10, 2008, 8:30 A.M.
1717 E. Miraloma Avenue, Placentia, CA 92870 (714) 701- 3020
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
John W. Summerfield, President
William R. Mills, Vice President
Paul R. Armstrong
Michael J. Beverage
Ric Collett
INTRODUCTION OF VISITORS AND 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 this 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 this agenda. Comments are limited to matters of
public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes.
SPECIAL RECOGNITION
Recognize Jennifer Hill for her promotion to Meter Services Representative.
Introduce Reynaldo Tobias, newly hired Instrumentation Technician.
CONSENT CALENDAR (Items 1 throuah 61
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, the staff, or the public requests further consideration.
Minutes of the Regular Board of Directors meeting held June 26, 2008.
Recommendation: Approve the minutes as presented.
2. Payment of bills, refunds, and wire transfers.
Recommendation: Ratify and authorize disbursements in the amount of
$1,283,919.15.
3. Progress Payment No. 13 for the Lakeview Reservoir Project.
Recommendation: That the Board of Directors approve Progress Payment
No. 13 in the net amount of $305,846.75 to SSC Construction, Inc. for
construction of the Lakeview Reservoir Project, Job No. 200704.
4. Progress Payment No. 2 for the Highland Reservoir Replacement Project.
Recommendation: That the Board of Directors approve Progress Payment
No. 2 in the net amount of $199,086.79 to Schuler Engineering Corporation
for construction of the Highland Reservoir Replacement Project, Job No.
200309.
5. Quarterly Financial Statements for the Third Quarter of Fiscal Year 2007-2008
Ending March 31, 2008
Recommendation: That the Board of Directors receive and file the Financial
Statement for the Third Quarter of Fiscal Year 2007-2008 Ending March 31,
2008.
6. Damage claim.
Recommendation: Reject and refer to ACWA/JPIA the claim filed by Kamil
Antonios, 5595 Mulberry Way, Yorba Linda.
ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal
Board actions.
7. Change Order No. 3 to SSC Construction, Inc. for the Lakeview Reservoir Project.
Recommendation: That the Board of Directors approve Change Order No. 3
in the amount of $55,393.45 and 27 calendar days and reduce retention to 5
percent to SSC Construction, Inc. for construction of the Lakeview Reservoir
Project, Job No. 200704.
8. Change Order for Asphalt Paving Contract.
Recommendation: That the Board of Directors approve Change Order No. 1
to the Agreement with Hardy & Harper, the District's asphalt pavement
contractor, adjusting the unit price to $14 per square foot.
9. Proposal for Financial and Utility Billing Software.
Recommendation: That the Board of Directors authorize the General
Manager to execute a Professional Services Agreement with Cogsdale
Corporation in the amount of $291,790 for the installation, implementation
and technical support of financial and utility billing software systems.
DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board
of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which
staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District's
interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This
portion of the agenda may also include items for information only.
10. None
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REPORTS, INFORMATION ITEMS AND COMMENTS
11. a. President's Report
b. Directors Reports
c. General Managers Report
1) Conflict of Interest Forms due no later than July 24.
d. General Counsels Report
COMMITTEE REPORTS
12. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
1) Meeting scheduled for July 15, 4:00 p.m.
b. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
1) Meeting scheduled for July 8, 4:00 p.m.
c. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summen`ield
1) Minutes of meeting held June 9.
2) Meeting scheduled for July 14, 4:00 p.m.
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Minutes of meeting held July 3 will appear in the Board agenda for July 24.
2) Meeting scheduled for August 7, 4:00 p.m.
e. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held July 1.
2) Meeting scheduled for July 17, 4:00 p.m.
3) Meeting scheduled for August 5, 4:00 p.m.
f. MWDOC Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
1) Minutes of meeting held June 24.
2) Meeting scheduled for August 26, 4:00 p.m.
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g. City of Placentia Ad Hoc Committee
(Beverage/Payne)
1) Meeting to be scheduled.
INTERGOVERNMENTAL MEETINGS
13. a. MWDOC/MWD Joint Workshop, July 2 (Staff)
b. OCWD Board, July 2 (Staff)
c. Yorba Linda Planning Commission, July 9 (Collett)
BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after July 10, 2008. Agenda is available in the District office prior to meeting.
July 2008
rPersonnel-Risk Management Committee, July 14, 4:00 p.m.
Executive-Admin-Organizational Committee, July 15, 4:00 p.m
Yorba Linda City Council, July 15, 6:30 p.m.
MWDOC Board, July 16, 8:30 a.m.
District Administration Building Dedication, 4:00 p.m.
OCWD Board, July 16, 5:00 p.m.
Yorba Linda Planning Commission, July 23, 7:00 p.m.
District Board Meeting, July 24, 8:30 a.m.
Auaust 2008
FPublic Information Committee, August 5, 4:00 p.m.
Yorba Linda City Council, August 5, 6:30 p.m.
MWDOC/MWD Joint Workshop, August 6, 8:30 a.m.
OCWD Board, August 6, 5:00 p.m.
Planning-Engineering-Operations Committee, Aug 7, 4:00 p.m.
Personnel-Risk Management Committee, August 11, 4:00 p.m.
Finance-Accounting Committee, August 12, 4:00 p.m.
Yorba Linda Planning Commission, August 13, 7:00 p.m.
District Board Meeting, August 14, 8:30 a.m.
Executive-Admin-Organizational Committee, Aug 19, 4:00 p.m.
Yorba Linda City Council, August 19, 6:30 p.m.
MWDOC Board, August 20, 8:30 a.m.
OCWD Board, August 20, 5:00 p.m.
Yorba Linda Planning Commission, August 27, 7:00 p.m.
District Board Meeting, August 28, 8:30 a.m.
Armstrong/Collett
Summerfield/Mills
Armstrong
Staff
Staff
Summerfield
I Collett/Beverage
Mills
Staff
Staff
Mills/Armstrong
Armstrong/Collett
Beverage/Summerfield
Collett
**Summerfield/Mills
Armstrong
Staff
Staff
**Summerfield
-4-
CONFERENCES AND SEMINARS
14. Authorize attendance of Directors and such staff members of the District as
approved by the General Manager to attend the following conferences and
seminars.
a. MWDOC's Water Policy Forum & Dinner, Wednesday, July 23, 6:00-8:00
p.m.
ADJOURN TO 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.
15. None
ADJOURNMENT
A regular meeting of the Board of Directors is scheduled for July 24, 2008, at 8:30 a.m.,
at 1717 E. Miraloma Avenue, Placentia 92870.
Accommodation 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 Michael A. Payne, General Manager/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.
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2008 BOARD OF DIRECTORS CALENDAR
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S M
6 7
13 14
20 21
27 28
JUL
T W T F S
1 2 3 4F5
8 9 11 12
15 16 17 18 19
22 23M 25 26
29 30 31
AUG
S M T W T F S
1 2
3 4 5 6 7 8 9
10 11 12 13- 15 16
17 18 19 20 21 22 23
24 25 26 27M 29 30
311
OCT
NOV
S M T W T
F S
S M
T W T
F S
1 2
3 4
1
5 6 7 8.
10 11
2 3
4 5 6
7 8
12 13 14 15 16
17 18
9 10
11 12 -
14 15
19 20 21 22
24 25
16 17
18 19 20
21 22
26 27 28 29
31
23 24
25 26M
28 29
30
1
SEP
S M
T
W T F S
1 1
2
3 4 5 6
7 8
9
10- 12 13
14 15
16
17 18 19 20
21 22
23
24 = 26 27
28 29
30
DEC
S M T W T
1 2 3 4
7 8 9 10M
14 15 16 17 18
21 22 23 24 25
28 29 30 31
F S
5 6
12 13
19 20
26127
2009 BOARD OF DIRECTORS CALENDAR
1]
S M
4 5
11 12
18 19
25 26
S M
5 6
12 13
19 20
26 27
JAN
T
6
13
20
27
APR
T W T
1 2
7 8 9
14 15 16
21 22
28 29 30
W T F S
1 2 3
7 9 10
14 15 16 17
21M 23 24
28 29 30 31
F S
3 4
10 11
17 18
24 25
FEB
S M T W T F S
1 2 3 4 5 6 7
8 9 10 11 13 14
15 16 17 18 19 20 21
22 23 24 25 M 27 28
MAY
S M
3 4
10 11
17 18
24 25~
311
T
5
12
19
26
W T
6-
13 14
20M
27 28
F S
1 2
8 9
15 16
22 23
29 30
MAR
S
M
T
W T
F
S1
1
2
3
4 5
6
7
8
9
10
11-
13
14
15
16
17
18 19
20
21
22
23
24
25M
27
28
29
30
31
1
JUN
S
M
T
W T
F
7
1
8
2
9
3 4
10-
5
12
6
13
14
21
15
22
16
23
17 18
24 M
19
26
20
27
28
29
301
Holiday Dec 2-5, 2008 - ACWA Fall Conference, Long Beach
0 Board Meeting Dec 15-17 - CRWUA 2008 Annual Conference, LV
Activities May 19-22 - ACWA Spring Conference, Sacramento
APPROVED BY THE BOARD Of DIRECTOR'S
OF THE YORBA LINDA WATER DISTRICT
ITEM NO. 1
MINUTES OF THE
JUL 1 0 20YORBA LINDA WATER DISTRICT
j BOARD OF DIRECTORS REGULAR MEETING
BY. June 26, 2008
The June t~08 regular meeting of the Yorba Linda Water District Board of Directors
was called to order by President Summerfield at 8:34 a.m. The meeting was held at the
District's offices at 1717 E. Miraloma Avenue, Placentia, CA.
DIRECTORS PRESENT AT ROLL CALL
John W. Summerfield, President
Paul R. Armstrong
Michael J. Beverage
DIRECTORS ABSENT AT ROLL CALL
William R. Mills, Vice President
Ric Collett
STAFF PRESENT
Kenneth R. Vecchiarelli, Asst. G.M.
Diane Cyganik, Finance Director
Lee Cory, Operations Manager
Pat Grady, IT Director
Cindy Mejia, Management Analyst
Amelia Cloonan, Personnel Tech
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS
None
SPECIAL RECOGNITION `None
CONSENT CALENDAR (Items 1 throuah 31
On a motion by Director Beverage, seconded by Director Armstrong, the Board of
Directors voted 3-0 to approve the Consent Calendar.
1. Minutes of the Regular Board of Directors meeting held June 12, 2008.
Recommendation: Approve the minutes as presented.
2. Payment of bills, refunds, and wire transfers.
Recommendation: Ratify and authorize disbursements in the amount of
$772,680.68.
3. Terms and Conditions for Water and Sewer Service with Ms. Kate Gulewich.
Recommendation: Approve Terms and Conditions for Water and Sewer
Service with Ms. Kate Gulewich for 5112 Eureka Avenue, Yorba Linda, Job
No. 200808.
Director Ric Collett entered the meeting at 8:37 a.m.
ACTION CALENDAR
4. Implement Level 1 of the 2005 Urban Water Management Plan Calling For a
Voluntary 10% Reduction In Water Use District Wide. Assistant General Manager
Vecchiarelli introduced the item and explained the reasons for the need to adopt
the reduction in water use. Commencing July 1, all reporting and requirements will
be tracked. Metropolitan Water District will introduce water conservation measures
on January 1, 2009. Director Armstrong stated the City Council spoke negatively
about the District, because no one from the District appeared before the City
Council to speak about water reduction.
P 9
Shortage Contingency Plan established by the 2005 Urban Water
Management Plan calling for an immediate voluntary ten percent reduction in
water use.
5. Adopt appropriations limit for FY 2008-09. Finance Director Cyganik introduced
the report and explained the reasons for the need to adopt the appropriation limit.
On a motion by Director Collett, seconded by Director Armstrong, the Board
of Directors on a Roll Call voted 4-0-1, with Vice President Mills absent, to
adopt Resolution 08-08 adopting the District's Appropriation Limit for fiscal
6. Pre-Annexation Agreement with Placentia-Yorba Linda Unified School District.
Assistant General Manager Vecchiarelli presented the report to consider the
agreement with the Placentia-Yorba Linda Unified School District. The agreement
was considered and passed by the PYLUSD Board of Directors at their meeting on
Tuesday evening. President Summerfield will sign the agreement after it is signed
by the PYLUSD.
On a motion by Director Beverage, seconded by Director Collett, the Board of
Directors voted 4-0 to authorize the President and Secretary to execute the
Pre-Annexation Agreement between Yorba Linda Water District and
Placentia-Yorba Linda Unified School District for the new Yorba Linda High
School, Job No. 200620.
Assistant General Manager Vecchiarelli responded to a question from President
Summerfield by stating the 10% voluntary reduction in water use could be
rescinded if the water supply situation reverses.
Assistant General Manager Vecchiarelli stated there are reporting mechanisms in
place at the District regarding use of water, so a regular report can come to the
Board of Directors to indicate whether the District is meeting the conservation
target.
On a motion by Director Armstrong, seconded by Director Collett, the Board
of Directors on a Roll Call voted 4-0-1, with Vice President Mills absent, to
adopt Resolution No. 08-07, A Resolution of the Board of Directors of the
Yorba Linda Water District lm /ementin Action Level 1 of the Water
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7. Approve the 2007 Consumer Confidence Report. Assistant General Manager
Vecchiarelli presented the item. The report is prepared annually with the
requirement that it be delivered to each of the District's customers. One thing to
note is that the District is looking at having the report delivered in the customers'
bills to save considerable mailing costs. The report is also available on the
District's website.
On a motion by Director Beverage, seconded by Director Armstrong, the
Board of Directors voted 4-0 to approve the Consumer Confidence Report to
be distributed to all District customers.
DISCUSSION ITEMS
8. None
REPORTS. INFORMATION ITEMS AND COMMENTS
9. a. President's Report
There was no report.
b. Directors Reports
Director Armstrong reported that at the southwest corner of Bastanchury and
Lakeview there is ground subsidence. Does this in any way jeopardize the
District's pipes? Assistant General Manager Vecchiarelli said our people have
already been out and checked several times. Staff will check with the city
engineer.
c. General Managers Report
Assistant General Manager Vecchiarelli reported the Yorba Linda Star gave a
preview of candidates who will be supported by the Yorba Linda Residents for
Responsible Representation to run for the District's Board.
IT Director Grady gave an update on the phone answering system. Phone calls
will be answered by an individual instead of going to an automated system
commencing July 1. If there is a backup of calls these will be picked up from
the queue. He will report at the PIT Committee meeting to be held on July 1.
Assistant General Manager Vecchiarelli reported the District's offices will be
closed on July 4. On July 16, the Administration building dedication will be held
at 4:00 p.m.
On a motion by Director Beverage, seconded by Director Collett, the Board of Directors
voted 4-0 to add an item the agenda. This item came to the attention of Assistant
General Manager Vecchiarelli only this morning, June 26, and required immediate
action.
-3-
A request was received from MWDOC to oppose AB 885, a Bill amending the
MWD act and containing the option of having alternate board members. What
MWD would like to see is to allow their current board members to vote by proxy
if they cannot come to a particular board meeting. The District agrees that this
Assembly Bill does not improve how MWD does business and asks President
Summerfield to sign letters to be sent to Senator Margett and Assemblyman
Duvall.
On a motion by Director Beverage seconded by Director Collett, the Board of
Directors voted 4-0 to send letters signed by President Summerfield to Senator
Margett and Assemblyman Duvall in opposition of AB 885.
COMMITTEE REPORTS
10. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
1) Minutes of meeting held June 17 will appear in the Board agenda for July
10.
2) Meeting scheduled for July 15, 4:00 p.m.
;s
b. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
•lba. .f
1) Minutes of meeti
The Committee
Statements and
Directors. The
accepted. Keith
portfolio. The AK
meeting. Tom C
Notification.
ing
c.
held June 10.
mbers reviewed March 31 and April 30, 2008 Financial
recommend these be received and filed by the Board of
vestment Report dated April 30 was discussed and
orey of Wells Capital gave an update on the District's
)priations Limited was addressed at the June 26 Board
tars of Fieldman Rolapp addressed the Material Event
for July 8, 4:00 p.m.
inagement Committee
Alternate: Summerfield
1) Minutes of meeting held June 9.
The Committee discussed the comments received from the management
group regarding revisions to the Personnel Rules. Staff informed the
Committee about the status of the District's recruitments and new hires and
the status of personnel on Administrative Leave. The General Manager
gave an update on his attendance at the ACWA/JPIA Conference.
2) Meeting scheduled for July 14, 4:00 p.m.
-4-
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Meeting scheduled for July 3, 4:00 p.m.
e. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held June 11.
There was a report on MWDOC's Public Affairs Workgroup Regional
Messaging Workshop. The governor's drought announcement was
discussed. The Committee discussed final design approval for the District's
rebranding of truck decals, signage and stationery. The Committee also
discussed financial and utility billing software and the customer service
answering system.
2) Meeting scheduled for July 1, 4:00 p.m. i,,,"
f. MWDOC Ad Hoc Committee
g. City of Placentia Ad Hoc Committee
(Beverage/Payne)
10. sly
June 16 will appear in the Board agenda for July
Director Beverage stated the committee members met with the new city
manager who comes from the Coachella Valley. Director Beverage
reported on the city's plans to utilize synthetic turf in medians.
INTERGOVERNMENTAL MEETINGS
11. a. Yorba Linda City Council, June 17
Director Armstrong attended. Councilperson Anderson asked why the City
Council had not invited the District to speak about water use reduction. Rules
and regulations regarding political signs were discussed.
b. MWDOC Board, June 17
Staff did not attend.
c. OCWD Board, June 17
Staff did not attend.
(Mills/Collett) Alternate: Summerfie/d
1) Minutes of meeting held June 24 will appear in the Board agenda for July
10.
2) Meeting scheduled for August 26, 4:00 p.m. President Summerfield will not
be able to attend this meeting.
-5-
d. Yorba Linda Planning Commission, June 25
There were no items affecting the District. No one attended.
BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after June 26, 2008. Agenda is available in the District office prior to
meeting.
July 2008
rPublic Information Committee, July 1, 4:00 p.m.
Collett/Beverage
Yorba Linda City Council, July 1, 6:30 p.m.
Mills
MWDOC/MWD Joint Workshop, July 2, 8:30 a.m.
I Staff
OCWD Board, July 2, 5:00 p.m.
I Staff
Planning-Engineering-Operations Committee, July 3, 4:00 p.m.
I Mills/Armstrong
District Holiday, July 4 I Offices Closed
Finance-Accounting Committee, July 8, 4:00 p.m.
I Beverage/Summerfield
Yorba Linda Planning Commission, July 9, 7:00 p.m.
I Collett
District Board Meeting, July 10, 8:30 a.m.
Personnel-Risk Management Committee, July 14, 4:00 p.m.
Armstrong/Collett
Executive-Admin-Organizational Committee, July 15, 4:00 p.m.
I Summerfield/Mills
Yorba Linda City Council, July 15, 6:30 p.m.
Armstrong
MWDOC Board, July 16, 8:30 a.m.
I Staff
Administration Building Dedication, July 16,4:00 p.m.
OCWD Board, July 16, 5:00 p.m.
I Staff
Yorba Linda Planninq Commission, July 23, 7:00 p.m.
I Summerfield
District Board Meeting, July 24, 8:30 a.m.
Auaust 2008
FPublic Information Committee, August 5, 4:00 p.m. I Collett/Beverage
Yorba Linda City Council, August 5, 6:30 p.m. I Mills
MWDOC/MWD Joint Workshop, August 6, 8:30 a.m. I Staff
OCWD Board, August 6, 5:00 p.m. I Staff
Planning-Enqineering-Operations Committee, Aug 7, 4:00 p.m. Mills/Armstrong
Personnel-Risk Management Committee, August 11, 4:00 p.m. I Armstrong/Collett
Finance-Accounting Committee, August 12, 4:00 p.m. I Beverage/Summerfield
Yorba Linda Planning Commission, August 13, 7:00 p.m. I Collett
District Board Meeting, August 14, 8:30 a.m.
Executive-Admin-Organizational Committee, Aug 19, 4:00 p.m. I **Summerfield/Mills
Yorba Linda City Council, August 19, 6:30 p.m. I Armstrong
MWDOC Board, August 20, 8:30 a.m. I Staff
OCWD Board, August 20, 5:00 p.m. I Staff
Yorba Linda Planning Commission, August 27, 7:00 p.m. I **Summerfield
District Board Meeting, August 28, 8:30 a.m.
CONFERENCES AND SEMINARS
12. Authorize attendance of Directors and such staff members of the District as
approved by the General Manager to attend the following conferences and
seminars.
a. None
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ADJOURN TO CLOSED SESSION
13. None
ADJOURNMENT
On a motion by Director Beverage, seconded by Director Collett, the Board of Directors
voted 4-0 to adjourn at 9:28 a.m. to a regular meeting of the Board of Directors
scheduled for July 10, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia
92870.
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ITEM NO.
AGENDA REPORT
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
Board Meeting Date: July 10, 2008 JUL 1 0 $
To: Board of Directors BY . - -1
From: Kenneth R. Vecchiarelli, Assistant General Manager
2
Staff Contact: Diane Cyganik, Finance Director
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: N/A
Funding Source: All Funds
CEQA Account No: N/A Job No: N/A
Compliance: N/A Estimated Costs: $1,283,919.15 Dept: Bus
Subject: Payments of Bills, Refunds, and Wire transfers
SUMMARY:
Section 31302 of the California Water Code says the District shall pay demands made against it
when they have been approved by the Board of Directors. Pursuant to law, staff is hereby
submitting the list of disbursements for Board of Directors' approval.
DISCUSSION:
The major items and wire transfers on this disbursement list are as follows: A wire of $72,726.47
to ACWA-HBA for July 2008 health premium; a wire of $244.08 to ACWA-EAP for July 2008
EAP; a wire of $18,601.39 to Parsons for Job 0704 March and April 2008 partial payments; a
wire of $33,962.97 to First Regional Bank for Job 0704 June 2008; a check of $141,428.06 to
Aqua-Metric for in-house materials; a check of $199,086.79 to Schuler Engineering for Job 0309
progress payment; and, a check of $305,846.75 to SSC Construction for Job 0704 progress
payment. The balance of $291,850.07 is routine invoices.
In summary, the check register total is $1,063,746.58; payroll No. 13 total is $220,172.57; and,
the disbursements of this agenda report are $1,283,919.15. A summary of the checks is as
follows:
Pavables:
Computer Checks
Pavroll #13:
Check Nos. 49234
49318
Computer Checks Check Nos. 3996 - 4000
Manual Checks Check Nos. 4001 - 4015
The disbursement total for the current period is 1,283,919.15, distributed as follows:
Water $1,267,779.11
Sewer $ 15,652.43
ID #1 $ 0.00
ID #2 $ 487.61
TOTAL $1,283,919.15
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi-monthly.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $1,283,919.15.
July 10, 2008
CHECK NUMBERS
49234 TO 49318
$
938,211.67
WIRES:
W-62708 ACWA-HBA
$
72,726.47
W-62708A ACWA-EAP
$
244.08
W-71008 Parsons
$
18,601.39
W-71008A First Regional Bank
$
33,962.97
$
125,534.91
TOTAL OF CHECKS AND WIRES:
$ 1,063,746.58
PAYROLL NO. 13:
CHECK NUMBERS:
3996 TO 4015
$ 220,172.57
TOTAL:
$ 1,283,919.15
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF JULY 10, 2008
TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS
AS FOLLOWS:
WATER $1,267,779.11 SEWER $ 15,652.43
ID#1 $ 0.00 ID#2 $ 487.61
TOTAL: $1,283,919.15
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 06-27-08 THRU 07-10-08
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
49234
07-10-08
07-10-08
ABIGAIL ABBOTT STAFFING SVC
3,238.75
W62708
06-27-08
06-27-08
ACWA-HBA
72,726.47
62708A
06-27-08
06-27-08
ACWA-HBA
244.08
49235
07-10-08
07-10-08
ACWA/JPIA
300.00
49236
07-10-08
07-10-08
ADVANCED INFRASTRUCTURE
1,432.35
49237
07-10-08
07-10-08
ALAIN JAMAR DESIGN
366.98
49238
07-10-08
07-10-08
ANAHEIM WHEEL & TIRE
152.00
49239
07-10-08
07-10-08
ANSWER ONE COMMUNICATIONS
464.28
49240
07-10-08
07-10-08
AQUA-METRIC SALES CO.
141,428.06
49241
07-10-08
07-10-08
ARTISTIC MAINTENANCE, INC
614.50
49242
07-10-08
07-10-08
AT&T
6.49
49243
07-10-08
07-10-08
AT&T/MCI
15,277.54
49244
07-10-08
07-10-08
AVALON TENT RENTAL
1,258.42
49245
07-10-08
07-10-08
BENNER METALS
844.76
49246
07-10-08
07-10-08
C & L REFRIGERATION CORP.
259.16
49247
07-10-08
07-10-08
CADET UNIFORM SERVICE
689.07
49248
07-10-08
07-10-08
CAROLLO ENGINEERS
20,258.50
49249
07-10-08
07-10-08
CDW-G GOVERNMENT, INC
2,449.17
49250
07-10-08
07-10-08
CHANNING BETE COMPANY INC.
768.75
49251
07-10-08
07-10-08
CITY OF PLACENTIA
951.24
49252
07-10-08
07-10-08
CLA-VAL CO.
108.00
49253
07-10-08
07-10-08
CLOUD 9 BALLOONS
150.00
49254
07-10-08
07-10-08
COAST TO COAST BUSINESS EQUIP
466.64
49255
07-10-08
07-10-08
COUNTY OF ORANGE
100.00
49256
07-10-08
07-10-08
DOSE, INC.
35,810.00
49257
07-10-08
07-10-08
DELL MARKETING L.P.
1,509.14
49258
07-10-08
07-10-08
DIANE CYGANIK
87.50
49259
07-10-08
07-10-08
DME INCORPORATED
1,301.39
49260
07-10-08
07-10-08
ECONOMY RADIATOR REPAIR
399.76
49261
07-10-08
07-10-08
EISEL ENTERPRISES, INC.
83.51
49262
07-10-08
07-10-08
ENR - MCGRAW HILL CONSTRUCTION
49.00
49263
07-10-08
07-10-08
ESRI
21,560.90
49264
07-10-08
07-10-08
ESTRADA HARDWARE CO INC.
870.00
49265
07-10-08
07-10-08
FEDERAL EXPRESS
24.15
71008A
07-10-08
07-10-08
FIRST REGIONAL BANK
33,962.97
49266
07-10-08
07-10-08
FRY'S ELECTRONICS
4,822.24
49267
07-10-08
07-10-08
GODWIN PUMPS
1,941.65
49268
07-10-08
07-10-08
HACH COMPANY
669.48
49269
07-10-08
07-10-08
HARDY & HARPER INC.
22,512.25
49317
07-10-08
07-10-08
HARNS, CHRISTY
713.92
49270
07-10-08
07-10-08
HOME DEPOT CREDIT SERVICES
133.87
49271
07-10-08
07-10-08
INFOSEND
4,663.49
49272
07-10-08
07-10-08
INTERIORS BY JANI-TRESS
5,315.47
49273
07-10-08
07-10-08
JACK IN THE BOX INC.
800.00
49274
07-10-08
07-10-08
KING CIVIL ENGINEERING CORP
5,807.00
49275
07-10-08
07-10-08
LAYNE CHRISTENSEN COMPANY
12,442.40
49276
07-10-08
07-10-08
MACIAS GINI & O'CONNELL LLP
550.00
49277
07-10-08
07-10-08
MANAGEMENT ACTION PROGRAMS INC
1,900.00
49278
07-10-08
07-10-08
MC CALL'S METER SALES/SERVICE
2,831.19
49279
07-10-08
07-10-08
MC MASTER-CARR SUPPLY CO.
276.78
49280
07-10-08
07-10-08
MICHAEL BRKICH
52.61
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 06-27-08 THRU 07-10-08
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
49281
07-10-08
07-10-08
MINUTEMAN PRESS
165.21
49282
07-10-08
07-10-08
MORR-IS TESTED INC
875.00
49283
07-10-08
07-10-08
MUNICIPAL WATER DISTRICT
305.50
49284
07-10-08
07-10-08
OFFICE SOLUTIONS
651.84
49285
07-10-08
07-10-08
ORVAC ELECTRONICS
39.20
W71008
07-10-08
07-10-08
PARSONS ENGINEERING SCIENCE
18,601.39
49286
07-10-08
07-10-08
PARTITION SPECIALTIES INC.
226.28
49287
07-10-08
07-10-08
QUINN POWER SYSTEMS ASSOCIATES 279.35
49288
07-10-08
07-10-08
R J SERVICES, INC
150.00
49289
07-10-08
07-10-08
REGULATION COMPLIANCE INC.
1,000.00
49290
07-10-08
07-10-08
RICARDO DE ANDA
1,270.51
49291
07-10-08
07-10-08
ROBERT ZAMORA
11,129.00
49292
07-10-08
07-10-08
SC FUELS
1,542.70
49293
07-10-08
07-10-08
SCHULER ENGINEERING CORP.
199,086.79
49294
07-10-08
07-10-08
SCOTT W. MOULTON
3,112.50
49295
07-10-08
07-10-08
SHRED-IT LOS ANGELES
68.90
49296
07-10-08
07-10-08
SOUTHERN CALIF GAS CO.
32,626.05
49297
07-10-08
07-10-08
SOUTHWEST NETWORKS INC.
17,503.99
49298
07-10-08
07-10-08
SSC CONSTRUCTION, INC
305,846.75
49299
07-10-08
07-10-08
STACY BAVOL/PETTY CASH
203.28
49300
07-10-08
07-10-08
STAPLES BUSINESS ADVANTAGE
237.04
49301
07-10-08
07-10-08
SUMMIT CATERING
3,367.19
49302
07-10-08
07-10-08
TAB PRODUCTS CO.
132.08
49303
07-10-08
07-10-08
TDC GROUP INC
5,995.00
49304
07-10-08
07-10-08
THE OC ADVOCACY GROUP
2,500.00
49305
07-10-08
07-10-08
THOMAS ST. CLAIR
101.09
49306
07-10-08
07-10-08
THURSTON HUBBARD
65.00
49307
07-10-08
07-10-08
UNITED INDUSTRIES
466.04
49318
07-10-08
07-10-08
VERCO CONSTRUCTION
799.24
49308
07-10-08
07-10-08
VERIZON WIRELESS
423.29
49309
07-10-08
07-10-08
VILLAGE NURSERIES
94.82
49310
07-10-08
07-10-08
VINEYARD BANK
22,120.75
49311
07-10-08
07-10-08
VISION SERVICE PLAN
1,649.23
49312
07-10-08
07-10-08
WATER ENVIRONMENT FEDERATION
242.00
49313
07-10-08
07-10-08
WELLS SUPPLY CO
3,125.04
49314
07-10-08
07-10-08
WESTSIDE BUILDING MATERIAL
229.88
49315
07-10-08
07-10-08
XEROX CORPORATION
1,215.70
49316
07-10-08
07-10-08
YORBA LINDA AUTO PARTS
653.07
1,063,746.58
ITEM NO. 3
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Ken Vecchiarelli, Assistant General Manager
Joe Polimino, Project Engineer
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL 1 0 ZO
BY_ -
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5M
Funding Source: District and Developer Funds
CEQA Account No: 101-2700 Job No: 200704
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5M Dept: Eng
Subject: Progress Payment No. 13 for the Lakeview Reservoir Construction
SUMMARY:
On January 25, 2007, the District Board of Directors authorized the execution of an agreement
with SSC Construction, Inc. (SSC) for construction of an 8-million gallon underground concrete
reservoir, piping and appurtenances. The project also includes demolition of the existing
Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located
north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover
Development and south of Vista Del Verde's Village 4. When completed, the project will
increase operational, fire and emergency storage capacity, retain better water quality through
improved circulation and improve reliability of the water system.
DISCUSSION:
In accordance with the contract documents, SSC submitted a request for Progress Payment No.
13, in the amount of $339,829.72 for completed work through May 31, 2008. During this period,
the contractor water tested the West Bay and continued to finish concrete and seal the Center
Bay floor joints. Work continued on inlet vault piping and exterior waterproofing. Drainage
panels and footing drain installation began also. Backfill of the site commenced for the interior
retaining walls. Surface drain installation began along the interior of the South and West
retaining walls. Also included in this pay request is Change Order No. 2 in the amount of
$2,887.92.
The status of the construction contract with SSC Construction, Inc. is as follows:
• The current contract is $10,642,387.92 and 547 calendar days starting June 18, 2007.
• If approved, Progress Payment No. 13 is $339,829.72 (3.2%) of the total contract
amount), less 10% retention of $33,982.97 for a net payment of $305,846.75.
• Total payments to date including retention are $8,202,449.32 (77.1 of the total
contract amount)
• As of May 31, 2008, 349 calendar days were used (63.8% of the contract time).
Staff and Butier, the District's construction manager for the project, have reviewed the
contractor's progress payment including Change Order No. 2 and recommend approval. A copy
of Progress Payment No. 13 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
On January 25, 2007, the District Board of Directors approved and awarded a construction
contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8
million gallon underground concrete reservoir, piping and appurtenances, and demolition of the
existing Bastanchury Booster Pump Station and Reservoir. On April 10, 2008, the District Board
of Directors approved Change Order No. 1 increasing the total contract amount to $10,639,500
and total contract calendar days to 547. On June 30, 2008, staff approved Change Order No. 2
in the net amount of $2,887.92 increasing the total contract to $10,642,387.92. The Board has
approved twelve progress payments to date for this project, the most recent of which was
approved on May 29, 2008.
STAFF RECOMMENDATION:
Approve Progress Payment No. 13 in the net amount of $305,846.75 to SSC Construction, Inc.
for construction of the Lakeview Reservoir Project, Job No. 200704.
YORBA LINDA WATER DISTRICT
PROGRESS PAY REPORT
PROJECT Lakeview Reservoir Project PROGRESS PAY REQUEST NO. 13
LOCATION Yorba Linda, CA PROJECT NO. 200704 PAGE 1 OF 1 PAGES
CONTRACTOR SSC Construction, Inc. DATE 5/31/08
ORIGINAL CONTRACT AMOUNT:
AUTHORIZED CHANGE ORDERS
REVISED CONTRACT AMOUNT
PROGRESS PAY ESTIMATE FOR PERIOD
VALUE OF WORK COMPLETED
CHANGE ORDER WORK COMPLETED
TOTAL VALUE OF WORK COMPLETED
LESS RETENTION 10%
LESS OTHER DEDUCTIONS
NET EARNED TO DATE
LESS AMOUNT PREVIOUSLY PAID
BALANCE DUE THIS ESTIMATE
NOTICE TO PROCEED
COMPLETION TIME
APPROVED TIME EXTENSIONS
TOTAL CONTRACT TIME
TIME EXPENDED TO DATE
TIME REMAINING
$ 10,489,500.00 G Inc
f52!Se7. 92 YS, o 8A
lo, 62 , 387, 9M 0
May 1, 2008
PREVIOUS
$ 7,712,619.60 I $
$ 150,000.00 I $
$ 7,862,619.60 I $
TO May 31, 2008
THIS MONTH
TO DATE
336,941.80 ~ $
8,049,561.40
2,887.921$ $
152,887.92
339,829.72 $
8,202,449.32
$
820,244.93
$
7,382,204.39
$
7,076,357.64
$
305,846.75
June 18, 2007
487 CALENDAR DAYS
60
CALENDAR DAYS
547
CALENDAR DAYS
349
CALENDAR DAYS
198
CALENDAR DAYS
REQUESTED BY: r..
Brentprower, Controller, MC Con cti n Inc.
l
APPROVED BY:
ark Butier, Jr., Project Ma ager, Bu ' r Engineering
APPROVED BY:
enneth R. Vecchiarelli, Assistant General Manager, YLWD
DATE:
DATE: Z
DATE: (O b A a
YORBA LINDA WATER DISTRICT
CHANGE ORDER NO.
02
DATE June 2
3, 2008
Page
1 of 2
CONTRACT NAME: Lakeview Reservoir
CONTRACT AMT.: $ 10,639,500.00
DAYS: 547
CONTRACTOR: SSC Construction Inc.
THIS CHANGE: $ 2,887.92
DAYS: 0
0.03
OWNER: Yorba Linda Water District
REVISED CONTRACT
DAYS:
AMT: $ 10,642,387.92
547
This Change Order covers changes to the subject contract as described
herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change
Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
+INCREASE
CONTRACT
TIME
DESCRIPTION OF CHANGES
! OR
+EXTENSION /
- DECREASE IN
OR -REDUCTION
CONTRACT
(DAYS)
AMOUNT
Deduct to replace the specified dry block with standard grey split-faced block for all
retaining walls on the project. (COR #3)
Removal of broken concrete. (COR #6)
Change Sampling Tube material to 316 stainless steel. (COR #7R)
Flo-Loc Seismic SCADA override. (COR #8)
Deletion of fiberglass tape on vault joint. (PCO #9)
<-$10,026.00> 0
+$5,230.80 0
+$3,960.27 0
+$5,030.85 0
$1308.00>
0
NET CHANGE +$2887.92
REVISED CONTRACT AMOUNT AND TIME $10,642,387.92
0
547
The amount of the contract will be increased by the sum of $ 2887.92 and the contract time shall be increased / decreased
by 0 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the
extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all
labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension,
required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It
is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete
compensation to the Contractor for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in
connection with the above referenced changes in the work, including any impact on the referenced work of any other work under the contract,
any changes in the sequences of any work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other
effect on any of the work under this contract. By the execution of the Change Order, the Contractor accepts the contract price change and
the contract completion date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions,
in connection with the above-referenced changes.
ENGINEER OR
RECOMMENDED: \_b~ CONSULTANT DATE: Ca- Z 3- 08
o n Whisen unt, Construction
Abnager
ACCEPT CONTRACTOR DATE: 6 - 24-08
r-om +Greg Larkin, President
APPROVED: L OWNER DATE: 3 Do
fD~ ~V..Pane'_,'General Manager
ITEM NO.
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Ken Vecchiarelli, Assistant General Manager
Leon de los Reyes, Water Quality Engineer
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL 10 200~ BY -1
Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 11.2M
Funding Source: Water Revenue Bond
CEQA Account No: 102-2700 Job No: 200309
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.2M Dept: Eng
Subject: Progress Payment No. 2 for the Highland Reservoir Replacement Project
SUMMARY:
The Highland Reservoir is a critical element of the District's water supply chain. The existing
structure has surpassed its useful life and has become a potential water quality and
maintenance liability. Increasing the size and reliability of the Highland Reservoir, as
recommended in the District's 2005 Domestic Water System Master Plan, improves system
integrity, service reliability and secures flexibility in the District's service by further optimizing
groundwater production and transmission capabilities.
The Board of Directors awarded a contract to Schuler Engineering for construction of the
Highland Reservoir Replacement Project on April 10, 2008 and approved a project construction
budget of $11.2M on May 15, 2008.
DISCUSSION:
In accordance with the contract documents, Schuler Engineering Corporation submitted a
request for Progress Payment No. 2 for the period ending June 30, 2008. This progress pay
request is 26% mobilization including bonds, insurance certificates, project related office
expenses, preparation of submittals and related tasks, 4% pothole and survey of utilities tasks,
67% yard piping (material costs), and 3% electrical, telemetery, instrumentation and controls
costs related to the temporary tanks and reservoir.
The status of the construction contract with Schuler Engineering is as follows:
• The current contract is $9,049,346 and 730 calendar days starting June 2, 2008.
• If approved, Progress Payment No. 2 is $221,207.54 (2.4% of the total contract amount),
less 10% retention of $22,120.75 for a net payment of $199,086.79.
• If approved, total progress payments to date are $329,057.54 (3.6% of the contract
amount)
• As of June 30, 2008, 29 calendar days were used (4.0% of the contract time).
Staff and Carollo Engineers, the District's construction management consultant, reviewed the
progress payment request and recommend payment. In accordance with provisions established
in the contract documents, the retention payments will be deposited to an escrow account. A
copy of Progress Payment No. 2 is attached for your information.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors awarded a construction contract to Schuler Engineering on April 10,
2008 in the amount of $9,049,346 for construction of the project. On May 15, 2008, the Board
approved execution of a Professional Service Agreement with Carollo Engineers in the amount
of $605,856 for engineering support services, construction management and backup inspection
services; a Professional Service Agreement with Leighton Consulting Engineers in the amount
of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional
Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental
compliance services; and approved the proposed construction budget in the amount of
$11,200,000 for construction of the Highland Reservoir Replacement Project. The Board of
Directors approved Progress Payment No. 1 on June 12, 2008, in the net amount of $97,065.00.
STAFF RECOMMENDATION:
Staff recommends the Board of Directors approve Progress Payment No. 2 in the net amount of
$199,086.79 to Schuler Engineering Corporation for construction of the Highland Reservoir
Replacement Project, Job No. 200309.
YORBA LINDA WATER DISTRICT
PROGRESS PAY REPORT
PROJECT Highland Reservoir
PROGRESS PAY REQUEST NO. 2
LOCATION Yorba Linda
PROJECT NO. J-
20030
PAGE 1 OF 1 PAGES
9
CONTRACTOR Schuler Engineering
DATE June 30, 2008
ORIGINAL CONTRACT AMOUNT: :
9,049,346
AUTHORIZED CHANGE ORDERS: i
-
REVISED CONTRACT AMOUNT: =
9,049,348
PROGRESS PAY ESTIMATE FOR PERIOD
June 4, 2008
TO JUNE 302008
PREVIOUS
THIS MONTH TO DATE
VALUE OF WORK COMPLETED
$ 107,850.001 $
221207.54 I $ 329,057.54
CHANGE ORDER WORK COMPLETED
$ - Is
- Is -
TOTAL VALUE OF WORK COMPLETED
is 107,850.00 $
221.207.54 $ 329,057.54
LESS RETENTION 1D%
$ 32.905.751
LESS OTHER DEDUCTIONS
$ -
AMOUNT DUE THIS ES-i1MAT>=
$ 296,151.79
LESS AMOUNT PREVIOUSLY PAID
$ 97,065.00
BALANCE DUE THIS ESTIMATE
$ 199.086.79
NOTICE TO PROCEED
COMPLETION TIME
APPROVED TIME EXTENSIONS
TOTAL CONTRACT TIME
TIME EXPENDED TO DATE
TIME REMAINING
June 2,2003
730 CALENDAR DAYS
CALENDAR DAYS
730 CALENDAR DAYS '
-WT CALENDAR DAYS
4W CALENDAR DAYS
•'9n i
REQUESTED BY: DATE:
S~k ENGINEERING-CONTRACTOR
C-)
APPROVED BY: Ile- DATE: !I - / -
CAROLLO-OWNER - REPRESENTATIVE
APPROVED BY: DATE: 1
L D-DOWNER
ITEM NO. 5
AGENDA REPORT
APPROVED BY THE BOARD )F )IRECTORS
Board Meeting Date: July 10, 2008 OF THE YORBA LINDA WATER )ISTRICT
To: Board of Directors J-UL 10 20A
From: Michael A. Payne, General Manager BY x--~ /
Staff Contact: Diane CY9anik Finance Director Y
Sandi Van Etten, Senior Accountant
Reviewed by General Counsel: N/A Budgeted: N/A Total Budget:
Funding Source: All Funds
CEQA Account No: Job No:
Compliance: N/A Estimated Costs: Dept: Bus
Subject: Quarterly Financial Statements for the third quarter of fiscal year 2007-2008 ending
March 31, 2008.
SUMMARY:
A presentation of the Financial Statements for the third quarter of fiscal year 2007-2008 ending
March 31, 2008 is presented below.
DISCUSSION:
The Water Operating Fund had a Net Loss for the third quarter of fiscal year 2007-2008 ending
March 31, 2008 of $626,058. The key factors are outlined below:
Yorba Linda Water District
Quarterly Financial Statement Analysis - Water Operating Fund
For the Month Ending March 31, 2008
March ,
Y-T-D
Y-T-D
Budget
2008
Budget
Budget
Description
FY 2007/08
Actual Y-T-D
Remaining
Remaining
Total Water Sales
$
17,217,870
$
14,972,256
$
(2,245,614)
-13%
Total Variable Water Costs
$
10,520,000
$
7,554,953
$
2,965,047
28%
Personnel Costs
$
6,992,970
$
3,773,137
$
3,219,833
46%
Supplies & Services
$
3,740,200
$
2,238,305
$
1,501,895
40%
The Water Operating Fund is showing water sales greater than what we had anticipated due to
the drier weather conditions as well as the water rate increase that was not included in the
budget. The variable water costs are pretty much on target with budget. Personnel costs as well
as supplies & services are lower than anticipated based on the budget at this point in time.
Personnel costs are due to budgeted positions that have not been filled and supplies & services
are because of timing issues of as to when products are needed, ordered and received.
The Sewer Fund had a Net Loss for the third quarter of fiscal year 2007-2008 ending March 31,
2008 of $108,875. The key factors are outlined below:
Yorba Linda Water District
Quarterly Financial Statement Analysis - Sewer Operating Fund
For the Month Ending March 31, 2008
Description
Sewer Maintenance Charges
Personnel Costs
Supplies & Services
March,
Y-T-D
Budget
2008
Budget
FY 2007/08
Actual Y-T-D
Remaining
$ 1,243,700
$ 904,609
$ (339,091)
$ 694,130
$ 430,625
$ 263,505
$ 336,600
$ 202,403
$ 134,197
Y-T-D
Budget
Remaining
-27%
38%
40%
The Sewer Maintenance Charges are pretty much right on target as to what was budgeted for at
this point in time. The Personnel Costs as well as the Supplies & Services are slightly lower
than anticipated by 13% and 15%, respectively. However, there aren't any significant material
variances to report.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors reviews each quarter's financial statements. The financial statements for
the quarter ending December 31, 2007 were received and filed on April 24, 2008.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors receive and file the financial statements
for the third quarter of fiscal year 2007-2008 ending March 31, 2008.
COMMITTEE RECOMMENDATION:
The Finance - Accounting Committee reviewed the January and February 2008 financial
statements at their meeting on April 8, 2008; reviewed the March 2008 financial statements at
the June 10, 2008 meeting and supports staffs' recommendation.
Operating Revenues:
Metered water sales
Sewer maintenance charges
Construction water sales
Irrigation sales
Other
Customer service fees
Rents and royalties
Outside District water sales
Unmetered water sales
Total Operating Revenues
Operating Expenses:
Variable water costs
Personnel services
Depreciation
Supplies and services
Total Operating Expenses
Operating (Loss)
FUND 1
Schedule of Revenue & Expense
03-31-08
ANNUAL CURR YR VARIANCE VAR
BUDGET Y-T-D Y-T-D $
16,789,370.00
14,654,489.43
2,134,880.57
13
0.00
0.00
0.00
-100
335,000.00
226,525.10
108,474.90
32
42,500.00
61,519.95
<19,019.95>
-45
12,830.00
73,260.69
<60,430.69>
-471
123,400.00
128,479.32
<5,079.32>
-4
102,100.00
49,605.40
52,494.60
51
45,000.00
22,443.87
22,556.13
50
6,000.00
7,277.61
<1,277.61>
-21
17,456,200.00
15,223,601.37
2,232,598.63
13
10,520,000.00
7,554,952.95
2,965,047.05
28
6,992,970.00
3,773,137.00
3,219,833.00
46
2,933,300.00
2,283,264.18
650,035.82
22
3,740,200.00
2,238,305.44
1,501,894.56
40
24,186,470.00
15,849,659.57
8,336,810.43
34
<6,730,270.00>
<626,058.20>
<6,104,211.80>
91
FUND 1
Schedule of Revenue & Expense
03-31-08
ANNUAL CURR YR VARIANCE VAR
BUDGET Y-T-D Y-T-D $
- -------------------------------------------------
Nonoperating Revenues:
Property taxes - debt service 0.00 0.00 0.00 -100
Property taxes - operations 1,187,300.00 782,787.88 404,512.12 34
Interest income 65,000.00 603,786.19 <538,786.19> -829
Other revenue 440,500.00 450,821.58 <10,321.58> -2
I
Total Nonoperating Revenues 1,692,800.00 1,837,395.65 <144,595.65> -9
Nonoperating expenses:
Interest expense 0.00 345,627.71 <345,627.71> -100
Security Vulnerability Exp 0.00 0.00 0.00 -100
Other expense 0.00 104,352.44 <104,352.44> -100
Total Nonoperating Expenses 0.00 449,980.15 <449,980.15> -100
Income (Loss) before
Capital Contributions <5,037,470.00> 761,357.30 <5,798,827.30> 114
Capital Contributions 586,000.00 1,541,162.03 <955,162.03> -163
Change in Net Assets: <4,451,470.00> 2,302,519.33 <955,162.03> 151
RUN DATE/TIME: 12:44:35 29 May 2008 REPORT ID: revexp07
it
FUND i
Schedule of Revenue & Expense
03-31-08
ANNUAL CURR YR VARIANCE VAR
BUDGET Y-T-D Y-T-D
Operating Revenues:
Metered water sales 0.00 0.00 0.00 -100
Sewer maintenance charges 1,240,600.00 902,167.34 338,432.66 27
Construction water sales 0.00 0.00 0.00 -100
Irrigation sales 0.00 0.00 0.00 -100
Other 3,100.00 2,441.45 658.55 21
Customer service fees 0.00 0.00 0.00 -100
Rents and royalties 0.00 0.00 0.00 -100
Outside District water sales 0.00 0.00 0.00 -100
Unmetered water sales 0.00 0.00 0.00 -100
Total Operating Revenues 1,243,700.00 904,608.79
339,091.21 27
Operating Expenses:
Variable water costs 0.00 0.00 0.00 -100
Personnel services 694,130.00 430,624.78 263,505.22 38
Depreciation 444,500.00 380,456.29 64,043.71 14
Supplies and services 336,600.00 202,402.73 134,197.27 40
Total Operating Expenses 1,475,230.00 1,013,483.80 461,746.20 31
Operating (Loss) <231,530.00> <108,875.01> <122,654.99> 53
FUND 2
Schedule of Revenue & Expense
03-31-08
ANNUAL CURR YR VARIANCE VAR
BUDGET Y-T-D Y-T-D
Nonoperating Revenues:
Property taxes - debt service 0.00 0.00 0.00 -100
Property taxes - operations 65,100.00 0.00 65,100.00 100
Interest income 17,000.00 10,939.31 6,060.69 36
Other revenue 5,000.00 1,476.87 3,523.13 70
Total. Nonoperating Revenues 87,100.00 12,416.18 74,683.82 86
Nonoperating expenses:
Interest expense 0.00 0.00 0.00 -100
Security Vulnerability Exp 0.00 0.00 0.00 -100
Other expense 0.00 269.07 <269.07> -100
Total Nonoperating Expenses 0.00 269.07 <269.07> -100
Income (Loss) before
Capital Contributions <144,430.00> <96,727.90> <47,702.10> 33
Capital Contributions 249,500.00 74,808.90 174,691.10 70
Change in Net Assets: 105,070.00 <21,919.00> 174,691.10 120
RUN DATE/TIME: 12:44:35 29 May 2008 REPORT ID: revexp07
ITEM NO. 6
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Gina Knight, Human Resources Manager
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL 1 20
BY
a
Reviewed by General Counsel: No Budgeted:
Funding Source:
CEQA Account No:
Compliance: N/A Estimated Costs:
Subject: Damage Claim
No Dept: Admin
Water Operating Fund
N/A Job No: N/A
Claim is under $6,000
SUMMARY:
The District received the attached claim seeking reimbursement for property related damages
as a result of a broken water meter due to high water pressure.
DISCUSSION:
On May 28, 2008, Mr. Antonios claimed a District employee replaced his water meter while he
was away from his home. According to Mr. Antonios' claim, the water meter broke due to high
water pressure. In addition, Mr. Antonios is claiming a leak occurred in his underground
sprinkler system, the toilets began to leak the dishwasher and washer no longer were working
because of the high pressure.
According to the Operations Superintendent there was a spike in the water pressure in the
vicinity of Mr. Antonios' home on May 28, 2008 due to the failure of the Bryant Station. The
incident occurred at
Staff has reviewed the submitted claim and internal incident reports and recommends the claim
be rejected and referred.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors reviews all claims not settled by staff. The claims and accompanying
staff reports are presented to the Board of Directors for consideration as they are received.
STAFF RECOMMENDATION:
Staff is recommending that the claim filed by Mr. Antonios be rejected and referred to ACWA-
JPIA.
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
i
ITEM NO. 7
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
APPROVED BY THE 80ARD OF DIRECTORS
Of THE YORBA LINDA WATER DISTRICT
JUL// 1 p 2008
BY Y ~-'L)
Staff Contact: Ken Vecchiarelli, Assistant General Manager CJoe Polimino, Project Engineer J
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5M
Funding Source: District and Developer Funds
CEQA Account No: 101-2700 Job No: 200704
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5M Dept: Eng
Subject: Change Order No. 3 to SSC Construction, Inc. for the Lakeview Reservoir Project
SUMMARY:
On January 25, 2007, the District Board of Directors authorized the execution of an agreement
with SSC Construction, Inc. (SSC) for construction of an 8-million gallon underground concrete
reservoir, piping and appurtenances. The project also includes demolition of the existing
Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located
north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover
Development and south of Vista Del Verde's Village 4. When completed, the project will
increase operational, fire and emergency storage capacity, retain better water quality through
improved circulation and improve reliability of the water system.
DISCUSSION:
In accordance with the contract documents, SSC has submitted requests for various change
order items incorporated in Change Order No. 3, which represents an increase in the contract
amount of $55,393.45 and a time extension of 27 calendar days. SSC also requested that
YLWD reduce the retention on the project to 5 percent and release one half of the retention
currently held in a joint escrow account. Change Order No. 3 consists of $18,548.29 and 5 days
for additional backfill to the South and West retaining walls; $36,845.16 and 5 days for removal
of 2,620 cubic yards of material from the site; and 17 rain days through the winter months.
SSC is currently installing inlet piping, backfilling slopes, constructing intermediate retaining
walls and beginning installation of mechanical controls. To date, the project is over 77%
completed. SSC has requested that the District release half of their retention and reduce the
remaining retention to 5% on the project. In good faith with this request, SSC has proposed a
minor project revision for the District's consideration that could compress the project schedule
and accelerate the completion by up to two months, thereby allowing beneficial use of the new
reservoir much sooner than anticipated. This proposal is well-timed with the abandonment and
demolition phase of the Highland Reservoir Replacement Project. The earlier timing of the
additional storage at the Lakeview Reservoir site will assist the District in maintaining
operational efficiencies and assist in providing water storage for District customers that the
Highland Reservoir usually provides.
The status of the construction contract with SSC Construction, Inc. is as follows:
• The original contract was $10,489,500 and 487 calendar days starting June 18, 2007.
• The current contract is $10,642,387.92 and 547 calendar days.
• If approved, Change Order No. 3 adds $55,393.45 (0.5% of the original contract) and
27 calendar days.
• If approved, Change Order No. 3 increases the total contract amount to $10,697,781.37
and 574 calendar days.
Staff, Butier and Parsons, the Districts Construction management team have reviewed the
contractor's request for Change Order No. 3 and recommend approval. A copy of Change
Order No. 3 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
On January 25, 2007, the District Board of Directors approved and awarded a construction
contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8
million gallon underground concrete reservoir, piping and appurtenances, and demolition of the
existing Bastanchury Booster Pump Station and Reservoir. On April 10, 2008, the District Board
of Directors approved Change Order No. 1 increasing the total contract amount to $10,639,500
and total contract calendar days to 547. On June 30, 2008, staff approved Change Order No. 2
in the net amount of $2,887.92 increasing the total contract to $10,642,387.92. The Board has
approved twelve progress payments to date for this project, the most recent of which was
approved on May 29, 2008.
STAFF RECOMMENDATION:
Staff recommends the Board of Directors approve Change Order No. 3 in the amount of
$55,393.45 and 27 calendar days and reduce retention to 5 percent to SSC Construction, Inc.
for construction of the Lakeview Reservoir Project, Job No. 200704.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee reviewed this matter at their meeting on July
3, 2008. The Committee will report on their recommendation at the time this matter is
considered by the full Board of Directors.
YORBA LINDA WATER DISTRICT
CONTRACT NAME
CONTRACTOR:
Lakeview Reservoir
SSC Construction Inc.
CHANGE ORDER NO. 003
DATE July 10, 2008
Page 1 of 1
CONTRACT AMT.:
$ 10,642,387.92
DAYS:
547
THIS CHANGE:
$55,393.45
DAYS:
27
(0.5%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 10,697,781.37 DAYS: 574
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
+INCREASE
CONTRACT
DESCRIPTION OF CHANGES
/OR
TIME
/
+EXTENSION
- DECREASE IN
OR -REDUCTION
CONTRACT
(DAYS)
AMOUNT
1.) Additional work for backfill required behind the Hover South and West retaining walls.
+ $18,548.29
5
2.) Removal of 2100 cubic yards of material that was on site.
+ $29,705.92
5
3.) Removal of additional 520 cubic yards of material on site placed there by a previous
+ $7,139.24
0
contractor.
4.) Rain days which prevented work on site through the winter months of the project.
+ $0.00
17
5.) Reduce retention for the project to 5 percent and release 50% of funds currently held in
+ $0.00
0
retention.
NET CHANGE + $55,393.45 27 Days
REVISED CONTRACT AMOUNT AND TIME $10,697,781.37 574 Days
The amount of the contract will be increased -<decreased} by the sum of $ 55,393.45 and the contract time shall be increased <desreased?
by 27 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the
extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor
and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to
complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood
that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation
to the Contractor for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the
above referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the
sequences of any work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the
work under this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion
date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the
above-referenced changes.
RECOMMENDED: /ENGINEER OR DATE:
rONS 1 TANT
Joe Polimino, Project Engineer
ACCEPTED: /CONTRACTOR DATE:
Greg Larkin, President
APPROVED: /OWNER DATE:
Mike Payne, General Manager
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Ken Vecchiarelli, Assistant General Manager
Joe Polimino, Project Engineer
ITEM NO.
(Je& V1 5 E b
~0
APPRMO BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL ~ 08
J
BY v
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5M
Funding Source: District and Developer Funds
CEQA Account No: 101-2700 Job No: 200704
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5M Dept: Eng
Subject: Change Order No. 3 to SSC Construction, Inc. for the Lakeview Reservoir Project
SUMMARY:
On January 25, 2007, the District Board of Directors authorized the execution of an agreement
with SSC Construction, Inc. (SSC) for construction of an 8-million gallon underground concrete
reservoir, piping and appurtenances. The project also includes demolition of the existing
Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located
north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover
Development and south of Vista Del Verde's Village 4. When completed, the project will
increase operational, fire and emergency storage capacity, retain better water quality through
improved circulation and improve reliability of the water system.
DISCUSSION:
In accordance with the contract documents, SSC has submitted requests for various change
order items incorporated in Change Order No. 3, which represents an increase in the contract
amount of $55,393.45 and a time extension of 27 calendar days. SSC also requested that
YLWD reduce the retention on the project to 5 percent and release one half of the retention
currently held in a joint escrow account. Change Order No. 3 consists of $18,548.29 and 5 days
for additional backfill to the South and West retaining walls; $36,845.16 and 5 days for removal
of 2,620 cubic yards of material from the site; and 17 rain days through the winter months.
SSC is currently installing inlet piping, backfilling slopes, constructing intermediate retaining
walls and beginning installation of mechanical controls. To date, the project is over 77%
completed. SSC has requested that the District release half of their retention and reduce the
remaining retention to 5% on the project. In good faith with this request, SSC has proposed a
minor project revision for the District's consideration that could compress the project schedule
and accelerate the completion by up to two months, thereby allowing beneficial use of the new
reservoir much sooner than anticipated. This proposal is well-timed with the abandonment and
demolition phase of the Highland Reservoir Replacement Project. The earlier timing of the
additional storage at the Lakeview Reservoir site will assist the District in maintaining
operational efficiencies and assist in providing water storage for District customers that the
Highland Reservoir usually provides.
The status of the construction contract with SSC Construction, Inc. is as follows:
• The original contract was $10,489,500 and 487 calendar days starting June 18, 2007.
• The current contract is $10,642,387.92 and 547 calendar days.
• If approved, Change Order No. 3 adds $55,393.45 (0.5% of the original contract) and
27 calendar days.
• If approved, Change Order No. 3 increases the total contract amount to $10,697,781.37
and 574 calendar days.
Staff, Butier and Parsons, the Districts construction management team have reviewed the
contractor's request for Change Order No. 3, Items 1 through 4 and recommend approval. Item
No. 5 on this change order was negotiated with staff only and does not come with the
recommendation of the project team. Furthermore, in discussions with the District's Planning-
Engineering-Operations Committee on July 3, 2008, the Committee recommended modifying
Item No. 5, timing the reduction of retention to 5% when the District receives beneficial use of
the new reservoir. Copies of the original and the revised Change Order No. 3 are attached for
your reference.
PRIOR RELEVANT BOARD ACTION(S):
On January. 25, 2007, the District Board of Directors. approved and awarded a construction
contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8
million gallon underground concrete reservoir, piping and appurtenances, and demolition of the
existing Bastanchury Booster Pump Station and Reservoir. On April 10, 2008, the District Board
of Directors approved Change Order No. 1 increasing the total contract amount to $10,639,500
and total contract calendar days to 547. On June 30, 2008, staff approved Change Order No. 2
in the net amount of $2,887.92 increasing the total contract to $10,642,387.92. The Board has
approved twelve progress payments to date for this project, the most recent of which was
approved on May 29, 2008.
STAFF RECOMMENDATION:
Staff recommends the Board of Directors approve Change Order No. 3 to SSC Construction,
Inc. for construction of the Lakeview Reservoir Project, in the amount of $55,393.45 and 27
calendar days and reduce retention to 5 percent when the District receives beneficial use of the
new 8MG Lakeview Reservoir, Job No. 200704.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee reviewed this matter at their meeting on July
3, 2008 and recommended adding a condition to Item 5 to reduce the retention to 5% when the
District receives beneficial use of the new 8MG Lakeview Reservoir.
YORBA LINDA WATER DIS fRICT CHANGE ORDER NO. 003
JUL 0 8 2008 J DATE July 10, 2008
Page 1 of 1
By
CONTRACT NAME: Lakeview Reservoir CONTRACT AMT.: $ 10,642,387.92 DAYS: 547
CONTRACTOR: SSC Construction Inc. THIS CHANGE: $55,393.45 DAYS: 27
(0.5%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 10,697,781.37 DAYS: 574
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
+INCREASE
CONTRACT
DESCRIPTION OF CHANGES
/ OR
TIME
+EXTENSION /
- DECREASE IN
OR -REDUCTION
CONTRACT
(DAYS)
AMOUNT
1.) Additional work for backfill required behind the Hover South and West retaining walls. I
+ $18,548.29
I 5
2.) Removal of 2100 cubic yards of material that was on site. I
+ $29,705.92
I 5
3.) Removal of additional 520 cubic yards of material on site placed there by a previous
+ $7,139.24
I 0
contractor.
4.) Rain days which prevented work on site through the winter months of the project. I
I
+ $0.00
17
5.) Reduce retention for the project to 5 percent and release 50% of funds currently held in
+ $0.00
0
retention.
NET CHANGE + $55,393.45 27 Days
REVISED CONTRACT AMOUNT AND TIME $10,697,781.37 574 Days
The amount of the contract will be increased 4deereased> by the sum of $ 55,393.45 and the contract time shall be increased <deweased;x
by 27 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the
extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor
and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to
complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood
that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation
to the Contractor for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the
above referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the
sequences of any work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the
work under this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion
date change, if any, and expressly waives any c 'ms for any additional compensation, damages or time extensions, in connection with the
above-referenced changes.
i
RECOMMENDED: /ENGINEER OR DATE: l l~Q
` C=ONSULTANT
Qe.Ro _ Tno ect~ngl(i6
ACCEPTED: A /CONTRACTOR DATE:
7' reg Larkin, President
APPROVED: /OWNER DATE:
Mike Payne, General Manager
RE�ISF_I� 1
YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 003
DATE July 10, 2008
Page 1 Of 1
CONTRACT NAME: Lakeview Reservoir CONTRACT AMT.: $ 10,642,387.92 DAYS: 547
CONTRACTOR: SSC Construction Inc. THIS CHANGE: $55,393.45 DAYS: 27
(0.5%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 10,697,781.37 DAYS: 574
This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
+INCREASE CONTRACT
OR TIME
DESCRIPTION OF CHANGES +EXTENSION/
—DECREASE IN OR-REDUCTION
CONTRACT (DAYS)
AMOUNT
(a)
1.)Additional work for backfill required behind the Hover South and West retaining walls. + $18,548.29 5
2.)Removal of 2100 cubic yards of material that was on site. + $29,705.92 5
3.)Removal of additional 520 cubic yards of material on site placed there by a previous + $7,139.24 0
contractor.
4.)Rain days which prevented work on site through the winter months of the project. + $0.00 17
5.)Reduce retention for the project to 5 percent and release 50%of funds currently held in + $0.00 0
retention at the time the District receives beneficial use of the new 8MG reservoir
system.
NET CHANGE + $55,393.45 27 Days
REVISED CONTRACT AMOUNT AND TIME $10,697,781.37 574 Days
The amount of the contract will be increased<desreased>by the sum of$ 55,393.45 and the contract time shall be increased<desreased,
by 27 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the
extension of time allowed,if any,for completion of the entire work on account of said Change Order.The Contractor agrees to furnish all labor
and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to
complete the Change Order items.This document will become a supplement of the contract and all provisions will apply hereto.It is understood
that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full,final,and complete compensation
to the Contractor for all costs,expenses,overhead, profit,and any damages of every kind that the Contractor may Incur in connection with the
above referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the
sequences of any work, any delay to any work,any disruption of any work, any rescheduling of any work, and any other effect on any of the
work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion
date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the
above-referenced changes.
RECOMMENDED: /ENGINEER OR DATE:
CONStII TANT
Joe Polimino, Project Engineer
ACCEPTED: /CONTRACTOR DATE:
Greg Larkin,President
APPROVED: /OWNER DATE:
Mike Payne,General Manager
ITEM NO. S
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Lee Cory, Operations Manager
Ken Mendum, Maintenance Superintendent
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL 1 0
YJ J
Reviewed by General Counsel: Yes Budgeted: Yes Total Budget: $ 98,250
Funding Source: Water Operating Fund
CEQA Account No: 600 Job No:
Compliance: N/A Estimated Costs: $162,000 Dept: Ops
Subject: Change Order for Asphalt Paving Contract
SUMMARY:
In the normal course of maintenance and repair operations paved surfaces are cut and patched
and need to be resurfaced with permanent asphalt pavement in compliance with jurisdictional
paving specifications. The District typically awards contracts for these services through a
competitive bid process for a one- or two-year term.
DISCUSSION:
The District currently contracts with Hardy & Harper to provide permanent asphalt pavement
repairs on an as-needed basis. The agreement with Hardy & Harper was executed on July 26,
2007 following authorization from the District's Board of Directors and would have covered the
District through the end of FY 2008/09. However, with the continued escalation in the costs of
petroleum products and other raw materials, the contractor was unable to continue providing
services at the prices offered through their bid, which was $8.50 per sq. ft.
On May 14, 2008, the District received a letter from Hardy and Harper informing us that they
were terminating the contract as of June 30, 2008. They cited the rising cost of oil resulting in a
large increase in the price of asphalt. Staff requested and received another bid from Hardy and
Harper along with bids from two additional contractors. Hardy and Harper submitted the lowest
of the three bids with a price of $14.00 per sq. ft. Staff consulted with General Counsel who
recommended a Change Order to modify the current agreement with Hardy & Harper. Change
Order No. 1 adjusting the unit price per square foot of pavement to $14 is attached for your
reference and consideration.
PRIOR RELEVANT BOARD ACTION(S):
On July 26, 2007, the Board of Directors authorized the General Manager to execute a two-year
agreement with Hardy & Harper for permanent asphalt pavement repairs.
STAFF RECOMMENDATION:
That the Board of Directors approve Change Order No. 1 to the Agreement with Hardy &
Harper, the District's asphalt pavement contractor, adjusting the unit price to $14 per sq. ft.
YORBA LINDA WATER DISTRICT
CONTRACT NAME: Agreement for Permanent Asphalt
Pavement Repairs
CONTRACTOR: Hardy & Harper, Inc.
OWNER: Yorba Linda Water District
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items at the per sq. ft. price agreed upon between the Contractor
and Yorba Linda Water District, otherwise referred to as Owner.
+INCREASE
CONTRACT
TIME
DESCRIPTION OF CHANGES /OR
+EXTENSION
/
- DECREASE IN
OR -REDUCTION
CONTRACT
(DAYS)
AMOUNT
1. Due to an unforeseen escalation in the price of raw materials required to perform the
work, the fixed price per sq. ft on the contract is changed to $14.00. Without this change
order, the contract would have been terminated. The new price per sq. ft. shall apply
through July 1, 2009, beginning with the date of this change order, at which point the + _365_ days
contract shall expire by its terms unless amended further. +$5.50 per sq. ft beginning on
increase date of this
change order
REVISED CONTRACT AMOUNT AND TIME $14.00 per sq. ft. + _365_ days
beginning on
date of this
change order
The amount per sq. ft. to perform the work under the contract will be increased by $5.50 per sq. ft., leading to a new price per sq. ft. of $14.00.
The contract time shall be increased by 365 calendar days, beginning with the date of this change order. Thus, the new contract end date shall
be July 1, 2009. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for
each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time
allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and
perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change
Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change
Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation to the Contractor
for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced
changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any
work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the work under this
contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if
any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced
changes.
CHANGE ORDER NO. 001
DATE July 1, 2008
Page 1 of 1
CONTRACT AMT.: $ 8.50 per sq. ft DAYS: 365
THIS CHANGE: Revises price DAYS:
per sq. ft. to 365
$14.00
REVISED CONTRACT DAYS:
AMT: $ 14.00 per sq. 365
ft.
/YLWD Contact DATE:
ACCEPTED:
Lee Cory, Operations Manager
/CONTRACTOR DATE:
President
APPROVED: /OWNER DATE:
Mike Payne, General Manager
ITEM NO.
AGENDA REPORT
Board Meeting Date: July 10, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Pat Grady, IT Director
APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
JUL 1 0 8
By
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 193,000
Funding Source: Water Operating Fund
CEQA Account No: Multiple Job No:
Compliance: N/A Estimated Costs: $ 300,000 Dept: Info Tech
Subject: Proposal for Financial and Utility Billing Software
SUMMARY:
Attached for the Board's review and consideration are three proposals for the installation,
training, and implementation of new financial and utility billing software for the District. Staff is
recommending the Cogsdale System in the amount of $291,790 (Software & implementation
$264,212.00 + Annual maintenance $27,578).
DISCUSSION:
Currently, the District is utilizing a financial and utility billing system which is proprietary and
outdated by many standards. Support of the existing software is provided by solely one
individual. For this reason, it is critical that the District select a system and a reliable service
provider that can provide ongoing support to the District in the short and long term. It is also
important the software meet the needs of the District from a functionality standpoint and
continue meeting those needs as the District continues to implement new technology and
applications to increase efficiency within the organization and better serve the public.
During staffs evaluation of software packages, the following factors were taken into
consideration:
• Functionality
• Ease of Use
• Future expandability
• Compatibility with existing and future technology
• Flexibility
• Ongoing support
Staff evaluated the following systems:
Financials:
MS Greatplains (Cogsdale) $ 121,662
Springbrook Systems $ 246,000
Utility Billing & Online Payments:
Cogsdale $ 142,550
Springbrook Systems $ 174,500
Diamond Systems $ 211,348
The key summary components of the financial package include the general ledger, accounts
payable, inventory, purchase orders, work order management, project costs tracking, human
resources module, and a web based portal for employees to enter time sheets and submit
purchase requisitions.
The utility billing package includes all of the components from reading the water meter to
generating the water bills. It also includes an online payments module that will directly interface
with the utility billing software and the District's web site, allowing customers to review their
water accounts and pay their water bills through the internet. Additionally, both of the financial
and utility billing systems have reporting capabilities that could be customized to meet the needs
of the District.
Should the Board accept staff's recommendation, implementation of both the financial and utility
billing systems could occur in November and December of 2008. Additionally, the yearly
ongoing cost to maintain both the financial and utility billing systems will be $27,578.
This project was partially budgeted within the IT, Business and Administration Departments for
FY 07/08 and FY 08/09 in the amount of $193,000 for the various software components. The
remaining $98,790 to cover the professional services to install and support these installations
will be derived from unexpended salaries from within the IT Department. The unexpended salary
is primarily from the delayed hiring of the GIS Administrator pending completion of the GIS
conversion and implementation project.
PRIOR RELEVANT BOARD ACTION(S):
On June 28, 2007, the Board of Directors adopted the budgets for FY 2007/08 and 2008/09,
which included new financial and utility billing software systems.
STAFF RECOMMENDATION:
That the Board of Directors authorize the General Manager to execute a Professional Services
Agreement with Cogsdale Corporation in the amount of $291,790 for the installation,
implementation and technical support of financial and utility billing software systems.
COMMITTEE RECOMMENDATION:
The Public Information-Technology Committee reviewed and discussed the proposal at a
meeting held on July 1, 2008 and supports staff's recommendation.
Investment Summary
Yorba Linda Water District Account Executive Ric Glowienka
Phone: 613-843-0503
Date: 6/19/2008
( )G S D A Quote: $ 264,212
Customer Locations 24,000
Concurrent Users: 15
System Tools:
$
System Manager & Concurrent User Licenses
34,640.00
Business Portal
Inc
Business Portal Additional Users
2,000.00
Customization Site License
Inc
Integration Manager for Conversions
Inc
SmartList Builder
1,250.00
System Tools Subtotal:
$
37,890.00
Financial Management:
$
General Ledger
Inc
Payables Management
Inc
Electronic Bank Reconciliation
Inc
Financial Management Subtotal:
$
People Management:
$
Human Resources
3,000.00
HRM Self Service Suite
5,000.00
People Management Subtotal:
$
8,000.00
Asset Management:
$
Inventory Control
Inc
Purchase Order Processing/Receiving
Inc
Fixed Asset Management
Inc
Asset Management Subtotal:
$
Work Management:
$
Project Accounting
Inc
Project Accounting Time & Expense Entry
Inc
Cogsdale Work Order Costing and Scheduler
5,000.00
Cogsdale Maintenance Management
5,000.00
Work Management Subtotal:
$
10,000.00
Customer Service Management:
$
Cogsdale Utility Management
72,000.00
Cogsdale Customer Web
10,000.00
Customer Service Management Subtotal:
$
82,000.00
Software Investment $ 137,890.00
20% Discount $ (27,578.00)
Professional Services Investment $ 153,900.00
Total Software and Services: $ 264,212.00
Annual Maintenance and Support (25% list price of software) $ 27,578.00
I5ubscrption Pricing 1:$5,967,78
Terms of Business J
1. For software purchases, payment is due upon signing of the contract.
2. Maintenance and Support due upon software installation.
3. Travel expenses are additional to the fees outlaid above.
4. Additional concurrent users can be purchased for $2,000/user.
~,`Springbrook
*Total Named Users = 15 Prices valid for 90 days
Pricing is based on standard contract - deviation from standard contract terms may
result in modified prices.
Training Estimates are based on a train the trainer concept and do not include travel
time or expenses.
Investment Pricing Proposal for Yorba Linda Water
r&,S.-pringbroo-k-
Optional Pricing Proposal for Yorba Linda Water
Prices valid for 90 days
* Customer is responsible for the purchase of MS-SQL client and server licenses
~Springbrook
Conversion Estimate for Yorba Linda Water
$4,000
$12,000
$12,000
$12,000
NIC Import
Included
An estimated cost of your data conversion has been provided in this quote. This estimate is for up
to three separate data pulls for UB, one for Finance and Payroll. We will need to review an actual
sample of your data to confirm this estimate. Certain factors may cause the cost to exceed the
amount quoted. See section below titled "Not Included in Estimate".
Not Included in Estimate:
There are a variety of factors that can influence the cost of a conversion and a variety of items that
are not included in the standard cost estimate for your conversion. For example, your estimate will
not include the following:
• Removal of data from your existing system
• Consulting on removal of data from your existing system
• Changes or modifications requested after the first conversion and
different from the specifications we originally received.
• Changes in the format we receive the data in after the first conversion
• More than three conversions in UB or more that one conversion for Finance and
Payroll
Cost Factors:
In addition, the following items can increase the cost of your conversion:
• Mixed formats of data (a file containing tab delimited or comma delimited format.
• Problems with data integrity
• Data manipulation not for the purpose of the conversion, but for the purpose of supplying you
with information you did not previously have access to.
• Changes in the file format after the first conversion
• Changes requested to the data after the second conversion
• No file or incorrect file layouts
No cost of fees in excess of those set forth in the Schedule of Fees will be incurred by the Licensee
without prior acceptance of Licensee as indicated on a signed work order
pringbrook
Annual Maintenance Costs for Yorba Linda Water
Total Named Users = 15
. Maintenance is generally prorated to align with your
fiscal year. Progress Maintenance Fees are due at
contract signing.
includes 90 day warranty
Diamond; salurio~s
YORBA LINDA WATER DISTRICT
REQUEST FOR QUOTATION
UTILITY BILLING SOLUTION
SUBMITTED BY:
CHARLES BUCHOLZ, BUSINESS DEVELOPMENT
DIAMOND MUNICIPAL SOLUTIONS
417 MAIN AVENUE, SUITE 401
FARGO, NORTH DAKOTA 58103
(701) 232-6631 PH
charles.bucholz@diamondmunicipal.com
Microsoftl
HM°"QED
SOFTWARE ESTIMATES
Diamond Solutions
Diamond Revenue Management
Fourviation Laver
License Fee
Revenue Marraaen-erit
Diamond Foundation
$
2,500.00
Diamond User License 15 Users
$
11,625.00
Fbvenue Mariaaement
Utility Billing
$
7,850.00
Collections
$
3,500.00
Cash Receipting
$
5,250.00
Cash Receipting In-port
$
1,500.00
Virtual City Hall
My ConTmr- ity
$
7,500.00
My Payments
$
7,500.00
My Notifications
$
7,500.00
$
54, 725.00
Maintenance Support
Maintenance and Support $ 15,323.00 180/0 100/0
/rac sides softy are rn4ntenan0e, cNirrrted telephone and errra/ sygoo►t
INTIALINN STRAENT 1 $ 70,048L00I
9
ITEM NO. 12, C.
APPROVED BY THE BOARD OF DIRECTORS
MINUTES OF THE OF THE YORBA LINDA WATER DISTRICT
YORBA LINDA WATER DISTRICT . JUL I
PERSONNEL-RISK MANAGEMENT COMMITTEE
June 9, 2008 --~V
BY,
A meeting of the Yorba Linda Water District Personnel-Risk management Committee was
called to order by Committee Chairman Paul R. Armstrong at 4:00 p.m. The meeting was
held at the District Headquarters, 1717 E. Mira Loma Drive, Placentia, CA.
DIRECTORS PRESENT:
Chairman Director Paul R. Armstrong
Director Ric Collett
STAFF PRESENT:
Michael A. Payne, General Manager
Gina Knight, Human Resources Manager
VISITORS PRESENT:
None
ACTION ITEMS:
1. None.
DISCUSSION ITEMS:
2. Staff informed the committee of ACWA's 2008 dental renewal premiums for both
Delta Dental and DeltaCare with the 2008 Dental Open Enrollment ending on
June 23, 2008.
3. Staff informed the committee on the status of the District's current recruitments
and new hires.
4. Staff informed the committee on the status of District personnel on Administrative
Leave.
ADJOURNMENT:
The Committee adjourned at 5:00 p.m. The next Personnel-Risk Management
Committee meeting is scheduled for July 14, 2008 at 4:00 p.m. at 1717 E. Mira Loma
Avenue, Placentia CA.
D By THE BOARD O~ DIRECTORS
OOfTOHE ORBA LINDA WATER DISTRICT
JUL ITEM NO.
MINUTES OF THE
BY YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING
July 1, 2008
A meeting of the Yorba Linda Water District Public Information-Technology Committee
was called to order by Committee Chair Ric Collett at 4:00 p.m. The meeting was held
at the District Administration Office at 1717 E. Miraloma Avenue, Placentia.
COMMITTEE MEMBERS PRESENT:
Director Ric Collett, Chair
Director Michael J. Beverage
Cindy Mejia, Management Analyst
STAFF PRESENT:
Ken Vecchiarelli, General Manager
Pat Grady, IT Manager
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS:
Phil Starling, Starling Productions
DISCUSSION ITEMS:
1. Review District Video. The committee reviewed the District video with Phil Starling
of Starling Productions, who made the original video and who updated the current
video. Directors Beverage and Collett made a few comments, which were
addressed by Phil Starling, on the look of the final product. Director Beverage
suggested renaming chapter three, and the suggested change was given to Phil
Starling for inclusion. Cindy Mejia reminded the committee that the revised video,
with changes, would be available to the general public during the Dedication of the
new Administration Building.
2. Customer Survey Update. Directors Collett and Beverage asked staff to make
small changes to several questions in the survey for clarification purposes. The
committee also discussed whether the survey questions needed to come before
the full board before additional action could be taken. Staff informed the committee
that it was not necessary for this item to come before the board again prior to any
action being taken. At the June 12, 2008 Board meeting, it was decided that the
customer survey would be handled primarily through the committee, with only the
final results coming before the full board as an information item. The committee
then suggested that the survey be completed by the end of July or early August.
3. Dedication Update. Cindy Mejia presented a packet of information on the
administration building dedication, including the dedication gift, the goody bag,
catering and event logistics. Director Beverage suggested staff look into placing
fans around the tent for the event due to the expected heat.
4. Lobby Kiosk Update. Pat Grady reported to the committee that the GIS/computer
kiosk and the Lobby Wall kiosk were both in progress and should be up and
running by the dedication on July 16th.
ACTION ITEMS:
5. Financial and Utility Billing Software Approval. Pat Grady presented staffs
recommendation on fast-tracking this project. Pat explained that while this was not
a fully budgeted item, it was necessary and that within the FY07/08 and FY08/09
budgets from the IT, Business and Administration Departments, unexpended funds
from unfilled positions could be transferred to cover the project in its entirety. Staff
will present this proposal to the full Board of Directors for their consideration on
July 10, 2008 with the full recommendation of the Public Information-Technology
Committee.
ADJOURNMENT:
The meeting adjourned at 5:30 pm. The next meeting of the Public Information-
Technology Committee is scheduled for July 17, 2008 at 4:00 pm.
APPROVED BY THE BOARD OF DIRECTORS
OF THEYORBALINDA WATER DISTRICT ITEM NO. lO~
JUL 1 g 008 MINUTES OF THE
YORBA LINDA WATER DISTRICT and
tCIPAL WATER DISTRICT OF ORANGE COUNTY
BY AD HOC COMMITTEE MEETING
Tuesday, June 24, 2008
A meeting of the Yorba Linda Water District (YLWD) and the Municipal Water District of
Orange County (MWDOC) Ad Hoc Committee was called to order by YLWD Director
John Summerfield at 4:10 p.m. The meeting was held at the District Administrative
Offices at 1717 E. Miraloma Avenue, Placentia.
YLWD COMMITTEE MEMBERS PRESENT;
John W. Summerfield, Director
Ric Collett, Director
YLWD STAFF PRESENT:
Ken Vecchiarelli, Assistant GM
MWDOC COMMITTEE MEMBERS PRESENT:
Brett Barbre, Director
MWDOC STAFF PRESENT:
Kevin Hunt, General Manager
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS:
None.
DISCUSSION ITEMS:
1. Water Supply Update. MWDOC General Manager Kevin Hunt presented a report
from the MWDOC Administration and Finance Committee summarizing the monthly
water usage, supply by source and status of projections for Tier 1 and Tier 2 water
within MWDOC's service area for April 2008 and through the end of the FY 2007.
The report also showed the historic trend for water usage in Orange County. The
Committee discussed the dire status of Southern California's water supply and noted
that imported water costs will shoot past the $600 per acre foot mark starting
January 1, 2009. The Committee also discussed the near certainty that the
Metropolitan Water District of Southern California (MWD) would need to implement a
water allocation plan starting July 1, 2009 if not sooner.
2. LAFCO Update. Mr. Hunt reported on recent communications with LAFCO's
executive director and stated that a consulting firm was selected to proceed with the
governance study. Mr. Hunt also commented on the financing and cost share
proposed for this study.
3. Public Information Activities. The Committee discussed the results of a workshop
held for the members of the Public Affairs Workgroup and noted that there was little
progress in coordinating a common message on the looming water supply crisis.
MWD has started an aggressive advertisement campaign on the need for
conservation and member agencies continue to communicate on their respective
public relations efforts. MWDOC is prepared to continue assisting in these efforts.
ADJOURNMENT:
The Committee adjourned at 5:10 p.m. The next regularly scheduled YLWD-MWDOC Ad
Hoc Committee is scheduled for August 26, 2008 at 4:00 p.m.