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HomeMy WebLinkAbout2014-11-26 - Board of Directors Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, November 26, 2014, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton 4. ADDITIONS /DELETIONS TO THE AGENDA 5. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 7 SPECIAL RECOGNITION 6.1. Introduction of Malissa Tem, Recently Hired Public Affairs Specialist (Part -Time) 6.2. Introduction of Jorge Lopez, Recently Promoted to Maintenance Distribution Operator III 6.3. Recognition of Jeremy Smith, Acting Safety and Training Technician, for Completion of the ACWA /JPIA Operations Certification Program 6.4. Presentation of Proclamation to Director Ric Collett for 10 Years of Service to the District COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) • Minutes of the meeting held October 27, 2014 at 8:30 a.m. • Minutes of the meeting held November 24, 2014 at 8:30 a.m. (Will be provided at the next regular Board meeting.) Next meeting is scheduled to be held December 15, 2014 at 8:30 a.m. 8. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 8.1. Minutes of the Board of Directors Regular Meeting held October 21, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,447,699.06. 8.3. Unaudited Financial Statements for Period Ending September 30, 2014. Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending September 30, 2014. 9. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 9.1. Proposed Revisions to Policy Pertaining to Disposition of Refunds from Outside Agencies Recommendation: That the Board of Directors approve Resolution No. 14 -17 Adopting a Policy on the Disposition of Refunds from Outside Agencies and Rescinding Resolution No. 08 -01. 9.2. Vactor Truck Purchase Recommendation: That the Board of Directors approve the purchase of a Sewer /Jetter Truck from Haaker Equipment Company in the amount of $391,604.00. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report 10.2. Directors' Reports • CSDA Special District Leadership Academy Conference - November 17 -19, 2014 10.3. General Manager's Report 10.4. General Counsel's Report 10.5. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS CONTINUED 11.1. Executive - Administrative - Organizational Committee (Kiley / Collett) • Minutes of the meeting held November 10, 2014 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Next meeting is scheduled to be held December 9, 2014 at 10:00 a.m. 11.2. Finance - Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held November 17, 2014 at 4:00 p.m. Next meeting is scheduled to be held December 22, 2014 at 4:00 p.m. 11.3. Personnel -Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held November 12, 2014 at 8:30 a.m. (To be provided at the next regular Board meeting.) • Next meeting is scheduled to be held December 16, 2014 at 4:00 p.m. 11.4. Planning- Engineering- Operations Committee (Melton / Beverage) Next meeting is scheduled to be held December 2, 2014 at 4:00 p.m. 11.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) Next meeting is scheduled to be held December 1, 2014 at 4:00 p.m. 11.6. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) • Minutes of the meeting held November 10, 2014 at 10:00 a.m. (To be provided at the next regular Board meeting.) • Next meeting is yet to be scheduled. 11.7. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held October 28, 2014 at 5:00 p.m. (To be provided at the next regularly scheduled Board meeting.) • Next meeting is tentatively scheduled to be held January 13, 2015 at 5:00 p.m. at YL City Hall. 11.8. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held November 25, 2014 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Next meeting is scheduled to be held January 27, 2015 at 4:00 p.m. siVIIIIIIIIIIIIIIII Ilk 111:4: ICTOIN4:7ILM41L kir_10,M:1149l11 [L7 12.1. YL LMCAC -November 13, 2014 (Beverage) 12.2. YL City Council - November 18, 2014 (Kiley) 12.3. MWDOC Board -November 19, 2014 (Melton) 12.4. OCWD Board -November 19, 2014 (Collett) 12.5. OCSD - November 19, 2014 (Kiley) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from November 27, 2014 - December 31, 2014 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 14.1. CASA Winter Conference - January 21 -23, 2015 CSDA Special District Leadership Academy Conference - January 25 -28, 2015 Recommendation: That the Board of Directors approve Director attendance at these events if desired. 15. 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. 15.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager /Engineering Manager 16. ADJOURNMENT 16.1. The next Regular Board of Directors Meeting will be held Monday, December 8, 2014 at 8:30 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non - exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy -two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http: / /www.ylwd.com /. Accommodations for the Disabled Any person may make a request for a disability - related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714 - 701 -3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885 -0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability - related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. Meeting Date Subject: ATTACHMENTS: ITEM NO. 7.1 AGENDA REPORT November 26, 2014 Citizens Advisory Committee (Kiley) Minutes of the meeting held October 27, 2014 at 8:30 a.m. Minutes of the meeting held November 24, 2014 at 8:30 a.m. (Will be provided at the next regular Board meeting.) • Next meeting is scheduled to be held December 15, 2014 at 8:30 a.m. r - Description: Type: 102714 - CAC Minutes.docx Minutes Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, October 27, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 27, 2014 meeting of the Yorba Linda Water District's Citizens Advisory Committee was called to order by Chair Daniel Mole at 8:30 a.m. The meeting was held in the Training Room at the District's Administration Building located at 1717 East Miraloma Avenue, Placentia, California 92870. 2. ROLL CALL COMMITTEE MEMBERS PRESENT Daniel Mole, Chair Lindon Baker Modesto Llanos Carl Boznanski Cheryl Spencer- Borden YLWD DIRECTORS PRESENT Robert R. Kiley, President 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS Bill Guse Fred Hebein Oscar Bugarini, Sr. Joe Holdren YLWD STAFF PRESENT Marc Marcantonio, General Manager Damon Micalizzi, Public Information Manager 4.1. Proposition 1 — The Water Quality, Supply and Infrastructure Act of 2014 It was reported to the Committee that Board of Directors voted unanimously to support the Water Bond, Proposition 1 on the November Ballot. Staff then answered questions from the Committee regarding the Water Bond, including clearing up misconceptions about the Proposition including the Bay Delta Conservation Plan (BDCP) and the Delta Tunnels. 4.2. Drought Update and Water Supply Report Staff updated the Committee on the continued Drought and reviewed the water supply report provided by Metropolitan Water District to the District. In addition, staff shared with the Committee a recent concern expressed from Metropolitan about the lake levels at Lake Mathews which are at an all -time low of 47,000 acre feet. If the lake level continues to drop and reaches the 40,000 acre foot level (volume), Lake Mathews will fall dangerously close to the hydraulic grade line necessary to gravity feed the Diemer treatment plant. 1 4.3. Committee Insights and Feedback This item was continued to the next meeting. 4.4. President's Report President Kiley had nothing more to add, as his inputs were offered during the previously discussed agenda items. 4.5. Future Agenda Items Chairman Mole reminded the Committee that reorganization would be on the agenda for the next meeting. 5. ADJOURNMENT 5.1. The meeting was adjourned at 10:30 a.m. The next Citizens Advisory Committee meeting is scheduled to be held Monday, November 24, 2014 at 8:30 a.m. DM FA ITEM NO. 8.1 AGENDA REPORT Meeting Date: November 26, 2014 Subject: Minutes of the Board of Directors Regular Meeting held October 21, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: 102114 BOD - Minutes.doc Approved by the Board of Directors of the Yorba Linda Water District 11/26/2014 RC /PH 5 -0 Description: Type: Minutes Minutes K 3 4. 5. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, October 21, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 CALL TO ORDER The October 21, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92 Y PLEDGE OF ALLEGIANCE President Kiley led the pledge. ROLL CALL Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton STAFF PRESENT Marc Marcantonio, General Manager Steve Conklin, Engineering Manager John DeCriscio, Operations Manager Gina Knight, Human Resources / Risk Manager Delia Lugo, Finance Manager Damon Micalizzi, Public Information Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Anthony Manzano, Sr. Project Manager Brian Vargas, Sr. Maintenance Distribution Operator Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Mayor Pro Tem, City of Yorba Linda Eddy Beltran, Partner, Kidman Law LLP Connie Almond, Attorney, Liebert Cassidy Whitmore ADDITIONS /DELETIONS TO THE AGENDA Mr. Marcantonio stated that there were no additions to the agenda but he'd like to request that the Board of Directors consider taking Action Calendar Item No. 8.3. and Closed Session Item No. 14.1. immediately following Special Recognition in order to accommodate the attendance of labor counsel. He also stated that Closed Session Item No. 14.2. was no longer needed. Director Collett made a motion, seconded by Director Hawkins, to approve taking Item Nos. 8.3. and 14.1. out of order. Motion carried 5 -0. PUBLIC COMMENTS None. 6. SPECIAL RECONGNITION 6.1. Introduce Brian Vargas, Newly Promoted to Senior Maintenance Distribution Operator Mr. DeCriscio introduced Mr. Vargas and provided the Board with an overview of his background and previous work experience. The Board and audience applauded Mr. Vargas on his accomplishment. Mr. Vargas left the meeting at this time. 8. ACTION CALENDAR 8.3. Identification of Agency Designated Representative(s) for Labor Negotiations Mr. Marcantonio explained that staff was recommending the Board of Directors designate Gina Knight, Human Resources /Risk Manager, and Connie Almond, from Liebert Cassidy Whitmore to serve as the District's designated representatives for labor negotiations with the Yorba Linda Water District Employees Association. Director Beverage made a motion, seconded by Director Hawkins, to designate Gina Knight, Human Resources /Risk Manager, and Connie Almond, Attorney, Liebert Cassidy Whitmore, as the Districts designated representatives for labor negotiations with the Yorba Linda Water District Employees Association. Motion carried 5 -0. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 8:38 a.m. All Directors were present. Also present was Mr. Marcantonio, Mrs. Knight and Ms. Almond. 14.1. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Gina Knight, Human Resources /Risk Manager Connie Almond, Attorney, Liebert Cassidy Whitmore Employee Organization: Yorba Linda Water District Employees Association The Board reconvened in Open Session at 9:04 a.m. President Kiley reported that no action was taken during Closed Session that was required to be reported under the Brown Act. Ms. Almond left the meeting at this time. 5. PUBLIC COMMENTS CONTINUED Director Barbre addressed the Board and presented the District with a refund check in the approximate amount of $16,173. He explained that MWDSC had been overcharging for its water deliveries due to a meter over - register. He then briefed the Board regarding the drought and its effect on the current water supply situation. He also noted that Mr. Marcantonio and other management staff would be participating in a tour of the Diemer Water Treatment Plant the next day. 7. CONSENT CALENDAR Director Hawkins requested to remove Item No. 7.4. from the Consent Calendar for separate action. Director Hawkins made a motion, seconded by Director Collett, to approve the remainder of the Consent Calendar. Motion carried 5 -0. 7.1. Minutes of the Board of Directors Regular Meeting held September 25, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,601,768.07. 7.3. Purchase of an Annual EADOC Project Management System Subscription for the Fairmont Booster Pump Station and other YLWD Projects Recommendation: That the Board of Directors approve the purchase of an annual EADOC Project Management System subscription for the Fairmont Booster Pump Station Project and other YLWD Projects in the amount of $6,100. 7.5. Amendment No.1 to Professional Services Agreement for Fairmont Booster Station Upgrade Project Recommendation: That the Board of Directors approve Amendment No. 1 to the PSA with MWH, in the amount of $59,000, for additional engineering services for the Fairmont Booster Station Upgrade Project, increasing the total fee from $549,584 to the new total of $608,584, for engineering design, bid -phase services, and services during construction. 3 7.6. Amendment No. 2 to the Professional Services Agreement (PSA) with CDM Smith, Inc. for Hydrogeologic Services for Well No. 21 Recommendation: That the Board of Directors approve Amendment No. 2 to the PSA with CDM Smith, Inc. in the amount of $9,785, which will increase the contract amount of $128,360 to a total revised contract amount not to exceed $138,145. 7.7. Authorization to Reject Bids for Richfield Gate Modifications and Readvertise with Richfield Campus Spoils Project Recommendation: That the Board of Directors authorize to reject all bids for the Richfield Gate Modifications Project and readvertise with Richfield Campus Spoils Project. 7.8. Sole- Source Justification for Vactor Manufacturing Recommendation: That the Board of Directors reject the claim and refer it to ACWA/JPIA. 7.11. Claim Filed by Hari Soeharjono Recommendation: That the Board of Directors reject the claim and refer it to ACWA/JPIA. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.4. Brand Name Requirement for Fairmont Booster Station Upgrade Project Mr. Conklin explained that staff had determined that several key design components and manufactured parts were desired from specific suppliers in order to match products already in the District's water distribution system. Legal counsel informed staff that a brand -name requirement cannot be used unless determined by the Board pursuant to Public Contract Code Section 3400. Director Hawkins made a motion, seconded by Director Collett to approve the brand name requirement for the Fairmont Booster Station Upgrade Project for the items as specified. Motion carried 5 -0. 12 Mr. Manzano left the meeting at this time. 8. ACTION CALENDAR CONTINUED 8.1. Resolution in Support of Proposition 1 Mr. Marcantonio explained that Proposition 1, if approved, would provide much needed funding for water related projects that would benefit Orange County. As such, staff is requesting that the Board consider adopting a Resolution in support of this proposed legislation. The Board then briefly discussed the matter. Director Beverage made a motion, seconded by Director Hawkins, to approve Resolution No. 14 -15 In Support of Proposition 1, the Water Quality Act, Supply and Infrastructure Improvement Act of 2014. Motion carried 5 -0 on a Roll Call Vote. 8.2. Amendments to the District's Conflict of Interest Code and Reaffirmation of the District's Ethics Policy Mr. Marcantonio explained that the Political Reform Act requires every local government agency to review its Conflict of Interest Code on a biennial basis. Staff recently reviewed the District's Code and identified a few minor revisions including the addition of the position of Senior Fleet Mechanic and the renaming and reclassification of the Public Information officer position to Public Information Manager. No amendments are required for the Public Financing Corporation's Conflict of Interest Code at this time. Director Beverage made a motion, seconded by Director Collett, to approve Resolution No. 14 -16 Adopting a Conflict of Interest Code which Supersedes all Prior Conflict of Interest Codes and Amendments Previously Adopted. Motion carried 5 -0 on a Roll Call Vote. Director Beverage made a motion, seconded by Director Collett, to reaffirm the policies set forth in Resolution No. 10 -05 Adopting Rules and Procedures Relative to the Conduct of Board Members and District Employees. Motion carried 5 -0. 5 9. REPORTS. INFORMATION ITEMS. AND COMMENTS 9.1. President's Report President Kiley reported that he had attended a function during which Ms. Almond was introduced as a new partner at Liebert Cassidy Whitmore. Ms. Almond will be replacing Mr. Richard Kriesler due to his retirement. ■ CASA Funding Opportunities Seminar - October 16, 2014 President Kiley reported on his attendance at this seminar and Director Barbre left the meeting at this time. 9.3. General Manager's Report Mr. Marcantonio reported on his activities and meetings with staff. He noted that he had accepted an award on behalf of the District from CALAFCO recognizing YLWD's leadership efforts during the annexation process to OCWD. Each of the Managers then took turns reporting on activities within their respective departments. 9.4. General Counsel's Report Mr. Beltran briefly commented on AB 1728 which was defeated but would have barred elected water board members throughout the state from accepting campaign contributions of more than $250 from donors with business pending before their boards. The bill would also would have required water board members to abstain from voting if they have accepted such a donation in the previous year. ACWA opposed this bill which was then subsequently vetoed by Governor Brown. Mayor Pro Tern Hernandez left the meeting at this time. 9.5. Future Agenda Items and Staff Tasks None. I 10. COMMITTEE REPORTS 10.1. Executive - Administrative - Organizational Committee (Kiley / Collett) ■ Minutes of the meeting held October 13, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. 10.3. Personnel -Risk Management Committee (Hawkins / Melton) ■ Minutes of the meeting held October 14, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held November 12, 2014 at 4:00 ■ Minutes of the meeting held October 6, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 3, 2014 at 4:00 p.m. 10.6. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) ■ Next meeting is scheduled to be held November 10, 2014 at 10:00 a. m. 7 10.7. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) ■ Next meeting is scheduled to be held October 28, 2014 at 5:00 p.m. 10.8. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) ■ Next meeting is scheduled to be held November 25, 2014 at 4:00 p.m. 10.9. Citizens Advisory Committee (Kiley) ■ Next meeting is scheduled to be held October 27, 2014 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL LMCAC -October 9, 2014 (Beverage) Director Collett attended and commented on a HOA question and answer session which was held during the meeting. 11.2. MWDOC Board - October 15, 2014 (Melton) Director Melton attended and noted that MWDOC's Board had voted in support of Director Larry McKinney's efforts to serve on ACWA's Region 10 Board of Directors. 11.3. OCWD Board - October 15, 2014 (Collett) Director Collett attended and noted that OCWD's Board had directed its staff to identify steps for managing groundwater outside its boundaries but inside DWR's boundary of Basin 8 -1 and reach out to stakeholders within these areas regarding the requirements of the Sustainable Groundwater Management Act. 11.4. YL Planning Commission - October 15, 2014 (Beverage) Director Beverage attended and commented on the requests for conditional use permits which were considered during the meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 22, 2014 — November 30, 2014 The Board reviewed the activity calendar and made no changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. OCWD Water Supply Series - (Multiple Dates) CASA Funding Opportunities Seminar - October 16, 2014 MWDOC Elected Officials' Forum - November 6, 2014 Director Hawkins made a motion, seconded by Director Collett, to authorize and /or ratify Director attendance at these events if desired. Motion carried 5 -0. 14. CLOSED SESSION CONTINUED The following Closed Session was not held. 14.2. Conference with Legal Counsel - Antici Significant Exposure to Litigation Pur (d) of Section 54956.9 of the Califor Related to written communic , ' ° .`eceived by Number of Potential Cases: Orrb 15. ADJOURNMENT Annie Assis- 15.1 Jtigation Paragraph (2) of Subdivision .iment Code strict. The meeting was adjourned at 10:18 a.m. The next Regular Board of Directors Meeting will be held Thursday, November 13, 2014 at 8:30 a.m. E AGENDA REPORT Meeting Date: November 26, 2014 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Prepared By: Richard Cabadas, Accounting Assistant I Subject: SUMMARY: Budgeted Cost Estimate: Funding Source: Dept: Reviewed by Legal: CEQA Compliance: Payments of Bills, Refunds, and Wire Transfers ITEM NO. 8.2 Yes $1,447,699.06 All Funds Finance N/A N/A Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,447,699.06. DISCUSSION: The major items and wires on this disbursement list are as follows: A check of $102,142.94 to ACWA/JPIA for December 2014 medical & dental premium; a check of $80,954.00 to Coastline Equipment for a 310EK Backhoe loader; a wire of $761.73 to Southern California Edison for October 2014 electrical charges at various sites; a wire of $23,760.25 to Southern California Gas Company for October 2014 gas charges at various sites; a wire of $802,892.95 to MWDOC for September 2014 water purchases; and a wire of $59,446.03 to Southern California Edison for October 2014 electrical charges at various sites. The balance of $117,992.02 is routine invoices. The Accounts Payable check register total is $1,187,949.92; Payroll No. 23 total is $259,749.14; and the disbursements of this agenda report are $1,447,699.06. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi - monthly. ATTACHMENTS: Description: Type: 14 -CS 1126.pdf CAP SHEET Backup Material CkReg112614.pdf CHECK REGISTER Backup Material 14 CC 1126.pdf CREDIT CARD SUMMARY Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/26/2014 RC /PH 5 -0 November 26, 2014 CHECK NUMBERS: Void Checks 64543 -64627 $ 0.00 Computer Checks 64628 -64712 $ 301,088.96 $ 301,088.96 WIRES: W1 11214 So. Cal Edison $ 761.73 W1 11314 So. Cal Gas Co. $ 23,760.25 W111414 MWDOC $ 802,892.95 W1 11914 So. Cal Edison $ 59,446.03 TOTAL OF CHECKS & WIRES $1,187,949.92 PAYROLL NO. 23: Direct Deposits $ 166,078.40 Third Party Checks 6004 -6011 $ 49,301.57 Payroll Taxes $ 44,369.17 $ 259,749.14 TOTAL OF PAYROLL $259,749.14 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,447,699.06 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF November 26, 2014 ------------------------------------------------------------------ ------------------------------------------------------------------ Yorba Linda Water District Check Register For Checks Dated: 11/14/2014 thru 11/26/2014 Check No. Date Vendor Name Amount Description 64635 11/26/2014 ACWA /JPIA 102,142.94 MEDICAL & DENTAL - DEC 2014 64630 11/26/2014 ALAN PELLEGRINI 38.60 CUSTOMER REFUND 64636 11/26/2014 Albert A. Webb Associates 998.00 PROF. SVCS - 10/25/14 - J12 -13 64637 11/26/2014 Alhambra Foundry Company 3,299.89 REPAIR PARTS 64638 11/26/2014 American Legal Publishing Corporation 2,200.00 FIRST 40% OF BILLING 64639 11/26/2014 Anaheim Wheel & Tire 45.00 MOUNT BACK HOE TIRES 64640 11/26/2014 Apollo Technologies Inc. 430.00 WATER TREATMENT SVC LOOPS 64641 11/26/2014 Aqua- Metric Sales Co. 2,436.80 WAREHOUSE STOCK 64642 11/26/2014 Aramark 388.71 UNIFORM SERVICE 64652 11/26/2014 ARC 20.00 PLANWELL DATA NETWORK 64643 11/26/2014 AT & T 46.82 CIRCUIT #78KS315PT 64644 11/26/2014 Autoscribe Corporation 487.25 TRANSACTIONS RECEIVED PAYMENT GATEWAY 64645 11/26/2014 Bee Busters, Inc 150.00 BEE /SWARM ABATEMENT 64654 11/26/2014 C. Wells Pipeline 1,652.40 WAREHOUSE STOCK 64646 11/26/2014 Cal Society - Municipal Finance Officers 150.00 CSMFO CONFERENCE - ACCT DEPT 64647 11/26/2014 CalCard US Bank 5,142.25 CREDIT CARD TRANSACTIONS FOR OCT & NOV 2014 64648 11/26/2014 CDW Government, Inc 1,613.52 HP COLOR LJ PRO 64631 11/26/2014 CINDY QUIROZ 20.45 CUSTOMER REFUND 64649 11/26/2014 City Of Placentia 9,991.45 SEWER FEES - SEPTEMBER & OCTOBER 2014 64650 11/26/2014 Coastal Ignition & Controls 248.28 CHAMPTION SPARK PLUGS 64651 11/26/2014 Coastline Equipment 80,954.00 310 EK BACKHOE LOADER 64653 11/26/2014 CPR1 661.20 ANNUAL AED TOTAL SOLUTION 64655 11/26/2014 Delta Wye Electric, Inc. 2,744.00 YL BOOSTER PROJECT - J08 -17B 64657 11/26/2014 Dion & Sons, Inc. 4,863.51 MYSELLA 40 - ALL ENGINES 64658 11/26/2014 Donut Designs 500.00 YLWD.COM WEBSITE ADMIN 64659 11/26/2014 Edgar Araujo 80.00 D -2 CERTIFICATION 64660 11/26/2014 Eisel Enterprises, Inc. 104.22 MTR BOX, LID & COVER - J13 -10B 64661 11/26/2014 Elite Equipment Inc 306.72 HARDWARE SUPPLIES 64662 11/26/2014 Employee Relations, Inc. 71.75 PRE - EMPLOYMENT BACKGROUND 64663 11/26/2014 Employment Development Department 821.00 UNEMPLOYMENT INSURANCE 64664 11/26/2014 Equarius Waterworks 1,655.25 WAREHOUSE STOCK 64666 11/26/2014 EyeMed 1,325.28 EYEMED - NOVEMBER 2014 64665 11/26/2014 Facility Solutions Group Inc 1,712.17 INSTALL 208V 40A OUTLETS 64667 11/26/2014 Fleet Services, Inc 78.72 VALVES - UNIT 168 64668 11/26/2014 Flex Advantage 99.00 FLEX - OCTOBER 2014 64669 11/26/2014 Fry's Electronics 2,756.19 IT HARDWARE 64632 11/26/2014 GRACE KHAN 4.63 CUSTOMER REFUND 64670 11/26/2014 Graybar Electric Co 1,819.63 IT HARDWARE 64671 11/26/2014 Greenshades Software 449.00 GREENSHADES CENTER BASIC PACK 64672 11/26/2014 Haaker Equipment Co. 233.81 SWIVEL JOINT 1/2" & METAL PLATE 64673 11/26/2014 Hall & Foreman, Inc 270.00 PROF SERVICES - J2014 -09S 64674 11/26/2014 Hushmand Associates Inc 5,888.00 PROF. SERVICES - J2011 -20 64675 11/26/2014 Infosend Inc. 6,507.25 PRINTING & POSTAGE BILLS 64676 11/26/2014 Jackson's Auto Supply - Napa 632.51 AUTO MAINTENANCE - PARTS 64633 11/26/2014 JAKE JONES 32.97 CUSTOMER REFUND 64628 11/26/2014 KENNETH ROCKWELL 48.61 CUSTOMER REFUND 64677 11/26/2014 Kidman Law 4,292.50 LEGAL SERVICES 64678 11/26/2014 Kimco Staffing Services Inc 1,887.05 CUSTOMER SVC - MORENO, P 64679 11/26/2014 Konica Minolta Business 619.51 BIZHUB C552 & BIZHUB 181 64680 11/26/2014 Lancab, Inc. 1,401.07 PARTS & INSTALLATION 64681 11/26/2014 Mc Fadden -Dale Hardware 661.59 HARDWARE SUPPLIES 64682 11/26/2014 Mc Master -Carr Supply Co. 738.11 HARDWARE SUPPLIES 64629 11/26/2014 MICHAEL MATSUDA 78.97 CUSTOMER REFUND W111414 11/14/2014 Municipal Water District 802,892.95 WATER PURCHASES - SEPTEMBER 14 64683 11/26/2014 NatPay Online Business Solutions 23.10 DOCULIVERY FEES 64684 11/26/2014 Nickey Kard Lock Inc 5,807.19 FUEL 64685 11/26/2014 Nickey Petroleum Co Inc 123.90 DIESEL EXHAUST FLUID 64634 11/26/2014 OC / LA PROPERTIES LLC 318.94 CUSTOMER REFUND 64686 11/26/2014 Occu -Med, Ltd. 61.50 LAB WORK 64687 11/26/2014 Office Solutions 765.63 OFFICE SUPPLIES 64688 11/26/2014 One Source Distributors, LLC 486.82 RESTOCKING FEE 64689 11/26/2014 Orange County - Tax Collector 64690 11/26/2014 Pacific Communications Tech 64691 11/26/2014 Phil Hawkins 64692 11/26/2014 Powerstride Battery 64693 11/26/2014 Quinn Power Systems Associates 64694 11/26/2014 R.F.MacDonald Co 64700 11/26/2014 Rachel Padilla /Petty Cash 64695 11/26/2014 Sanders Paving, Inc. 64696 11/26/2014 SC Prime Source Inc. 64697 11/26/2014 Security Solutions 64698 11/26/2014 Severn Trent Services 64699 11/26/2014 Shred -It USA Inc W111214 11/12/2014 Southern Calif Edison Co. W111914 11/19/2014 Southern Calif Edison Co. W111314 11/13/2014 Southern Calif Gas Co. 64703 11/26/2014 St.Jude Hospital Yorba Linda 64701 11/26/2014 Step Saver Inc 64702 11/26/2014 Steven James Morse 64704 11/26/2014 TDI Refrigeration Air Conditioning Inc. 64705 11/26/2014 Time Warner Cable 64706 11/26/2014 Townsend Public Affairs, Inc. 64707 11/26/2014 Toxguard Fluid Technologies 64710 11/26/2014 U S Bank 64708 11/26/2014 Underground Service Alert 64709 11/26/2014 United Industries 64711 11/26/2014 West Coast Safety Supply Co 64712 11/26/2014 Westside Building Material 64656 11/26/2014 White Nelson Diehl Evans LLP 35.00 ENCROACHMENT PERMIT #2010 -00713 6,892.56 SPRINGVIEW RESERVOIR - REAPEAT 42.00 MILEAGE REIMBURSEMENT - HAWKIN 339.08 4D BATTERY - HIGHLAND 2,076.05 GASKETS, O -RINGS & SCREWS 10.27 TAXES ON INVOICE 202384 438.70 PETTY CASH - OFFICE & YARD 4,600.00 ASPHALT REPAIR - YORBA LINDA 4,800.00 JANITORIAL SERVICE - NOV 2014 790.00 LABOR - PROG AND TEST SYSTEM 2,900.00 LABOR FOR PROWORK32 92.72 SHREDDING SERVICE 761.73 6115 AND 6354 - OCTOBER 2014 59,446.03 VARIOUS SITES ELECTRICAL CHARGES - OCTOBER 2014 23,760.25 VARIOUS SITES GAS CHARGES - OCTOBER 2014 70.00 DMV PHYSICAL EXAMS (2) 407.58 COARSE SALT 550.00 VIDEOGRAPHY - OCT 2014 955.00 SEPTEMBER AC MAINTENANCE 196.62 BASIC TIER CABLE AND DIG ADAPT 5,000.00 CONSULTING SVCS - NOV 2014 332.96 COOLANT HEAVY DUTY AND WASTE 2,750.00 2012A ADMIN FE- 10/1- 9/30/2014 288.00 YLWDIST NEW TIX - OCTOBER 2014 595.97 PPE EQUIPMENT 2,813.88 TRUCK MOUNT SYSTEM 134.91 #1 PADLOCKS 2 -1/2 SHACKLE KEY 590.00 GOVT TAX SEMINAR - WNDE 2014 1,125 /,y4y. yL Date Vendor Name 10/9/2014 Lomeli Photography 10/14/2014 Amazon.com 10/27/2014 FTP Today 10/29/2014 AWWA 10/29/2014 Amazon.com 10/29/2014 Southwest.com 11/3/2014 Dan Copp Crushing 11/3/2014 Praxair 11/4/2014 Village Nurseries 11/4/2014 CUWCC 11/5/2014 Orchard Supply 11/5/2014 CUWCC 11/6/2014 Monoprice.com 11/6/2014 Kenny's 11/10/2014 Lomeli Photography 11/10/2014 Amazon.com 11/12/2014 Rose Florist 11/13/2014 MGM Grand Hotel 11/14/2014 AWWA Cal Card Credit Card U S Bank 10/09/14- 11/14/14 Amount Description 500.00 Board & Management Headshots 27.52 Galaxy S5 case & Micro USB cable 49.95 ylwd.ftptoday.com 2,724.75 Utility membership - AWWA 122.12 Office Supplies 237.20 Flight for CRWUA Conference 300.00 (2) Trips for road material 139.86 Welding supplies for valve crews 75.55 SOD for repair work 40.00 Water loss control workshop - Vargas & Mendun 18.85 Hardware supplies - studs for concrete work 20.00 Water loss control workshop - Tomas 150.64 TV wall mounts and mouse pads 17.00 IS Dept. Staff meeting supplies 135.00 Touch up prints for Directors and Staff headshots 31.92 Swivel monitor stand for HR 79.24 Flowers for Funeral for former board member 403.20 Lodging for DEV Intersect conference 69.45 Book - Communicating Water Valves 5,142.25 AGENDA REPORT Meeting Date: November 26, 2014 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Dept: Prepared By: Kelly McCann, Senior Accountant ITEM NO. 8.3 Finance Subject: Unaudited Financial Statements for Period Ending September 30, 2014. SUMMARY: Presented are the District's Unaudited Financial Statements for the Period Ending September 30, 2014. STAFF RECOMMENDATION: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending September 30, 2014. COMMITTEE RECOMMENDATION: The Finance - Accounting Committee discussed this item at its meeting held November 17, 2014 and supports staff recommendation. DISCUSSION: For the period ending September 30, 2014, staff is presenting unaudited statements in the CAFR format. We have included the traditional budget to actual statements for the District as a whole, as well as the individual water and sewer funds, and the debt service coverage calculation. Water Operating Revenue, as presented, is 30.37% of annual budget, which is 3.23% lower than the historical trend for this point of the year. Due to implementing the District's Water Conservation Ordinance as of September 2, 2014, as well as the effect of media coverage of the State's drought conditions, water consumption per capita has decreased by 23.67 GCPD for the month of September as compared to last year. This reflects a 10% reduction in water use. Other Operating Revenue is 35.16% of annual budget. Sewer Other Operating Revenue, as presented, is 43.09% of annual budget. As reported through September 30, 2014, Variable Water Costs are 31.44% of budget. These costs reflect an overall decrease of 4% when compared to those of the previous Fiscal Year. An additional factor to take into consideration this year are the costs associated with meeting the CUP obligation from OCWD, which total $851,951 through September 30, 2014. With the issuance of the 2008 Certificates of Participation (COP's) and the Refunding Revenue Bonds, Series 2012A the District covenanted "to fix, prescribe and collect rates and charges for Water Service which will be at least sufficient to yield during each Fiscal Year, Net Revenues equal to 110% of the Debit Service for such Fiscal Year ". To confirm the covenant is upheld, a calculation is made quarterly and presented to the Finance - Accounting Committee and received and filed by the Board of Directors. Accordingly, the unaudited debt service ratio through September 2014 is shown in the calculation as 234 %. This shows strong financial health for the District as it pertains to the debt service ratio. STRATEGIC PLAN: FR 1 -F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a Timely and Transparent Manner to the Board of Directors and Member Agencies ATTACHMENTS: Name: Description: FY 2015 1st Qtr Consolidated Balance Sheet.xlsx FY2015 1st Qtr Consolidated Balance Sheet 1st Qtr 2015 Debt Svc Ratio Calc.xlsx 1st Qtr 2015 Consolidated Stmt.xlsx 1st Qtr 2015 Water Stmt.xlsx 1st Qtr 2015 Sewer Stmt.xlsx Approved by the Board of Directors of the Yorba Linda Water District 11/26/2014 RC /PH 5 -0 1 st Qtr 2015 Debt Service Ratio Calculation 1 st Qtr 2015 Consolidated Statement 1 st Qtr 2015 Water Statement 1st Qtr 2015 Sewer Statement Type: Backup Material Backup Material Backup Material Backup Material Backup Material YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF NET ASSETS September 30, 2014 (With September 30, 2013 for comparison only) ASSETS September 2014 September 2013 CURRENT ASSETS: 855,663 760,291 Cash and cash equivalents $ 21,100,913 $ 11,324,489 Investment 9,249,075 9,173,107 Accounts receivable - water and sewer services 3,825,724 3,926,776 Accrued interest receivable 18,488 18,319 Prepaid expenses & other deposits 503,326 253,942 Inventory 265,946 253,823 TOTAL CURRENT ASSETS 34,963,472 24,950,456 NONCURRENT ASSETS: Bond issuance costs 469,002 491,972 Other post - employment benefit (OPEB) asset 138,944 131,790 Capital assets: Non - depreciable 7,211,423 6,918,300 Depreciable, net of accumulated depreciation 190,938,770 193,483,596 TOTAL NONCURRENT ASSETS 198,758,139 201,025,658 TOTAL ASSETS 233,721,611 225,976,114 LIABILITIES CURRENT LIABILITIES: Accounts payable 3,301,218 3,119,720 Accrued expenses 1,110,683 1,249,653 Accrued interest payable 865,480 882,173 Certificates of Participation - current portion 735,000 705,000 Accrued OPEB 3,790 - Refunding Revenue Bond - current portion 275,000 260,000 Compensated absences 300,638 240,092 Customer and construction deposits 334,798 315,203 Deferred revenue 380,796 397,522 TOTAL CURRENT LIABILITIES 7,307,403 7,169,363 LONG -TERM LIABILITIES (LESS CURRENT PORTION) Deferred annexation revenue 13,364,806 13,786,685 Compensated absences 855,663 760,291 Refunding Revenue Bond 8,070,000 8,330,000 LOC 4,970,754 1,986,653 Certificate of Participation 31,872,068 32,699,770 TOTAL LONG TERM LIABILITIES (LESS CURRENT PORTION) 59,133,291 57,563,399 TOTAL LIABILITIES 66,440,694 64,732,762 NET ASSETS: $ 167,280,917 $ 161,243,352 YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF REVENUES, EXPENSES AND CHANGES IN NET ASSETS For the period ended September 30, 2014 (With fiscal year ended September 2013 for comparison only) OPERATING REVENUES: Water sales Sewer revenues Other operating revenues TOTAL OPERATING REVENUES OPERATING EXPENSES Variable water costs Personnel services Supplies and services Depreciation and amortization TOTAL OPERATING EXPENSES OPERATING INCOME /(LOSS) NONOPERATING REVENUES (EXPENSES): Property taxes Investment income Interest expense Other nonoperating revenues Other nonoperating expenses TOTAL NONOPERATING REVENUES /EXPENSES NET INCOME /(LOSS) BEFORE CAPITAL CONTRIBUTIONS & EXTRAORDINARY ITEM(S) EXTRAORDINARY ITEM(S) CAPITAL CONTRIBUTIONS CHANGES IN NET ASSETS NET ASSETS - BEGINNING OF YEAR NET ASSETS - FOR PERIOD END SEPTEMBER 30, 2014 September 2014 September 2013 $ 8,622,077 $ 8,418,598 408,388 400,141 257,003 308,941 9,287,468 9,127,680 4,693,449 1,969,673 1,057,731 1,840,117 4,890,773 1,951,032 959,047 1,816,903 9,560,970 9,617,755 (273,502) (490,075) 49,121 42,193 31,736 27,002 (434,464) (426,132) 100,204 182,650 (39,030) (6,714) (292,433) (181,001) (565,935) 69,983 (495,952) 167,776,869 (671,076) 198,071 (473,005) 161,716,357 $ 167,280,917 $ 161,243,352 Yorba Linda Water District Unaudited Debt Service Ratio Calculation For Period Ending September 30, 2014 Revenue (Operating): Water Sales Other Operating Revenue Total Operating Revenue: Revenue (Non- Operating): Interest Property Tax Other Non - Operating Revenue Total Non - Operating Revenue: Total Revenue Expenses (Operating): Variable Water Costs (G.W., Import & Power) Salary Related Expenses Supplies & Services Depreciation Total Operating Expenses Expenses (Non- Operating): Interest on Long Term Debt Other Expense Total Non - Operating Expenses: Total Expenses Net Income (Loss) Before Capital Contributions Capital Contributions Net Change in Assest DEBT SERVICE RATIO CALCULATION: Net Revenues Debt Service YTD Debt Actual Service FY 2015 Calculation $ 8,622,077 $ 8,622,077 235,554 235,554 8,857,631 8,857,631 29,305 29,305 49,121 49,121 104,199 104,199 182,625 182,625 9,040,256 9,040,256 4,693,449 4,693,449 1,739,262 1,739,262 973,211 973,211 1,504,718 - 8,910,640 7,405,922 434,464 - 39,030 39,030 473,494 39,030 9,384,134 7,444,952 (343,878) 1,595,304 50,806 - $ (293,072) $ 1,595,304 $ 1,595,304 $ 682,371 234% Yorba Linda Water District Summary Financial Report Water & Sewer Funds For Period Ending September 30, 2014 Revenue (Non- Operating) Interest Annual YTD YTD YTD 28.33% Property Tax Budget Budget Actual Under(Over) Zudj Other Non - Operating Revenue FY 2015 FY 2015 FY 2015 Budget B Revenue (Operating): 1,929,167 482,292 181,060 1,748,107 9.39% Water Revenue (Residential) $17,154,552 $4,288,638 $5,262,514 $11,892,038 30.68% Water Revenue (Commercial & Fire Det.) 2,074,097 518,524 568,714 1,505,383 27.42% Water Revenue (Landscape /Irrigation) 4,792,995 1,198,249 1,579,645 3,213,350 32.96% Water Revenue (Service Charge) 4,478,000 1,119,500 1,211,204 3,266,796 27.05% Sewer Charge Revenue 1,605,292 401,323 408,051 1,197,241 25.42% Locke Ranch Assessments 201,000 50,250 337 200,663 0.17% Other Operating Revenue 719,777 179,944 257,003 462,774 35.71% Total Operating Revenue: 31,025,713 7,756,428 9,287,468 21,738,245 29.93% Revenue (Non- Operating) Interest 112,000 28,000 31,735 80,265 28.33% Property Tax 1,283,642 320,911 49,121 1,234,521 3.83% Other Non - Operating Revenue 533,525 133,381 100,204 433,321 18.78% Total Non - Operating Revenue: 1,929,167 482,292 181,060 1,748,107 9.39% Total Revenue 32,954,880 8,238,720 9,468,528 23,486,352 28.73% Expenses (Operating): Variable Water Costs (G.W., Import & Power) 14,928,972 3,732,243 4,693,449 10,235,523 31.44% Salary Related Expenses 8,224,812 2,056,203 1,969,673 6,255,139 23.95% Supplies & Services 4,389,840 1,097,460 1,057,732 3,332,108 24.10% Total Operating Expenses 27,543,624 6,885,906 7,720,854 19,822,770 28.03% Expenses (Non- Operating): Interest on Long Term Debt 1,780,793 445,198 434,464 1,346,329 24.40% Other Expense 72,000 18,000 39,030 32,970 54.21% Total Non - Operating Expenses: 1,852,793 463,198 473,494 1,379,299 25.56% Total Expenses 29,396,416 7,349,104 8,194,348 21,202,068 27.88% Net Income (Loss) Before Capital Contributions 3,558,464 889,616 1,274,180 2,284,284 35.81% Capital Contributions - - 69,983 69,983 0.00% Net Income (Loss) Before Depreciation 3,558,464 889,616 1,344,163 2,214,301 37.77% Depreciation & Amortization 7,337,500 1,834,375 1,840,117 5,497,383 25.08% Total Net Income (Loss) ($3,779,036) ($944,759) ($495,954) ($3,283,082) 13.12% Capital - Direct Labor (82,674) Yorba Linda Water District Water Fund For Period Ending September 30, 2014 Annual YTD Sept YTD YTD YTD Budget Budget Actual Actual Under(Over) % of Annua FY 2015 FY 2015 FY 2015 FY 2015 FY Budget Budget Revenue (Operating) Water Revenue (Residential) $17,154,552 $4,288,638 $1,618,805 $5,262,514 $11,892,038 30.68% Water Revenue (Commercial & Fire Det.) 2,074,097 518,524 176,131 568,714 1,505,383 27.42% Water Revenue (Landscape /Irrigation) 4,792,995 1,198,249 483,713 1,579,645 3,213,350 32.96% Water Revenue (Service Charge) 4,478,000 1,119,500 421,182 1,211,204 3,266,796 27.05% Other Operating Revenue 670,003 167,501 74,816 235,554 434,449 35.16% Total Operating Revenue: 29,169,647 7,292,412 2,774,647 8,857,631 20,312,016 30.37% Revenue (Non- Operating): Interest 100,000 25,000 11,830 29,305 70,695 29.31% Property Tax 1,283,642 320,911 41,095 49,121 1,234,521 3.83% Other Non - Operating Revenue 521,600 130,400 11,272 104,199 417,401 19.98% Total Non - Operating Revenue: 1,905,242 476,311 64,197 182,625 1,722,617 9.59% Total Revenue 31,074,889 7,768,722 2,838,844 9,040,256 22,034,633 29.09% Expenses (Operating): Variable Water Costs (G.W., Import & Power) 14,928,972 3,732,243 1,460,020 4,693,449 10,235,523 31.44% Salary Related Expenses 7,363,472 1,840,868 639,355 1,739,262 5,624,210 24.67% Supplies & Services: Communications 273,786 68,447 38,512 68,504 205,282 25.02% Contractual Services 521,451 130,363 49,600 121,818 399,633 23.36% Data Processing 173,752 43,438 31,519 36,643 137,109 21.09% Dues & Memberships 72,321 18,080 331 23,744 48,577 32.83% Fees & Permits 169,437 42,359 40,192 50,939 118,498 30.06% Board Election 69,750 17,438 - - 69,750 0.00% Insurance 291,406 72,852 54,902 54,993 236,413 18.87% Materials 579,369 144,842 63,474 186,804 392,565 32.24% District Activities, Emp Recognition 22,980 5,745 629 1,036 21,944 4.51% Maintenance 394,416 98,604 64,762 175,453 218,963 44.48% Non - Capital Equipment 132,525 33,131 2,578 33,757 98,768 25.47% Office Expense 37,642 9,411 2,641 7,394 30,248 19.64% Professional Services 672,197 168,049 32,571 80,108 592,089 11.92% Training 58,571 14,643 2,362 9,867 48,704 16.85% Travel & Conferences 42,129 10,532 1,554 3,974 38,155 9.43% Uncollectible Accounts 37,200 9,300 (165) (243) 37,443 -0.65% Utilities 83,700 20,925 14,200 24,873 58,827 29.72% Vehicle Equipment 281,139 70,285 31,419 93,547 187,592 33.27% Supplies & Services Sub -Total 3,913,772 978,443 431,081 973,211 2,940,561 24.87% Total Operating Expenses 26,206,216 6,551,554 2,530,456 7,405,922 18,800,294 28.26% Expenses (Non- Operating): Interest on Long Term Debt 1,780,793 445,198 150,882 434,464 1,346,329 24.40% Other Expense 72,000 18,000 47,382 39,030 32,970 54.21% Total Non - Operating Expenses: 1,852,793 463,198 198,264 473,494 1,379,299 25.56% Total Expenses 28,059,009 7,014,752 2,728,720 7,879,416 20,179,593 28.08% Net Income (Loss) Before Capital Contributions 3,015,880 753,970 110,124 1,160,840 1,855,040 38.49% Capital Contributions - - 50,805 50,806 50,806 0.00% Net Income (Loss) Before Depreciation 3,015,880 753,970 160,929 1,211,646 1,905,846 40.18% Depreciation & Amortization 5,992,500 1,498,125 501,672 1,504,718 4,487,782 25.11% Total Net Income (Loss) ($2,976,620) ($744,155) ($340,743) ($293,072) ($2,683,548) 9.85% Capital - Direct Labor (20,111) (77,295) Revenue (Operating): Sewer Charge Revenue Locke Ranch Assessments Other Operating Revenue Total Operating Revenue: Revenue (Non- Operating): Interest Other Non - Operating Revenue Total Non - Operating Revenue: Total Revenue Expenses (Operating): Salary Related Expenses Supplies & Services: Communications Contractual Services Data Processing Dues & Memberships Fees & Permits Board Election Insurance Materials District Activities, Emp Recognition Maintenance Non - Capital Equipment Office Expense Professional Services Training Travel & Conferences Uncollectible Accounts Utilities Vehicle Equipment Supplies & Services Sub -Total Total Operating Expenses Expenses (Non- Operating): Interest Expense Other Expense Total Non - Operating Expenses: Yorba Linda Water District Sewer Fund For Period Ending September 30, 2014 Annual YTD Sept YTD YTD YTD Budget Budget Actual Actual Under(Over) % of Annual FY 2015 FY 2015 FY 2015 FY 2015 Budget Budget $1,605,292 201,000 49,774 $401,323 50,250 12,444 $137,992 221 1,226 $408,051 337 21,449 $1,197,241 200,663 28,325 25.42% 0.17% 43.09% 1,856,066 464,017 139,439 429,837 1,426,229 23.16% 12,000 3,000 1,216 2,431 9,569 20.26% 11,925 2,981 (1,999) (3,995) 15,920 - 33.50% 23,925 5,981 (783) (1,564) 25,489 -6.54% 1,879,991 469,998 138,656 428,273 1,451,718 22.78% 861,340 215,335 87,347 230,411 630,929 27.37% 21,108 5,277 1,535 3,792 17,316 17.96% 39,249 9,812 4,273 9,709 29,540 24.74% 13,078 3,270 1,640 2,026 11,052 15.49% 5,744 1,436 25 1,787 3,957 31.11% 16,753 4,188 1,108 1,832 14,921 10.94% 5,250 1,313 - - 5,250 0.00% 21,934 5,484 14,492 14,499 7,435 66.10% 78,756 19,689 1,738 8,923 69,833 11.33% 1,730 433 47 71 1,659 4.10% 112,605 28,151 1,893 3,863 108,742 3.43% 19,475 4,869 8,944 15,357 4,118 78.86% 2,833 708 190 548 2,285 19.35% 39,413 9,853 2,395 5,962 33,451 15.13% 6,609 1,652 72 1,493 5,116 22.59% 4,371 1,093 170 352 4,019 8.05% 2,800 700 (12) (24) 2,824 - 0.86% 7,100 1,775 1,140 2,074 5,026 29.21% 77,261 19,315 2,479 12,256 65,005 15.86% 476,066 119,017 42,129 84,520 391,546 17.75% 1,337,406 334,352 129,476 314,931 1,022,475 23.55% 0.00% - - - 0.00% - 0.00% Total Expenses 1,337,406 334,352 129,476 314,931 1,022,475 23.55% Net Income (Loss) Before Capital Contributions 542,585 135,646 9,180 113,342 429,243 20.89% Capital Contributions - 18,001 19,177 19,177 0.00% Net Income (Loss) Before Depreciation 542,585 135,646 27,181 132,519 448,420 24.42% Depreciation & Amortization 1,345,000 336,250 111,813 335,399 1,009,601 24.94% Total Net Income (Loss) ($802,415) ($200,604) ($84,632) ($202,880) ($599,535) 25.28% Capital - Direct Labor (546) (5,379) AGENDA REPORT Meeting Date: November 26, 2014 To: Board of Directors ITEM NO. 9.1 From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Dept: Finance Prepared By: Delia Lugo, Finance Manager Subject: Proposed Revisions to Policy Pertaining to Disposition of Refunds from Outside Agencies STAFF RECOMMENDATION: That the Board of Directors approve Resolution No. 14 -17 Adopting a Policy on the Disposition of Refunds from Outside Agencies and Rescinding Resolution No. 08 -01. COMMITTEE RECOMMENDATION: The Finance - Accounting Committee discussed this matter at its meeting held November 17, 2014 and supports staff's recommendation. DISCUSSION: From time to time the District will receive a refund from Outside Agencies. With the adoption of Resolution No. 08 -01, any refund received from an Outside Agency needs to be passed on equally to all active customers within the District's service boundaries. Currently, the District has 24,598 active customers. Depending on the amount of the refund received and the credit process required in Resolution No. 08 -01, there can be an inefficient use of labor hours to fulfill the District's obligation in applying a credit of equal amount to each active customer account. In order to promote efficiencies in processes, Staff is recommending the procedures as established in Resolution No. 08 -01 still occur when a refund in an amount that is equal to or greater than $75,000 is received. Any refund received which is less than $75,000 will be applied to offset current year operating expenses at the discretion of the General Manager. ATTACHMENTS: Name: Resolution No. 14 -17 - Disposition of Refunds.doc Approved by the Board of Directors of the Yorba Linda Water District 11126/2014 PH /MB 5 -0 Roll Call Description: Resolution Type: Resolution RESOLUTION NO. 14 -17 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING A POLICY ON THE DISPOSITION OF REFUNDS FROM OUTSIDE AGENCIES AND RESCINDING RESOLUTION NO. 08 -01 WHEREAS, the Board of Directors of the Yorba Linda Water District has, from time to time, received refunds from water agencies such as the Metropolitan Water District of Southern California and the Municipal Water District of Orange County; and WHEREAS, the Board of Directors has considered many options on the disposition of these refunds including: (1) an immediate return to District customers in the form of a refund; (2) a one -time refund to each currently active account; (3) a reduction in the water rate for the next twelve months; (4) a reduction in the water rate for just the summer months; (5) a return of the funds to the issuing agency with a request that those funds be applied to offset future invoices; and (6) deposit of the funds directly into the water operating fund account; and WHEREAS, the Board of Directors has decided in the past that the fairest, quickest and least expensive method was to issue a one -time refund credit to each active account excluding fire detector check accounts at the time of the refund; and WHEREAS, the Board of Directors desires to further clarify the method used to pass through these types of refunds to District customers. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District that when the District receives a refund from the Metropolitan Water District of Southern California, the Municipal Water District of Orange County, the Orange County Water District, Southern California Edison Company or The Gas Company, the refund shall be handled as follows: Section 1. If the refund is in excess of $75,000, then the refund shall be passed through to the District's customers by taking the total amount of the refund divided by the total number of active water accounts, excluding the fire detector check accounts, and applying the refund as a one -time credit on a date to be determined by the General Manager. Section 2. If the refund is less than or equal to $75,000, then the refund shall be credited against the appropriate operating general ledger expense account as determined by the General Manager. Section 3. That Resolution No. 08 -01 is hereby rescinded. Resolution No. 14 -17 Adopting a Policy on the Disposition of Refunds from Outside Agencies Section 4. That Resolution No. 14 -17 becomes effective immediately upon adoption by the Board of Directors. PASSED AND ADOPTED this 26th day of November 2014, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Robert R. Kiley, President Yorba Linda Water District ATTEST: Marc Marcantonio, Board Secretary Yorba Linda Water District Reviewed as to form by Legal Counsel: Arthur G. Kidman, Esq. Kidman Law LLP Resolution No. 14 -17 Adopting a Policy on the Disposition of Refunds from Outside Agencies 2 AGENDA REPORT Meeting Date: November 26, 2014 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: John DeCriscio, Operations Manager Prepared By: John DeCriscio, Operations Manager Subject: Vactor Truck Purchase SUMMARY: Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Dept: Reviewed by Legal CEQA Compliance: ITEM NO. 9.2 Yes $400,000 $391,604 Sewer Capital Reserves 2- 0010 - 2200 -00 Operations N/A N/A Under the District purchasing policy staff is required to submit vehicle and major equipment purchases to the Board of Directors for approval. The policy also dictates the means and methods for procurement of vehicles and equipment. The District's procedures have been followed in obtaining proposals for the subject vehicle. STAFF RECOMMENDATION: That the Board of Directors approve the purchase of a Sewer /Jetter Truck from Haaker Equipment Company in the amount of $391,604.00. COMMITTEE RECOMMENDATION: The General Manager notified the Planning- Engineering- Operations Committee and approved submitting this item directly to the Board of Directors. DISCUSSION: In the 2014 -15 budget, funding has been approved for the purchase of a Combination Sewer /Jetter Vacuum Truck to replace Unit #154 a 2003 Combination Sewer /Jetter Vacuum Truck. On October 21, 2014 the Operation department requested and the Board of Directors approved the sole sourcing for this vehicle as a Vactor Brand vehicle. The Operations department developed a set of specifications. Request for Proposals (RFP) were sent to four Vactor dealers, three in California and one in Utah; all four responded with their proposals: 1. Haaker Equipment Company, Pomona, CA - $391,604.00 2. Inland Kenworth, Montebello, CA - $412,023.22 3. Owen Equipment, Fairfield, CA - $415,800.00 4. Legacy Equipment Company Salt Lake City, UT - $425,086.92 Staff reviewed each of these proposals to ensure the established specification where met. Staff recommends accepting the proposal from Haaker Equipment Company in the amount of $391,604.00 for a Combination Sewer /Jetter Truck. Haaker Equipment Company has the equipment and resources needed to meet the districts need for the purchase and maintenance of the vehicle and associated equipment. Copies of the Specification and RFP are available to review. PRIOR RELEVANT BOARD ACTION(S): The Board approved the 2014 -2015 budget which included $400,000.00 in the Vehicle & Capital Outlay section. The Board also approved on October 21, 2014 the sole purchase through Vactor Brand for this vehicle. Approved by the Board of Directors of the Yorba Linda Water District 11/26/2014 RC /GM 5 -0 Meeting Date Subject: ATTACHMENTS: ITEM NO. 11.2 AGENDA REPORT November 26, 2014 Finance - Accounting Committee (Hawkins / Beverage) Minutes of the meeting held November 17, 2014 at 4:00 p.m. Next meeting is scheduled to be held December 22, 2014 at 4:00 p.m. Name: Description: Type: 111714 FA - Minutes.doc Minutes Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE - ACCOUNTING COMMITTEE MEETING Monday, November 17, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 17, 2014 meeting of the Yorba Linda Water District's Finance - Accounting Committee was called to order by Director Hawkins at 4:00 p.m. The meeting was held in the Admin Conference Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE 3. 4. Director Phil Hawkins, Chair Director Michael J. Beverage PUBLIC COMMENTS None. ACTION CALENDAR STAFF Marc Marcantonio, General Manager Delia Lugo, Finance Manager 4.1. Proposed Revisions to Procurement and Purchasing Policy Mrs. Lugo presented the Proposed Revision to the Procurement and Purchasing Policy currently active as Resolution No. 13 -03. Mrs. Lugo explained that the revision is needed, which is identified as Section 7 in the revised policy, in order to ensure that all proposed purchases of the District are listed in an active, approved policy. Upon providing answers to questions of the Committee, the Committee supports the suggested revision and recommends that the Board of Directors adopt Resolution No. 14 -XX. 4.2. Proposed Revisions to Policy Pertaining to Disposition of Refunds from Outside Agencies Mrs. Lugo presented the recommended revisions to Resolution No, 08 -01 in reference to the Policy Pertaining to Disposition of Refunds from Outside Agencies. In order to promote efficiencies of Staff time and labor, staff is recommending the procedures as established in Resolution No. 08 -01 still occur when a refund in an amount that is equal to or greater than $75,000 is received, but when a refund that is less than $75,000 is received that the refund is applied to offset a current year operating expense at the discretion of the General Manager. The Committee supports staff's recommendation of adopting the revision that establishes some guidelines as reflected in Resolution No. 14 -XX. 1 4.3. Unaudited Financial Statements for the Period Ending September 30, 2014 for the District Mrs. Lugo presented the Unaudited Financial Statements for the Period Ending September 30, 2014 for the Committee's review. With the Committee's approval these statements will be included in the Consent Calendar section for the November 26, 2014 Regular Board Meeting Agenda. The Unaudited Debt Service Ratio Calculation for the period ending September 30, 2014 was calculated to be 234 %, which is well above the required coverage ratio of 1.10 %. After some discussion on key items reported in the financial statements, the Committee supported staff recommendation. 5. DISCUSSION ITEMS 5.1. Budget to Actual Results for October 2014 Mrs. Lugo presented the Budget to Actual Reports for the Month Ending October 31, 2014. Mrs. Lugo reported that the District's reported water revenue is 41.09% of annual budget, which is 1.1% lower that the historical trend for this point of the fiscal year. The majority of the Water Fund's Individual Supplies and Services expenses are below budget, with the exceptions of Insurance, Materials, Maintenance, Vehicle Equipment, and other expenses due to the previous month reported reasons. In addition, data processing is at 56.91 % of annual budget due to the timing recorded Cogsdale, Azteca, and CDW annual software charges. Overall, Sewer Supplies and Services expenses are trending below budget, with the same exceptions noted in the water fund. In addition, Non - Capital Equipment is at 106.86% due to the acquisition of replacement equipment. 5.2. Investment Report for the Period Ending October 31, 2014 Mrs. Lugo presented the Investment Report for the Period Ending October 31, 2014. She reported that the average yield for October 2014 was 0.61%. Mrs. Lugo also reported that the overall decrease in the investment balance from the previous month is approximately $801,000. This is primarily due to the biannual Debt Service principal and interest payment of $1,871,479 due October 1, 2014. 5.3. Future Bond Requirements and Recent Media Coverage This discussion item was presented by Director Beverage. The discussion brings to light that upon a public agency, such as the City of Stockton, filing for bankruptcy and gets the approval to do so, that the pensions of the filing agency are the first to be met. The taxpayers are ones left holding the bag. This practice will make it more costly to service bonds in the future. 2 5.4. Future Agenda Items and Staff Tasks Update the Financial Model with November actuals and projecting forward for the remainder of the fiscal year. Analyze electrical costs as associated with the District's Variable Costs. Review and update policies and resolutions that pertain to the Finance Department. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:15 p.m. The next Finance - Accounting Committee meeting is scheduled to be held Wednesday, December 17, 2014 at 10:00 a.m. DL K Meeting Date Subject: ATTACHMENTS: AGENDA REPORT November 26, 2014 ITEM NO. 13.1 Meetings from November 27, 2014 - December 31, 2014 Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: November 2014 District Offices Closed Thu, Nov 27 7:OOAM December 2014 Pub Affairs - Communications -Tech Committee Meeting Mon, Dec 1 4:OOPM Collett/Kiley Planning- Engineering- Operations Committee Meeting Tue, Dec 2 4:OOPM Melton /Beverage Yorba Linda City Council Tue, Dec 2 6:30PM Collett MWDOC Wed, Dec 3 8:30AM Melton OCWD Wed, Dec 3 5:30PM Collett Yorba Linda LMCAC Wed, Dec 3 6:30PM Beverage Board of Directors Regular Meeting Mon, Dec 8 8:30AM Exec - Admin- Organizational Committee Meeting Tue, Dec 9 10:OOAM Kiley /Collett LAFCO Wed, Dec 10 8:30AM Beverage CRWUA Annual Conference Wed, Dec 10 2:OOPM Beverage /Melton Yorba Linda Planning Commission Wed, Dec 10 6:30PM Hawkins CRWUA Conference Thu, Dec 11 9:OOAM Beverage /Melton Yorba Linda LMCAC Thu, Dec 11 6:30PM Beverage WACO Fri, Dec 12 7:45AM Kiley /Hawkins CRWUA Conference Fri, Dec 12 9:OOAM Beverage /Melton Citizens Advisory Committee Meeting Mon, Dec 15 8:30AM Kiley Personnel -Risk Management Committee Meeting Tue, Dec 16 4:OOPM Hawkins /Melton Yorba Linda City Council Tue, Dec 16 6:30PM Kiley MWDOC Wed, Dec 17 8:30AM Melton OCWD Wed, Dec 17 5:30PM Collett OCSD Wed, Dec 17 6:30PM Kiley Finance - Accounting Committee Meeting Mon, Dec 22 4:OOPM Beverage /Hawkins Board of Directors Regular Meeting Tue, Dec 23 8:30AM Public Financing Corporation Regular Meeting Tue, Dec 23 8:30AM District Offices Closed Wed, Dec 24 7:OOAM District Offices Closed Thu, Dec 25 7:OOAM 11/20/20143:04:41 PM ITEM NO. 14.1 AGENDA REPORT Meeting Date: November 26, 2014 Subject: CASA Winter Conference - January 21 -23, 2015 CSDA Special District Leadership Academy Conference - January 25 -28, 2015 STAFF RECOMMENDATION: That the Board of Directors approve Director attendance at these events if desired. ATTACHMENTS: Name: Description: Type: CASA Conf.pdf Backup Material Backup Material SDLA Conf.pdf Backup Material Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/26/2014 GM /PH 5 -0 r�ASA 1225 81h Street, Suite 595 Sacramento, CA 95814 p: 916.446 0388 The California Association of Sanitation Agencies provides leadership, advocacy and information to our members, legislators and the public, and promotes partnerships on clean water and beneficial reuse issues that protect public health and the environment. Ensuring Cl Newsroom Winter Conference - January 21 -23, 2015 f. Date. Current r, Jan 21 2015 - &00am to Jan 23 2015 - 12:00pm Conference Registration - Click Here Conference Preliminary Itinerary Type: conferences LOCATION Hilton Palm Springs 400 East Tahquitz Canyon Way About Us Palm Springs. CA 92262 -6604 Agency Members Room Rate: $170 per night with internet Associate Cut -off Date: January 5. 2015, 5:00 PM Members Check -in: 4:00 PM Check -out: 12:00 PM Board Profiles Transportation: Complimentary Airport Shuttle from Palm Springs Airport Committees Self Parking: $18 Valet Parking: $25 More > Reservations: 800.445 -8667 - 'for one night reservations please call the hotel Online Hotel Reservations: Click here Conference Registration - Click Here Conference Preliminary Itinerary Type: conferences 2015 CASA Winter Conference Itinerary January 21 - 23 Hilton Palm Springs Wednesday. January 8:00 am - 12:00 pm CSRMA Training Seminar 9:00 am -5:00 pm 10:30 am -12:30 pm 1:00 pm -3:00 pm 3:15 pm -4:15 pm 4:15 pm -5:30 pm 5:00 pm - 6:30 pm Registration CASA Board Meeting Pre - Conference Sessions - Dual Tracks Utility Leadership Committee Associates Committee Meeting CSRMA Executive Board Meeting Thursday, January 22 7:30 am - 9:00 am Continental Breakfast CSRMA Board of Directors Meeting Federal Legislative Committee 8:00 am -9:00 am 9:00 am -12:00 pm 12:00 pm - 1:30 pm 1:45 pm - 4:30 pm 5:00 pm - 5:30 pm 5:30 pm - 6:30 pm Communications Workgroup Meeting Morning Sessions Conference Luncheon & Business Session Afternoon Session CASA Education Foundation Silent Auction Preview Reception sponsored by the Associates Friday, January 23 7:30 am - 1:00 pm Registration 7:30 am - 9:30 am All American Breakfast 7:30 am - 9:00 am State Legislative Committee Meeting 9:00 am - 11 :00 am Closing Session CSDA's Special District SPLAII-eadership Academy /\ presented by SDI A A A CSDA and 11IV►L -I co- sponsored 01911013 by SDRMA 1 Participate in the Special District Leadership Academy Conference and complete all four modules of the Academy during the course of two and a half days. This conference content is based on CSDA's Special District Leadership Academy (SDLA) groundbreaking, curriculum -based continuing education program, which recognizes the necessity for the board and general manager to work closely toward a common goal. SDLA provides the knowledge base to perform essential governance responsibilities. CSDA has created this conference to provide new board members with immediate training, to offer newly elected board presidents the training they need to lead effectively, and to provide experienced board members with current practices and information aboutthe key concerns facing special districts. Whether you are new to the board or someone who has served for many years, this conference provides essential tools and information to effectively govern your district! SDRMA Credit Incentive Points ST Special District Risk Management Authority (SDRMA) is committed toestablishing �JRMA a strategic partnership with our members to provide maximum protection, help Credit Incentive Points control losses and positively impact the overall cost of property/liability and workers' compensation coverage through the Credit Incentive Program. Credit incentive points can be earned based on an agency's attendance at the Special District Leadership Academy Conference reducing SDRMA member's annual contribution amount. q*.w Printed on recycled paper. SOY INK y "Regardless of tenure, a board member needs to serve their district based upon the host knowledge and understanding available. I have found the leadership Academy to be an essential tool in accomplishing that duty." Why Attend CSDA's Special District Leadership Academy Conference? Local boards are the reason, and really the only reason, why local control is local. Special district boards are the voices of the community. The truth is that every elected or appointed public official needs to worry about governance; governance is what boards do. It's what they bring to the table. Governance is taking the wishes, needs and desires of the community and transforming them into policies that govern the district. Survival of special districts depends in large part on how well we do our jobs as boards. Attendees will learn: • Working as a team: The roles of the board and staff. • Attributes and characteristics of highly effective boards. • How culture, norms, values and operating style influence the district. • Specific jobs the board must perform. • How individual values, skills and knowledge help shape how effective boards operate. • The importance of moving from "I" to "we" as the governance team. • The board's role in setting direction for the district. • The board's role in finance and fiscal accountability. • Much more! — Albert Morrissette, Director, Phelan Pinon Hills CSD Where to stay Room Reservations Room reservations are available by calling 1- 800 - EMBASSY and requesting the California Special Districts Association rate of $139 single /double plus tax. Please refer to our group code SDL. All reservations must be accompanied by a first night room deposit and guaranteed with a major credit card. Reservations must be received by January 6, 2015. However, room quantities are limited and may sell out before that date. The first night room and tax becomes non - refundable if a reservation is cancelled after the above cut -off date. Embassy Suites Napa Valley 1075 California Blvd. Napa, CA 94559 9 SHOWCASE YOUR COMMITMENT TO EXCELLENCE Completion of any of the four modules of the Special District Leadership Districts of Distinction Academy qualifies attendees for the six hours of governance training required Accreditation for the Special District Leadership Foundation's District of Distinction Designation. FOR DIRECTORS AND TRUSTEES Completion of all four modules of the Special District Leadership Academy form Recognition in Special the basis for the Recognition in Special District Governance, after an additional 10 Diskict Governance hours of continuing education are completed. If you have not completed alIf our modules of the Special District Leadership Academy, this is the place to start! During the course of this conference, you will complete the entire Academy. 5:30 — 7:00 p.m. REGISTRATION AND NETWORKING RECEPTION Take a moment to network with your peers from throughout the state at this informal networking reception. Reception includes light appetizers. L 8:30 a.m. —12:30 p.m. (Break for all attendees from 10:00 - 10.30 a.m.) BUILDING A FOUNDATION FOR GOOD GOVERNANCE David Aranda In this informational session, the instructor will lay the groundwork for good governance in your district. Attendees will discover: • Why good governance is so important to the overall well -being of the district. • The traits of an effective director. • How to move your board from "I" to "we," including how to become an effective team, establish team standards, and the essential conditions for team building. This session covers Module 1 of the Special District Leadership Academy: Governance Foundations. "Helped clarify my role as a new director." — D. Albright, Director, Greater Vallejo Recreation District 12:30 —1:30 p.m. LUNCH PROVIDED (all attendees) 1:45 — 4:30 p.m. (Break for all attendees from 3:00 - 3:30 p.m.) FULFILLING YOUR DISTRICT'S MISSION - CHARTING THE COURSE Brent Ives, BHI Management Consulting ' — This conference session will highlight the importance of setting the direction for your district. Learn the basics of direction - setting along with how to avoid planning pitfalls. Attendees will walk through the following steps: • Establishing your district's mission, vision, values. • Identifying strategic goals and objectives. • How to communicate those objectives to your constituents. This session covers Module 2 of the Special District Leadership Academy: Setting Direction /Community Leadership. 5:30 — 7:00 p.m SIP AND SAVOR THE NAPA VALLEY EVENING RECEPTION Join us for a reception inspired by the culinary influences of the Napa Valley. A^ Sponsored by SDR V IA You must attend all education sessions to earn your graduation certificate at the conclusion of the conference. 8:00 —10:00 a.m. GET THE WORD OUT! BEST PRACTICES FOR COMMUNICATION AND OUTREACH Brent Ives, BHI Management Consulting This session looks at common communication breakdowns and areas for improvement in public agency communications. We will discuss: • Identifying audiences. • Responding to public input. • Media relations. • Legislative outreach and advocacy. This session covers Module 2 of the Special District Leadership Academy.- Setting Direction /Community Leadership. 10:00 —10:30 a.m. BREAK (all attendees) 10:30 a.m. —12:00 p.m. DEFINING BOARD & STAFF ROLES AND RELATIONSHIPS PART 1 Pete Kampa, Kampa Community Solutions This conference session will teach participants how to determine the human resources health of their district through: • Identifying the board's role in human resources. • Recognizing human resources red flags and positive indicators. • Determining essential human resources policies. • Covering confidentiality and legal liabilities. • Evaluating the general manager. This session covers Module 4 of the Special District Leadership Academy: Board's Role in Human Resources. "Another enjoyable CSDA experience." — P. Corey, Director, Vista Irrigation Districtt 12:00 —1:00 p.m. LUNCH PROVIDED (all attendees) 1:15 — 4:00 p.m. (Break for all attendees from 2:45 - 3.-00 p.m.) DEFINING BOARD & STAFF ROLES AND RELATIONSHIPS PART 2 Pete Kampa, Kampa Community Solutions OPEN EVENING 8:30 a.m. —12:00 p.m. (Break for all attendees from 10:00 - 10:30 a.m.) SHOW ME THE MONEY! WHAT DO BOARD MEMBERS NEED TO KNOW ABOUT DISTRICT FINANCES? David Becker, James Marta & Company, Certified Public Accountants This session will provide an overview of financial concepts, reports and policies. Attendees will learn: • How to ask the right questions. • How to link the finance process to the district mission. • What's a budget: budget process, budget assessment, communicating budget information to the public. • How to develop and analyze capital improvement plans and reserve guidelines. This session covers Module 3 of the Special District Leadership Academy.- Board's Role in Finance and Fiscal Accountability. 12:00 —12:30 p.m. GRADUATION - CERTIFICATE DISTRIBUTION "Great workshop, phenomenal instructor!" — J. Cousino, General Manager, Newberry Community Services District Enjoy Napa Valley. (Use one form per registrant) SDLARegistration Form January 25 -28, 2015 • Embassy Suites Napa Valley Three Ways to Register • Register online by visiting the Special District Leadership Academy Conference website at sdla.csda.net. • Fax number: 916 - 520 -2465. All faxed registration forms must include credit card payment. • Mail: CSDA, 1112 1 Street, Suite 200, Sacramento, CA 95814. Please include registration form and payment. Checks should be made payable to: California Special Districts Association. Not sure if you are a member? Contact the CSDA office at 877 - 924 -2732 to find out if your agency or company is already a member. To learn more about the many benefits of CSDA membership, contact Member Services Director Cathrine Lemaire at cathrinel @csda.net, or call toll -free at 877 - 924 -2732. Registration fees include: • 2.5 days of education and materials • 2 luncheons • 2 receptions Certificate of Completion At the completion of the conference, first -time attendees will be awarded a certificate of completion for the Special District Leadership Academy. Attendees must attend all education sessions to receive credit. Name/Title: District: Address: City: State: ZIP: Phone: Fax: ❑ Member ❑ Non - member Email: Emergency Contact - Name & Phone: Registration Fees EARLY BIRD (ON OR BEFORE DECEMBER 23, 2014) ❑ CSDA Member $600 ❑ Non - Member $725 REGULAR (AFTER DECEMBER 23, 2014) ❑ CSDA Member $650 ❑ Non- Member $775 . . . . . .• ADDITIONAL ATTENDEE FROM THE SAME DISTRICT (ON OR BEFORE DECEMBER 23, 2014) ❑ CSDA Member $400 ❑ Non - Member $525 ADDITIONAL ATTENDEE FROM THE SAME DISTRICT (AFTER DECEMBER 23, 2014) ❑ CSDA Member $450 ❑ Non - Member $575 ❑ Check ❑ Visa ❑ MasterCard ❑ Discover ❑ American Express Acct. name: Acct. Number: Expiration date: Authorized Signature: Special needs ❑ Vegetarian ❑ Other: CANCELLATIONS /SUBSTITUTION POLICY: Cancellations must be in writing and received by CSDA no later than January 12 at 5:00 p.m. All cancellations received bythis date will be refunded less a $75 cancellation fee. There will be no refunds for cancellations made after January 12. Substitutions are acceptable and must be done in writing no later than January 20 at 5:00 p.m. Please submit any cancellation notice or substitution requests to meganh @csda.net or fax to 916 -520 -2465.