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HomeMy WebLinkAbout2016-06-23 - Board of Directors Meeting Agenda Packet (B) Yorba Linda '" ' t :r District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, June 23, 2016, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Ric Collett, President Michael J. Beverage, Vice President Phil Hawkins Robert R. Kiley Gary T. Melton 4. ADDITIONS/DELETIONS TO THE AGENDA 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director's Report 6. 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 three minutes. 7. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 7.1. Minutes of the Board of Directors Regular Meeting held May 26, 2016 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$1,112,482.81. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. Appropriations Limit for Fiscal Year 2016/17 Recommendation: That the Board of Directors approve Resolution No. 16-07 Adopting the Appropriations Limit for Fiscal Year 2016117. 8.2. Financial Reserves Policy for Fiscal Year 2016/17 Recommendation: That the Board of Directors approve Resolution No. 16-08 Adopting the Financial Reserves Policy for Fiscal Year 2016117 and Rescinding Resolution No. 15-14. 8.3. California Special Districts Association (CSDA) 2016 Board Elections Recommendation: That the Board of Directors consider voting for one of the candidates in the CSDA 2016 Board Election for Seat B in the Southern Network. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports 9.3. General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Interagency Committee with MWDOC and OCWD (Collett/Melton) • Next meeting scheduled July 26, 2016 at 4:00 p.m. 10.2. Joint Agency Committee with City of Yorba Linda (Collett/Beverage) Minutes of the meeting held May 31, 2016 at 9:00 a.m. Next meeting scheduled June 28, 2016 at 9:00 a.m. at YL City Hall. 10.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett/Kiley) Minutes of the meeting held May 9, 2016 at 3:00 p.m. Next meeting yet to be scheduled. 10.4. Citizens Advisory Committee (Melton) • Next meeting scheduled June 27, 2016 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. MWDOC Board - June 15, 2016 (Melton) 11.2. OCWD Board - June 15, 2016 (Kiley) 11.3. YL Planning Commission - June 15, 2016 (Melton) 11.4. YL City Council - June 21, 2016 (Collett) 11.5. OCSD Board - June 22, 2016 (Kiley/Beverage) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from June 24, 2016 - July 31 , 2016 13. ADJOURNMENT 13.1. A Special Board of Directors Meeting has been scheduled Thursday, July 7, 2016 at 8:30 a.m. The next Regular Board of Directors Meeting will be held Thursday, July 14, 2016 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. ITEM NO. 7.1 AGENDA REPORT Meeting Date: June 23, 2016 Subject: Minutes of the Board of Directors Regular Meeting held May 26, 2016 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 2016-05-26 - Minutes - BOD.doc Minutes Minutes 2016-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, May 26, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The May 26, 2016 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Collett asked Mr. Marc Marcantonio to lead the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Mike Beverage, Vice President Steve Conklin, Engineering Manager Bob Kiley John DeCriscio, Operations Manager Gary Melton Gina Knight, Human Resources/Risk Manager Delia Lugo, Finance Manager DIRECTORS ABSENT Damon Micalizzi, Public Information Manager Phil Hawkins Annie Alexander, Executive Secretary Cindy Botts, Water Conservation Supervisor ALSO PRESENT Mike Kiddie, Senior Fleet Mechanic Andrew Gagen, Partner, Kidman Law Freddie Ojeda, Plant Operator II Jeff Decker, Resident Jeremy Smith, Safety and Training Technician Susan Decker, Resident Ron Talbert, Mechanic III Eddy Jackson, Resident Alex Thomas, Water Quality Engineer Ben Parker, Resident Rick Walkemeyer, Information Systems Admin 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Marcantonio requested to remove Item Nos. 5.2. and 7.1 . from the agenda as Director Brett Barbre was not able to be in attendance and the minutes for the April 21, 2016 Board meeting had already been approved by the Board. The Board agreed. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 1 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Recognize Staff Members for Receiving H.R. LaBounty Safety Award Mrs. Gina Knight provided a brief summary of the program and two awards received by Mr. Jeremy Smith for safety related improvements he implemented at the District. Mr. John DeCriscio then provided an overview of the awards received by Messrs. Mike Kiddie, Ron Talbert and Freddie Ojeda for various safety related improvements they implemented at the District. MWDSG MVVDC)C DireGter's Repo (This item was removed from the agenda.) 6. PUBLIC COMMENTS Mr. Eddy Jackson, resident, commented on the recent water rate increase, the 8% credit towards the District's 36% conservation mandate, reevaluation of the current water rate, and the District's projected versus actual net income for FY 2015/16 as of March 2016. He also commented on construction of water infrastructure improvements for the proposed Esperanza Hills and Cielo Vista housing developments, plans to upgrade the Fairmont Booster Pump Station, language contained in the District's Northeast Area Planning Study and other documents, and developer responsibility for bearing a fair share of the costs for construction of water infrastructure improvements associated with the aforementioned developments. Mr. Jeff Decker, resident, commented on content contained in a previous District newsletter related to the financial impact of the State's conservation mandate, revenue from the recent water rate increase, topics discusses during a previous meeting he attended with two Board members, and topics discussed during a previous Citizens Advisory Committee meeting. He also commented on the need for lowering the current water rate, the recall petition, plans for and the purpose of upgrading the Fairmont Booster Pump Station, and e-mail correspondence between staff at the City of Yorba Linda and the District related to construction of water infrastructure improvements for the proposed Esperanza Hills and Cielo Vista housing developments. 7. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Kiley, to approve the Consent Calendar with the exception of Item No. 7.1. Motion carried 4-0-0-1 with Director Hawkins being absent. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 2 7.1. Minutes of the Board of Directors \/kmhvp Meeti;g held April 21, 204-6 Qanom anon That she Bea d of IlireEter-s approve the m note —c J nroc � (This item was removed from the agenda.) 7.2. Minutes of the Board of Directors Regular Meeting held April 28, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held May 12, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,097,371.94. 7.5. Claim Filed by the Law Offices of Belgum & Fry on Behalf of Brian Wooldridge Recommendation: That the Board of Directors reject the claim submitted on behalf of Brian Wooldridge and refer it to ACWA/JPIA. 8. ACTION CALENDAR 8.1. Amendment to Previously Budgeted Positions for Fiscal Year 2016-2017 Mrs. Knight explained that due to the extension of the emergency water conservation regulations through January 2017, minor revisions were needed to the previously budgeted positions for the next fiscal year. She then provided a brief overview of the suggested amendments. Mr. Marcantonio responded to related questions from the Board. Mrs. Susan Decker, resident, commented on the hiring of water conservation staff following the Governor's emergency drought declaration and the salary of their department manager. She also commented on the high conservation percentages achieved by District customers, the discontinuation of certain salaries, and the District's budget. President Collett explained the purpose of the water conservation staff. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 3 Mr. Jeff Decker, resident, commented on the purpose of the water conservation staff, analysis of their efforts, and his opinion of the Board's treatment of District customers. Director Melton disagreed with Mr. Decker's comments regarding the Board's treatment of District customers. Director Beverage made a motion, seconded by Director Kiley, to adopt Resolution No. 16-04 approving the budgeted positions for Fiscal Year 2016-2017 and rescinding Resolution No. 16-01. Motion carried 4-0-0-1 on a Roll Call vote with Director Hawkins being absent. 8.2. Draft 2016 Water Quality Report Mr. Steve Conklin explained that the report included water quality testing data from January through December 2015. This year's report is being presented in a new format in order to improve readability. He then introduced Mr. Alex Thomas who provided an overview of key information contained in the report. He noted that the District had not exceeded any federal or state drinking water standards. As the report will be distributed digitally this year, staff is planning to include messaging in the June and July customer billings indicating that it will made be available on the District's website and that hard copies can be obtained at YLWD's headquarters. This same messaging will be provided on the front page of the District's website and in the next edition of the newsletter. Mr. Thomas then responded to related questions from the Board. Vice President Beverage commented on the cost savings associated with distributing the report electronically. Mr. Thomas then responded to additional questions from the Board and provided an overview of the District's water quality monitoring program. Mr. Marcantonio commented on the importance of having qualified and responsible staff to perform the necessary work associated with monitoring and maintaining the District's water quality. Mr. Ben Parker, resident, commented on the importance of having multiple water sources and his personal comparison of other water districts and their use of recycled water. He suggested that the District look into implementing a recycled water program and commented on the historically low visibility of the District's operations. Director Collett explained that the District's wastewater was recycled indirectly through the Orange County Groundwater Replenishment System (GWRS). One of the conditions contained in the District's annexation agreements with the Orange County Water District (OCWD), is that YLWD deliver its wastewater to the Orange County Sanitation District for preliminary treatment before being transferred to OCWD for secondary treatment and reuse. Mr. Marcantonio noted that the District was contractually prohibited from implementing a "purple pipe" system in its service area. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 4 Director Beverage made a motion, seconded by Director Kiley, to approve the 2016 Water Quality Report and authorize staff to make this report available on the District's website pursuant to the new State and Federal law regarding electronic deliver. Motion carried 4-0-0-1 with Director Hawkins being absent. 8.3. Change Order No. 1 for the 2016 Sewer Main CIPP Rehabilitation Project Mr. Conklin explained that the original budget for this project was $250K. Following the bidding process the contract was awarded for $189K. Since that time, District staff identified additional areas that needed to be rehabilitated now rather than later in order to avoid potential leaks. As such, staff is suggesting that this additional work be added to the current contract through a Change Order in the amount of $58K. The total combined expense will still remain less than the original budgeted amount. Mr. Marcantonio commented on the cost savings associated with these types of opportunities as the contractor won't need to remobilize. Director Melton made a motion, seconded by Director Kiley, to approve Change Order No. 1 in the amount of $58,330.01 and seven additional days to Burtech Pipeline, Inc. for construction of the 2016 Sewer Main CIPP Rehabilitation Project, Job No. 2015-10S. Motion carried 4-0-0-1 with Director Hawkins being absent. 9. DISCUSSION ITEMS 9.1. Financial Impact of SWRCB Emergency Regulation for Statewide Urban Water Conservation Adopted May 18, 2016 Mr. Marcantonio explained that the State Water Resources Control Board (SWRCB) had adjusted the emergency water conservation regulations to allow local water suppliers to set their own conservation goal and self- certify their analysis. Suppliers can choose to continue using the SWRCB's assigned conservation percentage or proceed with the State's certification process for consideration of a new goal. Suppliers seeking a new goal must ensure that a 3-year water supply will be available should drought conditions continue. Staff is in the process of obtaining data from MWDOC and OCWD for analysis in order to prepare an application for self-certification. Any modification of the current conservation goal will impact the District's revenues. As such, staff is presenting this information to the Board for discussion as there may be an opportunity to adjust the water rate. Mr. Damon Micalizzi explained that there is no guarantee that an agency's self-certification goal will be accepted by the SWRCB. It's also possible that SWRCB could revert back to mandating specific conservation Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 5 percentages in January 2017. MWD recently moved to Condition 2 water supply alert which correlates with Stage 1 of the District's water conservation ordinance allowing customers to water 3 days per week. Moving to Stage 1, should the Board make that determination, would still provide some level of water conservation. However, it will be very difficult for staff to project how much consumption may increase or "bounce back". Mr. Micalizzi then summarized the results of a recent drought related survey, reported on projected weather patterns, and responded to questions from the Board. Mr. Marcantonio noted that the District's rates need to cover the cost of service. When the cost of service increases or decreases, the District has to make adjustments to the rates. This process requires the performance of in depth analysis and collaboration with the District's financial advisors. Vice President Beverage commented on the District's original 5-year financial plan, the impact of the State's emergency conservation regulations on this plan, and taking extra time to complete the budget process for next fiscal year if necessary. He also commented on the need for reviewing the District's water conservation ordinance. Mr. Marcantonio explained that prior to the State's emergency conservation regulations, the Board was working on a 5-year financial plan that would shift the District's business model in modest increments so it wasn't as reliant on high volume consumption. Unfortunately, the new regulations made it necessary to compress the 5-year plan into 1 year. Mr. Marcantonio stated that with the recent change in the State's regulations, he expected the District may be able to "decompress" the plan given there was sufficient revenue to cover YLWD's cost of service, debt covenant requirements, and to continue building reserves to responsible levels as recommended in the rate study. Evaluating this change will require additional financial analysis. Staff has been in contact with Raftelis who indicated they would try to make themselves available to assist the District with this process. President Collett and Vice President Beverage both commented on the timing for adoption of the final budget, other agencies decision to go back to no required conservation, revising the District's water conservation ordinance and potentially changing the current stage. Mr. Micalizzi commented on the potential impact of changing the District's water conservation stage and the probability of some measure of mandated conservation continuing even after the drought. Similar to what happened following the previous drought, customer consumption will likely never return to the same levels due to permanent lifestyle and landscaping changes. He also stated that he didn't believe there would be any danger in allowing customers to water 3 days per week given that Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 6 several other agencies had reverted back to no required conservation. MWDSC is still planning to roll out a robust public awareness program encouraging customers to continue being responsible stewards in regards to their water usage. President Collett suggested the Board provide guidance to staff as to what stage of the conservation ordinance they'd like to consider moving to. Vice President Beverage suggested that the 15 minute limit on watering duration per station per day in the permanent restrictions be revised to recommend watering 5 minutes per station twice daily. Mr. Micalizzi noted that a workshop meeting could be scheduled to discuss revising the conservation ordinance. Directors Beverage, Melton and Kiley indicated that they were in favor of moving to Stage 1 of the conservation ordinance. Director Kiley stated that he would like to discuss the section related to hardship variances in more detail. Mr. Micalizzi stated that the language in the conservation ordinance was primarily based off a template provided by MWDSC. He noted that MWDSC was in the process of updating this template. Mrs. Lugo asked for clarification regarding the stage the Board was desiring to move to and the consumption data to be used as a baseline in order to prepare for the next budget workshop. She also commented on the difficulty of projecting customer consumption for the next fiscal year and confirmed that the Board desired staff to work with Raftelis. Mrs. Lugo noted that staff's goal was to provide some in-house financial scenarios to the Board at the next workshop meeting. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Collett reported on his attendance at the OC Water Summit. 10.2. Directors' Reports ■ OC Water Summit — May 20, 2016 (Collett/Hawkins/Kiley/Melton) Directors Kiley and Melton reported on their attendance at this event. 10.3. General Manager's Report Mr. Marcantonio asked each of the managers (or their designee) to provide a report regarding activities within their respective departments. Mr. Conklin reported on the status of the Well 21 and Richfield Road Pipeline Projects, the 2015 Waterline Replacement Project, 2016 Sewer Main CIPP Rehabilitation Project, and the Fairmont Booster Pump Station (BPS) Upgrade Project. He noted that the Fairmont BPS had been in place for over 40 years and needed to be replaced. The planned upgrade will increase the District's ability to deliver low-cost groundwater to 100% of the YLWD's service area in addition to other unique opportunities. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 7 Mrs. Lugo reported that staff was preparing for the interim field audit, working on extending the maturity date of the District's line of credit from September 30, 2016 to December 30, 2017, and preparing the draft budget for FY 2016/17. Mr. DeCriscio stated that pursuant to the District's purchasing policy, staff was formally notifying the Board that funds were being transferred from the emergency maintenance fund to repair the portable pumps at the Fairmont BPS which were installed to produce additional groundwater. An engine broke down on one of the pumps, and the casing blew off on another pump. The District would not have been able to produce the same amount of groundwater this year without the installation of these pumps. The initial repair estimate from John Deere was $34K to rebuild the engine. The District's mechanics felt the estimate was high and that they could perform the work themselves and have the pump returned into service in the next month using $5K for parts. The District's total cost, including the work performed for the original estimate, is approximately $1 OK. Mr. Marcantonio noted that the gross savings associated with utilizing these pumps to produce additional groundwater this year was approximately $800K. When the Fairmont BPS upgrade project is complete, the enhanced production capabilities currently provided by the portable pumps will be available all the time. Mrs. Lugo explained that the District has a $250K target level maintenance reserve to be used for unforeseen capital costs. Utilization of these funds requires notification of the General Manager and the Board of Directors as specified in the District's purchasing policy. Mr. Rick Walkemeyer did not have anything to report on Mr. Art Vega's behalf. Mr. Micalizzi reported on recent activity associated with the Governor's draft budget. He noted that he was planning to attend a Public Listening Session with the Depart of Water Resources, SWRCB, and the Department of Food and Agriculture on June 6, 2016, and that the SWRCB was proposing to increase its annual charges. Staff is working on the next edition of the newsletter and providing information to the OC Register for an upcoming article regarding local government reserve levels. Mrs. Knight stated that due to the length of the meeting, she would save her report until the next regular Board meeting. Mr. Marcantonio noted that he would be out of the office but available by phone/e-mail during the next week. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 8 Mr. Ben Parker, resident, shared his opinion of some negative commentary he'd observed, and encouraged all parties to treat each other respectfully. Director Kiley commented on the number of recalls that had been initiated in the community over the past several years. Mr. Parker stated that recalls were part of the legislative process and encouraged everyone to be courteous. 10.4. General Counsel's Report Mr. Andrew Gagen stated that he had nothing to report and that there was a need for the Closed Session. 10.5. Future Agenda Items and Staff Tasks Vice President Beverage requested that additional workshops be scheduled to review the District's water conservation and administrative penalty ordinances. President Collett suggested that these workshops be scheduled to occur sometime in July. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) ■ Next meeting is scheduled to be held May 24, 2016 at 4:00 p.m. President Collett and Director Melton reported on the topics discussed during this meeting. 11.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) • Minutes of the meeting held April 26, 2016 at 9:00 a.m. were provided in the agenda packet. • The next meeting is scheduled to be held May 31, 2016 at 9:00 a.m. at YL City Hall. 11.3. Interagency Committee with City of Placentia and Golden State Water Co. (Collett / Kiley) • Minutes of the meeting held May 9, 2016 at 3:00 p.m. will be provided when available. • The next meeting is yet to be scheduled. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 9 11.4. Citizens Advisory Committee (Melton) • Minutes of the meeting held May 23, 2016 at 8:30 a.m. will be provided when available. Directors Melton and Beverage reported on the topics discussed during the meeting. • The next meeting is scheduled to be held June 27, 2016 at 8:30 a.m. 12. INTERGOVERNMENTAL MEETINGS The Directors present reported on their attendance at the following meetings. 12.1. WACO — May 13, 2016 (Kiley) 12.2. YL City Council — May 17, 2016 (Collett) 12.3. MWDOC Board — May 18, 2016 (Melton) 12.4. OCWD Board — May 18, 2016 (Kiley) 12.5. OCSD Board — May 25, 2016 (Kiley/Beverage) 12.6. YL Planning Commission — May 25, 2016 (Hawkins) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from May 27, 2016 — June 30, 2016 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. UWI Conference — August 24-26, 2016 Director Kiley commented on the purpose of the conference and the benefits of Director attendance. No motion was made to approve Director attendance at this event. 15. CLOSED SESSION The meeting was adjourned to Closed Session at 10:25 a.m. All Directors in attendance were present. Also present were Messrs. Gagen, Marcantonio, and Micalizzi and Mrs. Knight. Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 10 15.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Kent Ebinger and Yorba Linda Taxpayers Association vs. Yorba Linda Water District (OC Superior Court — Case No. 00829548) The Board reconvened in Open Session at 11:20 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT 16.1. The meeting was adjourned at 11:21 a.m. A Board of Directors Workshop Meeting has been scheduled on Monday, June 6, 2016 at 8:30 a.m. The next Regular Board of Directors Meeting will be held Thursday, June 9, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held May 26,2016 at 8:30 a.m. 11 ITEM NO. 7.2 AGENDA REPORT Meeting Date: June 23, 2016 Budgeted: Yes To: Board of Directors Cost Estimate: $1,112,482.81 Funding Source: All Funds From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Dept: Finance Reviewed by Legal: N/A Prepared By: Maria Trujillo, Accounting Assistant CEQA Compliance: N/A 11 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. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of$1,112,482.81. DISCUSSION: The major items on this disbursement list are as follows: A wire of$30,975.43 to So. California Gas Co. for May 2016 gas charges at multiple locations; a wire of$37,226.04 to So. California Edison Co. for May 2016 electricity charges at multiple locations; a wire of$251,209.71 to MWDOC for April 2016 water purchases; a check of$108,996.44 to ACWA/JPIA for July 2016 medical & dental premiums; a check of$128,610.89 to Burtech Pipeline, Inc. (Progress Payment#2) for sewer main lines rehabilitation; a check of$128,740.67 to GCI Construction Inc. (Progress Payment#1) for the 2015 Waterline Replacement project; and a check of $46,056.68 to Kidman Law for May 2016 legal services.. The balance of$120,995.50 is routine invoices. The Accounts Payable check register total is $852,811.36; Payroll No. 11 total is $259,671.45; and the disbursements of this agenda report are $1,112,482.81. A summary of the checks is attached. 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 PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name: Description: Type: CkReaister62316.xlsx Check Register Backup Material 16-CS 0623.docx Cap Sheet Backup Material 16 CC 0623.xlsx Credit Card Backup Material Yorba Linda Water District Check Register For Checks Dated: 06/10/2016 thru 06/23/2016 Check No. Date Vendor Name Amount Description 67800 06/23/2016 ACWA/1PIA 108,996.44 MEDICAL&DENTAL PREMIUM-JULY 16 67801 06/23/2016 Anaheim Wheel&Tire 60.00 MOUNT AND BALANCE TIRES-UNIT 190 67802 06/23/2016 Aramark 645.66 UNIFORM SERVICE 67811 06/23/2016 ARC 20.00 PW DOC&BID MANAGEMENT 67803 06/23/2016 B&M Lawn and Garden Inc 54.63 CARBURETOR WT-215-UNIT E105&FUEL PUMP-E159 67804 06/23/2016 Burtech Pipeline,Inc. 128,610.89 2016 SWR RE-LINE PROJ.PROGRESS PAYMENT 67813 06/23/2016 C.Wells Pipeline 4,088.56 HYDRANT REPAIR PARTS 67805 06/23/2016 CalCard US Bank 2,546.58 CREDIT CARD TRANSCTIONS FOR MAY&JUNE 2016 67806 06/23/2016 CDW Government,Inc 97.20 TOOLS&EQUIPMENT 67807 06/23/2016 City Of Placentia 3,959.17 SEWER FEES-MAY 2016 67808 06/23/2016 Clinical Lab.Of San Bern. 2,880.00 LAB SAMPLES-APRIL 2016 67809 06/23/2016 Coastal Ignition&Controls 688.96 PASO FINO-REPLACEMENT PARTS 67810 06/23/2016 Coastline Equipment 365.60 EQUIPMENT MANUALS-E169 67814 06/23/2016 Dell Marketing L.P. 11,239.54 IT COMPUTER EQUIPMENT 67815 06/23/2016 Delta Wye Electric,Inc. 1,394.82 LAKEVIEW-STARTER REPLACEMENT 67817 06/23/2016 Eisel Enterprises,Inc. 348.30 438&666 METER BOX,LID&COVER 67818 06/23/2016 Enthalpy Analytical,Inc. 1,845.60 APRIL 2016-INVOICE 67819 06/23/2016 Flex Advantage 103.50 FLEX ADVANTAGE-MAY 2016 67820 06/23/2016 GCI Construction Inc. 128,740.67 2015 WATERLINE REPL PROGRESS PAYMENT 67821 06/23/2016 Haaker Equipment Co. 7,147.63 BOOM MAINTENANCE-UNIT 168&TOOLS&EQUIPMENT 67822 06/23/2016 Hydrex Pest Control 175.00 PEST CONTROL 67823 06/23/2016 Infosend Inc. 5,811.71 POSTAGE BILLING-MONTHLY FEE 67825 06/23/2016 Innovyze 6,850.00 TRAINING-SCADA WATCH&LICENSES 67826 06/23/2016 Integrity Backflow 594.43 TEST&REPAIR BACKFLOW DEVICES 67824 06/23/2016 IPMA-HR 0.00 VOID 67830 06/23/2016 J&S Construction 8,500.00 REMOVE&REPLACE-CURB/GUTTER AT MULTIPLE LOCATIONS 67827 06/23/2016 Jackson's Auto Supply-Napa 1,000.80 REPLACEMENT PART-UNIT 155,197,210 67828 06/23/2016 1M Justus Fence Company 30,546.00 MIRALOMA GATE MOD/REPAIR&MAINTENANCE 67829 06/23/2016 John Bogosian 997.38 TOOLS&EQUIPMENT 67812 06/23/2016 JON POLENTZ PROPERTY MANAGEMENT 393.26 CUSTOMER REFUND 67831 06/23/2016 Kidman Law 46,056.68 LEGAL SERVICES 67832 06/23/2016 Kimball Midwest 215.17 HARDWARE SUPPLIES 67833 06/23/2016 Konica Minolta Business 567.00 BIZHUB C552&181-MONTHLY LEASE 67834 06/23/2016 Los Angeles Times 261.60 LA TIMES DELIVERY THRU 5/18/17 67836 06/23/2016 Marc Marcantonio 65.99 MILEAGE REIMBURSEMENT-MAY 2016 67835 06/23/2016 Marina Landscape,Inc 4,114.68 MONTHLY MAINTENANCE-MAY 16 67860 06/23/2016 VOID 0.00 VOID 67861 06/23/2016 Maureen Kane&Associates,Inc 1,600.00 TTC TRAINING-ALEXANDER,A 67837 06/23/2016 Mc Fadden-Dale Hardware 215.59 HARDWARE SUPPLIES 67838 06/23/2016 Mc Master-Carr Supply Co. 260.57 HARDWARE SUPPLIES 67839 06/23/2016 Mobile Industrial Supply 8.00 WELDING SUPPLIES 67859 06/23/2016 Municipal Water District 92.35 TURF REMOVAL PROGRAM-INSPECTION FEES W061516 06/15/2016 Municipal Water District 251,209.71 WATER PURCHASES-APRIL 2016 67840 06/23/2016 Murcal,Inc. 1,172.62 WELL 18-ENGINE THROTTLE CONTROL 67841 06/23/2016 Nickey Kard Lock Inc 4,591.91 FUEL-05/16/16-05/31/16 67799 06/23/2016 NORDINE REALTORS INC 47.51 CUSTOMER REFUND 67842 06/23/2016 Orange County Register 99.68 13 WEEK-MTWTF DELIVERY 67843 06/23/2016 Orvac Electronics 64.78 IT HARDWARE SUPPLIES 67798 06/23/2016 PETER WHITE 98.44 CUSTOMER REFUND 67844 06/23/2016 Phil Hawkins 20.52 MILEAGE REIMBURSEMENT-MAY 2016 67845 06/23/2016 Plumbers Depot Inc. 1,317.60 TOOLS&EQUIPMENT-#197&210 67846 06/23/2016 Powerstride Battery 94.73 BATTERY-UNIT 195 67847 06/23/2016 Praxair Distribution 153.45 WELDING SUPPLIES 67850 06/23/2016 Rachel Padilla/Petty Cash 18.75 PETTY CASH REIMBURSEMENT 67848 06/23/2016 Red Wing Shoes 172.80 BOOT ALLOWANCE-CARREON,M 67793 06/23/2016 ROBERT RICE 180.48 CUSTOMER REFUND 67796 06/23/2016 SAFA NABAVI NOORI 181.16 CUSTOMER REFUND 67797 06/23/2016 SEONG CHUNG 110.17 CUSTOMER REFUND 67849 06/23/2016 Southern Calif Edison Co. 3,011.78 ELECTRICITY CHARGES FOR-MAY 2016 W061416 06/14/2016 Southern Calif Edison Co. 37,226.04 ELECTRICITY CHARGES FOR MAY 2016-MULTIPLE LOCATIONS W061616 06/16/2016 Southern Calif Gas Co. 30,975.43 GAS CHARGES FOR MAY 2016-MULTIPLE LOCATIONS 67852 06/23/2016 Stantec Consulting Services In 3,073.50 WELL 21/WATER MAIN-PLANT CHEM FEED SYS IMPRVMT PROF.SVC 67851 06/23/2016 Staples Business Advantage 724.84 OFFICE SUPPLIES&TONER 67853 06/23/2016 Superior Water Technologies 700.00 ON SITE SERVICE 67795 06/23/2016 THOMAS CONLON 30.00 CUSTOMER REFUND 67794 06/23/2016 TIFFANY GJOKAJ 89.77 CUSTOMER REFUND 67854 06/23/2016 Underground Service Alert 220.50 MONTHLY BILLING-DIGALERT 67855 06/23/2016 United Industries 1,465.23 PPE EQUIPMENT 67857 06/23/2016 West Coast Property Maintenance Inc. 445.00 GRAFFITI REMOVAL 67856 06/23/2016 West Coast Safety Supply Co 170.00 TRAINING-SEWER ROOT CONTROL 67816 06/23/2016 White Nelson Diehl Evans LLP 2,300.00 FIRST INTERIM AUDIT BILLING FOR FISCAL YEAR 15/16 67858 06/23/2016 Yorba Linda Chamber 685.00 MEMBERSHIP DUES-YLCC 852,811.36 June 23, 2016 CHECK NUMBERS & WIRES: Computer Checks 67793-67861 $ 533,400.18 Void Checks 67824 and 67860 $ 0.00 $ 533,400.18 WIRES W061416 So. California Edison $ 37,226.04 W061516 MWDOC $ 251,209.71 W061616 So. California Gas Co. $ 30,975.43 $ 319,411.18 TOTAL OF CHECKS & WIRES $852,811.36 PAYROLL NO. 11: Direct Deposits $ 166,822.75 Third Party Checks 6426-6433 $ 47,655.92 Payroll Taxes $ 45,192.78 $ 259,671.45 TOTAL OF PAYROLL $259,671.45 --------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,112,482.81 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JUNE 23, 2016 ------------------------------------------------------------------ ------------------------------------------------------------------ Cal Card Credit Card U S Bank 5/12/16-6/01/16 Date Vendor Name Amount Description 5/12/2016 Home Depot 106.92 Tools&equipment 5/22/2016 Chicago Elite 23.75 MER Conference-Travel Expense(McAllaster,L) 5/22/2016 Lou Malnati's Pizzeria 17.50 MER Conference-Travel Expense(McAllaster,L) 5/22/2016 Ontario International Airport 13.05 MER Conference-Travel Expense(McAllaster,L) 5/24/2016 The Original Gino's East 24.07 MER Conference-Travel Expense(McAllaster,L) 5/24/2016 Full Source 75.98 PPE Equipment 5/25/2016 Westin Hotels&Resorts 965.04 MER Conference-Travel Expense(McAllaster,L) 5/25/2016 Midway Airport 14.74 MERConference-Travel Expense(McAllaster,L) 5/25/2016 Ontario Airport Lot 36.00 MER Conference-Travel Expense(McAllaster,L) 5/25/2016 Praxair Distribution 174.52 Welding supplies 5/25/2016 Home Depot 11.82 Hardware supplies 5/25/2016 Kohler 545.79 Building maintenance 5/26/2016 Newegg.com 44.07 IT Hardware 5/26/2016 CDWG.com 16.72 IT Hardware 6/1/2016 Thai House Restaurant 93.23 Meeting expense-Human Resources&Wells Fargo Bank(5 people) 6/1/2016 Home Depot 268.92 Tools&equipment 6/1/2016 Orchard Supply 114.46 PPE equipment&hardware supplies 2,546.58 ITEM NO. 8.1 AGENDA REPORT Meeting Date: June 23, 2016 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Dept: Finance Prepared By: Delia Lugo, Finance Manager Subject: Appropriations Limit for Fiscal Year 2016/17 SUMMARY: Each year the District must adopt the Appropriations Limit and factors used to calculate this number, in accordance with Proposition 13, Government Code Section 7900 and Article XIIIB of the California Constitution. The Appropriations Limit assures government agencies do not assess and collect taxes in excess of the controlled limits. The District receives a relatively small amount of revenue from property taxes annually and it is historically well below the Appropriations Limitation each year. STAFF RECOMMENDATION: That the Board of Directors approve Resolution No. 16-07 Adopting the Appropriations Limit for Fiscal Year 2016/17. DISCUSSION: In 1977, California voters passed Proposition 13, which limited property tax assessments to 1% of a property's market value and limit assessed value increases to 2% per year. Concurrent with the reduction of property taxes, the voters also passed Proposition 4, the Gann Spending Limit Initiative, which added Article XIIIB to the California Constitution. Under Article XIIIB, a government agency is restricted in the amount of annual appropriations from the proceeds of taxes except taxes to pay voter-approved bond debt service. If proceeds of taxes exceed allowed appropriations, the excess must either be refunded to the State Controller or returned to the taxpayers through revised tax rate or through revised fee schedules. An excess in one year may be offset against a deficit in the following year, so effectively the limitation may be exceeded in a single year but not over any consecutive two-year period. District staff performed the required calculation to determine the appropriations limits for FY 2015/16, in compliance with the terms of Article XIIIB of the California Constitution and the Government Code Section 7900. The starting point for computing the Appropriations Limit is the Appropriations Subject to Limitation in the Base Year of 1978/79. This number is multiplied by the controlled factors each successive year to determine the current year's appropriation limit. The State Department of Finance, Population Research Unit, provides inflation and population figures each year. These two are multiplied together to determine the final percentage by which the prior year's limit is increased (or decreased). The District's property tax revenue of $1,450,000, budgeted for FY 2016/17, is substantially lower than the calculated limitation of $6,728,584. Therefore, there are no excess appropriations that must be returned to the taxpayers. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors adopted Resolution No. 15-12 on June 11, 2015, Adopting the Appropriations Limit for Fiscal Year 2015/16. ATTACHMENTS: Description: Type: Resolution No. 16-07 - Adopting Appropriations Limit.docx Resolution Resolution GANN Calculation 2016-17.xlsx GANN Calculation for FY 2016/17 Backup Material RESOLUTION NO. 16-07 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2016/17 WHEREAS, under the terms of Article X111B of the California Constitution and Government Code Section 7900 et seq., all local agencies are required to establish, by resolution, an appropriations limit for each fiscal year; and WHEREAS, in June 1990, voters in the State of California approved Proposition 111 which amended Government Code Section 7900 et seq., modifying the method of calculation for the appropriations limit and requiring all local agencies to select, by resolution, the annual adjustment factors used to perform the calculations; and WHEREAS, the District staff has performed the required calculations to determine the limit for Fiscal Year 2016/17, in compliance with the above provisions and made the documentation used in the determination of the appropriations limit and other necessary determinations available to the public at least fifteen days prior to the date of this meeting. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. That there is hereby adopted, pursuant to Article XIIIB of the California Constitution and Government Code Section 7900 et seq., as amended by Proposition 111, an appropriations limit for Fiscal Year 2016/17 of $6,728,584. Resolution No. 16-07 Adopting the Appropriations Limit for FY 2016/17 1 Section 2. The annual adjustment factors are the weighted average percentage change in the population of the cities within the District's jurisdiction, and the percentage change in the California Per Capita Income. PASSED AND ADOPTED this 23rd day of June 2016 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Ric Collett, President Yorba Linda Water District ATTEST: Marc Marcantonio, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law LLP Resolution No. 16-07 Adopting the Appropriations Limit for FY 2016/17 2 APPROPRIATIONS SUBJECT TO LIMITATION Special District: Yorba Linda Water District Fiscal Year: 2016-2017 Budget vs.Actual: Budget REVENUE AMOUNT SOURCE A. LAST YEAR'S LIMIT 1 6,323,075 B.ADJUSTMENT FACTORS 1. Population % 0.99% 1.0099 1(Weighted Avg Calc) 2. Inflation % 5.37% 1.0537 (State Finance) Total Adjustment% 1.0641 (b1*b2) C. ANNUAL ADJUSTMENT$ BUDGET 1 6,728,584 B*A D. OTHER ADJUSTMENTS sub total E. TOTAL ADJUSTMENTS I 6,728,584 (C+D) F. THIS YEAR'S LIMIT I 6,728,584 (A+E) ITEM NO. 8.2 AGENDA REPORT Meeting Date: June 23, 2016 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: Delia Lugo, Finance Manager Dept: Finance Prepared By: Delia Lugo, Finance Manager Subject: Financial Reserves Policy for Fiscal Year 2016/17 SUMMARY: Attached for the Board's consideration is the reserve policy for the 2016/2017 budget year. Changes made from the prior year's policy include adding a new reserve and updating an account balance. The requested target levels of prior year's reserves remain the same. STAFF RECOMMENDATION: That the Board of Directors approve Resolution No. 16-08 Adopting the Financial Reserves Policy for Fiscal Year 2016/17 and Rescinding Resolution No. 15-14. DISCUSSION: Attached is the proposed Financial Reserves Policy for Fiscal Year 2016/2017. When the reserves policy was adopted last June, staff indicated that it would be reviewed annually to determine if updates would be required. Besides some minor numbers requiring to be updated, the main difference from last year's policy is the addition of the Conservation Reserve, which shall be funded by the net result of assessed administrative penalties less allowed expenditures of each fiscal year. This reserve will be used to fund district-wide conservation efforts in relation to, but not limited to, salary and related, maintenance, and material expenses for leak detection, conservation efforts, and other allowable expenses outside the normal cost of service for each fiscal year. Other minor changes in the presented policy consist primarily of updating account balances in the Employee Liabilities Reserve. STRATEGIC PLAN: FR 2-A: Review the Reserve Policy and Funding Levels Annually PRIOR RELEVANT BOARD ACTION(S): The Board of Directors adopted the current Financial Reserves Policy by approving Resolution No. 15-14 on June 11, 2015. ATTACHMENTS: Nar;._ Description: Type: Resolution No. 16-08 - Resolution Resolution Financial Reserves Policy.docx Financial Reserves Policy.docx Exhibit A Resolution RESOLUTION NO. 16-08 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING THE FINANCIAL RESERVES POLICY AND RESCINDING RESOLUTION NO. 15-14 WHEREAS, the purpose of the Yorba Linda Water District's (YLWD) Financial Reserves Policy is to ensure that the District continues to have sufficient funding available to meet its operating, non-operating, capital and debt service obligations; and WHEREAS, adequate reserves and sound financial policies maintain YLWD's bond ratings in the capital markets, provide financing flexibility and sustain debt covenant compliance; and WHEREAS, the District has completed a comprehensive Asset Management Plan and has prepared a rate study and five-year financial plan; and WHEREAS, the Financial Reserves Policy recommends establishing various reserve categories, defines the purpose and use of these funds and identifies target levels and priority funding of the reserves; and WHEREAS, the current policy is being revised as changes have been made to the existing Financial Reserves Policy. NOW THEREFORE, the Board of Directors of the Yorba Linda Water District does find, determine, and resolve: Section 1. The financial reserves policy is attached hereto as Exhibit "A". Resolution No. 16-08 Adopting the Financial Reserves Policy 1 Section 2. This Financial Reserves Policy adopted herein takes effect on July 1, 2016 and Resolution No. 15-14 is hereby rescinded on July 1, 2016. PASSED AND ADOPTED this 23rd day of June 2016 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Ric Collett, President Yorba Linda Water District ATTEST: Marc Marcantonio, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law LLP Resolution No. 16-08 Adopting the Financial Reserves Policy 2 RESOLUTION NO. 16-08 EXHIBIT A FINANCIAL RESERVES POLICY A. GENERAL POLICY: Maintaining adequate reserves is an essential part of sound financial management. The Yorba Linda Water District Board of Directors realizes the importance of reserves in providing reliable service to its customers, financing of long-term capital projects and funding availability for emergencies should the need arise. Interest derived from reserve balances shall be credited to the reserve account from which it was earned. B. CATEGORIES: YLWD shall accumulate, maintain and segregate its reserve funds into the following categories: Restricted and Designated Reserves 1. Board Designated Reserves; and 2. Contractually Restricted Reserves. C. SCOPE: This policy will assist the Board of Directors in establishing: 1. Target levels for reserve funds; 2. Requirements for the use of reserve funds; and 3. Periodic review requirements for each reserve. D. PERIODIC REVIEW: Staff and the YLWD Board shall review the reserve balances and targets annually as a part of the annual budget process. The Finance Staff will continue to review all reserve and investment balances monthly, with a quarterly report going to the full Board. E. RESTRICTED AND DESIGNATED RESERVES: 1. Board Designated Reserves: These are reserve funds earmarked for the purpose of funding such items as new capital facilities, repair or replacement of existing facilities and general operating reserves designated for a specific purpose and use by the Board of Directors. Adopted June 23,2016 Page 1 of 4 1.0 Operating Reserve A. Definition and Purpose— Established to cover temporary cash flow deficiencies that occur as a result of timing differences between the receipt of operating revenue and expenditure requirements and unexpected expenditures occurring as a result of doing business. B. Target Level — The Government Finance Officers Association (GFOA) recommends that funding should be no less than one to two months (or 8% - 17%) of the District's annual operating budget. The District's current target will be a minimum of 8% and a maximum of 17% of the annual operating budget for both the water and sewer funds. C. Events or Conditions Prompting the Use of the Operating Reserve — This reserve may be utilized as needed to pay outstanding operating expenditures prior to the receipt of anticipated operating revenues. 1.1 Emergency Reserve A. Definition and Purpose — Established to provide protection recovery to the District and its customers for losses arising from an unplanned event or circumstance. The reserve level combined with YLWD's existing insurance policies should adequately protect YLWD and its customers in the event of a loss. B. Target Level — Established at a minimum level equal to $1,000,000 for the water fund and shall accumulate interest and annual contributions as determined by the District's annual operation to a maximum level of $4,000,000. The target for sewer will be a minimum of $250,000 and a maximum of$1,000,000. C. Events or Conditions Prompting the Use of the Emergency Reserve — This reserve shall be utilized to cover unexpected losses experienced by the District as a result of a disaster or other unexpected loss. Any reimbursement received by the District from insurance companies as a result of a submitted claim shall be deposited back into the reserve as replenishment for the loss. 1.2 Capital Replacement Reserve A. Definition and Purpose— Established to provide capital repair and replacement funding as the District's infrastructure deteriorates over its expected useful life. B. Target Level — The Board-approved 2010 Asset Management Plan recommended that the annual contribution to this reserve be at a minimum level of $1,820,000 for the water fund and $345,000 for the sewer fund, less money Adopted June 23,2016 Page 2 of 4 set aside for the Maintenance Reserve. Funding with available funds based on the District's operations shall be allocated quarterly. C. Events or Conditions Prompting the Use of the Capital Replacement Reserve Through the annual budget process, staff shall recommend anticipated asset replacement projects. The Board of Directors shall take action to approve recommended project appropriations from the capital replacement reserve. Should unplanned replacement be necessary during any fiscal year, the Board of Directors may take action to amend the budget and appropriate needed funds as required. 1.3 Maintenance Reserve A. Definition and Purpose — Established to provide funding for non-scheduled capital asset repair and replacement. B. Target Level — $200,000 subject to an annual review. C. Events or Conditions Prompting the Use of the Maintenance Replacement Reserve — Unplanned failure of assets including but not limited to pumps, motors and major facility repairs. 1.4 Debt Service Reserve A. Definition and Purpose — Established to provide funding for semi-annually scheduled debt service payments. B. Target Level — The District's highest annual debt service payment — currently $2,723,509. C. Events or Conditions Prompting the Use of the Debt Service Reserve — Semi- annual debt service payments will be made out of this fund, with funding on the water rate replenishing the fund annually. 1.5 Employee Liabilities Reserve A. Definition and Purpose —The purpose is to cover employees' accrued vacation and other compensatory time and to ensure the complete funding associated with the liability incurred for employees whom have met the requirements necessary for district paid health benefits at retirement. B. Target Level —The annual contribution will be $100,000 ($93,000 for water and $7,000 for sewer) to be evaluated and/or adjusted annually thereafter based on an analysis of current employees' vacation and sick time accrued and actuarial determinations of future retiree costs. As of July 1, 2015, an actuary determined that the District's Other Post Employment Benefit (OPEB) liability Adopted June 23,2016 Page 3 of 4 was $2,136,644. When combined with a liability on the District's books for vacation, compensatory and sick time of $1,204,595 at June 30, 2015, the target is projected to be approximately $3,341 ,239 for the combined water and sewer enterprises. C. Events or Conditions Prompting the Use of the Employee Liabilities Reserve — This reserve may be used in the event that operating funds are not adequate to meet vacation, compensatory and sick time paid out or retiree medical cost obligations within the current year. 1.6 Conservation Reserve A. Definition and Purpose — Established to provide funding for district-wide conservation efforts. B. Target Level — Funding shall be established as the net result of administrative penalties assessed less allowed expenditures of each fiscal year. C. Events or Conditions Prompting the Use of the Conservation Reserve — This reserve may be used to fund district-wide conservation efforts in relation to, but not limited to, salary and related, maintenance, and material expenses for leak detection, conservation efforts, and other allowable expenses outside the normal cost of service for each fiscal year. 2. Contractually Restricted Reserves: These are funds held to satisfy limitations set by external requirements established by creditors, grant agencies or law. Examples include stipulated bond covenants and reserves held with a fiscal agent. 2.0 US Bank 2008 COP Reserve A. Definition and Purpose — Established to cover reserve requirements held with a designated fiscal agent (US Bank) for the 2008 Certificates of Participation. B. Target Level — Funding shall be held in an amount equal to $2,147,096. C. Events or Conditions Prompting the Use of the Contractually Restricted Reserve — This reserve may be utilized as needed by the fiscal agent to pay any outstanding debt service payments not covered by the District within the specified billing and due dates. End of Policy Document Adopted June 23,2016 Page 4 of 4 ITEM NO. 8.3 AGENDA REPORT Meeting Date: June 23, 2016 To: Board of Directors From: Marc Marcantonio, General Manager Presented By: Marc Marcantonio, General Manager Prepared By: Annie Alexander, Executive Secretary Subject: California Special Districts Association (CSDA) 2016 Board Elections STAFF RECOMMENDATION: That the Board of Directors consider voting for one of the candidates in the CSDA 2016 Board Election for Seat B in the Southern Network. DISCUSSION: The attached ballot is for the District's use in voting to elect a representative to the CSDA Board of Directors in our network for Seat B. Each of CSDA's six networks has three seats on the Board. Each member district in good standing is entitled to vote for one director to represent its network. Ballots must be received by 5:00 p.m. on Friday, August 5, 2016. Also attached is background information submitted by each candidate. The current incumbent in the expiring seat is Bill Nelson from the Orange County Cemetery District. Mr. Nelson is running for re-election along with John DeMonaco from the Chino Valley Independent Fire District and Ronald Coats from the East Valley Water District. ATTACHMENTS: Name: Description: Type: CSDA Board Election.pdf Backup Material Backup Material RAW California Special Districts Association MINIM Districts Stronger Together CALIFORNIA SPECIAL DISTRICTS ASSOCIATION 2016 BOARD ELECTIONS MAIL BALLOT INFORMATION Dear Member: A mail ballot has been enclosed for your district's use in voting to elect a representative to the CSDA Board of Directors in your Network for Seat B. Each of CSDA's six (6) networks has three seats on the Board. Each of the candidates is either a board member or management-level employee of a member district located in your network. Each Regular Member (district) in good standing shall be entitled to vote for one (1) director to represent its network. We have enclosed the candidate information for each candidate who submitted one. Please vote for only one candidate to represent your network in Seat B and be sure to sign, date and fill in your member district information. If any part of the ballot is not complete, the ballot will not be valid and will not be counted. Please utilize the enclosed return envelope to return the completed ballot. Ballots must be received at the CSDA office at 1112 1 Street, Suite 200, Sacramento, CA 95814 by 5:00pm on Friday, August 5, 2016. If you do not use the enclosed envelope, please mail in your ballot to: California Special Districts Association Attn: 2016 Board Elections 1112 1 Street, Suite 200 Sacramento, CA 95814 Please contact Charlotte Lowe toll-free at 877.924.CSDA or charlottel Qcsda.net with any questions. CSDA BOARD OF DIRECTORS A� AL BALLOT 2016 ELECTION OFFICI .............................................................................................. SOUTHERN ❑ Orange Nelson NETWORK Cemetery District a©oo ❑John DeMonaco """""""""""""""'"°"""""""""""""' Chino Valley Independent Fire District SEAT B t ❑ Ronald Coats term ends 2019 East Valley Water District Please vote for only one. All fields must he completed for ballot to he counted. SIGNATURE: DATE: MEMBER DISTRICT: Must be received by 5pm,August 5,2016.CSDA,1112 1 Street,Suite 200,Sacramento,CA 95814 Re-Elect CSDA President Bilk. Nelson To CSDA Board of Directors 1'II()VI�IN EXPI+�RIl+�\T("P IJI�J�1I)I�T(x SPECIAL DI►'TII SPECIAL I am committed to building on CSDA's present foundation of educational programs and legislative advocacy. My enthusiasm, commitment and comprehensive knowledge of special districts bring years of experience to the t } CSDA Board. It would be an honor to continue serving special districts in the s + Southern Network. Vol EXPERIENCED LEADER ✓ COMMITTED TO SPECIAL DISTRICTS ✓ FISCALLY RESPONSIBLE ✓ DEDICATED CSDA EXPERIENCE ❖ CSDA President 2016 ❖ Served on the Board for five years ❖ Chair of Fiscal Committee 2014 ❖ Membership Committee 2013-16 DISTRICT EXPERIENCE ❖ Appointed to Board of Trustees Orange County Cemetery District in 2003 ❖ Chair of the Board 2006. 2010& 2014. Currently Vice Chair ❖ Chair of Finance Committee 2004 to present OTHER LEADERSHIP EXPERIENCE Board of Directors-California Association of Public Cemeteries 2008 to 2016 ❖ Board of Directors—Institute for Local Government—2016 to present Board of Directors-California Association of Realtors—2004-2012 ❖ Board of Trustees Orange County Mosquito &Vector Control—2016 to present ❖ COMMUNITY INVOLVEMENT- Orange County Grand Jury 2002-2003 ❖ Board of Directors-Orange County Grand Jurors Association 2005 to 2011 ❖ City of Villa Park Investment Advisory Committee-2008 to 2014—Chair last two years ❖ Villa Park Community Services Foundation—Treasurer—2010 to 2014 ❖ Villa Park City Council Member—2014 to present BUSINESS EXPERIENCE ❖ Financial Executive for 25 years with Atlantic Richfield Company (ARCO) &Southern Calif. Gas Co. EDUCATION ❖ MBA Finance University of Southern California ❖ BA Economics California State University Dominguez Hills California Special Districts Association 0 200 Districts Stronger Together 2016 CSDA BOARD CANDIDATE INFORMATION SHEET The following information MUST accompany your nomination form and Resolution/minute order: Name: Biu Neinnn DistrictlCompany: Orange County Cemetery District Title: Trustee P. Vice Chair of the Beard Elected/Appointed/Staff: Appointed Length of Service with District: 13 Year 1. Do you have current involvement with CSDA(such as committees, events, workshops, conferences, Governance Academy, etc.): CSDA 2016 President. Chair of Fiscal Committee -2014, Served on the Board for five years, Served on all of CSDA Committees, attended at least 10 CSDA Legislative Days and Annual Conferences, Received Special District Leadership Foundation Recognition In Special District Governance. 2. Have you ever been associated with any other state-wide associations (CSAC, ACWA, League, etc.): Board of Directors-California Association of Public Cemeteries 2008 to 2016 Board of Directors-Institute For Local Government-2016 to present Board of Directors'-California Association of Realtors -2004 to 2012 3. ListCfocaFgovernmenVinv�ofvement(such as LAFCo, Association of Governments, etc.): City Council Member-City of Villa Park -2014 to present Trustee-Orange County Mosquito and Vector Control District-2016 to present 4. List civic organization involvement: Orange County Grand Jury 2002-2003 Board of Directors-Orange County Grand Jurors Association 2005-2011 City of Villa Park Investment Advisory Committee -2008 to 2014-Chair last two yesrs Villa Park Community Services Foundation -Treasurer-2010 to 2014 "Candidate Statement—Although it is not required, each candidate is requested to submit a candidate statement of no more than 300 words in length. Any statements received in the CSDA office after June 2, 2016 will not be included with the ballot. I am seeking election to a seat on the Board of Directors of the California Special Districts Association. I have served on the Board of Directors of the Chino Valley Independent Fire District for ten years, elected in 2006. 1 am very proud to state that the Fire District is the first fire district to receive the District of Distinction Accreditation from the Special Districts Leadership Foundation (SDI.F). We have been a District of Distinction since 2008. We also hold a District of Transparency Certificate of Excellence. I have completed the SDLF Recognition of Special District Governance. I serve on the CSDA Legislative and the Fiscal Committees. I have previously served on the CSDA Education and Membership committees. I am a retired Fire Chief with 33 years of Fire Service experience. I have been involved in city, county, JPAs and special districts in various capacities. I am currently on the Board of Directors of the Fire Districts Association of California and also serve on the Conference Committee. I am a Past President of the Chino Rotary Club and the current Chairman of the Chino Rotary Foundation. I understand, and I am committed to legislative advocacy for special districts. Special Districts provide one of the most effective,efficient,and accountable forms of local service. It is vital that we continue to work together to influence and monitor policy decisions affecting California special districts. My commitment and extensive experience, education in public service and as a special district board member & policy-maker, provides me with the ability to effectively serve as a CSDA Board Member representing all California Special Districts.I look forward to your support! If you would like to speak with me, I can be reached at (909) 816-8396 or at idemonaco cr,chofire.org John DeMonaco California Special Districts Association ®00® Districts Stronger Ingather 2016 CSDA BOARD CANDIDATE INFORMATION SHEET The following information MUST accompany your nomination form and Resolutionlminute order: Name: John DeMonaco District/Company: Chino Valley Independent Fire District Title: Director Elected/Appointed/Staff. Elected Length of Service with District: 10 Years 1. Do you have current involvement with CSDA(such as committees,events, workshops, conferences, Governance Academy, etc.): I am on the Legislative and Fiscal Committees. I have also served on the Education and Membership Committees. 2. Have you ever been associated with any other state-wide associations(CSAC,ACWA, League, etc.): I am on the Board of Directors for the Fire Districts Association of California. 3. List local government involvement(such as LAFCo,Association of Governments, etc.): N/A 4. List civic organization involvement: I am a member and past president of the Rotary Club of Chino. "Candidate Statement—Although it is not required, each candidate is requested to submit a candidate statement of no more than 300 words in length. Any statements received In the CSDA office after June 2, 2016 will not be included with the ballot. MY FELLOW DA i As Chairman of East Valley Water District I take great pride in the opportunity to serve my community. Prior to joining the Governing Board, I was an active public participant,and felt honored when elected in 2014. 1 firmly believe in the importance of transparent government and public service. With these foundational principles, I look forward to representing this region in a professional manner, as the Southern Network,Seat B, Board of Directors representative for CSDA. I have had the opportunity to work with a number of organizations through CSDA and believe that we all benefit from interacting and sharing experiences. I am a proud lifetime member of the CSDA Leadership Foundation and have participated in a number of trainings opportunities. At East Valley Water District, we have made a commitment to good governance and accountability.This is clearly demonstrated through the numerous awards we have received from the Government Finance Officers Association,CAPIO,CalPERS,and even CSDA. But I am proud to be a part of EVWD for more than the awards, they are an organization that delivers. As a performance based agency, we continue to achieve the impossible. Whether it is constructing a headquarters facility ahead of an already tight schedule, implementing budget based rates to provide customers with rate stability during the drought emergency,or developing a succession plan to prepare for the change in our workforce;we set our sights high to enhance the quality of life of this community. As a CSDA Director, I will bring that passion for good governance and public service. Thank you for your consideration and for allowing me the opportunity to share my experience and perspective. I look forward to serving as a representative on the CSDA Board of Directors. Sincerely, & '.0 y 61��' Ronald Coats EVWD Chairman OS/Z3/16 18:57:41 9898895732 -> 5555 Admin Dept Page 863 z. Califwnir Special Districts Association NOW Aistfkis$tronger TagerhF; 2.01.6-CSO BOA .0.PA DIDAT-EAP FOR[TIA.-TION SHEET, Me f6flowing information MLYST accompany your noroinatton form and Resolutiorilmirvatoorder: Name: . Ronald L.Coats............ - District/Company: East V_.aey.Water District Titio: Chairman of the Boars] Elected./Appointed/Staff: L"Iected Length of Service with District, 2 Years 1. Do you have currant involvement with CSDA(such as committees,events, workshops, conferences,Governance Academy, etc.): .l ,=T,qad$ (�.a.:lifetime member of the.CSDA Leadership Youndation.AddW nnplly. I have,,:, completed ni jup roes CSDA webinars,including the CIDAC series on loc age�icyfkiaiices and investments.Additionally, I have attended annual CODA conferences. 2. Have you ever been associated with any other stat"ide associations (CSAG, ACWA, League,etc.); I am currently affiliated with AMN W'ateReusn� and A WA.�have atten.cie. 4 vp".CWA_.a conference shoe my election, 3. Dist local government involvement(such as LAFCo, Association of Governments, etc.): t I am a member of the__Association of San Bern ino Cat�nt ._S vial I?istrict's, serve on both the citirey s oy-craig�,ht Cammmu fQLIhg., ,&rnard,iW:Corn jitity Q111oU Digrect ( v ars)and the Citizens Oversight Committee for the San Bernardino Unified School District(7 years). 4. List civic organization involvement: Arrowhead United.Way Planning and Allocations and Comm uality.Cabinet fl5. 'e as a._ member and ambassador of the Sara Bernardino C hambeir of Commerce(1.7 ears , Toast axaaste�rs T ._� _. x.... ) International(10 years), American Legion (34 years),and California Sheriffs Association(27 years). "Candidate Statement—Although it is not r6quired, each candidate is requostad to subini€a candidate statement of no more than 300 words in length. Any statements received in the CSDA office after Jura 2, 2M will not be Included with the ballot. 5 Material Distributed Less Than 72 Hours Prior to the Meeting ITEM NO. 8.4. AGENDA REPORT Meeting Date: June 23, 2016 Budgeted: N/A To: Board of Directors Cost Estimate: $0 From: Marc Marcantonio, General Manager Presented By: Steve Conklin, Engineering Mgr Dept: Engr. Reviewed by Legal : N/A Prepared By: Steve Conklin, Engineering Mgr CEQA Compliance: N/A Subject: Request for Letter of Support for City of Anaheim’s Prop 1 Stormwater Improvement Grant Application SUMMARY: On June 22, an email was received from City of Anaheim staff requesting a letter of support from YLWD for the City’s Stormwater Grant Application to the State for a project located near Richfield and La Palma. The request asked that the letter of support be provided to the City of Anaheim by July 1, 2016. STAFF RECOMMENDATION: That the Board of Directors review the attached draft letter of support, provide any necessary revisions to the letter, direct the General Manager to prepare and sign the letter of support and forward it to the City of Anaheim. DISCUSSION: In an email from Anaheim staff, it was requested that YLWD support the City’s Prop 1 Stormwater Grant Application being submitted to the State for a project located near Richfield and La Palma. The email states that the project will help alleviate flooding in the area, and instead will contribute to the reliability of the local groundwater supply by diverting stormwater to OCWD recharge facilities that is normally lost to the Santa Ana River and to the ocean. Anaheim provided a letter template from which the attached draft letter was prepared. In addition, a letter of support for the grant application was provided by OCWD, a copy of which is attached. Material Distributed Less Than 72 Hours Prior to the Meeting ATTACHMENTS: Draft YLWD Letter of Support OCWD’s Letter of Support Backup Material Distributed Less Than 72 Hours Prior to the Meeting DRAFT June 23, 2016 Mr. Thomas Howard Executive Director, CA State Water Board State Water Board Resources Control Board P.O. Box 100 Sacramento, CA 95812-0100 Subject: City of Anaheim Prop 1 Stormwater Improvement Grant, La Palma and Richfield Project Dear Director Howard: Yorba Linda Water District (YLWD) is pleased to support the City of Anaheim's Proposition 1 Storm Water Improvement Grant Program application for the La Palma & Richfield Storm Drain Extension and Storm Water Infiltration Project. The proposed project includes the installation of a diversion system that will transport storm water and dry weather runoff from the project area to an Orange County Water District (OCWD) recharge facility. Currently, storm water from the La Palma and Richfield area flows overland through a deficient concrete-lined storm drain system into the Santa Ana River, resulting in a significant amount of storm water being lost to the Pacific Ocean per year. The proposed project will divert water into OCWD's recharge facilities. This would allow the water to slowly percolate into the groundwater (the source of the majority of North Orange County's drinking water supply),thereby naturally filtering and purifying it. YLWD serves residents of the City of Yorba Linda and portions of Anaheim, Placentia, Brea, and unincorporated Orange County. YLWD utilizes wells that draw from the Orange County ground water basin for a large portion of the water supplied to its service area. YLWD recognizes the importance of capturing and infiltrating storm water, particularly as changes in climate continue to severely impact rainfall in the Southern California region. We urge you support Anaheim's efforts to replenish ground water resources and improve water quality in our community. Sincerely, Marc Marcantonio General Manager Backup Material Distributed Less Than 72 Hours Prior to the Meeting DIRMORS OFFRPRS PHILIP L.ANTHONY President DENIS R.BILODEAU,P.E. CATHY GREEN 4� JORDAN BRANDMAN SHAWN DEWANE First Vice President JAN M.FLORY �, DENIS R.BILODEAU,P.E. CATHY GREEN DINANGUYEN s;R,ace 19�3 Second Vice President ROMAN A.REYNA PHILIP L.ANTHONY STEPHEN R.SHELDON ORANGE COUNTY W A T£R DISTRICT General Manager ROGER C.YOH,P.E. COW":'­_. s�z�unsnwr rra au:�icrrr;ti, MICHAEL R.MARKUS,P.E.,D.WRE July 1, 2016 Mr. Thomas Howard Executive Director, CA State Water Board State Water Board Resources Control Board P.O. Box 100 Sacramento, CA 95812-0100 Re: city of Anaheim Prop 9 Stormwater lr lo-rovelment Grant La Parma ancii' Rich;lield Project Dear Director Howard: Orange County Water District (OCWD) is partnering with the City of Anaheim on its Proposition 1 Stormwater Improvement Grant Program application for the La Palma & Richfield Storm Drain Extension and Stormwater Infiltration project. The proposed project includes the installation of a diversion system that will transport stormwater from the project area to an OCWD recharge facility(either Foster-Huckleberry Basin or the Off- River). This project aligns with the mission of the OCWD, which is to provide reliable, adequate, high-quality water, at the lowest reasonable cost in an environmentally responsible manner. Currently, storm water from the La Palma and Richfield area flows overland through a deficient concrete4ined storm drain system into the Santa Ana River, resulting in an average of approximately 49 acre feet per year of stormwater being lost to the Pacific Ocean. Under the proposed project, this water would be diverted into the OCWD's recharge basins, which have the capacity to take on the additional stormwater from the area, up to and including a 25-year storm event. These basins would allow the stormwater to percolate into the groundwater basin (the source of the majority of North Orange County's drinking water supply), thereby naturally filtering and puffying it. PU BOY 83OU 18700 Ward Street (714)378-3200 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Thomas Howard July 1, 2016 Page 2 of 2 OCWD recognizes the importance of capturing and infiltrating stormwater, particularly as changes in climate continue to severely impact rainfall in the Southern California region. We are eager to partner with the City on this project, including developing any required easements, or license agreements, and assisting in completing any required permitting. We urge you to support this project and our joint effort to improve stormwater infrastructure and replenish the ground water resources in our community. Sincerely, _ Michael R. Markus, P.E., D.WRE, BCEE, F.ASCE General Manager ITEM NO. 10.2 AGENDA REPORT Meeting Date: June 23, 2016 Subject: Joint Agency Committee with City of Yorba Linda (Collett/Beverage) • Minutes of the meeting held May 31, 2016 at 9:00 a.m. • Next meeting scheduled June 28, 2016 at 9:00 a.m. at YL City Hall. ATTACHMENTS: Name: Description: Type: 2016-05-31 - Minutes - YLWD-City of YL.docx Minutes Minutes CITY OF YORBA LINDA `(ORB,q`2C i v y m RPORATEO M`yb Land of Gracious Living YORBA LINDA WATER DISTRICT/ CITY COUNCIL JOINT ADVISORY COMMITTEE MEETING MINUTES May 31 , 2016 9:00 a.m. CALL TO ORDER The Yorba Linda Water District/City Council Joint Advisory Committee meeting convened at 9:00 a.m. in the Council Chambers at 4845 Casa Loma Avenue, Yorba Linda. PLEDGE OF ALLEGIANCE City Manager Mark Pulone ROLL CALL Committee Members City Council: Gene Hernandez, Tom Lindsey Water District: Mike Beverage, Ric Collett Staff Members: Marc Marcantonio (absent), Damon Micalizzi, Mark Pulone PUBLIC COMMENTS None YLWD/CC Joint Advisory Committee Minutes May 31,2016 Page 2 of 2 ACTION CALENDAR 1. Minutes of the YLWD/City Council Joint Advisory Committee meeting held on April 26, 2016. The YLWD/City Council Joint Advisory Committee approved the minutes of the April 26, 2016 meeting. DISCUSSION ITEMS 2. Drought Response, Water Conservation/Administrative Penalty Ordinances, and Community Outreach Efforts President Ric Collett stated that the State Water Resources Control Board (SWRCB) is requiring local agencies and regions to submit by June 22nd their conservation goals. The Yorba Linda Water Board discussed moving down to Stage 1 of the District's Conservation Ordinance which is 10% conservation. The Board will be revising the budget based on the new 10-15% conservation goal and a workshop is scheduled for June 14t" President Ric Collett said that residents continue to do well in conservation, and reported that April's conservation was at 36%. Director of Public Works/City Engineer Michael Wolfe gave an update on the City's Landscape Transition Design project. A kickoff meeting was held in early May as well as a couple of site visits with the landscape architect. A report on landscape design concepts for demonstration sites will be submitted to Council at the June 7t" meeting followed by outreach meetings with the community in August. 3. Potential Future Agenda Items Vice President Mike Beverage suggested adding a future discussion regarding the City's thoughts and goals on the rejected Proposition 218 votes and the potential costs if these areas come back to the YLWD. A discussion ensued on the utilization of the administrative penalty money. Vice President Beverage said that the funds would remain in programs. President Collett stated that the Board will be discussing the matter at the next meeting. ADJOURNMENT City Manager Pulone adjourned the meeting at 9:28 a.m. to the next Yorba Linda Water Board/City Council Advisory Committee Joint meeting on Tuesday, June 28, 2016 at 9:00 a.m. YLWD/CC Joint Advisory Committee Minutes May 31,2016 Page 2 of 2 ITEM NO. 10.3 AGENDA REPORT Meeting Date: June 23, 2016 Subject: Interagency Committee with City of Placentia and Golden State Water Company (Collett/Kiley) • Minutes of the meeting held May 9, 2016 at 3:00 p.m. • Next meeting yet to be scheduled. ATTACHMENTS: Name: Description: Type: 2016-05-09 - Minutes - YLWD-City of Placentia- Minutes Minutes GSWC.doc MINUTES OF THE YORBA LINDA WATER DISTRICT INTERAGENCY COMMITTEE MEETING WITH CITY OF PLACENTIA AND GSWC Monday, May 9, 2016, 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The May 9, 2016 YLWD/City of Placentia/GSWC interagency committee meeting was called to order at 3:00 p.m. The meeting was held in the Training Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL YLWD COMMITTEE MEMBERS YLWD STAFF Ric Collett, President Marc Marcantonio, General Manager Bob Kiley, Director Steve Conklin, Engineering Manager Damon Micalizzi, Public Information Manager CITY OF PLACENTIA MEMBERS CITY OF PLACENTIA STAFF Jeremy Yamaguchi, Mayor Luis Estevez, Public Works Manager Craig Green, Mayor Pro Tern GSWC COMMITTEE MEMBERS OTHER ATTENDEES Ken Vecchiarelli, General Manager Brett Barbre, Director, MWD & MWDOC Del Webb, Superintendent 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. Minutes of the YLWD/City of Placentia/Golden State Water Company Interagency Committee Meeting held March 8, 2016 The minutes for this meeting were approved as presented. 5. DISCUSSION ITEMS 5.1. Enforcement of Governor's Mandate on Water Use Restrictions YLWD staff provided an overview of the Governor's latest executive order extending the drought emergency declaration. 1 5.2. YLWD Drought Response, Water Conservation/Administrative Penalty Ordinances, and Community Outreach Efforts District staff reported a 37% cumulative conservation achievement thus far. Due to this success and the 8% credit received from the SWRCB for indirect potable reuse and growth, the Board opted to suspend administrative penalties beginning in May. 5.3. GSWC Drought Response, Water Conservation Statute, Rule 14.1 , Schedule 14.1, and Community Outreach Efforts Mr. Vecchiarelli updated the Committee on GSWC's conservation numbers to date. 5.4. City of Placentia Compliance with Drought Mandate City staff reported that to date, their agency had been in compliance with the State's conservation mandate. 5.5. State Water Supply Conditions and MWD Allocation Director Barbre reported that Metropolitan's storage levels were improving and that its Board had voted to discontinue allocations. 5.6. OCWD Groundwater Replenishment Rates and Basin Production Percentage for FY 2016/17 It was reported that for FY 2016/17, the replenishment assessment will be $402/AF and the basin production percentage will be 75%. 5.7. Status of GSWC Capital Projects Mr. Vecchiarelli provided an update regarding GSWC's capital projects. 5.8. City of Placentia RFP and Contract for Sewer Maintenance Services Mr. Micalizzi inquired about the status of the RFP and the District's missed opportunity to bid. 5.9. Items for Next Agenda None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 4:05 p.m. The next YLWD/City of Placentia/GSWC Interagency Committee meeting has not been scheduled. DM 2 ITEM NO. 12.1 AGENDA REPORT Meeting Date: June 23, 2016 Subject: Meetings from June 24, 2016 - July 31, 2016 ATTACHMENTS: Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: June 2016 Citizens Advisory Committee Meeting Mon,Jun 27 8:30AM Melton Joint Committee Meeting with City of Yorba Linda Tue,Jun 28 9:OOAM Collett/Beverage Yorba Linda Planning Commission Wed, Jun 29 6:30PM Hawkins ISDOC Thu,Jun 30 11:30AM Kiley July 2016 District Offices Closed Mon,Jul 4 7:OOAM Yorba Linda City Council Tue,Jul 5 6:30PM Beverage MWDOC Wed,Jul 6 8:30AM Melton OCSD Operations Committee Wed,Jul 6 5:OOPM Kiley/Beverage OCWD Wed,Jul 6 5:30PM Collett Board of Directors Special Meeting Thu,Jul 7 8:30AM WACO Fri,Jul 8 7:30AM Hawkins/Kiley LAFCO Wed,Jul 13 8:OOAM Beverage(As Needed) Yorba Linda Planning Commission Wed,Jul 13 6:30PM Melton Board of Directors Regular Meeting Thu,Jul 14 8:30AM Yorba Linda City Council Tue,Jul 19 6:30PM Collett MWDOC Wed,Jul 20 8:30AM Melton OCWD Wed,Jul 20 5:30PM Kiley Board of Directors Special Meeting Thu,Jul 21 8:30AM Citizens Advisory Committee Meeting Mon,Jul 25 8:30AM Melton Interagency Committee Meeting with MWDOC and OCWD Tue,Jul 26 4:OOPM Collett/Melton OCSD Wed,Jul 27 6:OOPM Kiley/Beverage Yorba Linda Planning Commission Wed,Jul 27 6:30PM Hawkins Board of Directors Regular Meeting Thu,Jul 28 8:30AM 6/16/2016 7:40:25 AM