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2017-01-12 - Board of Directors Meeting Agenda Packet
AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 12, 2017, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL J. Wayne Miller, President Al Nederhood, Vice President Andrew J. Hall, Director Phil Hawkins, Director Brooke Jones, Director 4. ADDITIONS/DELETIONS TO THE AGENDA 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports 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 November 10, 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 $1,275,459.46. 7.3. District Janitorial Contract Recommendation: That the Board of Directors authorize the General Manager to execute a 3-year maintenance contract with Omni Clean Enterprise, Inc. for a total estimated cost of $104,650 (not including equipment repairs, equipment replacement, etc. and/or annual OC Consumer Price Index multiplier adjustments). 7.4. Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 18020 Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 18020, Job No. 201606. 7.5. Terms and Conditions for Sewer Service with Javier Brito, 5192 Mountain View Ave Recommendation: That the Board of Directors approve the Terms and Conditions for Sewer Service with Javier Brito, 5192 Mountain View Ave, Job No. 201617S. 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. Refunding Revenue Bonds, Series 2017A Recommendation: That the Board of Directors consider: (1) proceeding with the issuance of the Refunding Revenue Bonds (Series 2017A); (2) deferring action on this matter until later this calendar year; or (3) repealing Resolution No. 16-17 and cancelling issuance of these same bonds. 8.2. Revisions to Meeting Assignments Recommendation: That the Board of Directors consider revising the committee, agency, and intergovernmental meeting assignments for the 2017 calendar year. 8.3. Modifying Schedule for Regular Meetings and Other Potential Revisions to Board of Directors Policies and Procedures Recommendation: That the Board of Directors consider modifying the schedule for regular meetings and provide direction to staff regarding other potential revisions to the Board of Directors Policies and Procedures Manual. 8.4. Reorganization of Citizens Advisory Committee Recommendation: That the Board of Directors provide direction to staff regarding the future of the Citizens Advisory Committee. 9. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District’s interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This portion of the agenda may also include items for information only. 9.1. Role of the Board and Best Governance Practices 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports · MWDOC Elected Officials Forum - January 5, 2017 (Jones/Miller/Nederhood) 10.2. General Manager's Report 10.3. General Counsel's Report 10.4. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) · Next meeting scheduled January 24, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Nederhood) · Next meeting yet to be scheduled. 11.3. Interagency Committee with City of Placentia and Golden State Water Company (Miller/Nederhood) · Next meeting yet to be scheduled. 11.4. Citizens Advisory Committee (TBD) · Next meeting scheduled January 23, 2017 at 8:30 a.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL City Council - January 3, 2017 (Miller) 12.2. MWDOC Board - January 4, 2017 (Nederhood/Jones) 12.3. OCWD Board - January 4, 2017 (Jones) 12.4. WACO - January 6, 2017 (Jones/Hawkins/Miller/Nederhood) 12.5. LAFCO - January 11, 2017 (Nederhood - As Needed) 12.6. YL Planning Commission - January 11, 2017 (Hawkins) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from January 13, 2017 - March 31, 2017 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. MWDSC Local Infrastructure Tour - February 3, 2017 MWDSC State Water Project and Sacramento-San Joaquin Delta Inspection Trip - February 24-26, 2017 MWDSC Hoover Dam / Colorado River Aqueduct Inspection Trip - April 7-9, 2017 CSDA Special District Leadership Academy Conference - April 23-26, 2017 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. Conference with Legal Counsel - Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Julie Lonsdale vs. Yorba Linda Water District (OC Superior Court - Case No. 00808246) 16. ADJOURNMENT 16.1. The next Regular Board of Directors Meeting will be held Thursday, January 26, 2017 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: January 12, 2017 Subject:Minutes of the Board of Directors Regular Meeting held November 10, 2016 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 2016-11-10_-_Minutes_-_BOD.doc Minutes Minutes Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 1 2016-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, November 10, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 10, 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 Mr. Marcantonio led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Mike Beverage, Vice President Steve Conklin, Engineering Manager Phil Hawkins, Director John DeCriscio, Operations Manager Bob Kiley, Director Delia Lugo, Finance Manager Gary Melton, Director Damon Micalizzi, Public Information Manager Art Vega, Information Technology Manager Annie Alexander, Executive Secretary Cindy Botts, Water Consv Sup/Mgmt Analyst Amelia Cloonan, Human Resources Analyst Laurie McAllaster, Records Mgmt Admin Kelly McCann, Senior Accountant Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Brett Barbre, Director, MWDSC and MWDOC 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director’s Report None. Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 2 6. PUBLIC COMMENTS President Collett extended his congratulations to the Directors Elect. Dr. J. Wayne Miller, Director Elect, thanked President Collett for his remarks and stated that he and the other Directors elect were ready to help with a smooth transition. Mr. Kent Ebinger, resident, thanked President Collett for his remarks and commented on the upcoming transition following the election and his thoughts regarding the principles of the Directors Elect. Mr. Al Nederhood, Director Elect, thanked the current Board for their efforts over the previous years and commented on the results of the recent election, his personal reasons for running for office, and reports of inappropriate behavior of members of the public towards the Board and District staff. He also stated that he was looking forward to working with the new Board, staff and YLWD’s Citizens Advisory Committee, and shared his thoughts regarding the Directors Elect and matters of personal importance related to the District’s operations. 7. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Regular Meeting held October 13, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting held October 17, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held October 27, 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 $547,205.31. Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 3 7.5. Change Order No. 2 for Well No. 21 Wellhead Equipping Project Recommendation: That the Board of Directors approve Change Order No. 2 in the amount $2,809.00 (a credit to the District) and no additional calendar days to Pascal and Ludwig Constructors for construction of the Well No. 21 Well Head Equipping Project, Job No. 200711. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report President Collett again extended his congratulations to the Directors Elect and thanked staff for their work supporting the District’s operations. 8.2. Directors' Reports The Directors reported on their attendance at the following event. YL Town Center Groundbreaking – November 1, 2016 (Collett/Hawkins/Kiley) Director Melton thanked staff for their efforts during his tenure, and thanked the Board for their help over the years. 8.3. General Manager's Report Mr. Marcantonio asked each of the managers (or their designees) to provide a report regarding activities within their respective departments. Mr. Conklin reported on the status of various construction projects and the Esperanza Hills development project. Mr. DeCriscio reported on the status of repairs and estimated costs for Well No. 15 and water production trends during the month. Mrs. Delia Lugo thanked the current Board for their leadership and congratulated the Directors Elect. She then reported on recent meetings with Standard & Poor’s and Fitch and noted that the quarterly financial reports would be presented at the next regular Board meeting. Mr. Vega reported on the status of the lease agreement with Konica Minolta, issues with the District’s main phone line, and the number of blocked threats during the previous and current month. Mr. Micalizzi thanked the current Board for their service and extended his congratulations to the Directors Elect. He then reported on the District’s water conservation percentage for the previous month and recent activities of the State Water Resources Control Board. Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 4 Mr. Marcantonio congratulated the Directors Elect and expressed his appreciation for the current Board. He then reported on the process of refinancing the District’s 2008 Certificates of Participation. 8.4. General Counsel's Report Mr. Gagen echoed Mr. Marcantonio’s comments in regards to the outgoing and incoming directors. President Collett briefly commented on the status of certifying the election results. 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) Next meeting is scheduled November 22, 2016 at 4:00 p.m. 9.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) Minutes of the meeting held October 26, 2016 at 11:00 a.m. were included in the agenda packet. Next meeting is scheduled November 22, 2016 at 9:00 a.m. at YL City Hall. 9.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett / Kiley) Next meeting is yet to be scheduled. 9.4. Citizens Advisory Committee (Melton) Minutes of the meeting held October 24, 2016 at 8:30 a.m. were included in the agenda packet. Next meeting is scheduled November 28, 2016 at 8:30 a.m. Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 5 10. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. 10.1. YL City Council – November 1, 2016 (Beverage) 10.2. MWDOC Board – November 2, 2016 (Melton) 10.3. OCSD Operations Committee – November 2, 2016 (Kiley/Beverage) 10.4. OCWD Board – November 2, 2016 (Collett) 10.5. WACO – November 4, 2016 (Kiley) 10.6. LAFCO – November 9, 2016 (Beverage – As Needed) Director Beverage did not attend this meeting. 10.7. YL Planning Commission – November 9, 2016 (Melton) 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from November 11, 2016 – December 31, 2016 The Board reviewed the activity calendar. President Collett noted that he wasn’t available to attend the YL City Council meeting on November 15, 2016. 12. CLOSED SESSION The meeting was adjourned to Closed Session at 9:10 a.m. All Directors in attendance were present. Also present were Messrs. Gagen, Marcantonio and Micalizzi. 12.1. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Julie Lonsdale vs. Yorba Linda Water District (OC Superior Court – Case No. 00808246) 12.2. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District vs. Orange County Water District (OC Superior Court – Case No. 00858584) Minutes of the YLWD Board of Directors Regular Meeting Held November 10, 2016 at 8:30 a.m. 6 Mr. Marcantonio and Mr. Micalizzi left the Closed Session prior to discussion of the following matters. 12.3. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 12.4. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representative: Ric Collett Unrepresented Employee: General Manager The Board reconvened in Open Session at 9:40 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 13. ADJOURNMENT 13.1. The meeting was adjourned at 9:41 a.m. The next Regular Board of Directors Meeting will be held Monday, November 21, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.2 AGENDA REPORT Meeting Date: January 12, 2017 Budgeted:Yes To:Board of Directors Cost Estimate:$1,275,459.46 Funding Source:All Funds From:Marc Marcantonio, General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Reviewed by Legal:N/A Prepared By:Richard Cabadas, Accounting Assistant I CEQA Compliance:N/A 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 $1,275,459.46. DISCUSSION: The major items on this disbursement list are as follows: A wire of $7,756.27 to So. California Gas Co. for November 2016 gas charges at multiple locations; a wire of $42,031.22 to So. California Edison for November 2016 electricity charges at multiple locations; a check of $113,341.93 to ACWA/JPIA for January 2017 medical and dental premium; and a check of $319,982.64 to Orange County Water District for Annexation charges for FY15/16. The balance of $245,328.14 is routine invoices. The Accounts Payable check register total is $728,440.20; Payroll No. 25 total is $266,347.70; Payroll No. 26 total is $280,671.56 and the disbursements of this agenda report are $1,275,459.46. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name:Description:Type: 17-CS_0112.pdf CAP SHEET Backup Material 17_CC_0112.pdf CREDIT CARD SUMMARY Backup Material CkReg011217.pdf CHECK REGISTER Backup Material January 12, 2017 CHECK NUMBERS & WIRES: Computer Checks 68898—68984 $ 678,652.71 ____________ $ 678,652.71 WIRES: W 121616 So. California Gas Co. $ 7,756.27 W122216 So. Cal Edison $ 42,031.22 ____________ $ 49,787.49 TOTAL OF CHECKS & WIRES $728,440.20 PAYROLL NO. 25: Direct Deposits $ 169,113.04 Third Party Checks 6561—6572 $ 50,299.10 Payroll Taxes $ 46,935.56 $ 266,347.70 PAYROLL NO. 26: Direct Deposits $ 176,064.44 Third Party Checks 6573—6581 $ 51,505.57 Payroll Taxes $ 53,101.55 $ 280,671.56 TOTAL OF PAYROLLS $547,019.26 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,275,459.46 ================================================================== APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF January 12, 2017 ==================================================================. Date Vendor Name Amount Description 12/8/2016 Komatsu Forklift 426.57 Forklift maintenance 12/8/2016 Newark Element 14 52.25 Terminal blocks - SCADA 12/12/2016 OC ARMA 105.00 Document recovery training - Knight, Millen & McAllaster 12/12/2016 Calwest Galvanizing 299.75 Galvanized grate 12/12/2016 CSMFO 370.00 Travel Expense - CSMFO Annual Conference - Lugo, D 12/12/2016 LA Times 7.96 LA times digital subscription 12/12/2016 McMaster Carr 289.13 Production parts 12/12/2016 Ralphs 26.96 Breakroom supplies 12/12/2016 Smart & Final 53.96 Breakroom supplies 12/12/2016 Orchard Supply Hardware 92.82 Shop supplies 12/13/2016 Praxair 94.35 Welding supplies 12/13/2016 Minuteman Press 486.00 Business cards - BOD & District employees 12/13/2016 Sunstate Equipment 343.08 Cutting saw rental 12/14/2016 Orchard Supply Hardware 58.29 Tools & equipment 12/14/2016 Bonefish Grill 172.30 Finance meeting with Fieldman Rolapp - (7 attendees) 12/14/2016 First Aid Supplies Online 59.94 (4) First aid bags for fleet vehicles 12/14/2016 ASCE 295.00 ASCE memberhsip dues 12/14/2016 Orchard Supply Hardware 21.59 Hedge shears 12/15/2016 Southwest Airlines 188.68 Travel Expense - CSMFO Annual Conference - Lugo, D 12/15/2016 Shamrock 54.41 Tools & equipment 12/15/2016 Dan Copp Crushing 200.00 Road material disposal 12/15/2016 Orchard Supply Hardware 36.22 Hardware supplies 12/19/2016 Online Collections 463.86 Utility exchange report and collection fees 12/19/2016 Answer One Communications 436.75 After hours answer service 12/19/2016 Smog Tech 495.00 Smog test - multiple vehicles 12/19/2016 Amazon.com 19.43 Smart phone case - Walkemeyer, R 12/19/2016 Cal State University, Sacramento 50.00 Water treatment plant operation training program 12/20/2016 Amazon.com 329.00 Time lapse construction camera 12/20/2016 Home Depot 15.12 Landscape repair - red bricks 12/20/2016 Home Depot 168.13 Material & tools supplies 12/21/2016 Fitness Grill 179.96 Budget meeting - IT & Finance departments (10 attendees) 12/25/2016 FTP Today 7.74 ylwd.ftptoday.com storage upgrade 5,899.25 Cal Card Credit Card U S Bank 12/08/16 - 12/25/16 Check No.Date Vendor Name Amount Description 68909 01/12/2017 ACWA/JPIA 113,341.93 MEDICAL & DENTAL PREMIUM - JANUARY 2017 68910 01/12/2017 Alfredo Vargas 624.54 TRAVEL EXPENSE - 2016 CITYWORKS CONFERENCE 68911 01/12/2017 Alternative Hose Inc.152.22 HOSE ASSEMBLY - #145 68912 01/12/2017 Anaheim Wheel & Tire 60.00 MOUNT AND BALANCE #173 68913 01/12/2017 Annie Alexander 2,760.49 EDUCATION TUITION REIMBURSEMENT 68914 01/12/2017 Aqua-Metric Sales Co.19,417.33 WAREHOUSE STOCK - METER 68915 01/12/2017 Aramark 1,069.41 UNIFORM SERVICE 68928 01/12/2017 ARC 20.00 PW DOC/BID MANAGEMENT 68917 01/12/2017 AT & T 47.16 CIRCUIT #78KS315PT 68916 01/12/2017 AT & T - Calnet3 3,324.61 ATT CALNET3 -11/12/16-12/11/16 68918 01/12/2017 Autoscribe Corporation 731.75 PAYMENT VISION GATEWAY 68919 01/12/2017 B & M Lawn and Garden Inc 176.37 EQUIPMENT MAINTENANCE #E206 68920 01/12/2017 BrightView Tree Care Services Inc.10,182.00 TREE REMOVAL AT 5252 1/2 HIGHLAND AVE. 68921 01/12/2017 Brooke Jones 1,006.30 REIMBURSEMENT - TABLET/PC 68930 01/12/2017 C. Wells Pipeline 626.40 WATER SERVICE REPAIR PARTS 68922 01/12/2017 CalCard US Bank 5,899.25 CREDIT CARD TRANSACTIONS FOR DECEMBER 2016 68923 01/12/2017 CDW Government, Inc 1,200.15 NETWORKING EQUIPMENT 68924 01/12/2017 City Of Anaheim 37,738.66 RICHFIELD & LAKEVIEW -ELECTRICITY CHARGES- 11/9/16 - 12/12/16 68925 01/12/2017 Clinical Lab. Of San Bern.1,670.00 WATER QUALITY - SAMPLES 68926 01/12/2017 CNA Surety 350.00 BOND - ALEXANDER #71230777 68927 01/12/2017 Coastline Equipment 229.47 VEHICLE MAINTENANCE - #145 68929 01/12/2017 Culligan of Santa Ana 2,083.31 EQUIPMENT PE SOFTENER - 12/16 68906 01/12/2017 DANNI HAN 153.07 CUSTOMER REFUND 68931 01/12/2017 Dapper Tire Co. Inc.783.13 TIRE REPLACEMENT - #173 & #188 68933 01/12/2017 Dean Criske Trucking 750.61 BASE MATERIAL 68898 01/12/2017 DEIRDRE WILLIAMS 207.64 CUSTOMER REFUND 68932 01/12/2017 Delta Wye Electric, Inc.574.98 WELL 15 SWITCH GEAR REPAIR 68934 01/12/2017 Eisel Enterprises, Inc.1,845.18 METER BOX, LID & COVER 68935 01/12/2017 Elite Equipment Inc 3,589.70 EQUIPMENT - #E219 - HUSQVARNA 14" SAW & #E220 - RAMMER MTX 60 68936 01/12/2017 Engine Saver Reboring 866.60 ENGINE MAINTENANCE - WELL 1 68937 01/12/2017 Fairway Ford Sales, Inc.810.69 VEHICLE MAINTENANCE - #173, 182, & 186 68938 01/12/2017 Fleet Services, Inc 117.76 SMOG TEST - #168 68939 01/12/2017 Fry's Electronics 282.92 IT HARDWARE 68940 01/12/2017 Haaker Equipment Co.6,757.57 #168 TUBE REPLACEMENTS 68941 01/12/2017 Harrington Industrial 188.25 CL2 REPLACEMENT PARTS 68905 01/12/2017 HUNTINGTON WEST PROPERTIES, INC 425.86 CUSTOMER REFUND 68942 01/12/2017 Infosend Inc.12,558.50 POSTAGE BILLING - MONTHLY FEE 68944 01/12/2017 J.G. Tucker & Son Inc 2,120.40 TOOLS & EQUIPMENT 68943 01/12/2017 Jackson's Auto Supply - Napa 666.43 VEHICLE MAINTENANCE - #147, 161, 164, 170, 173 & 196 68903 01/12/2017 JEWELS MCDONALD 160.93 CUSTOMER REFUND 68945 01/12/2017 John R Brundahl III 207.20 EDUCATION REIMBURSEMENT - WATER TREATMENT 68900 01/12/2017 KATHLEEN EPPERSON 390.34 CUSTOMER REFUND 68946 01/12/2017 Konica Minolta Business 567.00 LEASE BIZHUB C552 & 181 68902 01/12/2017 KPI ULTRASOUND INC 212.76 CUSTOMER REFUND 68947 01/12/2017 Lancab, Inc.13,630.92 VOIP CABLING - CAT5E 68949 01/12/2017 Littlejohn-Reuland Corporation 2,281.57 MAINTENANCE 68951 01/12/2017 Marc Marcantonio 412.38 TRAVEL EXPENSE & MILEAGE REIMBURSEMENT - DECEMBER 2016 68950 01/12/2017 Marina Landscape, Inc 4,114.68 MONTHLY MAINTENANCE - NOVEMBER 2016 68952 01/12/2017 Mc Fadden-Dale Hardware 549.24 HARDWARE SUPPLIES 68953 01/12/2017 Mc Master-Carr Supply Co.125.92 MECHANIC SHOP SUPPLIES 68954 01/12/2017 Measurement Control Systems, Inc 144.91 TOOLS & EQUIPMENT 68955 01/12/2017 Morton Salt, Inc.2,541.65 COARSE SALT 68956 01/12/2017 Murcal, Inc.1,772.93 THROTTLE CONTROL - WELL 18 68957 01/12/2017 NatPay Online Business Solutions 35.10 DOCULIVERY - NOVEMBER 2016 68958 01/12/2017 Nickey Kard Lock Inc 4,950.20 FUEL - 12/1/16 - 12/15/16 68959 01/12/2017 Office Solutions 986.55 OFFICE SUPPLIES 68960 01/12/2017 Orange County - Fire Authority 727.00 MULTIPLE PERMITS 68961 01/12/2017 Orange County - Tax Collector 537.18 APPLICATION & ENCROACHMENT PERMIT #2016-00924 68962 01/12/2017 Orange County Water District 319,982.64 ANNUAL ANNEXATION CHARGE - FY15/16 Yorba Linda Water District Check Register For Checks Dated: 12/23/2016 thru 01/12/2017 68966 01/12/2017 P.T.I. Sand & Gravel, Inc.671.48 MATERIAL - +30 FILL SAND 68963 01/12/2017 Plumbers Depot Inc.302.40 TOOLS & EQUIPMENT 68964 01/12/2017 Powerstride Battery 781.85 BATTERY REPLACEMENT- #147 & 180 68965 01/12/2017 Praxair Distribution 154.06 WELDING SUPPLIES 68967 01/12/2017 Quinn Company 8,131.49 MAINTENANCE - WELL 1 68968 01/12/2017 R.E. Michel Company, LLC 1,768.83 AC PARTS & MATERIALS 68976 01/12/2017 Rachel Padilla/Petty Cash 466.53 PETTY CASH - Y121516, O122716, & Y122816 68969 01/12/2017 RKI Engineering, LLC 9,100.00 J09-22#21 - SCADA SUPPORT 68970 01/12/2017 Robyn Shaw 583.25 TRAVEL EXPENSE - 2016 CITYWORKS CONFERENCE 68971 01/12/2017 Safety-Kleen Systems Inc 540.73 HAZARDOUS MATERIAL DISPOSAL 68972 01/12/2017 Sanders Paving, Inc.34,041.35 ASPHALT REPAIR - (45) LOCATION 68973 01/12/2017 SC Prime Source Inc.4,800.00 JANITORIAL SERVICE - DECEMBER 2016 68974 01/12/2017 Security Solutions 605.00 SECURITY - DOOR LOCK MAINTENANCE 68975 01/12/2017 Shape Products Co.266.59 CL2 PARTS 68899 01/12/2017 SHAPELL PROPERTIES 15.18 CUSTOMER REFUND W122216 12/22/2016 So. California Edison 42,031.22 ELECTRICAL FEES - MULTIPLE LOCATIONS - NOVEMBER 2016 W121616 12/16/2016 So. California Gas Co.7,756.27 GAS FEES - MULTIPLE LOCATIONS - NOVEMBER 2016 68977 01/12/2017 Suburban Propane 300.00 J10-11B - PROPANE SERVICE 68978 01/12/2017 Sunstate Equipment Co 808.08 FORKLIFT RENTAL 68901 01/12/2017 SUSANNA RIOS 4.29 CUSTOMER REFUND 68948 01/12/2017 The Lighthouse Inc.2,230.20 VEHICLE EQUIPMENT - #212 & 213 68979 01/12/2017 The Shredders 60.00 SHRED SERVICE 68980 01/12/2017 Time Warner Cable 3,951.90 MONTHLY INTERNET & TELEPHONE SERVICES 68904 01/12/2017 ULVEN ENTERPRISES - CHRISTMAS TREES R US 888.80 CUSTOMER REFUND 68981 01/12/2017 United Industries 774.67 PPE EQUIPMENT & CLEANING SUPPLIES 68983 01/12/2017 United Water Works, Inc.12,819.38 WAREHOUSE STOCK 68982 01/12/2017 UNUM Life Insurance Co. of America 3,631.98 LIFE, AD&D, STD, LTD - JANUARY 2017 68984 01/12/2017 West Coast Safety Supply Co 1,116.27 TOOLS & EQUIPMENT 68908 01/12/2017 WESTERN PACIFIC HOUSING INC.40.32 CUSTOMER REFUND 68907 01/12/2017 ZOYA KAO 56.34 CUSTOMER REFUND 728,440.20 ITEM NO. 7.3 AGENDA REPORT Meeting Date: January 12, 2017 Budgeted:Yes Total Budget:$65,000 approved 2016/17 To:Board of Directors Cost Estimate:$104,650 for 35 months Funding Source:Operating Funds From:Marc Marcantonio, General Manager Account No:1-5060-0600-35 Presented By:John DeCriscio, Operations Manager Dept:Operations Reviewed by Legal:Yes Prepared By:Javier Martinez, Water Prod. Superintendent CEQA Compliance:N/A Subject:District Janitorial Contract SUMMARY: Under the Board of Directors Procurement and Purchasing Policy Resolution No. 13-03, Section 4, Contractual Services Policy, which describes the procedures and authority for professional services such as engineering consultants, legal counsel, auditors, etc. as identified in the budget. A contractual agreement in the dollar amount of more than $25,000 requires three written proposals and the authority of the General Manager under the direction of the Board of Directors in order to award the contract. STAFF RECOMMENDATION: That the Board of Directors authorize the General Manager to execute a 3-year maintenance contract with Omni Clean Enterprise, Inc. for a total estimated cost of $104,650 (not including equipment repairs, equipment replacement, etc. and/or annual OC Consumer Price Index multiplier adjustments). DISCUSSION: On Sunday November 20, 2016, the District advertised in the Orange County Register for Janitorial Contract Services. Prospective contractors interested in providing janitorial services to the District were required to attend a job walk and then submit their bids by December 7, 2016 at 2 pm. Four proposals were received by prospective contractors and evaluated by staff. Staff is recommending the second low bidder for the reasons stated below. The criteria for the selection of the contractor for the Janitorial Contract included bid cost and references. Upon review of the reference information provided, District Staff determined that the second lowest bid (Omni Clean Enterprise, Inc.) met the qualifications to be awarded the Janitorial Contract. Their bid was a difference of $219/month from lowest bid. Omni Clean Enterprise, Inc. currently provides janitorial service to Orange County Public Works, Orange county Health Care Agency, and the City of La Palma. Staff is not recommending the low bidder, Semilla Landscape Corporation because the information we received from their reference list suggest that they perform pressure washing duties. It appears that they are primarily a Landscape Services company recently venturing into the Janitorial Services Industry and currently have a couple small contracts. Staff is of the opinion that we will receive better service using Omni Cleaning Enterprise Inc., because Omni has a history of providing these services to similar agencies as the Yorba Linda Water District. The information received from their references was highly in line with our janitorial needs. Omni Enterprise Inc. was the next lowest bid. The contract term will be 35 months for a total of $104,650 or $33,000 for the first 11 months and then $35,825 the second and third year, excluding annual adjustments for Orange County CPI, the budget for this item is approved annually and has been approved in the Fiscal Year 2016/17 Budget at $65,000. ATTACHMENTS: Name:Description:Type: Omni_Clean_Inc_Proposal.pdf Proposal for Janitorial Services Backup Material Yorba Linda Water District Raliab;a,Trusted and Independent MrWreTnan i00Yars PROPOSAL BY Omni Enterprise Inc. DBA OmniClean (Bidder) FOR JANITORIAL SERVICE Contract No. OPS-113016-01 Yorba Linda Water District 1717 Miraloma Placentia, California 92870 The undersigned Bidder submits the following bid for Janitorial Service after carefully examining the Contract Documents. Bidder proposes and agrees to furnish all labor, materials, equipment, tools, transportation and services necessary to do Janitorial Service for the Yorba Linda Water District ("Owner") during the term of this contract, as specified in the Contract Documents, for: Janitorial Service: $ 2,990.00 Fixed Flat Rate (Monthly)—Not to Exceed. The Owner reserves the right to reject any and all Proposals, to waive any irregularities or to award the Contract to other than the lowest Bidder. THE BIDDER UNDERSTANDS AND AGREES THAT: I. All prices are to include sales tax and delivery of Contractor furnished materials to the Site. 2. The Bidder is responsible for all words and figures inserted in this Proposal, and Owner will in no way be responsible for any errors or omissions in the preparation of this Proposal. 3. If requested by the Owner, the Bidder shall furnish a notarized financial statement, references, and other information sufficiently comprehensive to permit an appraisal of its current financial condition. 4. This Proposal may be withdrawn by the Contractor before the time fixed in the public notice for the opening of the proposals. Following the time fixed in the public notice for the opening of the proposals, this Proposal may not be withdrawn for a period of sixty (60) days. Any request to withdraw this Proposal as provided for herein must be made in writing to the Owner. 1\UTILSILLSRV\Data\0PERATI0NS DEMGeneral Operations\CONTRACTSUanitorialVanitorial 2016-2019\YL.WD Janitorial Proposal(5-10-16).doc Page 1 of 3 ® Yorba Linda Water District ReIM&O,Tldsted and tndepemMni for Mon Than 100 Years days. Any request to withdraw this Proposal as provided for herein must be made in writing to the Owner. 5. Receipt is hereby acknowledged of Addenda number(s) ,AIA through IJ/A. All Addenda have been considered by the Bidder in the preparation of this Proposal. NOW, THEREFORE, in compliance with the Contract Documents and all the provisions hereinbefore stipulated, the undersigned, with full cognizance thereof, proposes to perform the entire Work for the prices set forth in the hereinbefore set forth Schedule(s) upon which award of Contract is made. Signature: Date: r 1 - 710 Printed Name: c� CTL Business Address: L� I ` 'ti �•s�— �k�c S+&4-' \\UTILBILLSRV\Data10PERATI0NS DEPT\General Operations\CONTRACTSUanitorial\lanitorial 2016-2019\YLWD Janitorial Proposal(5-10-16).doc Page 2 of 3 ATTACHMENT C INSURANCE-CERTIFICATES Page 12 of 12 YLWD Maintenance Agreement— 11/22/17 ® Yorba Linda W Water District Reliable,Trusted and lodepemfent for More Than 100 Years INFORMATION REQUIRED OF BIDDERS List of References The following information should contain persons or entities familiar with the Bidder's Work: The Contractor shall list at least three (3) projects completed by the Contractor and the Contractor's superintendent in the past five (5) years for JANITORIAL SERVICE WORK. 1. Name of Agency: © (CA tidy Coa�a-� �� ,"c, wb`ic.s Agency Address and Telephone: l 1 LA I S Co, 7ILA J6611--� \ Contact Person: ���-- k�Uc� Type of Construction Project: �� I �+r��,c,-� c�: �►�on�� u,4 �t���`, Contract Amount: 2 3 7/1 Z.p A„tn.^ 2. Name of Agency: ('�nyL („v,,,) e c, k� CcrL- JJ I b Agency Address and Telephone: I -� '? 3v9v _S134 ` �b� �/°' S S� ) Contact Person: Q_S L, 6Y `bore, Type of Construction Project: m.,. C[J 's , a,� CJ�t•n: °rN Contract Amount: 3. Name of Agency: Lm Vc4' h c, C Agency Address and Telephone: _] 7 z Z" VIJ G Iktr S ContactPerson: S,1 S GAS t_C��► io, Type of Construction Project: Contract Amount: .J`� �� O Iool 0(D Ft n�4wlly 11 UT1LBILLSRV\Data\OPERATIONS DEPT\General Operations\CONTRACTSUanitorialUanitorial 2016-2019\YLWD Janitorial Proposal(5"10-16).doo Page 3 of 3 C k -1-„b e ---' Amo CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDIYYYY( 08/04/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Devin Taban Brookhurst Insurance Services LLC JA/CN4.ESI; (818)465 7860 IFAX 1_(A/C No,: (818)465-7856 16260 Ventura Blvd.Ste 720 ADDRESS: kevin@brookhurstins.com INSURER(S) COVERAGE NAIC N Encino CA 91436 INSURERA: INSURED INSURER B: _ Omni Clean Enterprises,Inc. INSURER C: 3040 E.Mayfair Ave.,Suite 1 INSURER D: Falls Lake Insurance Company 31925 Orange,CA 92867 INSURER E: _ INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LTR _iNSO;YYVD; POLICY NUMBER IMM/DD/YYYYI (MMIDDriM$ LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS-MADE MAGI TO-PERT OCCUR PREMISES(Eaeccurrence) 1$ MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- JECT FILOC PRODUCTS-COM PIOPAGG $ OTHER: I$ AUTOMOBILE LIABILITY J qOEe acrid SINGLE LIMIT $ ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per $ AUTOS AUTOS ( ) NON-OWNED PR PERTY DAMAGE i$ HIRED AUTOS AUTOS Per accede I Is UMBRELLALIAR _ OCCUR EACH OCCURRENCE Is EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION X STATUTE I ETH AND EMPLOYERS'LIABILITY Y I N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000 D OFFICER/MEMBER EXCLUDED? NIA FLA000772-00 08/01/2016 08/01/2017 (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT I $ 1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may 11e attached if more space is required( CERTIFICATE HOLDER CANCELLATION OCCR SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 1770 N. Broadway, THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Santa Ana,Ca 92706 AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION.All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD ""b tA P1.. -6 AC6Re CERTIFICATE OF LIABILITY" INSURANCE M0 THIS CERTIFICATE IS ISSUED W A iylATTiR O !NF TION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOMIER. THIS CERTIFICATE DOS NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY TI4E POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONI3TIT°LlTE A CONTRACT SETMEN THE ISSUING INSURERft AUTHORIZED REPRESENTATIVE OR PRODUCER,ANTS THE CERTIFICATE HOLDER. IMPORTANT' If fire oerflftate holder is an ALlEIiT OVAL 04URE£1,the pollcy(�*must be endore". If SUBROGATION IS WA4VE❑,vUb t t* tlydr terms and condltlons of the poffay,min polict"May requlrs an endorsernanl. A s nt On 11148 certificate does not coaW fth t to 1118 cortl6ca►te holder in 111au of such endQraw"nt(si. INSURANCE LAT1iI! INSURANCE STERVICES .E�±x 213-388-5505 �1, ,Nal: 213_358-71RS 403 WSTaSEIitE BLVD IUM inAurancelandOgmas<i1..l�om - — - . !$ 309 LOS AT!Tt�1�TA>�$ CA 91}010 SraS6iZER(9)AFft3P�3trdGGt'�VEE rYtA� .COIaONY INSURANCE COMPANY 36927 MURED to g,INFINITY INSURANCE COMPANY 22258 OMNI ENTERPRISES INC. u;IWRVICa HISCOX INSURANCE COXP"Y 10100 1#Sri##il�i rt 3040 MAYFAIR AVE 81 e ORAWN CA 92867 CMRAGES CERTIFICATE NUMBER. REVISION NUMBER, THIS IS TO CERTIFY T14AT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO TIE INSL.RED NAM90 ABOVE FOR 14.14 POLICY PERlt0 IND40ATEO NOTWITHSTANDING A4%tt=REQUIREMENT.TERM OR CONE;jTION OF ANY CONTRACTOR OTHER DOCUMENT 1A#I'TH RESPECT TO VvAtch THIS CERTIFICATE MAV BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFOROIED BY THE POLICIES DESCR18ED HEREIN IS SUBjECT TO ALL THE TERMS, EXCLUSIONS AND CONCX*gON S OF SUCH POLICIES,LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLL MMS 1 ..-.._ _. TS OFURAM M Ar3r11.MD ««.. ... .. _ - i Ei+11k18E1d i�OMY #.9N4 4F OMBRALUABILITY EACHCCCiJRREWE 11 1100,01000' � MMERCdAI f3Et�t%RAt LABiLITI 143,.4171366 4910042076 09104/2 17 OAMFGF 9'il fj?CO PR;Wjr$r,-a occuaewa, i 100,oClb'. p C,.AIMSL/ADE 41,11,OMJR MPDIiXP ArPranopw or; a 51000 A �r HL,AN xT.' CONTI ACTIMTs Y Y PE415ONAL&ACV I'QI Rf s 1,000,000 GENERAL AC.CAE&k 7£ S 2,000,abo v/ PWcy AUYOWB&t cl9Y 61 504-61003-7820,001:05/2312{116 1J5d1�C�417 tls ,dim� � �'z � �,1}Q4Tr f1��P ANY AWO 13ovi Y I�sxkR !fit na=g;an) S AL41 & 1494171>i f t� AUOs BODILY rN.UR1(Par 4WIMI) S OS / 6.U'CS F9RE1#RL1T£18 3 UM4AELLA a.#AS OCCUR EACH OCCURRENCE 1I ANb"K0YR41S'UABt411YY t li :;py:XTZ, A14Y PR0PAIFT0A,AARTNER-SXWkMVF L EACH ACC DENT S. £ ICOA�M rREXCLlip)»d7i fStA IIN.ndolwrInNN) E- 11,8EASE EAEMP4OYELF $ trX�e,dam+Da+ s._a•P-in�OF OPFt2ATtims oalaw _...___�. E L DSEASE•POLICY LIMIT $ I D CRnZ 10/115/2£116:74/16/2017 MMLOM DISHMEM 5100400 DP.SCR1P714941 O1+ERA7teN3#LetCJSTit#iS¢VEi41i:1.E3 E+tata A�ORD€@l,ABtltlks„1,1 KsKra>relcx$r3a�vtr„&ir;ara rpaca is fagaai#aCl . POLICY CONTAINS BLANKET ADDITIONAL INSURED, WAIVER OF SUBROGATION, AND PRIMARY NON-CONTRIBUTORY. PLEASE SEE ENDORSEMENT FORM ATTACHED.. CERTIFICATE HOLDER IS As AN ADDITIONAL INSURED. ,qFktrIfICATE HOLDER - _ ��_r CANCELLATION HCA PURCHU ING SHOULD ANY OF THE ABOVE E EOREIED POLICIES BE CANCELLED BEFORE DIANA IttB THE E"xXPIRA'nOH DATE 'THEREi0f, NOTICE YIOLL BE I LIVEIIED IN ACCORDANCE WI1TH TW PIt UCY PROVISIONS. 200 W. SANTA AM BLVD. SUITE 650 ALJIIICPII2WR_ TA-TW SANTA ANA CA 92701 01908-2010 ACORD CORPORATION. All rights foserved. ACORD 25{201 6} The ACORD name and logo are ragiskwed marks of ACORD ATTACHMENT B SCHEDULE OF SERVICES AND FEE SCHEDULE Page I I of 11 YLWD Maintenance Agreement— 11!22117 ATTACHMENT B Omniclean will follow schedule services according to scope. Attached B asks for it in detail,we included the periodic ones so the City can follow with us. If there needs to be any changes we are flexible. Once a month services will be done first Monday of the month. Quarterly cleaning will be done the 1 st weekend of the first month of the quarter. We will send out a reminder to remove all personal belongings from window sills. This way we will not disturb City staff s belongings. Semi-Annual services will be done second weekend of the month that marks the six months. Twice per month cleaning will be done the day before the Board Meetings take place. We will have extra personnel and a Supervisor will check them off. Omniclean understands the importance of cleanliness on board meetings. Fee Schedule: Payroll: $1,500.00 30% Taxes: $450.00 Profit and overhead: $400.00 Consumables: $600.00 $2,990.00 16.3. Federal Law 29 CFR 1919.1220 (FED OSHA) and State Law, Title 8, California Code of Regulations (CCR) § 5194, established the "HAZARD Communication Standard" which requires that individuals (employees) working in an area where hazardous substances are being used are to be informed of any potential dangers associated with working in that area. If applicable to Contractor (see Attachment "A"), it is the responsibility of Contractor to read and acknowledge receipt of District's information packet before the start of any scheduled Services. Furthermore, all applicable information regarding hazardous substances and conditions must be made available to all Contractor employees. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be entered into as of the day and year written above. District: Contractor: Yorba Linda Water District �0 M n e Ji n-4 1 rcBRA__ By: By: _ Marc Marcantonio General Manager APPROVED AS TO FORM: Kidman Law LLP By: Arthur G. Kidman, General Counsel Attachments: Attachment A: Scope of Work Attachment B: Schedule for Services and Fee Schedule Attachment C: Insurance Certificates Page 9 of 9 YLWD Maintenance Agreement— 11/22/17 ITEM NO. 7.4 AGENDA REPORT Meeting Date: January 12, 2017 Budgeted:N/A To:Board of Directors Funding Source:Developer Funded From:Marc Marcantonio, General Manager Account No:1/2-2600 Job No:201606 Presented By:Steve Conklin, Engineering Manager Dept:Engineering Prepared By:Ariel Bacani, Engineering Technician II CEQA Compliance:N/A Subject:Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 18020 SUMMARY: Melia Homes is proposing to redevelop an existing residence and nursery business into housing Tract 18020, consisting of 192 townhouse condominium units on 12.87 acres. The project is located at the southeast corner of Bastanchury Rd. and Plumosa Dr., within the City of Yorba Linda, as shown in the attached exhibit. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 18020, Job No. 201606. DISCUSSION: The District has an existing Zone 3A pipeline in Bastanchury Rd. that is adequate in size and of sufficient pressure to serve the project. Staff requires the applicant to loop the proposed onsite water system, by connecting to two recently installed waterline extensions (as shown on the attached exhibit), into Bastanchury Rd. for water circulation and redundancy. Please note that the Developer's Contractor installed two waterline connections with valves, extending southerly into the northerly end of the property, ahead of the City of Yorba Linda's recent Bastanchury Rd. widening improvement 3-year paving moratorium. The project is located within Drainage Area "2" of the District's Sewer Service Area. The District has an existing 8-inch sewer main in Plumosa Drive that is adequate in size to serve the housing tract. Melia Homes will provide sewer flow calculations to determine its impact on the existing public sewer system further downstream from the project site. The Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 18020 are attached for your consideration. ATTACHMENTS: Name:Description:Type: 201606_T_C.docx Terms and Conditions Agreement 201606_Exhibit.pdf Exhibit Exhibit Date: JANUARY 12, 2017 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER AND SEWER SERVICE NAME OF APPLICANT: MELIA HOMES LOCATION OF PROJECT: SOUTHEAST CORNER OF BASTANCHURY RD. AND PLUMOSA DR. TRACT NUMBER: 18020 JOB NUMBER: 201606 UNIT(S): 192 The applicant will be required to complete to the satisfaction of the District the following items that have an “X” following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. l. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer Page 2 of 5 NAME OF APPLICANT: MELIA HOMES LOCATION OF PROJECT: TRACT 18020 –SOUTHEAST CORNER OF BASTANCHURY RD. & PLUMOSA DR. (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract/Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) X The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24-hour emergency telephone number prior to the District’s approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water facilities. 14) X The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations for Water Service of the District. 16) X The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations for Water Service of the Yorba Linda Water District. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. Page 3 of 5 NAME OF APPLICANT: MELIA HOMES LOCATION OF PROJECT: TRACT 18020 –SOUTHEAST CORNER OF BASTANCHURY RD. & PLUMOSA DR. 20) X The applicant’s engineer shall provide a computer hydraulic analysis report to confirm that the District’s existing water system can accommodate the project. 21) X The applicant’s water facilities (on-site) shall be District owned and maintained. 22) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 23) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 24) The applicant shall install one (1) water Sampling Station(s) in conformance with the District’s Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 25) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 26) X The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 27) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 28) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 29) X The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 30) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 31) X The applicant shall install a pressure regulator in all dwellings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 32) X The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new dwellings. 33) X The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. Page 4 of 5 NAME OF APPLICANT: MELIA HOMES LOCATION OF PROJECT: TRACT 18020 –SOUTHEAST CORNER OF BASTANCHURY RD. & PLUMOSA DR. 34) X The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 35) X The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 36) X The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 37) X The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District’s Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross-Connections. 38) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 39) X The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Sanitary Sewer Service. 40) X The applicant shall comply with the Rules and Regulations for Sewer Service of the Yorba Linda Water District. 41) X The applicant shall pay all of the sewer fees as required by the Rules and Regulations for Sewer Service of the District. 42) X The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 43) X The applicant’s engineer shall provide sewer flow calculations to confirm that the District’s existing sewer system can accommodate the peak wastewater generation from the project. 44) X The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 45) X The applicant’s sewer facilities (on-site) shall be District owned and maintained. 46) X The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District’s Standard Page 5 of 5 NAME OF APPLICANT: MELIA HOMES LOCATION OF PROJECT: TRACT 18020 –SOUTHEAST CORNER OF BASTANCHURY RD. & PLUMOSA DR. Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 47) X The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 48) X The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 49) X The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 50) X The applicant shall loop the proposed onsite public water system into the existing Zone 3A water main pipeline at Bastanchury Rd., per approved plans and District Specifications. 51) X The applicant shall tie the proposed onsite public sewer system into the existing sewer main pipeline at Plumosa Dr., per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the January 12, 2017 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Water and Sewer Service is not executed for the project under consideration. Marc Marcantonio, General Manager •._ >I ILS SM 'rte '�� :-PrP_ �. �:�■�• �,� - � �� � � .■ r I RAI Om YL •- • ITEM NO. 7.5 AGENDA REPORT Meeting Date: January 12, 2017 Budgeted:N/A To:Board of Directors Funding Source:Developer Funded From:Marc Marcantonio, General Manager Account No:2-2600 Job No:201617S Presented By:Steve Conklin, Engineering Manager Dept:Engineering Reviewed by Legal:N/A Prepared By:Ariel Bacani, Engineering Technician II CEQA Compliance:N/A Subject:Terms and Conditions for Sewer Service with Javier Brito, 5192 Mountain View Ave SUMMARY: Mr. Javier Brito requested to connect his home at 5192 Mountain View Ave, Yorba Linda, to the public sewer system. The property is approximately 0.32 acres and is located within the District's Western Service Area. An exhibit depicting the project location is attached for your reference. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Sewer Service with Javier Brito, 5192 Mountain View Ave, Job No. 201617S. DISCUSSION: The proposed project is located in Drainage Area "1" within the District's Western Service Area. The District has an existing 8-inch sewer main pipeline in Mountain View Ave that terminates at the west end of 5200 Mountain View Ave. The applicant requests to extend 115 ft. of sewer main, northwesterly along Mountain View Ave, to install a lateral to his property. Engineering staff has determined that the proposed length is appropriate, but requires that the sewer main include a terminal manhole and lateral stub-out for a potential future connection, in accordance with the District Rules and Regulations for Sewer Service and in compliance with the District Sewer Standards and Specifications. The applicant will be entitled to reimbursement when the future lateral connection is made. The Terms and Conditions for Sewer Service with Javier Brito are attached for the Board's consideration. ATTACHMENTS: Name:Description:Type: 201617S_T_C.docx Terms and Conditions Agreement 201617S_Exhibit.pdf Exhibit Exhibit Date: JANUARY 12, 2017 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR SEWER SERVICE NAME OF APPLICANT: JAVIER BRITO LOCATION OF PROJECT: 5192 MOUNTAIN VIEW AVE., YORBA LINDA TRACT NUMBER: N/A JOB NUMBER: 201617S LOT(S): 1 The applicant will be required to complete to the satisfaction of the District the following items that have an “X” following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. l. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer Page 2 of 5 NAME OF APPLICANT: JAVIER BRITO LOCATION OF PROJECT: 5192 MOUNTAIN VIEW AVE., YORBA LINDA (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract/Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24-hour emergency telephone number prior to the District’s approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water and/or Sewer facilities. 14) The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Water Service. 15) The applicant shall pay all of the water fees as required by the Rules and Regulations for Water Service of the District. 16) The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) The applicant shall comply with the Rules and Regulations for Water Service of the Yorba Linda Water District. 18) The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. 19) The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. Page 3 of 5 NAME OF APPLICANT: JAVIER BRITO LOCATION OF PROJECT: 5192 MOUNTAIN VIEW AVE., YORBA LINDA 20) The applicant’s engineer shall provide a computer hydraulic analysis report to confirm that the District’s existing water system can accommodate the project. 21) The applicant’s water facilities (on-site) shall be District owned and maintained. 22) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 23) The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 24) The applicant shall install water Sampling Station(s) in conformance with the District’s Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 25) The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 26) The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 27) All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 28) The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 29) The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 30) The applicant shall adjust and raise to grade all valve covers within the limits of this project. 31) The applicant shall install a pressure regulator in all buildings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 32) The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new buildings. Page 4 of 5 NAME OF APPLICANT: JAVIER BRITO LOCATION OF PROJECT: 5192 MOUNTAIN VIEW AVE., YORBA LINDA 33) The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 34) The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 35) The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 36) The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 37) The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District’s Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross-Connections. 38) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 39) X The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Sanitary Sewer Service. 40) X The applicant shall comply with the Rules and Regulations for Sewer Service of the Yorba Linda Water District. 41) X The applicant shall pay all of the sewer fees as required by the Rules and Regulations for Sewer Service of the District. 42) X The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and the Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 43) The applicant’s engineer shall provide sewer flow calculations to confirm that the District’s existing sewer system can accommodate the peak wastewater generation from the project. 44) X The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. Page 5 of 5 NAME OF APPLICANT: JAVIER BRITO LOCATION OF PROJECT: 5192 MOUNTAIN VIEW AVE., YORBA LINDA 45) X The applicant’s sewer facilities (on-site) shall be Privately owned and maintained. 46) X The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District’s Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 47) X The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 48) X The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 49) X The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 50) X The applicant shall construct approximately 115 feet of new 8-inch PVC sewer main with one terminal manhole, one sewer lateral, and one sewer lateral stub-out, per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the January 12, 2017 Regular meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Water and/or Sewer Service is not executed for the project under consideration. Marc Marcantonio, General Manager I 5192 MOUNTAIN VIEW AVE. J \ EXIST.HOUSE �w 5196 5200 4� bail :Z EX.GRAy4S y O z \ i <, \ \($9 1wO �� :,::'•'.. _ DIRT _ EX.R/W _ _ _ _ _ _ _ _ ---------------/-------\r-----------J---1----/-J� FFA EX.F.H. PROP.4"SEWER PROP.4"SEWER EX.8"WATER \\ LATERAL LATERAL STUB-OUT VICINITY MAP \ _ � .8� SEVER — w w EX.A.C.EDGE PAVEMENT-w- w w w w w c PROP.S.M.H.� X.C.. — S S.M.H. SS- N.T.S. EX.A.C.BERM �ZEMOUNTAIN VIEW AVENUE PROPOSED 8"SEWER MAIN (APPROX. 115 L.F_) EX.R/W K lw 3 w ro U Iw O IN QI I o SITE PLAN N.T.S. PREPARED BY: EXHIBIT SCALE: N.T.S. YORBA LINDA WATER DISTRICT SEWER MAIN EXTENSION DATE: El 1717 E. MIRALOMA AVENUE FOR 01/12/2017 PLACENTIA, CALIFORNIA 92870 5192 MOUNTAIN VIEW AVENUE FILENAME: (714) 701-3100 J2016-17S ITEM NO. 8.1 AGENDA REPORT Meeting Date: January 12, 2017 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Prepared By:Delia Lugo, Finance Manager Subject:Refunding Revenue Bonds, Series 2017A SUMMARY: On January 21, 2016, Fieldman Rolapp & Associates presented the Board of Directors an opportunity to advance refund the 2008 Certificates of Participation due to favorable municipal market conditions and potential annual cash flow savings to the District. At that time the Board authorized staff to establish a financing team and move forward with this opportunity. STAFF RECOMMENDATION: That the Board of Directors consider: (1) proceeding with the issuance of the Refunding Revenue Bonds (Series 2017A); (2) deferring action on this matter until later this calendar year; or (3) repealing Resolution No. 16-17 and cancelling issuance of these same bonds. DISCUSSION: Since the initial authorization to move forward with advance refunding of the 2008 Certificates of Participation, municipal market conditions have changed considerably. Additionally, due to the recent changeover in the make-up of the Board of Directors, a decision needs to be made on how the current Board wishes to proceed with this refunding opportunity. On January 9, 2017, Robert Porr of Fieldman Rolapp & Associates will be providing the Board and key staff with an update on current municipal market conditions and projected annual cash flow savings to the District. ITEM NO. 8.2 AGENDA REPORT Meeting Date: January 12, 2017 Budgeted:Yes Total Budget:$90,000 To:Board of Directors Cost Estimate:$90,000 Funding Source:Water Operating Fund From:Marc Marcantonio, General Manager Account No:1-1010-0440-00 Presented By:Marc Marcantonio, General Manager Prepared By:Annie Alexander, Executive Assistant Subject:Revisions to Meeting Assignments STAFF RECOMMENDATION: That the Board of Directors consider revising the committee, agency, and intergovernmental meeting assignments for the 2017 calendar year. DISCUSSION: At the meeting held December 22, 2016, the Board of Directors approved the committee, agency, and intergovernmental meeting assignments for the 2017 calendar year. Since that time, some minor revisions to these assignments have been requested. Attached is an updated listing for the Board's review. ATTACHMENTS: Name:Description:Type: Committee_and_Intergovernmental_Meeting_Assignments.pdf Backup Material Backup Material YORBA LINDA WATER DISTRICT Board of Directors' Committee, Agency and Intergovernmental Meeting Assignments JOINT / INTERAGENCY COMMITTEES 2017 YLWD / MWDOC / OCWD Miller Meets bi-monthly on 4th Tuesday at 4:00 p.m.Nederhood YLWD / City of Yorba Linda Miller Meets as required (generally once a month).Hawkins YLWD / City of Placentia / GSWC Miller Meets as required.Nederhood OTHER COMMITTEES CAC TBD Meets monthly on 4th Monday at 8:30 a.m. INTERGOVERNMENTAL MEETINGS 2017 YL City Council (As Needed) Meets 1st and 3rd Tuesday of the month at 6:30 p.m. http://www.ci.yorba-linda.ca.us/ YL Planning Comm (Mtg 1)Hawkins Meets 2nd Wednesday of the Month at 6:30 p.m. http://www.ci.yorba-linda.ca.us/index.php/elected-officials/commissions/planning-commission YL Planning Comm (Mtg 2)(As Needed) Meets 4th Wednesday of the month at 6:30 p.m. http://www.ci.yorba-linda.ca.us/index.php/elected-officials/commissions/planning-commission MWDOC Board of Directors Nederhood Meets 1st and 3rd Wednesday of the month at 8:30 a.m. http://www.mwdoc.com/ OCWD Board of Directors Jones Meets 1st and 3rd Wednesday of the Month at 5:30 p.m. http://www.ocwd.com/ OCSD *Hawkins Meets 4th Wednesday of the month at 6:00 p.m.Jones (Alternate) http://www.ocsd.com/ WACO Jones Meets 1st Friday of the month at 7:30 a.m.(All Directors Preauthorized) http://www.mwdoc.com/waco ISDOC Hawkins Meets months with 5th Thursday at 11:30 a.m. (All Directors Preauthorized) http://www.mwdoc.com/isdoc LAFCO (As Needed)Nederhood Meets 2nd Wednesday of the month at 8:30 a.m. http://oclafco.org/ ACWA/JPIA ˟Miller Meets semi-annually in May and November. http://www.acwajpia.com/ * Submission of Form 700 to OCSD required. Additional committee participation may be necessary. ˟ Submission of Form 700 to ACWA/JPIA required. ITEM NO. 8.3 AGENDA REPORT Meeting Date: January 12, 2017 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Marc Marcantonio, General Manager Prepared By:Annie Alexander, Executive Assistant Subject:Modifying Schedule for Regular Meetings and Other Potential Revisions to Board of Directors Policies and Procedures STAFF RECOMMENDATION: That the Board of Directors consider modifying the schedule for regular meetings and provide direction to staff regarding other potential revisions to the Board of Directors Policies and Procedures Manual. DISCUSSION: At the regular meeting held December 22, 2016, the Board discussed changing the set time of regular meetings to later in the evening. Since that time, it has also been suggested to reschedule the recurrence of regular meetings to the second and fourth Tuesday's instead of Thursday's so that staff can complete various tasks such as bill payment processing, action item follow up, and record keeping before the end of the work week. The Board also discussed modifying the Order of Business so that Closed Sessions (if necessary) would begin at 5:30 p.m. and regular business would begin at 6:30 p.m. Attached is a proposed agenda format for the Board's review. Both of these modifications will require revisions to the Board of Directors Policies and Procedures Manual (attached). The Board may also desire to make additional amendments to the Manual, some of which are described below: Clarification regarding Directors' compensated attendance and participation at committee or interagency meetings for which they are not assigned. Minor modifications to Board travel expense reimbursement parameters so that they mirror the newly adopted Employee Travel Expense Reimbursement Policy. Adjustments to Directors' compensation and benefits. As the Board will be discussing the latter item at the next regular meeting, staff is suggesting that a determination regarding the schedule for regular meetings be made at this meeting and that all other requested revisions to the Manual be presented for ratification and/or adoption by resolution at the first regular meeting in February. Modifications to the Directors' compensation will need to be adopted by ordinance pursuant to procedures outlined in Water Code Sections 20203-20204 and Government Code Section 6066: A public hearing would need to be held prior to adoption of the ordinance. Notice of the hearing would need to be published in a newspaper of general circulation once a week for two successive weeks prior to the public hearing. The ordinance would become effective 60 days from the date of its final passage. ATTACHMENTS: Name:Description:Type: Proposed_Agenda_Format.docx Backup Material Backup Material BOD_Policies_and_Procedures_Manual.pdf Backup Material Backup Material PROPOSED AGENDA FORMAT BOARD OF DIRECTORS REGULAR MEETING Thursday, January XX, 2017, 5:30 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL 3. ADDITIONS TO/DELETIONS FROM THE AGENDA 4. PUBLIC COMMENTS 5. CLOSED SESSION 6. RECESS The Board of Directors meeting will reconvene at 6:30 p.m. 7. RECONVENE 8. ROLL CALL 9. PLEDGE OF ALLEGIANCE 10. REPORT OUT OF CLOSED SESSION AND NOTATION OF PREVIOUS ADDITIONS TO/DELETIONS FROM THE AGENDA 11. INTRODUCTIONS AND PRESENTATIONS 11.1. Elected Official Liaison Reports 12. PUBLIC COMMENTS 13. CONSENT CALENDAR 14. ACTION CALENDAR 15. DISCUSSION ITEMS 16. REPORTS, INFORMATION ITEMS, AND COMMENTS 16.1. Directors' Reports 16.2. General Manager's Report 16.3. General Counsel's Report 16.4. Future Agenda Items and Staff Tasks 17. COMMITTEE REPORTS 17.1. Interagency Committee with MWDOC and OCWD 17.2. Joint Agency Committee with City of Yorba Linda 17.3. Interagency Committee with City of Placentia and Golden State Water Company 17.4. Citizens Advisory Committee 18. INTERGOVERNMENTAL MEETINGS 19. BOARD OF DIRECTORS ACTIVITY CALENDAR 20. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 21. ADJOURNMENT YORBA LINDA WATER DISTRICT Board of Directors Policies and Procedures Manual Adopted July 28, 2016 Resolution No. 16-12 2 TABLE OF CONTENTS 1.0 Purpose and Scope.................................................................................................................... 3 2.0 Mission, Vision and Core Values .............................................................................................. 3 3.0 Basis of Authority ...................................................................................................................... 3 4.0 Duties, Responsibilities and Conduct ...................................................................................... 4 5.0 Composition, Terms and Vacancy.......................................................................................... 11 6.0 Officers ..................................................................................................................................... 12 7.0 Appointed Staff and Others .................................................................................................... 13 8.0 Committees .............................................................................................................................. 15 9.0 Directors’ Compensation, Benefits and Expense Reimbursement ..................................... 16 10.0 Board Meetings, General ......................................................................................................... 20 11.0 Board Meetings, Agendas ....................................................................................................... 22 12.0 Board Meetings, Minutes ......................................................................................................... 26 13.0 Board Meetings, Conduct ........................................................................................................ 27 14.0 Board Actions and Decisions ................................................................................................. 28 15.0 Exhibits and Appendixes ........................................................................................................ 29 3 1.0 PURPOSE AND SCOPE 1.1 The purpose of this manual is to provide a compilation of policies and procedures approved by the Board to facilitate the proper conduct of District business. Each Director shall be provided with a copy of this manual, acknowledge receipt in writing (see Exhibit A), and affirm their intent to comply with the policies and procedures contained herein. If any portion of this manual is in conflict with federal or state law or regulations that apply to the District, said legislation or regulations shall prevail. 2.0 MISSION, VISION AND CORE VALUES 2.1 Mission Statement Yorba Linda Water District will provide reliable, high quality water and sewer services in an environmentally responsible manner, while maintaining an economical cost and unparalleled customer service to our community. 2.2 Vision Yorba Linda Water District will become the leading, innovative and efficient source for high quality reliable services. 2.3 Core Values The Yorba Linda Water District Board of Directors and staff are guided in everything we do by the following core values: Integrity – We demonstrate integrity every day by practicing the highest ethical standards and by ensuring that our actions follow our words. Accountability – We acknowledge that both the Board and staff of the District are accountable to the public that we serve, as well as to each other. Responsibility - We take full responsibility for our actions – both our successes and our opportunities for growth. We maintain a commitment of courtesy, assessment and resolution with all customer concerns. Transparency – We promote a culture where we actively listen to our customers and communicate openly about our policies, processes and plans for the future. Teamwork – Success centers on all departments working together and sharing information and resources to achieve common goals. We are dedicated to ensuring that every voice of the District, from the Board to each individual employee is treated with dignity and respect, and that differences are valued and individual abilities and contributions are recognized. 3.0 BASIS OF AUTHORITY 3.1 The District is a County Water District, organized and existing under the County Water District Law. The Board is the legislative body, and functions as the District’s policymaking body. It can only function as a unit. Apart from their role as a part of this unit, individual Directors have no authority with regard to any aspect of District business. 4 3.2 As individuals, Directors may not commit the District to any policy, act, or expenditure without prior Board approval nor give direction to the General Manager, staff, contract personnel or consultants without prior Board approval. Directors do not represent any fractional segment or region of the community, but are part of a legislative body that represents and acts for the District as a whole. Since Directors are elected officials, no Director may delegate his/her authority to act as a Director. 4.0 DUTIES, RESPONSIBILITIES AND CONDUCT Duties and Responsibilities 4.1 The Board’s primary responsibility is the formulation and evaluation of District policy. The General Manager is responsible for running the District’s business. Routine matters concerning operational aspects of the District are delegated to professional staff members by the General Manager. Directors are responsible for monitoring District progress in attaining its goals and objectives, while pursuing its mission. The Board establishes goals, objectives, expectations, and measurement criteria for the General Manager’s performance. Board members shall provide policy direction and instructions to the General Manager on matters within the authority of the Board by a majority vote during a duly convened meeting of the Board. 4.2 In order to assist in the governance of the behavior between and among members of the Board, the following practices shall be observed: A. The dignity, style, values and opinions of each Director shall be respected. B. Responsiveness and attentive listening in communication is encouraged. C. The needs of the District’s constituents shall be the priority of the Board of Directors. D. Directors shall commit themselves to emphasizing the positive, avoiding double talk, hidden agendas, gossip, backbiting, and other negative forms of interaction. E. Directors shall commit themselves to focusing on issues and not personalities. The presentation of the opinions of others shall be encouraged. Cliques and voting blocks based on personalities rather than issues shall be avoided. F. Differing viewpoints are healthy in the decision-making process. Individuals have the right to disagree with ideas and opinions, but without being disagreeable. Once the Board takes action, Directors shall commit to supporting said action and not create barriers to the implementation of said action. 4.3 In order to maintain effective working relationships and support the chain of command, the following procedures shall be followed: A. Board members shall address matters within the authority of the General Manager through the General Manager, not directly through District employees. 5 B. Accordingly, individual Directors’ requests for information from staff or contract personnel/consultants shall always be made to the General Manager. C. Responsive materials to Directors’ requests for information shall be distributed by the General Manager or his/her designee, to all Board members at the same time. D. If the General Manger’s response is deemed inadequate, a Director may contact the Board President or raise the issue directly at a Board meeting, where the Board shall determine whether or not the issue warrants attention and if so, schedule it for a future meeting. E. If the General Manager anticipates being unavailable, he/she shall notify the Board in advance and provide a designee contact. F. When the General Manager is unavailable in person or by technological means, Board members, at their discretion, may contact the General Manager’s designee. G. Board members shall refrain from making requests directly to District employees to undertake analysis, perform work assignments or change the priority of work assignments. District employees have been instructed to notify the General Manager of all requests received from a Board member within 48 hours. H. If approached by an employee concerning District policy, Board members shall direct inquiries to the appropriate staff supervisor or General Manager. I. In handling complaints from residents and property owners of the District, said complaints shall be referred directly to the General Manager. J. In handling matters related to public safety, concerns shall be reported to the General Manager or the District office. Emergency situations shall be dealt with immediately by seeking appropriate assistance. K. In seeking clarification for policy-related concerns, especially those involving personnel, legal action, land acquisition and development, finances and programming, said concerns shall be referred directly to the General Manager or legal counsel. 4.4 The work of the District is a team effort. All individuals shall work together in the collaborative process, assisting each other in conducting the affairs of the District. A. When responding to constituent requests and concerns, Directors shall be courteous, responding to individuals in a positive manner and routing their questions through appropriate channels. B. Directors shall develop a working relationship with the General Manager wherein current issues, concerns and District projects can be discussed comfortably and openly. C. Directors shall function as a part of the whole. Issues shall be brought to the attention of the Board as a whole, rather than to individual members selectively. 6 4.5 Directors shall attend all meetings of the Board, including committee, agency, and intergovernmental meetings to which they may be assigned, unless there is good cause for absence, and be properly prepared for participation and deliberation. 4.6 Newly elected or appointed Directors shall participate in a minimum of two hours of harassment prevention training and a minimum of six hours of basic governance training within one year from the first day of service with the District. Thereafter, all Directors shall participate in a minimum of two hours of harassment prevention training every two years and a minimum of six hours of basic governance training every five years. Participation in the Governance Foundation course, offered by the California Special District Association’s Special District Leadership Academy, shall satisfy the basic governance training requirement. 4.7 The Board shall review the policies and procedures contained in this manual on an annual basis or more often as required. Code of Conduct (Ethics Policy) 4.8 It is the policy of the District to require the highest standards of ethics from its Board members. The operation of the District requires that decisions and policy be made within the proper channels of governmental structure, that the public office not be used for personal gain, and that all individuals associated with the District remain impartial and responsible towards the public. Accordingly, it is the policy of the District that Board members shall maintain the highest standard of personal honesty and fairness in carrying out their duties. The following are guidelines for ethical conduct to be followed by the Board: A. Board members are obligated to uphold the Constitution of the United States and the Constitution of the State of California, and to uphold the laws of national, state and local governmental agencies. Board members shall comply with all applicable laws regulating their conduct, including conflicts of interest, financial disclosure and open government laws. It is the responsibility of Board members to conduct themselves both professionally and personally in a manner above reproach and to avoid the appearance of impropriety. B. Board members in the performance of their official duties and responsibilities shall neither harass nor discriminate against any individual on the basis of their protected classification(s), the perception of any individuals protected classification(s), or because the individual associates with a person who has or is perceived to have a protected classification(s). The term “Protected Classification” includes race, religion, color, sex (including gender, gender identity, gender expression, transgender, pregnancy, and breastfeeding), sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, marital status, age, medical condition, genetic characteristics or information, military or veteran status, and physical or mental disability (whether perceived or actual). No Board member shall grant any unfair or inappropriate consideration, treatment, or advantage to any individual or group beyond that which is available to others or groups with the same circumstances. 7 C. Except where specifically authorized by the General Manager in the public interest, no Board member shall knowingly use or permit the use of District-owned vehicles, equipment, telephones, materials or property, nor require a District employee to perform services for personal convenience or profit. Board members shall safeguard the District’s property, equipment, moneys, and assets against unauthorized use or removal, as well as from loss due to criminal act or breach of trust. D. Board members shall not disclose information that legally qualifies as confidential to unauthorized individuals without approval from a majority vote of the Board and consultation with legal counsel. This includes information that (1) has been received during a Closed Session; (2) is protected from disclosure under the attorney/client or other evidentiary privilege; or (3) is not required to be disclosed under the California Public Records Act. A Board member may make a confidential inquiry or complaint to a district attorney or grand jury concerning a perceived violation of law, including disclosing facts to a district attorney or grand jury necessary to establish the alleged illegality of a District action. Prior to disclosing confidential information, however, a Board member shall first bring the matter to the attention of either the President or the full Board. E. Board members shall avoid conflicts, or perceived conflicts of interest in connection with District decisions and activities. 1. A Board member shall not have a financial interest in a contract with the District, which includes the purchase or sale of goods and services. The Board shall not authorize any District contract if a Board member is financially interested in the contract. 2. A Board member shall not participate in the discussion, deliberation or vote on a matter before the Board, or attempt to influence a decision of the Board, if the Board member has a financial interest, which is prohibited under California law. If a Board member believes that he/she may be disqualified from participation in the discussion, deliberations or vote on a particular matter due to a financial interest, the following procedures shall be followed: a. If a Board member becomes aware of the potential conflict of interest before a Board meeting at which the matter will be discussed or acted on, the Board member shall notify the General Manager and legal counsel of the potential conflict of interest, so that a determination can be made whether it is a disqualifying conflict of interest. b. If it’s not possible for a Board member to discuss the potential conflict with the General Manager and legal counsel before the meeting, or if the Board member does not become aware of the potential conflict until during the meeting, the Board member shall immediately disclose the potential conflict during the Board meeting (see Exhibit B), so that there can be a determination as to whether it is a disqualifying conflict of interest. 8 c. Upon a determination that there is a disqualifying conflict of interest, the Board member (1) shall not participate in the discussion, deliberation or vote on the matter for which a conflict of interest exists, which shall be so noted in the Board minutes; and (2) leave the room until after the discussion, vote and any other disposition of the matter is concluded (see also Section 13.1 C). 3. A Board member shall not recommend the employment of a relative to the District or to a vendor, contractor or consultant known by the Board member to be bidding or negotiating a contract with the District. F. To avoid non-compliance with the Ralph M. Brown Act, Directors are prohibited from sending and receiving electronically produced messages during meetings. G. For a period of one year after leaving office, former Board members shall not represent any non-governmental entities before the District for compensation. This restriction shall not apply to governmental entities. 4.9 Board members are prohibited from soliciting political funds or contributions at District facilities and prohibited from using the District’s seal, trademark, logo, branding, stationary or other indicia of the District’s identity, in any solicitation for political contributions contrary to State law. A Board member shall not accept, solicit or direct a political contribution from: A. District employees. B. Consultants or contractors used by the District in the past 12 months. C. Individuals, entities, vendors, consultants, sub-consultants, contractors, or sub- contractors which have a personal or financial interest in a contract or other matter while it is pending before the District and for 6 months after the District renders a final decision on that contract or other matter. 4.10 The appointment or election of a Board member to a public entity, other than the District, may result in action that is contrary or inconsistent with the interests of the District and could result in loss of the member’s position of the Board. Board members may, with consent of the Board, consult with legal counsel and the Board may authorize a request for an opinion from the Attorney General of the State of California as to the incompatibility of offices. 4.11 No Board member shall receive or agree to receive, directly or indirectly, any compensation, reward, honoraria or gift from any source except for recognition from the District for any action related to the conduct of the District’s business. A Board member shall not accept gifts that exceed the limitations specified in California law. Any and all gifts, campaign contributions, income and financial information shall be disclosed as required under the provisions of the Political Reform Act of 1974 and applicable regulations adopted by the Fair Political Practices Commission. 4.12 Board members and persons elected or appointed, who have not yet assumed office as members of the Board, shall fully comply with the provisions of the Ralph M. Brown Act. 9 4.13 The General Manager has primary responsibility for (1) ensuring compliance with the District’s personnel policies and procedures; (2) ensuring that District employees do not engage in improper activities; (3) investigating allegations of improper activities; and (4) taking appropriate corrective and disciplinary actions. The Board ensures that the General Manager is operating the District according to the law and the policies approved by the Board. A. Board members shall disclose to the General Manager, to the extent not expressly prohibited by law, improper activities within their knowledge. Board members shall not interfere with the General Manager’s responsibilities in identifying, investigating and correcting improper activities, unless the Board determines the General Manager is not properly carrying out these responsibilities. B. A Board member shall not directly or indirectly use or attempt to use the authority or influence of the position to intimidate, threaten, coerce, command or influence any person for the purpose of preventing such person from acting in good faith to bring to the attention of the General Manager or the Board any information that, if true, will constitute a work-related violation by a Board member or District employee of any law or regulation. This includes, but is not limited to (1) misappropriation or waste of District funds; (2) abuse of authority; (3) creating substantial danger to public health or safety by an act or omission of a District official or employee; (4) use of a District office or position or of District resources for personal gain; or (5) a conflict of interest of a Board member or employee. 4.14 Any new Director must receive ethics training as soon as practical, but not more than one year, from the first day of service with the District. Thereafter, all Directors shall be required to receive ethics training at least once every two years. A Director who serves on more than one local agency board may satisfy this requirement by obtaining ethics training once every two years without regard to the number of local agencies with which he/she serves. The District shall provide information annually on where training is available. All Directors shall provide a copy of proof of participation in the required ethics training to the District. Copies of proofs of participation shall be considered public documents and shall be retained for a minimum of five years. 4.15 Directors are not subject to the District’s Conflict of Interest Codes, but are subject to the disclosure requirements of the Political Reform Act. Directors are required to file a Statement of Economic Interests (Form 700) with the County when assuming office, on an annual basis thereafter, and when leaving office. Filing of these forms shall be performed using the County’s e-file system. 4.16 Directors appointed to other agency’s boards (e.g. OCSD or JPIA) shall be required to file Form 700’s in accordance with that respective agency’s Conflict of Interest Codes. 4.17 The following procedures shall be followed when any member of the Board reasonably believes that another member of the Board has engaged in alleged misconduct or has failed to act in the best interests of the District. These procedures shall not be effective in any case in which a non-board member seeks redress for alleged misconduct by a Board member. While the Board has discretion in deciding the actions it may choose to take in response to a complaint, this section provides definitions and procedures related to three types of actions: admonition, sanction and censure. 10 A. Admonition is the least severe form of action. An admonition may typically be directed to all members of the Board, reminding them that a particular type of behavior is not in the best interests of the District, and that, if it occurs or is found to have occurred, could cause a member to be subject to sanction or censure. An admonition may be issued in response to a particular alleged action or actions, although it will not necessarily have to be triggered by a complaint of misconduct. An admonition may be issued by the Board prior to any findings of fact regarding any complaint, and because it is a warning or reminder, will not necessarily require an investigation. B. Sanction is the next most severe form of action. Sanction shall be directed to an individual member of the Board based on a particular action (or set of actions) that is determined to be misconduct but is considered by the Board not to be sufficiently serious to require censure. A sanction may be based upon the Board’s review and consideration of a complaint. A sanction may be issued by the Board, and because it is not punishment or discipline, will not necessarily require an investigation. C. Censure is the most severe form of action. Censure is a formal statement of the Board officially reprimanding one of its members. It is a punitive action, which serves as a penalty imposed for misconduct, but it carries no fine or suspension of the rights of the member as an elected official. It can however, include such actions as the disapproval of expense reimbursement requests, de-authorization of attendance at conferences, seminars and other activities at District expense, removal of the member from Board committee, agency and intergovernmental meeting assignments, and other such remedies as may be deemed appropriate by the Board. Censure shall only be used for cases in which the Board determines that the misconduct is a serious offense. In order to protect the overriding principle of freedom of speech, the Board shall not impose censure on any of its members for the exercise of his/her First Amendment rights, no matter how distasteful the expression was to the Board or the District. However, nothing herein shall be construed to prohibit the Board from collectively condemning and expressing their strong disapprobation of such remarks. Before the imposition of a censure, the Director accused of a violation shall be entitled to written notice of the allegation, the right to provide a written response to the allegation, and an opportunity to respond in writing as to the results of an investigation. 4.18 All complaints shall be submitted in writing to the General Manager and/or the District’s legal counsel for review and determination as to whether there is sufficient basis for further action. Complaints that specifically seek admonition, sanction or censure as a specific remedy shall be treated as a request for that remedy. Once a complaint has been filed, the General Manager, in conjunction with legal counsel, shall bring the matter before the Board. The Director named in a complaint shall be given an opportunity to respond to the complaint in writing. If the Board determines, in consultation with legal counsel, that an investigation is warranted, the Board shall initiate an investigation by the appropriate investigator, entity or authority, as determined in the reasonable discretion of the Board. In the event of such an investigation, a report of the findings of said investigation, along with the accused Director’s written response to the report, shall be presented to the board for majority action. If there is no merit, the matter shall be disposed of with no further action. When the Board decides, based upon findings and the accused Director’s defense, that a violation has occurred, it may choose to impose one of the 11 above listed internal remedies. Any action taken by the Board to impose a sanction or censure, shall be taken by way of written resolution. 4.19 At any point during any of these processes, the Board may refer the matter, as appropriate, to the Orange County District Attorney or other proper authorities for possible investigation, enforcement or prosecution. Prior to or following such referral, the Board may also proceed with any of the actions described in this section. 5.0 COMPOSITION, TERMS AND VACANCY 5.1 The District shall have a Board of five Directors each of whom, whether elected or appointed, shall be a voter of the District. 5.2 The term of office of each Director, other than Directors appointed to fill an unexpired term, shall be four years. Terms of office are staggered, with elections held in November of every even numbered year. 5.3 Elections are held at large, which means that all voters throughout the District have the opportunity to vote for any person seeking election. 5.4 Before entering upon the duties of his/her office, each Director shall take and subscribe the official oath and file it with the Secretary. The oath of office may be taken before the Secretary, any member of the Board, or any officer authorized by law to administer oaths. 5.5 Each Director elected or appointed shall hold office until his/her successor qualifies. 5.6 If a person elected fails to qualify, the office shall be filled as if there were a vacancy in the office. 5.7 From time to time a vacancy may occur on the Board for a variety of reasons. An office becomes vacant on any of the following events before the expiration of a Director’s term: A. Death of an incumbent; B. A court’s declaration that the incumbent is physically or mentally incapacitated; C. Resignation; D. Removal from office; E. Ceasing to be an inhabitant of the District; F. Absence from the state beyond periods allowed by law; G. Ceasing to discharge the duties of the office for three consecutive months; H. Conviction of a felony; I. Refusal or neglect to file required oath of office; 12 J. Declaration by a competent tribunal that election or appointment is void; or K. Commitment to a hospital or sanitarium by a court of competent jurisdiction. 5.8 All vacancies occurring in the office of Director shall be filled pursuant to Section 1780 of the Government Code. The District shall notify the county elections official of the vacancy no later than 15 days after the Board is notified of the vacancy or the effective date of the vacancy, whichever is later. A. The remaining members of a five person board may fill a vacancy by appointment. The appointee shall hold office until the District general election 130 days or more after the effective date of the vacancy. Appointments shall be made within 60 days after the effective date of the vacancy. Notice of the vacancy shall be posted in three or more conspicuous places within the District and published in a newspaper of general circulation at least 15 days prior to an appointment. The remaining members may call an election to fill the vacancy within 60 days of the vacancy, in lieu of an appointment, on the next available election date provided by Chapter 1 of Division 1 of the Election Code that is 130 days or more after the vacancy. B. If the vacancy is not filled or an election called within 60 days of the vacancy, the County Board of Supervisors may fill the vacancy within 90 days of the vacancy or order the District to call an election to fill the vacancy. C. If neither (A) or (B) has occurred within 90 days, the District shall call an election to be held on the next available election date provided by Chapter 1 of Division 1 of the Election Code that is 130 days or more after the vacancy occurs. D. If the remaining Board falls below a quorum, the Board of Supervisors may waive the 60 day period provided in (A) and appoint immediately, or may call an election to fill the vacancy under Chapter 1 of the Election Code. The Board of Supervisors shall only fill enough vacancies to provide a quorum. E. Appointees shall hold office until the next District general election. Electees shall hold office for the unexpired balance of the term of office. 5.9 If a Director’s place of residence is moved outside District boundaries, and if within 180 days of the move the Director fails to reestablish a place of residence within the District, it shall be presumed that a permanent change of residence has occurred and that a vacancy exists on the Board. 6.0 OFFICERS 6.1 President and Vice President A. A President and Vice President of the Board shall be elected annually at the District’s reorganization meeting held at the first regular meeting of the Board in December of each year. The President shall assume the chair of the Presiding Officer immediately after election. 13 B. The President shall make committee, agency, and intergovernmental meeting assignments, subject to consent of the Board, annually by the first meeting of the Board of Directors to be held in January of the subsequent year. C. If the President is absent from a meeting of the Board, the Vice President shall serve as the Presiding Officer. If both the President and Vice President are absent, the Secretary shall take the chair so that the Directors present may elect a Presiding Officer. Upon late arrival of the President or Vice President at the meeting, the chair shall be relinquished at the first opportunity not disruptive to the conduct of business. D. In the event the President becomes incapacitated or is otherwise unable to act in his/her official capacity, as determined by a majority vote of the Board, the Vice President shall serve until the incapacity is cured or relieved. In the event the Vice President becomes incapacitated or is otherwise unable to act in his/her official capacity, as determined by a majority vote of the Board, an interim Vice President shall be elected at the District’s next regular meeting of the Board to serve until the incapacity is cured or relieved. E. The Presiding Officer, established pursuant to these policies, shall conduct the proceedings of the Board. F. The Presiding Officer shall sign all ordinances, resolutions and contract documents approved and adopted by the Board. G. The President and Vice President of the Board shall serve as the President and Vice President of the Public Financing Corporation. The Officers of the Corporation shall be updated annually at the District’s reorganization meeting held at the first regular meeting of the Board in December of each year. H. Individuals serving as President or Vice President of the Board and the Corporation may be removed from office by a majority vote of the Board. 7.0 APPOINTED STAFF AND OTHERS Appointed Staff, as defined in this section, shall mean the General Manager, Board Secretary, Assistant Board Secretary and Treasurer, who are appointed by the Board. 7.1 General Manager, Secretary, Assistant Secretary and Treasurer A. A General Manager shall be appointed by a majority vote of the Board and serve at the pleasure of the Board. The General Manager shall perform all duties set forth in County Water District Law, set forth in these policies, set forth in the General Manager’s contract with the District, imposed by the Board, and in accordance with governing laws and regulations. In summary, the General Manager shall: (1) have full charge and control of the maintenance, operation, and construction of the water works or water works system of the District; (2) have full power and authority to employ and discharge all employees and assistants at pleasure; (3) prescribe the duties of employees and assistants; (4) fix and alter the compensation of employees and assistants subject to budget limitations as approved by the Board; (5) perform other duties imposed by the Board; and (6) 14 report to the Board in accordance with the rules and regulations as adopted by the Board. B. A Secretary and Assistant Secretary shall be appointed by a majority vote of the Board and serve at the pleasure of the Board. The Secretary, or the Assistant Secretary in the absence of the Secretary, shall attest all ordinances and resolutions approved and adopted by the Board, countersign all contract documents approved and adopted by the Board, prepare the minutes of each meeting held by the Board, and perform all duties set forth in the County Water District Law, set forth in these policies, imposed by the Board, and in accordance with governing laws and regulations. C. A Treasurer shall be appointed by a majority vote of the Board and serve at the pleasure of the Board. The Treasurer shall perform all duties set forth in the County Water District Law, set forth in these policies, imposed by the Board, and in accordance with governing laws and regulations. The Treasurer shall install and maintain a system of auditing and accounting that shall completely and at all times show the financial condition of the District. D. A member of the Board shall not serve as the General Manager, Secretary, Assistant Secretary or Treasurer. The same person may be appointed as General Manager and Secretary or Secretary and Treasurer. There shall be no additional compensation for also serving as Secretary, Assistant Secretary or Treasurer if the individual so serving is an employee of the District. E. The Secretary, Assistant Secretary, and Treasurer of the District shall serve as the Secretary, Assistant Secretary, and Treasurer of the Public Financing Corporation. Appointed staff of the Corporation shall be updated annually at the District’s reorganization meeting held at the first regular meeting of the Board in December of each year. F. The General Manager, Secretary, Assistant Secretary, Treasurer, and other employees or assistants of the District, as required by the Board, shall each give a bond to the District conditioned for the faithful performance of his/her duties as the Board may provide. Payment for the provision of these bonds shall be provided by the District. G. Individuals serving as General Manager, Secretary, Assistant Secretary, or Treasurer of the Board and the Corporation may be removed from their appointments by a majority vote of the Board. 7.2 District Legal and Labor Counsel A. The District’s Legal and Labor Counsel are law firms that are appointed by and report to the Board of Directors. 1. Legal Counsel shall serve as the attorney for the District and its Board in all legal matters pertaining to the operation, maintenance, and other related business of the District. Legal Counsel shall perform such duties as the Board or General Manager may request, and shall (1) review all Board 15 actions to insure legality and acceptability under law; (2) prepare or review legal documents and provide legal counsel, as required by the Board or General Manager; and (3) attend and/or participate in Board meetings and other meetings as directed by the Board or the General Manager. 2. Labor Counsel shall serve as the attorney for the District and its Board in all legal matters pertaining to public sector law, employment law, and other related business of the District. Labor Counsel shall perform such duties as the Board or General Manager may request, and shall (1) review all employment related matters to insure legality and acceptability under law; (2) prepare or review employment and labor related documents and provide legal counsel, as required by the Board or General Manager and (3) attend and/or participate in Board meetings and other meetings as directed by the Board or the General Manager. 7.3 District Auditor A. The District’s Auditor is a certified audit firm that is appointed by and reports to the Board, and that conducts the District’s annual audit and prepares the District’s annual audit report. The District’s auditor shall be rotated on a periodic basis. Contracts for independent auditing services shall be awarded for an initial period of three years, with the option of extending up to two subsequent years (for a maximum total of five), unless otherwise determined by the Board. 7.4 Consultants A. The Board may from time-to-time select, retain, compensate, define the scope and efforts of, and dismiss consultants to support or provide information to the Board in developing policy level decisions or in implementing Board actions. In doing so, the Board shall delegate to the General Manager the responsibility for day-to-day direction of the work of the consultant. 8.0 COMMITTEES 8.1 From time to time, the Board may establish committees, whether standing or ad hoc, to assist with the performance of its duties and policy advice. In keeping with the Board’s broader focus, committees shall not direct the implementation of District programs and projects. Committees shall assist the Board by preparing policy alternatives and implications for Board consideration. Committees shall not act on the Board’s behalf unless authorized by a majority vote of the Board. Said authorization shall not conflict with the duties assigned to the General Manager. In order to preserve the organizational structure and support the chain of command, committees shall not exercise authority over staff or staff operations. 8.2 The purpose of each established committee shall be reviewed by the Board on an annual basis, prior to making Director assignments, in order to determine their continuing relevance. 8.3 The Board previously adopted the Fair Political Practices Commission’s (FPPC) Form 806 as the District’s official form for reporting public official appointments and has directed 16 staff to post a completed form on the District’s website in accordance with the requirements set forth in FPPC Regulation 18705.5. 9.0 DIRECTORS’ COMPENSATION, BENEFITS AND EXPENSE REIMBURSEMENT Directors’ Compensation 9.1 As of January 23, 2003, compensation for members of the Board shall be $150 per day for each day’s attendance at meetings of the Board and other meetings attended at the request of the Board, including reasonable and necessary travel time (see Appendix 1). Compensation for any type of service shall not exceed ten days in any calendar month. 9.2 Directors shall complete an Activity Report and Compensation Form (see Exhibit C) on a monthly basis. Directors have until the 15th day of the following month to file said reports with the General Manager or his/her designee. If an activity report is not returned by this deadline, no compensation shall be paid to the Director for that reporting period. 9.3 All activity reports shall be reviewed and approved by the President or the Vice President. 9.4 Increases in compensation are limited to five percent for each calendar year following the operative date of the last adjustment. The Board shall consider its compensation rate following the reorganization meeting held at the first regular meeting of the Board in December of each year. If the Board recommends an increase in the amount of compensation, an Ordinance shall be considered and adopted by the Board according to the following procedures: A. A public hearing shall be held prior to adoption of the Ordinance. B. Notice of the hearing shall be published in a newspaper of general circulation once a week for two successive weeks prior to the public hearing. C. The Ordinance shall become effective 60 days from the date of its final passage. 9.5 The District does not provide any of its Directors with loans. Benefits 9.6 Directors and their eligible dependents may participate in the health benefits plans provided by the District, including medical, dental and vision plans. The District shall pay the premium amount for Directors and 2/3 of the premium amount for eligible dependents. Directors are responsible for paying the balance of the premium amount for eligible dependents. Health benefits provided to Directors shall not be greater than the most generous plan being offered to any group of District employees. A Director is also eligible for District-provided post-service health benefits if the following conditions are satisfied: the Director’s term began before January 1, 1995 and continued uninterrupted until on or after May 27, 2010; and the Director began receiving health benefits from the District before January 1, 1994. The rate of accrual for post-service health benefits is one year of benefits for each three years of service to the District as a Director. In addition to the terms and conditions provided herein, any terms or conditions set forth in the personnel rules of the District that are applicable to retiree health benefits shall also apply to post- service health benefits for Directors, except those conditions relating to good standing 17 and adequate notice of retirement. Directors are also eligible for District-provided Group Life insurance and Accidental Death and Dismemberment insurance in amounts up to $10,000 each. Additionally, Directors may elect to participate in the District’s deferred compensation plan. Enrollment in any of the above benefits plans is subject to the rules and restrictions of the plans. Travel Expense Reimbursement 9.7 Directors are encouraged to attend conferences, conventions, meetings, symposiums, intergovernmental meetings and legislative sessions relating to the mission of the District. Directors shall receive reimbursement or payment of expenses, according to District rules, incurred in the performance of their duties as required or authorized by the Board. Attendance at an event must be pre-approved or ratified by a majority vote of the Board in order to be considered as an activity for the purposes of compensation and payment or reimbursement of travel expenses. Directors’ rates for reimbursement and payment of travel expenses shall not be greater than rates specified for District employees. 9.8 Directors shall be reimbursed for actual costs to attend activities, not to exceed: Flight: $350 Per Round Trip (Most Economical Class) Car Rental: $50 Per Day (Economy to Standard Size Vehicle) Lodging: $275 Per Night Meals: $75 Per Day Actual and Necessary Expenses: $30 Per Day 9.9 Expenditures for lodging, meals, and transportation shall provide for reasonable and necessary comfort and convenience. Directors shall be mindful that public funds are being spent and that only a reasonable and necessary level of expense is warranted. 9.10 When available, Directors must use coach class for commercial travel and group/government rates for lodging. If the group/government rate is not available, the reimbursement cannot be more than the amount set forth above. In the event a more expensive class of transportation is used, the reimbursable amount shall be limited to the cost of the most economical class of transportation available as identified above. 9.11 If an expense does not fall within the reimbursement rates identified in Section 9.12, it must be preapproved or ratified by a majority vote of the Board in a public meeting. 9.12 Meal expenses include the reasonable and necessary costs of meals and beverages, not including alcoholic beverages. Meal expenses shall be reimbursed on a daily basis not to exceed $75 per day. Meal expenses for partial days shall be reimbursed on a meal by meal basis as follows: $15 for breakfast, $25 for lunch, and $35 for dinner. Any amount spent over the daily or partial day reimbursable amounts set forth in this section may not be deducted from another day’s reimbursable amount during that same activity. Additionally, any amounts not spent over the daily or partial day reimbursable amounts set forth above may not be added to another day’s reimbursable amount during that same activity. No reimbursement shall be provided for alternative meals when the District has paid for the cost of the activity including any incorporated meals. Attendance at receptions before dinner shall not be considered a meal. 18 9.13 Eligible reimbursable amounts as identified above, do not include the cost of taxes or gratuities. 9.14 Actual and necessary expenses include tips for porters, baggage carriers, bell hops, and housekeepers. This does not include the cost of laundry, cleaning or pressing of clothes, or telephone calls. 9.15 For travel by personal vehicle, mileage shall be reimbursed at the IRS rate in effect at the time of travel. Personally owned vehicles used in the conduct of District business must be insured for property and liability damage in an amount not less than the minimum limits required by the California Financial Responsibility Act. In no case shall the amount paid for mileage reimbursement for use of a personally owned vehicle used for travel in lieu of air travel exceed the cost of coach class or equivalent airfare. 9.16 The District shall not incur any costs for a spouse, or other accompanying person. 9.17 In order to obtain reimbursement tor qualified expenses, the following procedures must be followed: A. Directors shall submit a completed Travel Expense Reimbursement Form (see Exhibit D) for conference, convention or symposium attendance, together with all original itemized receipts and corresponding route maps, within 30 calendar days of when the expense was incurred. B. Directors shall also submit a completed Meeting and Mileage Expense Reimbursement Form (see Exhibit E) for local meeting attendance, together with all original itemized receipts and corresponding route maps, within 30 calendar days following the end of each month. C. If the Director does not file an expense report within the above listed deadlines, the District will not reimburse mileage or out-of-pocket expenses. D. For any activity that the District prepays expenses, the Director is still required to file an expense report to ensure that any expenses prepaid by the District are properly accounted for. Staff shall assist Directors with these reports as needed. To enforce the timely filing of expense reports the District may, by majority vote of the Board, stop prepaying conference and travel expenses. E. All expense reimbursement requests shall be reviewed and approved by the Finance Manager or the General Manager. Any requests for reimbursement that fall outside the limitations contained in this policy shall be reviewed and approved by the President or Vice President. F. With the exception of mileage reimbursement, any expense shown on the form must have a corresponding, attached original itemized receipt or other verification document. G. If a receipt is lost or not provided, the Director must submit a completed Missing Receipt Affidavit Form (see Exhibit F) as substantiation of the expense. 19 H. Directors shall also submit a completed Miscellaneous Gratuities Form (see Exhibit G) for such expenses paid in cash without a receipt. I. All forms, receipts and verification documents shall be public documents subject to redaction of any confidential information, such as credit card numbers. 9.18 A Director shall not attend a conference or training event for which there is an expense to the District if it occurs after the Director has announced his/her pending resignation, or if it occurs after an election in which it has been determined that the Director will not retain his/her seat on the Board. A Director shall not attend a conference or training event when it is apparent that there is no significant benefit to the District. 9.19 Directors shall provide a brief report about the activity at the next regular Board meeting following attendance. Said report shall detail what was learned at the session(s) that will be of benefit to the District. Materials from session(s) may be delivered to the General Manager for inclusion in the District’s library for future use. Communications Expense Reimbursement 9.20 In order to facilitate operational efficiency and reduce expenses, the Board has determined that it is in the best interests of the District to have all agendas and other District information distributed to the Board via electronic means instead of providing paper copies whenever possible. While Director participation in and support of this initiative is encouraged, it is not required. Participating Directors are eligible for the reimbursement of expenses associated with the purchase of necessary electronic equipment and related items provided: A. The Director is an elected official of the District with more than two months remaining in his/her current term of office. B. The Director has submitted a completed Communications Expense Reimbursement Form (see Exhibit H) in accordance with established procedures. C. The District shall provide reimbursement, up to $1,000 every four years (or sooner in the event of loss or theft), for the cost of electronic equipment and related items of the Director’s choosing plus a monthly allowance of $25 for a data plan relating to e-mail/internet access, etc., as applicable. Qualifying electronic equipment and related items shall include tablet PCs, laptop computers, tablet PC/laptop covers or cases, protective screen wraps, extended warranties, and downloadable applications specific to the conduct of District business, such as word processing, spreadsheet or PDF annotation applications. D. Expenses that are not reimbursable include, but are not limited to, gift wrapping, engraving, downloadable applications (other than those used specifically for conducting District business) and additional adaptors. E. One hundred percent of the electronic equipment and approved itemized expenses reimbursed shall be reported on the Director’s Form W-2 as taxable income. In providing this information, the District is not offering tax advice. Directors having questions concerning the tax implications of electronic communications 20 reimbursement benefits are urged to contact the Internal Revenue Service or other experts in tax law. 9.21 Reimbursements shall be processed when proof of purchase and original itemized receipts are submitted by the Director along with a completed form within 30 days of purchase. 9.22 Failure to submit a completed form within this time frame shall result in a denial of the Director’s request for reimbursement of the expense. A. The electronic equipment and related items for which reimbursement is provided shall become the property of the Director and all maintenance is the sole responsibility of the Director. B. Notwithstanding the foregoing, staff may, from time to time as deemed necessary, provide paper copies of District information to Directors and such provision of paper copies shall not affect the reimbursement of expenses as provided in this section. 9.23 Should a Director experience a loss or theft of electronic equipment for which the full or partial expense was reimbursed by the District, said Director shall submit a written statement and/or police report to the Finance Manager or the General Manager for auditing purposes prior to requesting reimbursement of expenses for the purchase of replacement equipment. Requests for reimbursement of expenses for replacement equipment shall be subject to the limitations and requirements as set forth above. 9.24 All communications expense reimbursement requests shall be reviewed and approved by the Finance Manager or the General Manager. Any requests for reimbursement that fall outside the limitations contained in this policy shall be reviewed and approved by the President or Vice President. Disclosure of Expenditures/Reimbursements 9.25 A full accounting of expenditures of public funds under this policy shall be made and become part of the records of the District. 9.26 All reimbursements paid by the District of at least $100 for each individual charge for services or product received, shall be disclosed in an annual report following the end of each fiscal year. Reimbursement of an individual charge includes, but is not limited to, one meal, lodging for one day, transportation, or a registration fee paid to any Director. This report shall be made available for public inspection upon request. 9.27 All travel expenses and reimbursements paid by the District on behalf of a Director shall be disclosed in a quarterly report and provided to the Board for review at a regular meeting. 10.0 BOARD MEETINGS, GENERAL All meetings of the Board shall be held at the District’s Administration Building located at 1717 East Miraloma Avenue, Placentia, California. All meetings of the Board shall be open and public and all persons are invited to attend. The District shall continue to implement all applicable 21 requirements of the Ralph M. Brown Act to ensure transparent, open and responsive government. 10.1 Regular Meetings A. All regular meetings of the Board shall be held on the second and fourth Thursday of each month at 8:30 a.m. If these days happen to coincide with a holiday designated by law or otherwise recognized by the District, the meeting shall be rescheduled to a date and time as determined by a majority vote of the Board. 10.2 Special Meetings A. Special meetings of the Board may be called by the President or a majority of the Board. Whenever a special meeting of the Board is called, notice in writing shall be delivered by the Secretary to each Director, and if notice is requested in writing, to each local newspaper of general circulation and radio or television station. The notice shall be delivered personally or by any other means and shall be received at least 24 hours in advance of the meeting. The notice shall specify the time and place of such meeting and the purpose of the meeting. The written notice may be dispensed with as to any Director who, at or prior to the time the meeting convenes, files with the Secretary a written waiver of notice. The written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes. 10.3 Emergency Meetings A. In the event of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, the Board may hold an emergency special meeting without complying with the 24 hour notice required in Section 10.2 herein. An emergency situation means a crippling disaster which severely impairs public health, safety, or both. The President, or the Vice President in the absence of the President, or the General Manager, may determine if an emergency situation exists. B. Whenever an emergency meeting of the Board is called, notice in writing shall be delivered by the Secretary to each Director, and if notice is requested in writing, to each local newspaper of general circulation and radio or television station. The notice shall be delivered personally or by any other means and shall be received at least one hour in advance of the meeting. In the event that telephonic services are not functioning, the notice requirement of one hour is waived. The Secretary shall then notify such newspapers, radio stations, or television states of the fact of the holding of the emergency meeting, and of any action taken by the Board, as soon after the meeting as possible. C. No Closed Session may be held during an emergency meeting, and all other rules governing special meetings shall be observed with the exception of the 24 hour notice. The minutes of the emergency meeting, a list of persons the Board or designee notified or attempted to notify, a copy of the roll call vote(s), and any actions taken at such meeting shall be posted for a minimum of ten days in the District office as soon after the meeting as possible. 22 11.0 BOARD MEETINGS, AGENDAS 11.1 Agendas A. Any matter which is to be considered for approval or adoption by the Board at the meeting must be submitted to the Board as part of an agenda. All ordinances, resolutions and contracts shall be reviewed by legal counsel and approved as to form and legality prior to submission for consideration by the Board. B. The Secretary shall, under direction of the General Manager, prepare an agenda of such matters according to Section 11.2 herein, entitled “Order of Business”, including a description of the items to be considered or discussed and, where deemed appropriate by the General Manager, a staff recommendation for each item. C. A copy of the draft agenda for every meeting of the Board shall be provided to the Presiding Chair (should one be appointed) for review prior to posting by the Secretary. D. A copy of the finalized agenda for every meeting of the Board shall be posted at least 72 hours prior to the meeting in a place that is freely accessible to members of the public. Once posted, copies of the complete agenda and supporting materials shall be available for public inspection during business hours at the District office and on the District’s website. E. Agendas for all special meetings of the Board shall be posted in the same manner at least 24 hours prior to the meeting. The agenda for a special meeting of the Board is limited to only those matters specifically set forth in the purpose of the call for the special meeting. No other business shall be considered at a special meeting. F. All agendas and other District information shall be distributed to the Board via electronic means instead of providing paper copies. Director incurred expenses for electronic equipment and related items required for receiving, accessing and printing all agendas and information shall be reimbursed in accordance with Section 9.0 herein. G. A copy of each agenda for a meeting of the Board shall be mailed to members of the public so requesting them in writing. Any member of the public requesting a copy of a complete agenda and supporting materials shall be charged, in advance, for reproduction costs plus mailing expenses. Exceptions are public agencies, members of the public who request a copy of the agenda without supporting materials, and individuals requesting a copy of an agenda, with or without supporting materials, that contains a specific matter involving that individual as a party. H. All information made available to the Board (except confidential information allowed by law per legal counsel authority) shall be available for public review prior to the Board meeting. 23 I. Any Director may contact the General Manager and request an item to be placed on the agenda no later than 12:00 p.m. the day before an agenda is scheduled to be closed. In general, all agendas will be closed on Wednesday of the week prior to the meeting date. J. Any member of the public may request that a matter directly related to District business be placed on the agenda of a regularly scheduled meeting of the Board, subject to the following conditions: 1. The request must be in writing and submitted to the General Manager together with supporting documents and information, if any, at least 10 days prior to the date of the meeting. 2. The General Manager shall be the sole judge of whether the public request is or is not a “matter directly related to District business” and if the matter is to be placed on a future agenda. The public member requesting the agenda item may appeal the General Manager’s decision at the next regular meeting of the Board. Any Director may request that the item be placed on the agenda of the Board’s next regular meeting. 3. No matter which is legally a proper subject for consideration by the Board in Closed Session shall be accepted. 4. The Board may place limitations on the total time to be devoted to a public request issue at any meeting, and may limit the time allowed for any one person to speak on the issue at the meeting. K. Any member of the public may request to present electronic material (such as a PowerPoint presentation) directly related to District business during Public Comments or in relation to a specific agenda item during a regularly scheduled meeting of the Board, subject to the following conditions: 1. The request must be made in writing and submitted to the General Manager together with all electronic materials at least 12 hours prior to the meeting. 2. The General Manager shall be the sole judge of whether the electronic material is or is not a “matter directly related to District business” and if the material is to be presented during a regularly scheduled Board meeting. The public member requesting to present the electronic material may appeal the General Manager’s decision at the next regular meeting of the Board. Any Director may request that the electronic material be presented at the Board’s next regular meeting. 11.2 Order of Business A. Upon convening the meeting at the hour set on the date of each meeting, the members of the Board, the Secretary and General Manager of the District shall take their regular stations in the Board Meeting Room, and the business of the Board shall be taken up for consideration. The Presiding Officer shall immediately 24 call the Board to order and lead in the Pledge of Allegiance to the flag of the United States of America. B. Before proceeding with the business of the Board, the Secretary shall call the roll of the Directors. The Secretary shall enter the names of all Directors, Officers, staff members and visitors (if known) present in the Minutes of the meeting. C. If a quorum is present, the Secretary shall so advise the Presiding Officer. If a quorum is not present, the Secretary may adjourn the meeting to a time certain for the purpose of obtaining a quorum. Any such reconvened regular meeting shall not constitute a special meeting. In the event a regular or special meeting of the Board is adjourned to a time and date certain, the Secretary shall post a notice of adjournment in a place that is freely accessible to members of the public within 24 hours of such adjournment. D. Three of the five Directors elected or appointed to the Board shall constitute a quorum for any meeting of the Board. Irrespective of the number of Board members constituting a quorum for a particular meeting, a majority vote of the Board shall consist of at least three votes. No ordinance, resolution or motion shall be passed or become effective without the affirmative votes of at least a majority of the members of the Board. E. Directors may attend Board and Committee meetings via teleconference provided the meeting has been duly noticed as a teleconference meeting in compliance with requirements of the Ralph M. Brown Act. Duly noticed teleconference locations may be outside the District’s jurisdictional boundaries, but for purposes of establishing a quorum, at least three Directors must be participating in the meeting from within the District’s jurisdictional boundaries. A Director is entitled to participate fully in the meeting and vote from a teleconference location, and all votes shall be taken by roll call. F. The Presiding Officer may, on his/her own initiative or at the request of any two Directors, take any item of business out of order, either as to the general order of business or as to the specific agenda as the Secretary has prepared it. G. The Board may take action on items not appearing on the posted agenda for regular meetings under the following circumstances: 1. Upon determination by a majority vote of the Board that an emergency, work stoppage or crippling disaster exists that impairs public health and/or safety. 2. Upon determination by a two-thirds vote of the Board, or by all Directors if only three are present, that a matter came to the attention of the District subsequent to posting the agenda that needs immediate action by the Board. 3. When an item was posted on the agenda of, and was continued from, a meeting held not more than five days earlier. 25 H. The Order of Business taken up for consideration by the Board is generally organized so that high priority matters are addressed at the beginning of the meeting, and is generally in the following sequence: 1. Introductions and Presentations 2. Public Hearings 3. Consent Calendar 4. Action Calendar 5. Discussion Calendar 6. Informational Reports and Other Business 7. Closed Session(s) 8. Adjournment I. The Public Hearings portion of the agenda, if any, shall be held at the time specified in the legal notice advertising such hearing. In general, the order of procedure for a public hearing is as follows: 1. Opening of Hearing by Presiding Officer 2. Verification of Notice of Hearing Provided by Board Secretary 3. Reports by General Manager, Staff and/or Consultant 4. Comments from the Public Speaking in Favor and/or Against the Issue 5. Receipt of Written Communications from the Public 6. Continue or Closing of Hearing by Presiding Officer 7. Questions to Staff and Board Discussion 8. Consideration of Action by the Board J. The Consent Calendar portion of the agenda shall be consideration, in a single action, of items determined by the Secretary to be routine matters, status reports or documents implementing previous Board instructions. If a Director has a question or wishes to discuss a Consent Calendar item, they may do so without formally removing the item from the Consent Calendar. If, after such discussion, a Director, staff member or member of the public has a question or wishes to address a Consent Calendar item further, they may request that the item be removed for further discussion. The Presiding Officer shall immediately grant such requests and transfer the removed item to the Action Calendar for later discussion. Items removed from the Consent Calendar for discussion shall be acted upon separately. All items remaining on the Consent Calendar shall be considered for approval by a single motion. Examples of matters appearing on the Consent Calendar may include, but are not limited to: 1. Minutes of Previous Board Meetings 2. Approval to Pay Warrants 3. Routine Environmental Assessments 4. Approval of Routine Terms and Conditions for Water and/or Sewer Service 5. Approval of Change Orders (W ith a dollar value within the General Manager’s authority consistent with the approved purchasing policy.) 6. Approval of Contracts (For projects identified in the adopted budget.) 7. Final Acceptance of Facilities 8. Disposition of Liability Claims 9. Other Routine Administrative Matters 26 K. The Action Calendar portion of the agenda shall include items requiring staff presentation and/or Board discussion prior to formal Board action. Items shall generally be listed in order of priority and with items of a similar nature grouped together. Items may be addressed out of order upon request and with the consent of the Presiding Officer. L. The Discussion Calendar shall include matters that do not require Board action or that cannot reasonably be expected to result in Board action at that meeting. Matters appropriate for the Discussion Calendar include technical presentations to the Board, review of drafts of proposed policies and, in general, items for which District staff seeks the advice and counsel of the Board. When time permits, the Board believes the District’s best interests are served by discussing more complex matters at one meeting and considering formal action on them at a subsequent meeting. M. The Informational Reports and Other Business portion of the agenda provides an opportunity for the presentation of reports by the General Manager, reports from Committees, reports by Directors who have attended outside meetings, and general comments by Directors. It also provides an opportunity for the Board to schedule future meetings and assignments on the Board’s activity calendar. N. Closed Sessions are strictly limited to the open meeting exceptions as defined in the Ralph M. Brown Act. At times, during Board meetings, the Board may adjourn into Closed Session to discuss personnel matters, real estate negotiations, existing or anticipated litigation or other matters as specified in the exceptions set forth in the Brown Act. Appropriate agenda descriptions are also required for Closed Session items. O. A motion to adjourn must be moved by a Director and seconded by another Director, and is subject to debate. No further business can be conducted after an affirmative vote to adjourn. P. The Board may adjourn any regular or adjourned regular meeting to a time and place specified in the motion of adjournment so approved by the Board. 12.0 BOARD MEETINGS, MINUTES 12.1 The Secretary shall keep minutes of all Board meetings. Minutes are to record actions taken and meaningful discussion; they are not intended to be verbatim records. Members of the public requesting information about a meeting shall be encouraged to listen to the audio recording made of each meeting. Draft minutes shall be distributed to the Board for review and approval at the next regular meeting or as soon as possible thereafter. Minutes may be approved as part of the Consent Calendar. 12.2 The official minutes of all Board meetings shall be kept in a fire-proof vault or in fire- resistant locked cabinets at the District’s Administration office. An audio recording shall be made of all regular Board meetings, including public hearings, and retained for 30 days following the date the meeting minutes are approved by a majority vote of the Board. Video recordings of all regular Board meetings or public hearings shall be retained for a minimum of 30 days following the date of the meeting. 27 13.0 BOARD MEETINGS, CONDUCT 13.1 Guidelines for Discussion These guidelines are intended primarily for those situations where discussion of an issue is taken up with considerable enthusiasm by several Directors and/or members of the general public, and it is necessary to formalize the meeting so that each Director, in due course, may be heard. A. The Presiding Officer shall decide, subject to a question of order by any Director, the degree of enforcement of these guidelines at any time during any meeting. B. The Board prefers a flexible form of meeting, believing that this enhances the decision-making process and therefore does not conduct its meetings with formal “rules of order” or parliamentary procedure. The Presiding Officer for each meeting has the responsibility to preserve order and decorum. If at any time, a Director believes order is not being maintained or that procedures being followed are not adequate for the decision-making process at hand, he/she shall call this fact to the attention of the Presiding Officer and request corrective action. If the corrective action taken by the Presiding Officer is not satisfactory, a motion for specific corrective action may be made to the Board. In that event, a majority vote of the Board shall determine the action to be taken. C. A Director is disqualified from participating in the decision-making process if a financial interest in an item before the Board might interfere with the performance of duties in an impartial manner free from bias, as defined in Section 4.0 herein. If grounds for disqualification exist, the Director at issue shall announce prior to consideration of the matter that he/she has a conflict of interest (see Exhibit B), publicly identify the interest that gives rise to the conflict or potential conflict in sufficient detail to be understood by the public, recuse themselves from discussing and voting on the matter, and then leave the room until after the discussion, vote, and any other disposition of the matter is concluded. The Director shall not be counted toward achieving a quorum while the item is discussed. This rule applies when the item that gives rise to the disqualification is on the Consent Calendar except the Director at issue is not required to leave the room. Any Director unsure about whether a conflict of interest exists may request an opinion from legal counsel. D. The Presiding Officer may move, second or debate motions from the chair, subject only to such limitations of debate as may be imposed on all Directors, and shall not be deprived of any of the rights and privileges of a Director by serving as the Presiding Officer. The Presiding Officer may vote on all questions or motions before the Board, with his/her name being called last in a roll call vote. E. Any Director desiring to speak shall first address the chair. Upon recognition by the Presiding Officer, the Director may speak freely with respect to the matter then before the Board but shall confine his/her comments to the subject under discussion. Any Director, once recognized, shall not be interrupted except by a call to order from the Presiding Officer. If a Director is called to order, he/she shall cease speaking until the question or order is determined; if determined to be in order, they may proceed. 28 F. Any Director moving the adoption or approval of a matter may call for the question. G. True motions to reconsider any Board action must be made at the same meeting at which the original action was taken; however, any Director may make any other type of motion at any meeting. H. All motions shall be adopted by voice vote unless otherwise required by law. The Secretary shall record in the Minutes any dissenting and abstaining votes, or disqualification from voting due to a conflict of interest. I. Unless a Director declares a conflict of interest or abstains, silence shall be recorded in the Minutes as an affirmative vote. J. The Secretary shall enter into the Minutes for each meeting a record of all Board actions and a summary of the discussion on each matter considered by the Board. K. Any person desiring to speak shall first address the chair. Upon recognition by the Presiding Officer, the speaker shall state his/her name, representation and/or affiliation and the matter on which he/she wishes to comment. If the matter relates to an item on the current agenda, the Presiding Officer shall recognize the person and invite their comment when the item is considered. If the matter does not relate to an item on the current agenda, the Presiding Officer shall determine whether and when to allow the comment. Comments are limited to matters of public interest within the jurisdiction of the District, and comments must be no more than three minutes in length unless a time extension is granted by the Presiding Officer. A maximum of 20 minutes shall be allotted for each subject matter pursuant to the discretion of the Presiding Officer. No action shall be taken on matters not appearing on the posted agenda for that meeting, although Directors may respond briefly to public comments. L. In the event any person or group of people makes personal, impertinent or slanderous remarks or becomes boisterous while attending a District Board meeting, the Presiding Officer shall call for order. If the person or group refuses to comply with the Presiding Officer’s request for order, the Presiding Officer may declare a recess and summon a law enforcement officer to remove the person(s) from the room. Once the Presiding Officer takes this action, permission for such person(s) to remain at the meeting requires a motion approved by a majority vote of the Board. When, in the judgment of the Presiding Officer, order is restored, the meeting shall reconvene and continue with the Board’s business. 14.0 BOARD ACTIONS AND DECISIONS 14.1 The Board shall act only by Ordinance, Resolution or Motion. The Presiding Officer shall state each matter as it is presented for consideration by the Board and shall announce each decision of the Board. 14.2 Ordinances are an authoritative decree or municipal regulation of the District. Ordinances shall relate to no more than one subject, which shall be clearly expressed in the title of the ordinance. No ordinance, or section thereof, shall be amended or repealed unless the new ordinances contains the title of the ordinance or section amended or repealed. 29 When applicable, ordinances shall be identified to the Board as replacements to existing ordinances or sections thereof. Ordinances must be moved and seconded and shall be adopted only by a roll call vote. The Secretary shall record the names of all Directors and identify them as voting Aye, No, Abstain, or Absent on each adopted ordinance. All ordinances shall be signed by the Presiding Officer and attested by the Secretary. Ordinances shall be in full force and effect upon adoption unless otherwise provided by law, and the Secretary shall be responsible for compliance with any and all legal requirements for publication of the ordinance. 14.3 Resolutions are a formal expression of opinion, will or intent of the Board. Resolutions must be moved and seconded and shall be adopted only by a roll call vote. The Secretary shall record names of all Directors and identify them as voting Aye, No, Abstain, or Absent on each adopted resolution. All resolutions shall be signed by the Presiding Officer and attested by the Secretary. 14.4 Motions are proposals, made by a Director during a Board meeting, for action, inclination of the mind or will, or a formal proposal made in a deliberative manner by the Board. Every motion considered by the Board must be moved by a Director, seconded by another Director and is subject to debate. 14.5 Except where action is taken by the unanimous vote of all Directors present and voting, the Secretary shall record the names of all Directors and identify them as voting Aye, No, Abstain or Absent upon the passage of all ordinances, resolutions, or motions and enter them upon the Minutes of the Board. 15.0 EXHIBITS AND APPENDIXES Exhibits A. Acknowledgement B. Sample Conflict of Interest Declarations C. Activity Report and Compensation Form D. Travel Expense Reimbursement Form E. Meeting and Mileage Expense Reimbursement Form F. Missing Receipt Affidavit Form G. Miscellaneous Gratuities Form H. Communications Expense Reimbursement Form Appendixes 1. Setting Compensation for Members of the Board (Ord. 03-01) YORBA LINDA WATER DISTRICT Acknowledgement Form By signing below, the Director hereby acknowledges and agrees that he/she: a) Has read this manual and understands its expectations; b) Will comply with all local, state, and federal laws and regulations is an inherent quality of ethical behavior; c) Pledges to uphold a standard of integrity and competence beyond that required by law; d) Will treat all persons, claims and transactions in a fair and equitable manner; and e) Fully understands they are subject to the Board’s admonition, sanction and censure, depending on their ability to exemplify the ethical and professional behavior promoted by this manual. Director’s Name (Printed): Date: ________________________________________ Director’s Signature: ________________________________________ Distribution: Original to Personnel File Copy: Director Exhibit A YORBA LINDA WATER DISTRICT Sample Conflict of Interest Declarations Generally, a Board member has a financial interest in a matter if it is reasonably foreseeable that the Board’s decision would have a material financial effect (as defined by the Fair Political Practices Commission regulations) that is distinguishable from its effect on the public generally, on the official, a member of his/her immediate family, or on any of the following: •A business entity in which the Board member has a direct or indirect investment worth $2,000 or more; •A business entity in which the Board member holds a position as a director, officer, partner, trustee, employee, or holds any position of management; •A source of income (except gifts or loans by a commercial lending institution made in the regular course of business on terms available to the public without regard to official status), aggregating $500 or more in value provided, promised to, or received by, the Board member within 12 months prior to the time a decision is made; •A source of gifts to the Board member amounting to the annual gift limit or more within 12 months prior to the time a decision is made; and •Real property in which the Board member has a direct or indirect interest worth $2,000 or more. Below are some sample conflict of interest declarations as provided by the District’s legal counsel: 1.Decision affects business entity in which a Director has an investment: I declare that I have a conflict of interest on Agenda Item No. because I have an investment in Name of Company . 2.Decision affects business entity in which a Director holds a position: I declare that I have a conflict of interest on Agenda Item No. because I hold a position at Name of Company , a business that Description of Business Activities . 3.Decision affects a source of income/gift: I declare that I have a conflict of interest on Agenda Item No. because I have received income or a gift from Name of Source . 4.Decision affects real property in which the Director has a direct/indirect interest: I declare that I have a conflict of interest on Agenda Item No. because I own real property, located at Location which may be affected. NOTE: If subject property is the Director’s primary residence simply state that “the property is a residence”. 5.Decision related to Closed Session agenda item: I recuse myself from participating in Agenda Item No. due to a conflict of interest under Government Code Section 87100. Exhibit B YORBA LINDA WATER DISTRICT Directors Activity Report and Compensation Form Name (Printed): NOTE: Rate is $150.00 per day. Month: Date Meeting Description Code Rate Total Compensation Amount: $ Director’s Signature: Date: R = Regular Mtg | S = Special Mtg | C = Committee Mtg | O = Other Mtg Fax to 714-701-3028 or scan and e-mail to the Executive Secretary. Exhibit C Page 1 of 2 Original itemized receipts and Name:corresponding route maps must be attached. Conference Name: Destination/Location: Purpose of Trip: Departure Date:Return Date: Travel Date Expense Paid Expense Paid Total Business By YLWD By Director Expenses Breakfast 0.00 Lunch 0.00 Dinner 0.00 Airfare 0.00 Lodging 0.00 Cab / Shuttle 0.00 Auto Rental 0.00 Fuel / Oil 0.00 Parking / Toll 0.00 Mileage 0.00 Misc / Tips 0.00 Conference Fee 0.00 Membership Fee 0.00 Total $0.00 0.00 0.00 $0.00 I hereby certify that the above expenditures represent cash spent for legitimate District business only and includes no personal items. Director's Signature:Date: Reviewer's Signature:Date: Itemized Expenses Total Due Director: YORBA LINDA WATER DISTRICT Travel Expense Reimbursement Form Exhibit D Page 2 of 2 Original itemized receipts and Name:corresponding route maps must be attached. Mileage Date Miles 0.54 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Total $0.00 Misc / Tips Date Amount Total $0.00 YORBA LINDA WATER DISTRICT Travel Expense Reimbursement Form Destination Description Exhibit D TOTAL EXPENSES:$0.00 Meeting and Mileage Expense Reimbursement Form Name: Month:Current Rate =0.54 Date Purpose Miles Meals Parking Other 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total Miles:0 TOTALS:$0.00 $0.00 $0.00 $0.00 Director's Signature Date Original itemized receipts and corresponding route maps must be attached. Reviewer's Signature Date YORBA LINDA WATER DISTRICT Location Exhibit E YORBA LINDA WATER DISTRICT Missing Receipt Affidavit Form Please retain this form with the District’s financial records in case of an audit. Name (Printed): I certify that I made the purchase shown below for District purposes but do not have a receipt because (check all that apply): Vendor did not provide a detailed receipt. I had a receipt but cannot locate it. I have a receipt, but it is not readable (e.g. not in English and/or not legible). This document is provided in order to describe the items purchased. Order was placed via telephone, fax, or internet, and vendor has not supplied an invoice. Vendor Name City Date of Purchase Detailed Description of Purchase (Attach additional sheets if necessary.) Item Amount Total Purchase Amount $ This document is in lieu of an invoice or receipt for this transaction. I certify that all items listed above (and on the attached, if applicable) were purchased and received for District business. Director’s Signature: Date: NOTE: All information is required and must be typed or printed in ink. Use one affidavit per receipt. Exhibit F YORBA LINDA WATER DISTRICT Miscellaneous Gratuities Form Please retain this form with the District’s financial records in case of an audit. Name (Printed): Conference/Event Name: The following gratuities were paid in cash and are directly related to my attendance at the above listed conference/event: Date Location Purpose Amount Total Amount $ This document is in lieu of an invoice or receipt for this/these transaction(s). I certify that all items listed above (and on the attached, if applicable) were for District business. Signature: Date: Exhibit G YORBA LINDA WATER DISTRICT Communications Expense Reimbursement Form Director’s Name (Printed): The purpose of this form is to identify and provide proof of purchase and original itemized receipts for the reimbursement of Director incurred expenses for obtaining electronic equipment and related items in order to receive and access agendas and other District information distributed to the Board via electronic means. NOTE: One hundred percent (100%) of the electronic equipment and approved itemized expenses reimbursed shall be reported on the Director’s Form W-2 as taxable income. Date Description Amount Total Expenses: $ Less Paid by YLWD: $ Total Reimbursement Amount: $ I agree that all expenses submitted on this form are for District purposes only. I also agree that it is my responsibility to provide proof of purchase and original itemized receipts along with this completed form to the Finance Manager or the General Manager within 30 days of purchase. Director’s Signature: Date: Reviewer’s Signature: Date: Exhibit H Appendix 1 ORDINANCE NO. 03-01 AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT SETTING COMPENSATION FOR MEMBERS OF THE BOARD OF DIRECTORS WHEREAS, The Yorba Linda Water District is organized and operates under authority of the County Water District Act, Division 12, commencing with Section 30,000 of the California Water Code; and WHEREAS, Water Code Section 20202, permits water districts, as defined in Section 20200, which includes the Yorba Linda Water District,to increase compensation of members of the Board of Directors in an amount in excess of$100 per day for each day's attendance at Board meetings or each day's service as a Director at the Board's request, not to exceed ten day's per calendar month; and, WHEREAS, the increase in compensation authorized pursuant to Section 20202 is limited to five percent for each calendar year following the operative date of the last adjustment; and WHEREAS, the Board of Directors of the Yorba Linda Water District, by action taken in February, 1991 set the daily compensation under Water Code Section 30507 at $125 for Board and Board Committee meetings and $50 for other service rendered at the request of the Board; and WHEREAS, the Board of Directors of the Yorba Linda Water District has conducted a public hearing upon notice pursuant to Government Code Section 6066 as required by Water Code Section 20203. NOW THEREFORE,the Board of Directors of the Yorba Linda Water District does hereby find, declare, order and ordain as follows: Section 1. The matters set forth in the recitals of this Ordinance are true and correct. Section 2. Upon and after the effective date of this Ordinance, compensation for members of the Board of Directors of the Yorba Linda Water District shall be $150 per day for each day's attendance at meetings of the Board of Directors and other meetings attended at the request of the Board of Directors. Compensation for any type of service shall not exceed ten (10) days in any calendar month. Members of the Board of Directors shall receive reimbursement or payment of expenses, according to District rules, incurred in the performance of each Director's duties required or authorized by the Board of Directors. Appendix 1 Section 3. This Ordinance shall become effective sixty(60) days after its adoption. PASSED AND ADOPTED this 23rd day of January, 2003 by the following called vote: AYES: Beverage, Mills, Summerfield NOES: Armstrong ABSENT: Korn ABSTAIN: 6?resident W. ummerh ld, , l JEST son, Secretary ITEM NO. 8.4 AGENDA REPORT Meeting Date: January 12, 2017 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Marc Marcantonio, General Manager Prepared By:Annie Alexander, Executive Assistant Subject:Reorganization of Citizens Advisory Committee STAFF RECOMMENDATION: That the Board of Directors provide direction to staff regarding the future of the Citizens Advisory Committee. DISCUSSION: At the regular meeting held December 22, 2016, the Board was provided with an overview of the current Citizens Advisory Committee and discussed options for reorganization including: disbanding the current Citizens Advisory Committee; establishing a new Ad Hoc Citizens Advisory Committee and determining its purpose and duration; and determining the process and timeline for new member recruitment. The attached excerpt from the Board of Directors' Policies and Procedures Manual related to committees has been attached for reference. Staff is requesting direction from the Board regarding this matter before proceeding with any action. ATTACHMENTS: Name:Description:Type: Excerpt_from_BOD_Policies_and_Procedures_Manual.pdf Backup Material Backup Material 15 actions to insure legality and acceptability under law; (2) prepare or review legal documents and provide legal counsel, as required by the Board or General Manager; and (3) attend and/or participate in Board meetings and other meetings as directed by the Board or the General Manager. 2. Labor Counsel shall serve as the attorney for the District and its Board in all legal matters pertaining to public sector law, employment law, and other related business of the District. Labor Counsel shall perform such duties as the Board or General Manager may request, and shall (1) review all employment related matters to insure legality and acceptability under law; (2) prepare or review employment and labor related documents and provide legal counsel, as required by the Board or General Manager and (3) attend and/or participate in Board meetings and other meetings as directed by the Board or the General Manager. 7.3 District Auditor A. The District’s Auditor is a certified audit firm that is appointed by and reports to the Board, and that conducts the District’s annual audit and prepares the District’s annual audit report. The District’s auditor shall be rotated on a periodic basis. Contracts for independent auditing services shall be awarded for an initial period of three years, with the option of extending up to two subsequent years (for a maximum total of five), unless otherwise determined by the Board. 7.4 Consultants A. The Board may from time-to-time select, retain, compensate, define the scope and efforts of, and dismiss consultants to support or provide information to the Board in developing policy level decisions or in implementing Board actions. In doing so, the Board shall delegate to the General Manager the responsibility for day-to-day direction of the work of the consultant. 8.0 COMMITTEES 8.1 From time to time, the Board may establish committees, whether standing or ad hoc, to assist with the performance of its duties and policy advice. In keeping with the Board’s broader focus, committees shall not direct the implementation of District programs and projects. Committees shall assist the Board by preparing policy alternatives and implications for Board consideration. Committees shall not act on the Board’s behalf unless authorized by a majority vote of the Board. Said authorization shall not conflict with the duties assigned to the General Manager. In order to preserve the organizational structure and support the chain of command, committees shall not exercise authority over staff or staff operations. 8.2 The purpose of each established committee shall be reviewed by the Board on an annual basis, prior to making Director assignments, in order to determine their continuing relevance. 8.3 The Board previously adopted the Fair Political Practices Commission’s (FPPC) Form 806 as the District’s official form for reporting public official appointments and has directed ITEM NO. 9.1 AGENDA REPORT Meeting Date: January 12, 2017 To:Board of Directors From:Marc Marcantonio, General Manager Subject:Role of the Board and Best Governance Practices DISCUSSION: Mr. David Aranda from BHI Management Consulting will be facilitating this presentation during which the following topics will be discussed: The Basis, Evolution and Obligation of Board Membership Board Member Role Board Governance/Process Board Team Membership Optimizing the Use of Committees Communicating as Board Members ITEM NO. 10.2 AGENDA REPORT Meeting Date: January 12, 2017 Subject:General Manager's Report ATTACHMENTS: Name:Description:Type: Backup_Material.pdf Backup Material Distributed Less Than 72 Hours Prior to the Meeting Backup Material Information for the Board of Directors, January 12, 2017 Rain Delay in YLWD Construction Projects The good news is that it is raining; we sure need it. The bad news is that the rain and wet conditions are delaying our construction projects. The Fairmont Pump Station site is very wet, with ponding water. It is likely that the Fairmont site will be too wet to work next week, but that remains to be seen. The Richfield Road Pipeline Project has also been delayed. The next step for that project is to lay pipe under major utility lines through the La Palma Avenue intersection, which will be night work. That work has been rescheduled for Jan 17 thru 20, weather permitting. Our construction contracts have no “extra” days built in as a contingency for rain or wet conditions. We currently stand at 21 rain days for the two projects that will have to be added to the contract time. However, we will not bring a request to add rain days to each project (added days with no increase in contract cost) until after the weather clears and work starts again. If the pattern continues, we may have more rain in the next 2-3 months that could add more rain days and further delays to our projects. Limits on YLWD’s Pumping from the Groundwater Basin per the OCWD Annexation Agreement YLWD’s final annexation to OCWD became official with the certification of the annexation of additional territory into the OCWD service area by OC LAFCO on July 10, 2014. Per the annexation agreement, YLWD is limited to a maximum groundwater pumping [defined as the Basin Pumping Percentage (BPP)] of 70% for five years, which is until July 10, 2019, which is the beginning of our July 1, 2019- June 30, 2020 Fiscal Year. What that means is that if OCWD sets the BPP at greater than 70% (i.e., it is currently set at 75%), YLWD is limited to 70%. If OCWD sets the BPP at less than 70%, we are bound by that setting. After July 2019, YLWD is eligible to pump to the full amount as set by OCWD. OCWD sets the BPP each year, effective July 1. Backup Material Distributed Less Than 72 Hours Prior to the Meeting ITEM NO. 10.2. ITEM NO. 13.1 AGENDA REPORT Meeting Date: January 12, 2017 Subject:Meetings from January 13, 2017 - March 31, 2017 ATTACHMENTS: Name:Description:Type: BOD_-_Activities_Calendar.pdf Backup Material Backup Material Event Date Attendance by: January 2017 Yorba Linda City Council Tue, Jan 17 TBD (As Needed) MWDOC Wed, Jan 18 Nederhood OCWD Wed, Jan 18 Jones Citizens Advisory Committee Meeting Mon, Jan 23 TBD Interagency Committee Meeting with MWDOC and OCWD Tue, Jan 24 Miller/Nederhood OCSD Wed, Jan 25 Hawkins/Jones Yorba Linda Planning Commission Wed, Jan 25 TBD (As Needed) Board of Directors Regular Meeting Thu, Jan 26 ISDOC Thu, Jan 26 _____ (All Directors PA) Board of Directors Workshop Meeting Tue, Jan 31 February 2017 MWDOC Wed, Feb 1 Nederhood OCWD Wed, Feb 1 Jones MWDSC Local Infrastructure Tour Fri, Feb 3 Jones/Nederhood WACO Fri, Feb 3 Jones (All Directors PA) Yorba Linda City Council Tue, Feb 7 TBD (As Needed) LAFCO Wed, Feb 8 Nederhood (As Needed) Yorba Linda Planning Commission Wed, Feb 8 Hawkins Board of Directors Regular Meeting Thu, Feb 9 MWDOC Wed, Feb 15 Nederhood OCWD Wed, Feb 15 Jones Yorba Linda Planning Commission Wed, Feb 15 TBD (As Needed) District Offices Closed Mon, Feb 20 YL City Council Tue, Feb 21 TBD (As Needed) OCSD Wed, Feb 22 Hawkins/Jones Yorba Linda Planning Commission Wed, Feb 22 TBD (As Needed) Board of Directors Regular Meeting Thu, Feb 23 MWDSC State Water Project Tour Fri, Feb 24 Jones/Nederhood MWDSC State Water Project Tour Sat, Feb 25 Jones/Nederhood MWDSC State Water Project Tour Sun, Feb 26 Jones/Nederhood CSDA SDLA Conference Sun, Feb 26 Jones/Miller/Nederhood CSDA SDLA Conference Mon, Feb 27 Jones/Miller/Nederhood Citizens Advisory Committee Meeting Mon, Feb 27 TBD CSDA SDLA Conference Tue, Feb 28 Jones/Miller/Nederhood March 2017 CSDA SDLA Conference Wed, Mar 1 Jones/Miller/Nederhood MWDOC Wed, Mar 1 Nederhood OCWD Wed, Mar 1 Jones WACO Fri, Mar 3 Jones (All Directors PA) Yorba Linda City Council Tue, Mar 7 TBD (As Needed) LAFCO Wed, Mar 8 Nederhood (As Needed) Yorba Linda Planning Commission Wed, Mar 8 Hawkins Board of Directors Regular Meeting Thu, Mar 9 MWDOC Wed, Mar 15 Nederhood OCWD Wed, Mar 15 Jones YL City Council Tue, Mar 21 TBD (As Needed) OCSD Wed, Mar 22 Hawkins/Jones Yorba Linda Planning Commission Wed, Mar 22 TBD (As Needed) Board of Directors Regular Meeting Thu, Mar 23 Citizens Advisory Committee Meeting Mon, Mar 27 TBD Interagency Committee Meeting with MWDOC and OCWD Tue, Mar 28 Miller/Nederhood ISDOC Thu, Mar 30 Hawkins (All Directors PA) PA = Preauthorized 6:30PM 8:30AM 8:30AM 4:00PM 11:30AM 6:30PM 8:30AM 8:30AM 5:30PM 6:30PM 6:00PM 8:30AM 8:30AM 5:30PM 7:30AM 6:30PM 8:00AM 5:00PM 8:30AM 8:30AM 8:30AM 6:00PM 6:30PM 8:30AM 5:15AM 5:30AM 7:00AM 8:30AM 8:30AM 5:30PM 6:30PM 7:00AM 6:30PM 5:30PM 7:00AM 7:30AM 6:30PM 8:00AM 6:30PM 8:30AM 11:30AM 4:00PM 8:30AM 8:30AM 5:30PM 8:30AM 4:00PM 6:00PM 6:30PM Board of Directors Activity Calendar Time 6:30PM 1/5/2017 4:37:14 PM ITEM NO. 14.1 AGENDA REPORT Meeting Date: January 12, 2017 Subject:MWDSC Local Infrastructure Tour - February 3, 2017 MWDSC State Water Project and Sacramento-San Joaquin Delta Inspection Trip - February 24-26, 2017 MWDSC Hoover Dam / Colorado River Aqueduct Inspection Trip - April 7-9, 2017 CSDA Special District Leadership Academy Conference - April 23-26, 2017 STAFF RECOMMENDATION: That the Board of Directors approve Director attendance at these events if desired. ATTACHMENTS: Name:Description:Type: MWDSC_Inspect_Trip_-_Infrastructure.pdf Inspection Trip Itinerary Backup Material MWDSC_Inspect_Trip_-_SWP.pdf Inspection Trip Itinerary Backup Material MWDSC_Inspect_Trip_-_Hoover.pdf Inspection Trip Itinerary Backup Material SDLA_Conf.pdf Conference Flyer Backup Material Draft ITINERARY Infrastructure Inspection Trip Sponsored by Director Brett R. Barbre The Metropolitan Water District of Southern California Representing the Municipal Water District of Orange County Friday, February 3, 2017 7:00 a.m. - Yorba Linda Water District 1717 E. Miraloma Ave. Placentia 92870 7:30 a.m. - Depart for Diemer Treatment Plant 7:45 a.m. - Arrive and tour Diemer Treatment Plant (short walk from parking) 3972 Valley View Avenue, Yorba Linda 92686. Continental breakfast served upon arrival. Metropolitan’s Robert B. Diemer Water Treatment Plant is located in the City of Yorba Linda, approximately 25 miles southeast of Los Angeles. It is one of Metropolitan’s three “blend” plants (the other two are Weymouth and Skinner), meaning that it receives a blend of water from the State Water Project (SWP) and the Colorado River Aqueduct (CRA). 10:00 a.m. - Depart for Fountain Valley 2 10:45 a.m. - Arrive at the Municipal Water District of Orange County Tour Groundwater Replenishment System (GWRS) operated by the Orange County Water District 18700 Ward St, Fountain Valley, CA 92708 The The Groundwater Replenishment System (GWRS), a joint project of the Orange County Water District (OCWD) and the Orange County Sanitation District (OCSD), is the world's largest water purification system for indirect potable reuse. The system takes highly treated wastewater that would have previously been discharged into the Pacific Ocean and purifies it using a three-step advanced treatment process consisting of microfiltration, reverse osmosis and ultraviolet light with hydrogen peroxide. The process produces 100 million gallons a day (MGD) of high-quality water that meets or exceeds state and federal drinking water standards and provides enough new water for nearly 850,000 residents. Operational since January 2008, the GWRS provides a reliable supply of water that makes the region resilient to drought. To date, it has produced more than 172 billion gallons of water, has garnered more than 40 awards and serves as a model for water reuse projects worldwide. 12:15 p.m. - Lunch hosted by Municipal Water District of Orange County 18700 Ward Street Fountain Valley, CA 92708 1:00 p.m. - Depart Fountain Valley for Winchester 3:00 p.m. - Arrive at Metropolitan’s Diamond Valley Lake for a drive over the West Dam 33552 Newport Rd., Winchester 92576 Diamond Valley Lake is the largest reservoir with a capacity of approximately 810,000 acre-feet (264 billion gallons). Construction began September 1995 and the reservoir was completed in March 2000 and doubled the region's water storage capacity. DVL covers 4,500 surface acres, is 4.5 miles long and more than two miles wide, with a depth of 150 to 250 feet. The reservoir is located near Hemet in Riverside County approximately 90 miles southeast of Los Angeles. DVL holds enough water to meet the area's emergency and drought needs for six months and is an important component in Metropolitan's system that provides a reliable supply of water to the 19 million people in Metropolitan's six- county service area. 3 3:30 p.m. - Followed by a tour of Metropolitan’s Wadsworth Pumping Plant. 33552 Newport Rd., Winchester 92576 The Wadsworth Pumping Plant at Diamond Valley Lake (DVL) is Metropolitan’s only pumping and hydroelectric plant that pumps water and generates power. Water from the San Diego Canal is transferred to the DVL Forebay. The Forebay serves as a regulating pond for the pumping plant, which conveys water equally to 12 pumps or transfers water from the generating units to the San Diego Canal in order for the plant to produce power. 5:00 p.m. - Depart for Placentia 6:30 p.m. - Arrive at Yorba Linda Water District 1717 E. Miraloma Ave. Placentia 92870 Final Draft ITINERARY INSPECTION TRIP OF THE STATE WATER PROJECT and the SACRAMENTO-SAN JOAQUIN DELTA Sponsored by Director Brett R. Barbre and Peter Beard The Metropolitan Water District of Southern California Representing the Municipal Water District of Orange County and the City of Fullerton Friday - Sunday February 24 - 26, 2017 ** * * * Friday, February 24 5:15 a.m. - Yorba Linda Water District 1717 E. Miraloma Ave. Placentia 92870 5:45 a.m. - Depart for John Wayne Airport 6:20 a.m. - Arrive at John Wayne Airport and head to Gate 7:20 a.m. - Depart John Wayne Airport for Sacramento 8:50 a.m. - Arrive at Sacramento Airport 9:15 a.m. - Depart for Maxwell, CA 10:30 a.m. - Arrive at Sites Reservoir location Peterson Rd, Stonyford, CA 95979 Sites is a proposed off-stream reservoir located northwest of Sacramento that would provide an annual yield of 470,000 to 640,000 acre-feet of water storage. In addition to much-needed storage, the reservoir is designed to improve water supply reliability and flexibility in the system. The additional storage and integrated operation of the water delivery system provide the flexibility enabling water diversions and deliveries to be timed in ways that improve water quality, restore wildlife habitat, support fisheries, facilitate conjunctive management and increase flood protection. The project is expected to improve fish passage in the Sacramento River by replacing the Red Bluff Diversion Dam with state-of-the-art fish screens and pumps. In addition, Sites is anticipated to increase cold-water carryover storage at Shasta; stabilize fall flows in the upper Sacramento River between Keswick Dam and Red Bluff for fall-run Chinook salmon; enhance flood protection; reduce water diversions on the Sacramento River during critical fish migration periods; and increase water supply reliability. 11:00 p.m. - Depart for Oroville 12:30 p.m. - Arrive Oroville; Lunch followed by a tour of Oroville Dam Oroville Dam is on the Feather River above the city of Oroville in Butte County, California. It creates Lake Oroville, generates electricity, and provides drinking and irrigation water for Central and Southern California. The dam, lake and other facilities are owned & operated by the State of California Department of Water Resources and is part of the California State Water Project (SWP). When Oroville Dam was constructed, several miles of spawning and nursery grounds were no longer available for salmon and steelhead trout returning to their home stream to deposit eggs. To compensate for the loss, the hatchery was built in 1967, planned cooperatively by the Department of Fish and Wildlife and DWR. 2:00 p.m. - Depart for Sacramento 3:45 p.m. - Arrive at the State Capitol for a tour The California State Capitol is home to the government of California. The building houses the bicameral state legislature and the office of the governor. Located in Sacramento, the Neoclassical structure was completed between 1861 and 1874 at the west end of Capitol Park, which is framed by L Street to the north, N Street to the south, 10th Street to the west, and 15th Street to the east. The Capitol and grounds were listed on the office of the National Register of Historic Places in 1973, and listed as a California Historical Landmark in 1974, with a re- dedication on January 9, 1982 to commemorate the close of the bicentennial restoration project. 5:15 p.m. - Depart for Hotel 5:30 p.m. - The Citizen Hotel 926 J Street Sacramento, California 95814 916-447-2700 6:30 p.m. - Assemble at the front desk; depart for Fat City Restaurant on the wharf in Old Town Sacramento (15 minute walk - .8 miles; bus available for those who wish to ride) 7:00 p.m. - Dinner at Fat City Restaurant, Old Town Sacramento 1001 Front St, Sacramento, CA 95814 (916) 446-6768 Legislative update with Kathy Cole, MWD Executive Legislative Saturday, February 25 5:30 a.m. - Optional walk around the Capitol grounds – Meet Director Barbre in the lobby 7:00 a.m. - Breakfast available in presentation room. Eating during presentation allowed but please serve and be seated prior to 7:30 a.m. 7:30 a.m. - Delta presentation by Delta experts Curt Schmutte 9:30 a.m. - Depart for Delta passing Freeport, Clarksburg to Hood 10:00 a.m. - Arrive at town of Hood and view potential intake facilities and potential fish screen discussion Stop at Delta Cross Channel, discuss engineering dilemmas and solutions; depart for Twitchell Island through towns of Walnut Grove, Ryde and Isleton – discussions regarding Set-Back levee project 11:00 a.m. - Depart for Antioch 12:00 p.m. - Arrive at Antioch for lunch at Lone Tree Golf and Event Center 4800 Golf Course Rd., Antioch (925) 706-4231 1:00 p.m. - Depart for Byron 1:30 p.m. - Arrive at Banks Pumping Plant and meet DWR Representative for tour of facility, West Kelso Rd., Byron, CA 94514 Located in the south Delta, the Harvey O. Banks Pumping Plant marks the beginning of California Aqueduct. The 11 pumps lift water from Clifton Court Forebay 244 feet into the 444-mile aqueduct. Here is where Delta water begins its journey through the largest aqueduct system in the world, finally ending up in Southern California. There are many canals, reservoirs and pumping stations along the course of this aqueduct which travels down the western edge of the San Joaquin Valley, and supplies water to the agricultural communities of much of San Joaquin, and urban Southern California. The California Aqueduct is a major component in the State Water Project system that was initiated in the early 1950's. 2:45 p.m. - Depart for Gustine Overview California Agriculture and the Central Valley Mike Wade, California Farm Water Coalition (En route) 4:15 p.m. - Arrive San Luis Reservoir & Romero Visitor Center 31426 Gonzaga Rd, Gustine Water in the mainstem of the California Aqueduct flows south by gravity into the San Luis Joint-Use Complex, which was designed and constructed by the federal government and is operated and maintained by the Department of Water Resources. Within the complex are O’Neill Forebay, Sisk Dam and San Luis Reservoir, the nation’s largest off-stream reservoir (it has no natural watershed), the Gianelli Pumping- Generating Plant, Dos Amigos Pumping Plant, and the San Luis Canal. This section of the California Aqueduct serves both the SWP and the federal Central Valley Project. 4:45 p.m. - Depart for Coalinga 6:15 p.m. - Arrive at Harris Ranch Inn & Restaurant 24505 West Dorris Avenue Coalinga, CA. 93210 (559)935-0717 7:30 p.m. - Dinner at the famous Harris Ranch Restaurant Sunday, February 26 7:00 a.m. - Breakfast at Harris Ranch 8:00 a.m. - Harris Ranch overview of operations – William Bourdeau, Executive Vice President at Harris Farms, Inc. Harris Farms is one of the largest integrated farming operations in the Central San Joaquin Valley which is one of the largest and most productive farming regions in the world. Related companies include Harris Ranch Inn and Restaurant, the Harris Farms - Thoroughbreds, the Harris Ranch Beef Company, the Harris Ranch Feeding Company, Harris Ranch Farms, and Harris Fresh. 9:30 a.m. - Depart for Pyramid Lake 11:45 a.m. - Arrive DWR’s Vista Del Lago Visitors Center Vista Del Lago Rd. (catered lunch from Wood Ranch BBQ) With a sweeping view of Pyramid Lake from its wraparound balcony, Vista del Lago Visitors Center is the largest of DWR’s three information facilities. Resident tour guides offer guests both personal and school tours. And as installation of new exhibits continues, the center now supports California’s Education and Environment Initiatives (EEI) Curriculum. 1:30 p.m. - Depart for Placentia 3:30 p.m. - Arrive at Yorba Linda Water District Final DRAFT ITINERARY INSPECTION TRIP OF HOOVER DAM AND THE COLORADO RIVER AQUEDUCT Sponsored by Director Brett R. Barbre The Metropolitan Water District of Southern California Representing the Municipal Water District of Orange County Friday-Sunday, April 7-9, 2017 Friday, April 7 7:15 a.m. - Yorba Linda Water District 1717 E. Miraloma Ave. Placentia 92870 7:45 a.m. - Depart for Santa Ana 8:30 a.m. - Arrive at John Wayne Airport 9:20 a.m. - Depart for Las Vegas 10:20 a.m. - Guests arrive Las Vegas McCarran Airport and meet charter bus for departure to Hoover Dam 11:00 a.m. - Depart for Boulder City 11:30 a.m. - Arrive for Lunch at Forge Social House 533 California Ave, Boulder City, NV 89005 12:45 p.m. - Depart for Hover Dam 1:15 p.m. - Arrive Hoover Dam Visitor Center Tour of the Hoover Dam Visitor Center and Power Plant Balcony/Observation Deck tour Page 2 of 4 Hoover Dam is located on the Nevada and Arizona border. Hoover Dam is a major source of flood control, irrigation and electrical power in the Southwest and was, for several years, the largest dam in the world. Hoover Dam is still one of the most interesting attractions in the West and continues to be a major tourist destination. 3:30 p.m. - Depart Hoover Dam for Gene Village 6:15 p.m. - Arrive at Gene Village, MWD Field Headquarters 158000 MWD Rd., Parker Dam 92267 7:00 p.m. - Dinner in Gene Dining Hall Saturday, April 8 7:00 a.m. - Morning Wake Up Call!!! 7:30 a.m. - Breakfast in Gene Dining room 8:15 a.m. - Depart for boat tour of Copper Basin 8:45 a.m. - Arrive and tour Copper Basin Copper Basin Dam is located in San Bernardino County, west of the Colorado River from Parker, Arizona. The dam is a concrete arch dam with a maximum height of 210 feet and a crest length of 220 feet. The reservoir’s capacity is 24,000 acre- feet and has an ogee crest spillway. 10:30 a.m. - Tour of William P. Whitsett Pumping Plant followed by drive-by view of Parker Dam Intake Pumping Plant is the starting point of the Colorado River Aqueduct (CRA) and is named for W. P. Whitsett, Metropolitan's first board chairperson (1929- 1947). It is the first of five CRA pumping plants and lifts water 291 feet from an elevation of 450 feet above sea level to 741 feet. All pumping plants have nine pumps, and each of the nine units has a nominal rated capacity Page 3 of 4 of at least 225 cubic feet per second (cfs). Each pump is driven by a vertical, three-phase, 60-cycle, 6900-volt synchronous motor, which is totally enclosed and water-cooled. Each Intake Pumping Plant motor develops 9,000 horsepower. 12:00 p.m. - Lunch in Gene Dining Hall 2:00 p.m. - Group meeting – Q & A session ~ Allan Preston Museum Open~ 3:00 p.m. - Optional hike to adit and siphon 5:00 p.m. - Social Hour in Lounge - select from complimentary Lithographs 6:30 p.m. - Dinner in Gene Dining room Sunday, April 9 7:00 a.m. - Morning Wake Up Call!! 7:30 a.m. - Breakfast in Gene Dining room 8:30 a.m. - Depart Gene Field Headquarters – Farewell! Brief stop to view aqueduct and siphons 10:15 a.m. - Arrive at Palo Verde Diversion Project (Blythe) The Palo Verde Diversion Project includes the Palo Verde Diversion Dam on the Colorado River, and a spillway and canal headworks to serve the Palo Verde Irrigation District (PVID). The PVID is on the west side of the Colorado River, in the vicinity of Blythe. The district covers about 189 square miles of territory in Riverside and Imperial Counties. The diversion dam maintains a constant water surface elevation of 283.5 feet and is designed to discharge 1,800 cfs into the Palo Verde desilting basin. Construction of the dam was completed on December 17, 1957. 10:45 a.m. - Depart for HayDay Farms 11:15 a.m. - Arrive at HayDay Farms 15500 South Commercial Street, Blythe, CA 92225 HayDay Farms is one of the largest and most respected growers and exporters in Southern California. HayDay’s harvest comes from a venture of more than 12,000 acres of agricultural land. The company began its brokerage history in 1986 in Blythe, California. HayDay processes the locally grown feed into compressed bales where it is then shipped to other countries for livestock consumption. Page 4 of 4 12:00 p.m. - Lunch – Presented by the staff of HayDay Farms 1:00 p.m. - Depart for Placentia 4:30 p.m. - Arrive at Yorba Linda Water District Why attend? Local boards are the reason why local control is local. Special district boards are the voices of the community and they are also a large reason why special districts exist. 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. Attendees will learn: • Working as a team: The roles of the board and staff in your district. • Attributes and characteristics of highly effective boards. • How culture, norms, values, and operating styles influence the district. • Specific jobs that 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! “As a new board member, I truly enjoyed attending the Governance Foundations workshop. The material was informative, and I recommend this workshop to anyone serving as an elected official.” – Shiva Frentzen, Director, Cameron Park Community Services District Where to stay April 23 – 26, 2017 Embassy Suites San Luis Obispo 333 Madonna Road San Luis Obispo, CA 93405 ROOM RESERVATIONS Room reservations are available at CSDA rate of $120 plus tax, single or double occupancy by calling 805-549-0800 and using the group code XCO. There is complimentary self-parking at this location. The room reservation cut-off is March 24, 2017, however, space is limited and may sell out before this date. EARLY BIRD DISCOUNT The early bird discount for this location requires registration on or before Friday, March 24, 2017. CANCELLATIONS Cancellations must be in writing and received by CSDA no later than April 10, 2017 at 5:00 p.m. All cancellations received by this date will be refunded less a $75 cancellation fee. There will be no refunds for cancellations made after April 10, 2017. Substitutions are acceptable and must be done in writing no later than April 17 at 5:00 p.m. Please submit any cancellation notice or substitution requests to meganh@csda.net or fax to 916-520-2465. July 9 – 12, 2017 Embassy Suites Napa Valley 1075 California Blvd. Napa, CA 94559 ROOM RESERVATIONS Room reservations are available at CSDA rate of $169 plus tax, single or double occupancy by calling 1-800-HILTONS and using the group code CAS. The room reservation cut-off is June 9, 2017, however, space is limited and may sell out before this date. EARLY BIRD DISCOUNT The early bird discount for this location requires registration on or before Friday, June 9, 2017. CANCELLATIONS Cancellations must be in writing and received by CSDA no later than June 26, 2017 at 5:00 p.m. All cancellations received by this date will be refunded less a $75 cancellation fee. There will be no refunds for cancellations made after June 26, 2017. Substitutions are acceptable and must be done in writing no later than July 3 at 5:00 p.m. Please submit any cancellation notice or substitution requests to meganh@csda.net or fax to 916-520-2465. February 26 – March 1, 2017 Embassy Suites La Jolla 4550 La Jolla Village Drive San Diego, CA 92122 ROOM RESERVATIONS Room reservations are available at CSDA rate of $159 plus tax, single or double occupancy by calling 1-800-362-2779 and using the group code XLE. The CSDA rate also includes discounted parking and complimentary guest room internet. The room reservation cut- off is January 27, 2017, however, space is limited and may sell out before this date. EARLY BIRD DISCOUNT The early bird discount for this location requires registration on or before Friday, January 27, 2017. CANCELLATIONS Cancellations must be in writing and received by CSDA no later than February 13, 2017 at 5:00 p.m. All cancellations received by this date will be refunded less a $75 cancellation fee. There will be no refunds for cancellations made after February 13, 2017. Substitutions are acceptable and must be done in writing no later than February 20 at 5:00 p.m. Please submit any cancellation notice or substitution requests to meganh@csda.net or fax to 916-520-2465. MONDAY 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 In this informational session, the instructor will lay the ground work 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 effective board members. • What good governance means and how to effectively put it into practice • How to move your board from “I” to “we,” including how to become an effective team, establish team standards, and 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 This session will highlight the importance of setting the direction for your district. Learn the critical components of direction setting for your district along with how to avoid planning pitfalls. Attendees will walk through the steps of establishing and fulfilling your district’s mission, vision, values, and strategic goals and 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 EVENING RECEPTION Join us for a lively evening of networking and refreshments. Sponsored by Special District Risk Management Authority “quote” Schedule of Events Demonstrate your commitment to good governance. During the course of this conference, you will complete the entire Academy. SUNDAY 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. TUESDAY 8:30 – 10:00 a.m. GET THE WORD OUT! BEST PRACTICES FOR COMMUNICATION AND OUTREACH This session looks at common communication breakdowns and potential areas for improvement in public agency communications. It will discuss proper and effective communication methods to be aware of as a governing official including: • 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 AND STAFF ROLES AND RELATIONSHIPS PART 1 This conference session will teach participants how to determine the Human Resource health of their district and what areas to focus on as a board and individual governing official including: • Identifying the board’s role in human resources. • Recognizing HR red flags and positive indicators. • Developing and maintaining essential HR 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. 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 AND STAFF ROLES AND RELATIONSHIPS PART 2 OPEN EVENING WEDNESDAY 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? This session will provide a review and insight of important financial concepts, reports, and policies specific to public agencies including special districts. Attendees will learn: • How to ask the right questions. • How to link the finance process to the district mission and goals. • Budget process, budget assessment, and 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 At the completion of the conference attendees will be awarded a certificate of completion for the Special District Leadership Academy. Attendees must attend all education sessions to receive credit. “The workshop on Setting Direction/Community Leadership was out-standing. The instructor defined roles and responsibilities which were essential to productive and conscientious board members. The Leadership Academy should be a requirement for all new board members.” – Dave Kulchin, Board Member, Leucadia Wastewater District “quote” You must attend all education sessions to earn your graduation certificate at the conclusion of the conference. SUBJECT TO MINOR CHANGES BASED ON INSTRUCTORS AND LOCATIONS. Three Ways to Register • Register online by visiting the Special District Leadership Academy Conference website at leadershipacademy.csda.net. • Fax number: 916-520-2465. All faxed registration forms must include credit card payment. • Mail: CSDA, 1112 I 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 the number listed above. Registration fees include: • 2.5 days of education and materials • 2 luncheons • 2 receptions Name/Title: District: Address: City: State: Zip: Phone: Fax: Member Non-member Email: Emergency Contact - Name & Phone: WHICH CONFERENCE WILL YOU BE ATTENDING? FEBRUARY 26 - MARCH 1, 2017 - LA JOLLA EARLY BIRD DISCOUNT: JANUARY 27 CSDA Member $600 Non-Member $900 AFTER JANUARY 27 CSDA Member $650 Non-Member $975 APRIL 23-26, 2017 - SAN LUIS OBISPO EARLY BIRD DISCOUNT: MARCH 24 CSDA Member $600 Non-Member $900 AFTER MARCH 24 CSDA Member $650 Non-Member $975 JULY 9-12, 2017 - NAPA EARLY BIRD DISCOUNT: JUNE 9 CSDA Member $600 Non-Member $900 AFTER JUNE 9 CSDA Member $650 Non-Member $975 SEND MORE - SAVE MORE! -- SPECIAL DISCOUNTED PRICING! ADDITIONAL ATTENDEE FROM THE SAME DISTRICT BEFORE EARLY BIRD DISCOUNT CSDA Member $400 Non-Member $600 ADDITIONAL ATTENDEE FROM THE SAME DISTRICT AFTER EARLY BIRD DISCOUNT CSDA Member $450 Non-Member $675 Payment Check Visa MasterCard Discover American Express Acct. name:Acct. Number: Expiration date:Authorized Signature: Special needs Vegetarian Other: 2017 Registration Form Special District Leadership Academy Conference (Use one form per registrant)