HomeMy WebLinkAbout2009-06-25 - Board of Directors Meeting Agenda Packet
'rb Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, June 25, 2009, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
John W. Summerfield, President
William R. Mills, Vice President
Paul R. Armstrong
Michael J. Beverage
Ric Collett
4. ADDITIONS/DELETIONS TO THE AGENDA
5. PUBLIC COMMENTS
Any individual wishing to address the Board is requested to identify themselves and state the matter on which
they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment
when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited
to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five
minutes.
6. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
6.1. Minutes of the Regular Board of Directors Meeting Held June 11, 2009
Recommendation: Approve the minutes as presented.
6.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of $1,326,509.54.
6.3. Progress Payment No. 1 for Construction of the Hidden Hills Reservoir Project
Recommendation: Approve Progress Payment No. 1 in the net amount of
$482,715.00 to Pacific Hydrotech Corporation for construction of the Hidden Hills
Reservoir Project, Job No. 200028.
7. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
7.1. Proposed Budget for Fiscal Year 2009/10
Recommendation: That the Board of Directors adopt Resolution No. 09-06 Adopting
the Budget for FY 2009110 and Rescinding Resolution No. 07-09.
7.2. Authorized Positions for Fiscal Year 2009/10
Recommendation: That the Board of Directors adopt Resolution No. 09-07
Approving the Authorized Positions for FY 2009110 and Rescinding Resolution Nos.
08-11 and 07-10.
7.3. Appropriations Limit for Fiscal Year 2009/10
Recommendation: That the Board of Directors Adopt Resolution No. 09-08
Adopting the Appropriations Limit for Fiscal Year 2009110.
8. 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.
8.1. Status of Hidden Hills Reservoir Project
Recommendation: This is for information only. No action is required.
8.2. Orange County Grand Jury Report - Water Districts: A New Era in Public Involvement
Recommendation: This is for information only. No action is required.
8.3. Orange County Grand Jury Report - "Paper Water" - Does Orange County Have a
Reliable Future?
Recommendation: This is for information only. No action is required.
9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.1. President's Report
9.2. Directors' Reports
9.3. General Manager's Report
9.4. Future Agenda Items and Staff Tasks
10. COMMITTEE REPORTS
10.1. Executive Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
Minutes of meeting held June 16, 8:00 a.m.
Meeting scheduled for July 21, 4:00 p.m.
10.2. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
. Meeting scheduled for July 14, 4:00 p.m.
10.3. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerfield
. Meeting scheduled for July 13, 4:00 p.m.
10.4. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
. Meeting scheduled for July 2, 4:00 p.m.
10.5. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
Minutes of meeting held June 15, 9:00 a.m.
Meeting scheduled for July 7, 4:00 p.m.
10.6. MWDOC/OCWD Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
. Meeting scheduled for July 28, 4:00 p.m.
10.7. Revenues and Rates Ad Hoc Committee
(Collet/Mills)
. Meeting to be scheduled.
10.8. City of Placentia Ad Hoc Committee
(Beverage/Vecchiarelli)
. Meeting to be scheduled.
10.9. Citizens Advisory Committee
. Meeting scheduled for June 29, 8:30 a.m.
11. INTERGOVERNMENTAL MEETINGS
11.1. Yorba Linda City Council, June 16 (Armstrong)
11.2. MWDOC Board, June 17 (Staff)
11.3. OCWD Board, June 17 (Staff)
11.4. Yorba Linda Planning Commission, June 24 (Summerfield)
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from June 26, 2009 thru July 31, 2009
Recommendation: Authorize Directors and such staff members of the District as
approved by the General Manager to attend the listed meetings.
13. ADJOURNMENT
13.1. The next regular meeting of the Board of Directors will be held July 9, 2009 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. 6.1
AGENDA REPORT
Meeting Date: June 25, 2009
Subject: Minutes of the Regular Board of Directors Meeting Held June 11, 2009
STAFF RECOMMENDATION:
Approve the minutes as presented.
ATTACHMENTS:
061109 BOD - Minutes.doc SOD Mtg Minutes 06/11/09 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
June 11, 2009
1. CALL TO ORDER
The June 11, 2009 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Summerfield at 6:30 p.m. The
meeting was held at the District's Administrative Office at 1717 E Miraloma Ave,
Placentia CA 92870.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
John W. Summerfield, President Ken Vecchiarelli, General Manager
William R. Mills, Vice President Pat Grady, Asst General Manager
Paul R. Armstrong Art Kidman, General Counsel
Michael J. Beverage Steve Conklin, Engineering Manager
Ric Collett Lee Cory, Operations Manager
Diane Cyganik, Finance Director
Gina Knight, Human Resources Mgr
Cindy Botts, Management Analyst
Annie Alexander, Executive Secretary
4. ADDITIONS/DELETIONS TO THE AGENDA
There were no additions or deletions to the agenda. Mr. Vecchiarelli requested
Item No. 7.2. be taken after Item No. 8.1.
5. PUBLIC COMMENTS
None.
6. CONSENT CALENDAR
On a motion by Director Beverage, seconded by Director Mills, the Board voted
5-0 to approve the Consent Calendar.
6.1. Minutes of the Regular Board of Directors Meeting Held May 28, 2009
Recommendation. That the Board of Directors approve the
minutes as presented.
6.2 Minutes of the Board of Directors Workshop Meeting Held June 2, 2009
Recommendation. That the Board of Directors approve the
minutes as presented.
6.3. Payment of Bills, Refunds, and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of $660,297. 11.
6.4. Progress Payment No. 13 for the Highland Reservoir Replacement Project
Recommendation. That the Board of Directors approve Progress
Payment No. 13 in the net amount of $135,664.82 to Schuler
Engineering Corporation and 10% retention of $15,073.87
deposited to Citizens Business Bank escrow account for
construction of the Highland Reservoir Replacement Project, Job
No. 200309.
7. ACTION CALENDAR
7.1. Opposition to Proposed Terms for Proposition 1A Borrowing by Governor
Schwarzenegger and the Legislative Analyst's Office (LAO)
Mr. Vecchiarelli introduced the item and explained that ACWA has
requested its member agencies to send a letter to their local Assembly
and Senate representatives urging them to oppose the terms of
Proposition 1A borrowing as proposed by Governor Schwarzenegger and
the LAO. Should the District's property tax revenue be diverted to the
state, approximately $100,000 up to $300,000 in revenue would be lost.
Director Mills made a motion to authorize the Board President to execute
a letter to Senator Bob Huff and Assembly Member Curt Hagman
opposing the terms of the Proposition 1A borrowing as proposed by
Governor Schwarzenegger and the LAO.
Director Collett requested that the letter also be sent to Assembly Member
Michael Duvall.
Director Mills amended his motion to include a letter to Assembly Member
Michael Duvall. Director Beverage seconded the amended motion. The
Board then voted 5-0 to authorize the Board President to execute a letter
to Senator Bob Huff, Assembly Member Curt Hagman and Assembly
Member Michael Duvall opposing the terms of the Proposition 1A
borrowing as proposed by Governor Schwarzenegger and the LAO.
7.2. Setting a Public Hearing for a Pass Through Water Rate Increase
Following discussion of Item No. 8.1., Mr. Vecchiarelli stated that staff's
recommendation for this item had changed from what was printed in the
agenda packet. Staff was now recommending that a public hearing be set
for August 27, 2009 at 6:30 p.m. to consider a rate increase.
On a motion by Director Collett, seconded by Director Mills, the Board
voted 4-1, with Director Armstrong voting No, to set a public hearing for
August 27, 2009 at 6.30 p.m. to consider a rate increase.
8. DISCUSSION ITEMS
8.1. Proposed Water Rate Increase
Mr. Vecchiarelli explained that as discussed during the Board workshop
meeting held June 2, 2009, the District was expecting a substantial
shortfall in revenue and increase in expenses in the upcoming fiscal year
2
due to mandatory water conservation, associated reduced water sales and
escalating water supply costs. The Board decided at the workshop to
pursue implementation of a proposed pass through rate increase effective
July 1, 2009 to cover increased water supply costs.
At the time, staff believed that a proposed pass through rate increase
could be carried out under the authority of Resolution No. 07-17. Legal
counsel has since advised that due to new legislation, District customers
would need to be sent written notification of the proposed pass through
rate increase 30 days prior to implementation. As a result, the July 1,
2009 effective date of the proposed pass through rate increase would
need to be extended by approximately 2 weeks.
Mr. Vecchiarelli then noted that the proposed pass through rate increase
would only cover increased water supply costs and not the remaining
budget deficit. In addition, if the District does not meet its water
conservation goals for the next fiscal year, it can expect to receive up to
$5.3M in penalties from MWDOC and OCWD.
Mr. Vecchiarelli further explained that the Board also discussed a strategy
for implementation of a tiered rate increase at the Board workshop
meeting. Staff has reviewed its existing billing system and found that it
would be possible to implement a tiered block rate increase effective
September 1, 2009. Implementation of a new rate structure would require
adherence to Prop 218 procedures.
The Board then discussed the pros and cons of considering a pass
through rate increase and a tiered block rate increase separately in July
and September versus considering both rate increases in September.
Following discussion, Mr. Vecchiarelli stated that staff was recommending
that the Board consider both rate increases at a public hearing in August
with a possible effective date in September.
Item No. 7.2. was taken at this time but is reported under its respective
position on the agenda.
8.2. Status of Hidden Hills Reservoir Project
Mr. Conklin reported that rough excavation for the access road was now
complete. Approximately 20-25 feet of soil has also been excavated in
preparation for construction of the reservoir. Rough grading is expected to
be completed within 2 weeks.
9. REPORTS, INFORMATION ITEMS AND COMMENTS
9.1. President's Report
There was no report.
9.2. Directors' Reports
Director Collett commented that it was possible the state would continue
to charge a deposit on recyclable containers (CRV) but no longer provide
a refund to consumers in order to help fund the state budget deficit.
3
9.3. General Manager's Report
Mr. Vecchiarelli reported that articles regarding the District's water
conservation ordinance were published in both the Yorba Linda Star and
Placentia News Times. An All-Hands meeting was conducted the same
day of the Board meeting. Staff was educated on the water conservation
ordinance and changes in District technology.
9.4. General Counsel's Report
There was no report.
9.5. Future Agenda Items and Staff Tasks
Director Mills requested a report the status of water allocations.
10. COMMITTEE REPORTS
10.1. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
Meeting scheduled for June 16, 4:00 p.m. was rescheduled to 8:00 a.m.
the same day.
Director Collett will attend in place of Director Summerfield for the meeting
scheduled July 21, 4:00 p.m.
10.2. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
Minutes of the meeting held June 9 were provided at the meeting.
Directors Beverage and Summerfield attended. Items discussed during
the meeting were as follows: FY 2008/09 Financial Audit; US Bank's
Government Securities Treasury Fund; May 2009 Investment Portfolio
Report; calls received by Customer Service regarding the April billing
statement; and the previous water rate increase and related staff budget
projections versus actuals.
Meeting scheduled for July 14, 4:00 p.m. Director Mills will attend in place
of Director Summerfield.
10.3. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerfield
Minutes of the meeting held June 8 were provided at the meeting.
Directors Armstrong and Collett attended. Items discussed during the
meeting were as follows: proposed authorized positions for FY 2009/10;
and status of recruitments and risk management activities.
Meeting scheduled for July 13, 4:00 p.m.
4
10.4. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate. Beverage
Minutes of the meeting held June 4 were provided in the agenda packet.
Directors Mills and Armstrong attended. Items discussed during the
meeting were as follows: Sewer Connection Fee for Mr. John Pierson at
5922 Highland Avenue; use of membrane bioreactor technology for
landscape irrigation; monthly groundwater production, purchased water
and preventative maintenance program reports; monthly MWDOC
Managers and OC Ground Water Producers meeting summary reports;
and status of capital projects in progress.
Meeting scheduled for July 2, 4:00 p.m.
10.5. Public Information-Technology Committee
(Collett/Beverage) Alternate. Armstrong
Meeting scheduled for June 15, 9:00 a.m.
10.6. MWDOC/OCWD Ad Hoc Committee
(Mills/Collett) Alternate. Summerfield
Meeting scheduled for July 28, 4:00 p.m.
10.7. Revenues and Rates Ad Hoc Committee
(Collett/Mills)
Meeting to be scheduled.
10.8. City of Placentia Ad Hoc Committee
(Beverage/Vecchiarelli)
Minutes of the meeting held June 10 were provided at the meeting.
Director Beverage attended. Items discussed during the meeting were as
follows: increasing water supply costs and supply allocations; water
conservation ordinance and public outreach; and the Placentia City sewer
system.
Meeting to be scheduled.
10.9. Citizens Advisory Committee
Minutes of the meeting held June 1 were provided in the agenda packet.
Items discussed during the meeting were as follows: OC Water Summit
on May 15, 2009; status of Conservation Ordinance and supporting public
awareness materials; status of proposed FY 2009/10 budget and rates;
future District facilities tour and OCWD GWRS tour; and capital
improvement projects in progress and proposed future projects.
Meeting scheduled for Jun 29, 8:30 a.m.
5
Mr. Vecchiarelli reported that meetings of the Committee would now be
held on a monthly basis. Tours of the MWD and GWR systems are in the
process of being scheduled. Director Beverage requested staff to notify
the Board when the MWDOC/MWD tour is scheduled.
11. INTERGOVERNMENTAL MEETINGS
11.1. Yorba Linda City Council, June 2 (Mills)
Director Mills did not attend.
11.2. MWDOC/MWD Workshop, June 3 (Staff)
Staff did not attend.
11.3. OCWD Board, June 3 (Staff)
Staff did not attend.
11.4. Yorba Linda Planning Commission, June 10 (Collett)
Director Collett did not attend.
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from June 12, 2009 thru July 31, 2009
The Board reviewed the listed meetings. The Executive-Administrative-
Organizational Committee meeting scheduled for June 16, 4:00 p.m. was
rescheduled to 8:00 a.m. the same day.
13. CLOSED SESSION
On a motion by Director Mills, seconded by Director Collett, the Board adjourned
to Closed Session at 8:01 p.m. All Directors were present. Also present were
Messrs. Vecchiarelli, Grady and Kidman, and Mses. Knight and Park.
13.1. Conference with Legal Counsel - Liability Claims
Pursuant to Section 54956.95 of the California Government Code
Claimants: J. Darrell and Kerry Kamm
Agency Claimed Against: Yorba Linda Water District
13.2. Conference with Legal Counsel - Anticipated Litigation
Pursuant to Subdivision (b)(1)(b) of Section 54956.9 of the California
Government Code
Number of Potential Cases: Unknown
The exposure to litigation arises from assertions of District responsibility
for property and related losses incurred during the Freeway Complex
Firestorm of November 15 and 16, 2008.
The Board reconvened in Open Session at 8:13 p.m. President Summerfield
reported that during Closed Session, Director Collett made a motion to reject and
refer the claim submitted by J. Darrell and Jerry Kamm to ACWA/JPIA. The
6
motion was seconded by Director Beverage and approved by the Board 5-0. No
discussion was held regarding Item No. 13.2.
14. ADJOURNMENT
14.1. On a motion by Director Mills, seconded by Director Collett, the meeting
was adjourned at 8:13 p.m. The next regular meeting of the Board of
Directors will be held June 25, 2009 at 8:30 a.m.
7
ITEM NO. 6.2
AGENDA REPORT
Meeting Date: June 25, 2009 Budgeted: Yes
Total Budget: N/A
To: Board of Directors Cost Estimate: $1,326,509.54
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Diane Cyganik, Finance Director Dept: Finance
Reviewed by Legal: N/A
Prepared By: Maria Trujillo, Accounting CEQA Compliance: N/A
Assistant I
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 $1,326,509.54.
DISCUSSION:
The major items and wire transfers on this disbursement list are as follows: A wire of $359,712.99 to
MWDOC for April 2009 water purchase; a wire of $4,384.60 to Parsons for Job 200704 May 2009
services; a wire of $53,615.00 to 1 st Enterprise Bank for Job 200028 May 2009 retention; a check
of $69,088.77 to MSO Technologies for SCADA projects; and, a check of $482,715.00 to Pacific
Hydrotech Corporation for Job 200028 May 2009 progress payment. The balance of $124,297.64 is
routine invoices.
ADP is now issuing our payroll checks, with the exception of the third party checks.
The accounts payable check register total is $1,093,814.00; payroll No. 12 total is $232,695.54;
and, the disbursements of this agenda report are $1,326,509.54. 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:
June 25 check list.pdf Check List 06,25%09 Backup Material
09-CS 625.doc Cap Sheet 06/25/09 Backup Material
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 0 6 -1.2 - 0 9 T1IRU 06-25-09
Check. Check... Post-inq. Vendor Name...... Check
No Date Date Amc)unr
625092 06-25-09 06-25-09 1ST ENTERPRISE PA-NK 53,615.00
51744 06 -25- 09 06.25-09 A P- L15 AWARDS BY Dr,WEY 8.70
51745 06-25-09 06--25-09 AA ATLAS PLUMBING `;32.80
51746 06-25-03 06-25-09 ABIGAIL ABBOTT STAFFING SVC 5,.075.65
5174'7 06-25-09 06-25-09 AQUA--METRIC SALES CO. 3,654.17
51748 06-25-09 06-25-09 ARROW HARDWARE,, 548.72
51.749 06-25-09 06-25-09 ARTISTIC MA.IN'PENANCEiI, INC 1.08.41
51750 06-25-09 06-25-09 ASTRO E('LIPSE INC. 285.00
51751 06-25-09 06-25--09 AT & T - C'ALIVET2 1.5.33
51752 06-25-09 06-25 09 AT&T 45.09
51753 06-25-09 06 25-09 AVANTE GARDE INC. 4,901.00
51754 06-25-09 06-25-09 AWWA - CA-NV SECTION 750.00
51755 06--25-09 06-25-09 B & M LAWN AND GARDEN INC. 114.22
51756 06-25-.09 06-25-09 BATTERY SYSTEMS 572.27
51757 06-25-09 06-25-09 CADET UNIFORM SERVICE 552.68
51.753 06-25-09 06-25-09 CALIF WATER ENVIRON ASSN(CWEA) 833.00
51'159 06-25-09 06 -25-09 CT7W-C1 GOVERNMENT, INC 4,e44.42
51760 06 25- 09 06-25-09 CITY OF ANAHEIM 10, 037.24
51813 06-25--09 06-25-09 CITY G'F PLACENTIA 5,997.25
51761 06-25-09 06-25-09 CLA VAT, CO. 3,401.70
51.762 06-25-09 06-25-09 CONSOT,T.T3A77F.D RRPROGRAPHICS €312.09
51814 06-25-09 06 25-03 CC7NSOIADATED REPROGRAPHICS 1,181.96
!31763 06-25-09 06-25-09 DATALOK ORANGE COUNTY 315.74
51764 06-25-09 06-25-09 DELTA DENTAL - PMT 296.32
51765 06-25-09 06-25-09 EISEL ENTERPRISES, INC- 653.86
51815 06-25-09 06-25-09 EISEL ENTfF.,-'2PRISES, INC. 80.20
51742 06 25-09 06-25-09 ERIN WILLIAMSON 22.80
51766 06-25-09 06-25-09 FAIRWAY FORD SAIIKS, INC. 22°x.06
51767 06-25-09 06-25-09 FILTER RF,CYCT,TNG SERVICES, INC 147.99
51.763 06-25-09 06-25-09 FRY' T E:C."i'kC)N:LCS 247.31
51. 37.6 06-25-09 06 25-09 GFORGI:NA NIGHT 448.62
51769 06-25-09 06-25-09 GOLDAK, INC. 273.36
51770 06 -25-09 06-25-09 GRIF F'ITII AIR TOOI3, TNC. 496.72
51771 06-25-09 06-25 -09 HOME DEPOT C'REDII l; RVIC?S 27.34
5181`7 06-25-09 06--25-09 -TNUiJS'fRIAL HEARING 985.00
Yarba Linda Water- DistrictCHECK. REGTSTHIZ
FOR CHECKS DATED 06 12-09 THRU 06-25-09
Check. Check--- Pouting. Vendor Name...... Chec,k.....
Na DaLe Date Amount
517'12 06-25-09 06-25-09 INFOSEND 5,595.56
51773 06-?.5-09 06-25-09 JOHN DEERE LANDS 'APF,S 14 .62
51774 06-2S-09 06-75-09 KATRTNA. BROWN' 1,344.24
51818 06-25-09 06-25-09 KONTCA MINOLTA BUSINESS 956.00
51819 06-25-09 06-25-09 I,T.NCOk,N NATIONAL, LIVES 1, 8"71.30
51775 06--25-09 06-25-09 MATT OS'"IZ 132.00
51776 06-25-09 06-25-09 CHIC FADDRN-DALE HARDWARE, 480.22
51777 06-25-09 06-25-09 MC MAS'l.'ER-CA.RR SUPPLY CO. 1-99.89
51778 06-25-09 06-25-09 MEASUREMENT CONTROL SYSTEMS 904.66
51779 06-25-09 06-25-09 MORTON SALT 2,511.95
51780 06-25-09 06-25-09 MSO `iECHNOT_OGIES 69,028.'/'/
W61209 06-12-09 06-12-09 MUNICIPAL WATER DISTRICT 359,712.99
51781 06-25 09 06-25-09 MURCAL, INC. 997.46
51.782 06-25-09 06-25-09 NATIONAL SIGNAL INC. 140.10
51'783 06-25-09 06-25-09 NEXTEL OF CAT,TFORNTA 1,808.00
51784 06-25-09 06-25-09 0PY1C E, SOLUTIONS 384.12
51820 06-25-09 06 25-09 OFFICE SOLUTIONS 523.09
51 185 06-25-09 06-25-09 OR7UNGE COUNTY - AUDITORJCONT 1. 90. 50
51'786 06-25-09 06-25-09 0 RA.N(3I, C.OUN`'Y - FIRE AUTHOR11'Y 251.00
51787 06--25-09 06-25-09 PACIFIC HYDROTECH CORPORATION 482, 715.00
W62509 06-25-09 06-25-09 PARSONS ENGINEERING SCIENCE 4,334.60
51788 06-25-09 06-25-09 PARTS SOURCE ANAHEIM 359.17
51789 06-25-09 06-25-09 PE:GGY ILcCLURE 26.25
51790 06 25-09 06-25-09 PLACENTIA DISPOSAL 499.36
51791 06--25-09 06-25-09 PRAXAIR DISTRIBUTION 216.90
51821 06 25.09 06 25-09 PRIORITY MAILING SYSTEMS LLC 240.66
51792 06-25,.-09 06-25-09 R J SERVICES, INC 727.03
51793 06-25-09 06-25-09 RTCAR.DO DE ANDA 1,260.66
51'194 06-25-09 06-25-09 RKI YNGrNFF:RING, I.T.-,C 4,320.00
51795 06-25-09 06-25-09 R02 KNAGGS 1,200.00
51743 06,25 09 06-25-09 SHERRY OLIVER 51.75
51796 06-25-0: 06-25-09 SF:R,FlD- IT LOS ANGELES 69 . -1~)
51797 06-25-09 06-25-09 SOUTHERN CALIF EDISON CO. 203.74
51798 06-25-09 06--25-09 SOUTHERN CALIF GAS CO. °7,206.5.3
51799 06-.25_09 06-25-09 SOUTHWEST NETWORKS INC. 978.75
Yorba Linda Water Distric-E_CllECK Rl;G .S'V k
FOR CHECKS DATED 0 6- 12 09 THRU 06-2b-09
Check. Check... Pasting. Vendor Name Check.....
No Date Date Amount
51800 06-25-09 06--25-09 SPINI:TAR 315.00
51822 06-25-09 06-25-09 ST.z.1OSEPH HERITAGE HEALTHCARE 130.00
51801 06-25-09 06-25-09 STACY BAVOL/PETTY CASH 112.42
51802 06-25-09 06-25-09 STANDARD REGISTER 1,844.63
51823 06-25-09 06-25-09 SUNRISE MEDICAL GROUP 25.00
51303 06-25-09 06-25-09 TDC GROUP INC 1,750.00
51LB04 06-25-09 06-25-09 TETRA TECH, [SG ##1 12,229.31
51805 06-25-09 06-25-09 TIME WARNER CARLIE 187.38
51806 06-25-09 06-25-09 TOWNSEND PUBLIC AF'F'AIRS, INC. 10,480.00
51807 06-2:-)-09 06-25-09 .)NITED INDUSTRIES 466.61
51808 06--25-09 06-25-09 VALVERDE CONSTRUCTION, INC. 1,307.14
51809 06-25-09 06-25-09 WELLS SUPPLY CO 277.32
51810 06-25-09 06-25-09 WTLLIAM MCCUE 182.55
51811 06-25-09 06-25-09 YORBA T,TNDA CILkMi BER 595.00
51812 06-25-09 06-25-09 ZANE WOLLEP 45.00
1,093,814.00
June 25, 2009
CHECK NUMBERS:
Computer Checks 51742 TO 51823 $ 676,101.41
WIRES:
W-61209 MWDOC $ 359,712.99
W-62509 Parsons $ 4,384.60
W-62509B 1St Enterprise Bank $ 53,615.00
$ 417,712.59
TOTAL OF CHECKS AND WIRES $ 1,093,814.00
PAYROLL NO. 12 (including ADP checks):
DISTRICT CHECK NUMBERS:
Manual Checks 4321 TO 4326 $ 232,695.54
TOTAL: $ 1,326,509.54
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF JUNE 25, 2009
TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS
AS FOLLOWS:
WATER $ 763,818.38 SEWER $ 24,279.17
I D# 1 $ 0.00 I D# 2 $ 538,411.99
TOTAL: $ 1,326,509.54
your reference.
PRIOR RELEVANT BOARD ACTION(S):
The Board adopted a Negative Declaration for the Hidden Hills Reservoir project on February 12,
2004. On November 9, 2004, the Board authorized execution of an agreement with Carollo
Engineers for design of project. This agreement was amended by Board action on November 22,
2005, adding design of the Santiago Booster Station Upgrades and again on October 26, 2006 for
additional services required to complete the plans and specifications. Construction bids were
received and a construction contract in the amount of $5,012,458 was awarded to the low bidder,
Pacific Hydrotech Corporation on March 12, 2009.
ATTACHMENTS:
PHC_PPR_1.pdf
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Hidden Hills Reservoir-- PROGRESS PAY REQUEST NO. 001
LOCATION Yorha Linda, CA PROJECT NO. J-200028 PAGE 1 OF 1 PACES
CONTRACTOR Pacific Hydrotech DATE June 9, 2009
.7-
ORIGINA€, CONTRACT AMOUNT: -5,012,458.00
AUTHORIZED CHANIC7E ORDERS. 0.00
REVISED CONTRACT AMOUNT: 5,012,458.00
PROGRESS PAY ESTIMATE FOR PERIOD May 11, 2009 TO May 31, 2009
PREVIOUS THIS MONTH 1-0 DATE
VALUE OF WORK COMPLETED $ $ 536,350.00 $ 536,350.00
CHANGE ORDER WORK COMPLETED $ $
TOTAL VALUE OF WORK COMPLETED $ - $ 536,350M $ 536,350.00
LESS RETENTION 10% $ 53,635.00
LESS OTHER DEDUCTIONS Electronic Wire Fees $
NET EARNED TO DATE $ 482,715.00
LESS AMOUNT PREVIOUSLY PAID $
BALANCE DUE THIS ES'r[MATE $ - 4$2,715.00
NOTICE TO PROCEED may 11, 2009
COMPLETION TIME 400 CALENDAR DAYS
APPROVED TIME EXTENSIONS _ p CALENDAR DAYS
TOTAL CONTRACT TIME 400 CALENDAR DAYS
TIME EXPENDED TO DATE 21 CALENDAR DAYS
TIME REMAINING 379 CALENDAR DAYS
REQUESTED BY: C _ DATE: 6
Pacific Hydrotech Corpc tiart -
APPROVED BY. z&*& _ DATE:
Steve lhite, Construc'an Manager, Butier Engineering
APPROVED BY:
- - - ~ DATE.:.
Kenneth R. Vecchfarelli, General Il7anager, YLWD
ITEM NO. 7.1
AGENDA REPORT
Meeting Date: June 25, 2009
Total Budget: $50,652,000
To: Board of Directors Cost Estimate: $50,652,000
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: All Accounts
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Prepared By: Ken Vecchiarelli, General CEQA Compliance: N/A
Manager
Subject: Proposed Budget for Fiscal Year 2009/10
SUMMARY:
For the Board's review and consideration is the District's Draft FY 2009/10 Budget. The budget
allocates human and financial resources to accomplish the District's mission and vision statements.
The document is a financial plan for responsibly carrying out the programs and capital projects
outlined in the budget for the general benefit of the District's customers.
STAFF RECOMMENDATION:
That the Board of Directors adopt Resolution No. 09-06 Adopting the Budget for FY 2009/10 and
Rescinding Resolution No. 07-09.
COMMITTEE RECOMMENDATION:
Each standing committee and one ad hoc committee has reviewed the information for sections of
the budget that fall under their jurisdiction.
DISCUSSION:
An Executive Summary (starting on pg. 5) is included within the draft budget document which
provides an overall summary of the FY 2009/10 Budget. In general, this budget identifies
$50,652,000 in total outlay this next fiscal year, including $18.33M for capital projects and $32.32M
in operating expenses, depreciation, debt obligations and vehicle and equipment outlay. The report
also identifies a projected starting balance of $42.5M in cash and investment funds, most of which
is reserved for capital projects.
Through adoption of this Budget and its supporting resolutions, staff recommends utilizing a one
time transfer from the Annexation Fund to zero out the large negative in the Water Operating Fund,
which is projected to have a net loss of $4.3M at the end of the current fiscal year. Staff further
recommends that this Fiscal Year's Vehicle and Equipment Outlay be funded from the Annexation
Fund balance as well. Staff further recommends that the remaining balance of the Annexation Fund
be reserved and restricted for capital projects.
Offsetting the $32.32M in outlay is $22.1 M in revenue, creating a shortfall in excess of $10.2M. The
Board has been consistent in past budget and rate discussions, in its decision to not fully fund the
depreciation expense with supporting rate increases, until a full asset management plan has been
prepared, presented and discussed. A comprehensive Asset Management Plan will be prepared in
this Fiscal Year and should provide the foundation for further discussions on this District obligation.
Reserving the depreciation funding discussion for a moment, a $5.7M gap still exists in funding and
must be considered in the forthcoming rate discussions, scheduled to culminate with a rate hearing
on August 27, 2009.
Should the Board decide not to adopt the budget as proposed, the Board of Directors may vote to
continue this item and adjourn the meeting to Tuesday, June 30, 2009 at 8:30 a.m. or to some other
time and place so approved.
PRIOR RELEVANT BOARD ACTION(S):
Each standing committee and the Revenue and Rates Ad Hoc Committee reviewed the section of
the budget that falls under that Committee's jurisdiction. In addition, the Board of Directors reviewed
preliminary budgetary figures for FY 2009/10 at a special workshop held on June 2, 2009.
ATTACHMENTS:
on: ,ce_
FY_2009-10_Budget.pdf 'u09/10 Budget Backup Material
Draft Annual Budget
Yorba Linda
Water District,
FY 2009/10
III B~i B 8~~~~
I~ g'~il
Yorba Linda Water District DRAFT FY 2009/14 Budget
Table of Contents
Executive Summary 5
Budget Resolution 12
Budget Authority Guidelines (Exhibit "B") 14
Organizational Structure 16
Budget Assumptions 17
Summary of Income and Total Outlay (Water and Sewer) 19
Distribution of Expenses and Outlay 20
Reserves & Funding Sources 21
Revenues & Expenses (Water and Sewer) 22
Revenues & Expenses (Water) 24
Distribution of Variable Water Costs 26
Historic Variable Water Costs 27
Revenues & Expenses (Sewer) 28
Personnel Summary (All Departments) 30
Five-Year Capital Improvement Program (FY 2009/14) 31
Capital Improvement Program (FY 2009/10) 32
Vehicles and Capital Equipment (FY 2009/10) 36
Board of Directors (Series 1000) 38
Board of Directors Programs & Responsibilities 39
Board of Directors Budget 40
Administration (Series 2000) 41
Administration Programs & Responsibilities 42
Administration Personnel Summary 44
Page 12
Yorba Linda Water District DRAFT FY 2009/10 Budget
Administration Department Budget (FY 2009/10) 45
Administration Budget by Division (FY 2009/10) 46
Finance (Series 3000) 47
Finance Programs and Responsibilities 48
Finance Personnel Summary 51
Finance Department Budget (FY 2009/10) 52
Finance Budget by Division (FY 2009/10) 53
Finance Vehicles and Capital Equipment 54
Engineering (Series 4000) 55
Engineering Programs & Responsibilities 56
Engineering Personnel Summary 59
Engineering Department Budget (FY 2009/10) 60
Engineering Budget by Division (FY 2009/10) 61
Engineering Vehicles and Capital Equipment 62
Operations (Series 5000) 63
Operations Programs & Responsibilities 64
Operations Personnel Summary 67
Operations Department Budget (FY 2009/10) 68
Operations Budget by Division (FY 2009/10) 69
Operations Vehicles and Capital Equipment 70
Information Technology (Series 6000) 71
Information Technology Programs & Responsibilities 72
Information Technology Personnel Summary 75
Information Technology Department Budget (FY 2009/10) 76
Page 13
Yorba Linda Water District DRAFT FY 2009/10 Budget
Information Technology Budget by Division (FY 2009/10) 77
Information Technology Vehicles and Capital Equipment 78
Human Resources (Series 7000) 80
Human Resources Programs and Responsibilities 81
Human Resources Personnel Summary 84
Human Resources Department Budget (FY 2009/10) 85
Human Resources Budget by Division (FY 2009/10) 86
Page 14
Yorba Linda Water District DRAFT FY 2009/10 Budget
Executive Summary
To the Board of Directors
respectfully submit the FY 2009/10 Yorba Linda Water District budget. The format of this
budget document varies from previous documents with the goal of presenting the financial
health of the District in a clear and concise manner for both the Board of Directors and the
general public.
For the upcoming 2009/10 fiscal year, two primary factors will substantially affect both the
revenues and expenses of the District. These factors include the cost of water YLWD pays
to Municipal Water District of Orange County (MWDOC) for import water and assessments
paid to Orange County Water District (OCWD) for groundwater replenishment. Import
water costs increased 14.1 % effective January 1, 2009, will increase another 19.7%
effective September 1, 2009, and are expected to rise another 21.5% by January 1, 2011.
While the groundwater replenishment assessment (RA) rose by only 11.7% over the past
two years, the basin production percentage (BPP), which establishes the amount of
groundwater each agency can pump at the established RA, dropped dramatically from
80.1 % in FY 2007/08 to 62% for FY 2009/10. This results in the district having to buy a
higher percentage of our water supplies from the more expensive import water sources.
These factors, in combination with an anticipated reduction in water sales due to restricted
water supplies (water supply allocations) and subsequent mandatory water conservation,
will result in a substantial imbalance between revenues and expenses at a magnitude
never before experienced by this District.
As practical as possible, staff has instituted cost saving measures in this FY 2009/10
budget to reduce or maintain expenses while maintaining or in some cases, increasing the
level of service to our customers. These cost reductions and service improvements include
the following:
• The number of authorized full time employees has been reduced by one position
• Six authorized positions remain vacant and will not be funded in FY 2009/10
• No cost of living adjustments for employees are budgeted for FY 2009/10
• The total number of vehicles in the District's fleet will be reduced by four
• Meters are now read on a monthly basis and customers billed within seven days
• On line bill pay and web based bill viewing will be available by September 1
• Web based agenda posting and report downloading will be improved
• Increased customer service outreach, public information and programs supporting water
conservation and water use efficiency
While this FY 2009/10 budget results in a substantial deficit, it underscores the need to
consider a water rate restructuring and a supporting water rate increase, which is
scheduled for consideration late in August for a possible September 1, 2009 effective date.
Page 15
Yorba Linda Water District DRAFT FY 2009/10 Budget
All calculations within this document are based upon the District's existing water and sewer
rate structures.
Budget Process
Preparation of this budget document was accomplished with the feedback of the District's
three standing committees along with an ad-hoc committee formed to address revenues
and rates. Input and feedback was also received from the recently formed Citizens
Advisory Committee (CAC). Appointed by the Board of Directors in late March 2009, the
CAC is comprised of a diverse cross section of the rate paying community who have
volunteered their time to become more knowledgeable about the District's daily operations
and offered to provide their input and opinions on various matters from conservation to
rates, special projects and public outreach. The respective committees reviewed and
discussed the following:
Finance-Accounting Committee:
District's operating and non-operating expenses
Personnel-Risk Management Committee:
Personnel needs for the upcoming year
Planning-Engineering-Operations Committee:
Capital improvement, repair and replacement projects
Revenues & Rates Ad-Hoc Committee:
Income requirements and rates
Citizens Advisory Committee:
Revenues, expenses, rates, approved and proposed capital projects
On June 2, 2009, a Board Workshop was held to discuss the preliminary budget results
and consider recommendations for rate increases. At a subsequent Board meeting held on
June 11, 2009, the Board set a public hearing for August 27, 2009 in compliance with
Proposition 218 requirements, to consider rate restructuring and water rate increases.
FY 2008/09 Forecast
For the year ending June 30, 2009, staff is anticipating a corribined loss of $3,344,800 for
the water and sewer enterprises. These figures include total depreciation expenses in the
amount of $4,053,584. Please refer to the Summary of Income and Total Outlay for
supporting information (pg.19).
Beginning July 1, 2008, the total funds (cash) available for both operations and capital
projects were $50.7 million. Staff is forecasting these funds to be $42.5 million by June 30,
Page 16
Yorba Linda Water District DRAFT FY 2009/10 Budget
2009, for a total reduction of $8.2 million for FY 2008/09. Please see the Reserves and
Funding Sources table for supporting information (pg. 21).
FY 2009/10 Summary Budget
Revenues
Total water and sewer revenues budgeted for upcoming FY 2009/10 amount to $22.1
million, a decrease of $2.8 million from the revenues forecasted for current FY 2008/09.
The following summarizes the major differences:
Water Conservation ($2.1 million)
With the promotion of water conservation, the adoption of a conservation ordinance, and a
water supply shortage condition at Stage 2 effective July 1, 2009 (water supply allocations
resulting in 10% mandatory water conservation), staff is proposing a reduction of water
consumption amounting to 14% from the current FY 2008/09 budget and approximately
10% from our projected year end consumption. This reduction amounts to a $2.1 million
decrease in revenues.
Annexation Revenue ($400,000)
In prior year budgets, staff has been transferring and utilizing annexation revenue to offset
operating expenses in accordance with our adopted annexation policy. In authorizing the
2007-2012 Capital Projects List and selling the 2008 Revenue Bonds, the Board
established that a large balance of the Annexation Fund would be required and committed
to completing the aggressive capital projects list. These projects when completed will help
maintain lower operating expenses in future years thereby achieving the same result as the
yearly amortized transfer from the annexation fund to the operating revenue fund. The
resolution within this budget document includes a one-time transfer from the Annexation
Fund to offset the negative year-end balance in the Water Fund and to further restrict the
balance in the Annexation Fund to reserves for capital projects beginning July 1, 2009.
Expenses & Outlay
Total expenses & outlay (excluding CIP and R&R projects) budgeted for upcoming FY
2009/10 is $32.3 million, an increase of $4.1 million from the forecasted FY 2008/09
results. The following summarizes the significant increases:
Variable Water Costs ($2.2 million)
The District's variable water costs will continue to increase significantly. These costs
include higher power costs, a substantial increase in the water rate the District pays to
MWDOC for imported water (primarily due to the substantial increase in MWD rates), the
recharge rate paid to Orange County Water District for groundwater, which increased
effective July 1, 2008 combined with a surcharge rate that will increase effective July 1,
2009. Another contributing factor is the decrease of less expensive groundwater the
Page 17
Yorba Linda Water District DRAFT FY 2009/10 Budget
District is allowed to extract from the basin (BPP%), which decreased from 80.1 % in FY
2007/08 to 69% in FY 2008/09 and will decrease further to 62% beginning July 1, 2009.
Salaries & Benefits ($400,000)
This amount includes funding for a full time Senior Project Manager, a full time Public
Information Specialist, merit increases for those erriployees who qualify throughout the
year, minor increases from CalPERS, medical, dental, and vision premiums, and the
assumption all funded positions will be filled for an entire fiscal year. Staff is not
recommending a COLA (Cost of Living Adjustment) increase for FY 2009/10.
Supplies & Services ($915,000)
These increases are a combination of additional maintenance and materials, professional
consultants and contractual services required to complete program objectives, install and
implement technology upgrades and improve our level of service to the cornmunity.
Depreciation ($500,000)
As the District continues to complete and close out projects, an increase of depreciation is
anticipated for the upcoming fiscal year.
Capital Expenditures
The District's capital outlay program includes recommendations for capital improvement
projects, repairs and replacements, along with vehicles and equipment acquisitions with a
value of $5,000 or greater. The primary objectives of the capital outlay program is to
replace assets that have reached or surpassed their useful life, achieve higher service and
reliability standards, decrease dependability on imported water sources and improve long
term operating efficiencies. The following summarizes each major component of the
program:
CIP and R&R Projects
Previously, the Board approved the FY 2007-2012 five-year capital improvement project
plan totaling $58,183,500. These projects were identified to be funded with the 2003 and
2008 Series Certificates of Participation (Revenue Bonds) in combination with annexation
funds and other reserves held by the District. At the end of current FY 2008/09, staff
anticipates the balance to complete the approved CIP list will be $22,681,000. Of this sum,
$13,767,000 is forecasted for outlay in FY 2009/10.
Staff is recommending that additional projects, in the amount of $21,960,000, be added to
the CIP list, for an updated total of $44,641,000. Of that, $4,560,000 is recommended for
completion in the upcoming FY 2009/10 budget. Funding is available for the FY 2009/10
projects, in addition to the FY 2010/11 projects with existing capital reserve funds. Beyond
that, additional funds may be required to complete the entire CIP list. This will depend on
bid results and actual costs to complete the approved projects.
Page 18
Yorba Linda Water District DRAFT FY 2009/10 Budget
Vehicles and Capital Equipment
For the upcoming FY 2009/10 budget, Staff is recommending $628,500 for vehicles and
capital equipment outlay. These items represent purchases that would not appear on the
Income/Expense report, but are considered capital outlay as each item exceeds the
established $5,000 threshold and would be subject to capitalization and depreciation.
Funding for vehicle and equipment replacements should be generated by water and sewer
revenues established through proper depreciation schedules and derived to keep pace with
the associated depreciation expense. New equipment and upgrades require a new source
of funding or transfers from other sources. Since the District's water rate increases have
not kept pace with the increase in depreciation expenses, staff recommends funding the
new vehicle and equipment outlay for Fiscal Year 2009/10 from the Annexation Fund. The
Vehicles and Capital Equipment Outlay list is attached and includes recommendations from
each department.
Personnel Discussion
As previously mentioned, the FY 2009/10 budget does not include a cost of living increase
for District employees, but does however include merit increases for those employees who
qualify. This amounts to approximately $56,000.
With the exception of the Senior Project Manager, all vacant positions will remain un-filled
and will not be funded in FY 2009/10. The Senior Project Manager position is currently in
the recruitment phase and has been established as a limited (three-year) term position as
previously approved by the Board.
Currently, there are 84 authorized positions. Included in the budget is the elimination of
two unfilled positions which are the Senior Project Engineer and the Safety & Training
Officer. However, the Personnel Risk Management Committee has recommended the
addition of a Public Information Specialist, which has been included in this FY 2009/10
budget. Authorized positions for FY 2009/10 would be 83.
While the District is currently in negotiations with the bargaining unit, these budgetary
figures are contingent upon a finalized Memorandum of Understanding.
Other personnel modifications include the following:
• Reclassification of a Mechanic I position, Range 17 to a Mechanic II, Range 21.
• Reclassification of the Operations Secretary, Range 17 to Operations Assistant,
Range 19.
• Upgrading the Executive Secretary position from a Range 23 to Range 25.
Reserves and Funding Sources
Currently, the District has 10 water and sewer enterprise-related funding sources. Attached
is a summary of these funding sources and their associated balances. Five of these funds
are restricted and reserved specifically for capital projects including, COP Bonds 2008, ID
Page 19
Yorba Linda Water District DRAFT FY 2009/10 Budget
1, ID 2, Water Capital Projects and Sewer Capital Projects. With adoption of the FY
2007/09 Budget, the Board of Directors authorized a transfer of $2M from the Annexation
Fund to establish a non-restricted Water R&R fund for emergencies and unbudgeted
repairs related to the water system.
The Sewer R&R fund is also non-restricted and was established to fund unplanned,
unbudgeted emergency repairs related to the sewer system. When the Board of Directors
last established an increase in the Sewer rates, approximately $1 per connection per month
was set to generate this funding source. The Board established a Sewer R&R fund ceiling
guideline of $1 M for this fund, after which any additional revenue generated, would be
transferred to Sewer Capital Reserves.
Staff has identified several recommendations utilizing the Annexation Fund for this Fiscal
Year including a one-time transfer of approximately $4.3M to zero out the negative balance
in the Water Operating Fund as of July 1, 2009. The result would be a Water Operating
Fund starting balance of $0 and an Annexation Fund balance of approximately $5.0 million.
With this balance staff recommends funding the Vehicle and Equipment Capital Outlay for
FY 2009/10 and restricting the remainder for the approved Capital Projects List.
The remaining two funds are the Water and Sewer Operating Funds which are used to fund
day-to-day operations and maintenance activities as identified in the budget and as occur
as actual expenses. These activities require cash, checks and wire transfers on a regular
basis and affect the District's cash flow.
Summary
The Water Enterprise is budgeted with a FY 2009/10 loss of $9.8 million, under the current
rate structure and with depreciation of $3.95 million. This does not include CIP project
expenditures, which are funded separately with capital reserves and other identified funds.
The Sewer Enterprise is budgeted with a FY 2009/10 loss of $458,179, with depreciation of
$595,000. This also does not include CIP project expenditures, which will require funding
from capital reserve funds and operating fund transfers.
It is clear the District will need to raise revenues to keep up with substantial increases in
water operating expenses and to continue to satisfy its long term debt obligations. A
comprehensive Asset Management Plan is identified for completion in FY 2009/10 to
establish long term needs and objectives for funding asset replacements. This study will
allow the Board of Directors and staff to engage more fully in funding needs and options for
future asset replacements and establish recommendations for a component of the water
rate that may partially or completely fund depreciation expenses and thereby establish
additional financial security for the future.
The possibility of a continued drought into its fourth year together with dwindling water
reserves state wide, compounded further by legislative, judicial and environmental
Page 1 10
Yorba Linda Water District DRAFT FY 2009114 Budget
restrictions affecting our water supplies, have converged to create the imperfect storm, one
that comes with too little precipitation. Several years of reservoir drawdown and worsening
groundwater basin overdraft conditions, have resulted in fewer short term options for
central and southern California. Water allocations and pricing structures that demand
water conservation measures have been cast upon the District concurrently with record
high water rate increases. This budget identifies the impacts of these conditions on annual
operating revenues and expenses and sets the parameters for an inevitable water rate
increase that must be passed on to our customers.
Respectfully Submitted,
Ken Vecchiarelli
General Manager
Page 111
Yorba Linda Water District DRAFT FY 2009/10 Budget
Budget Resolution
RESOLUTION NO. 09-XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADOPTING THE BUDGET FOR FISCAL YEAR 2009/10
AND RESCINDING RESOLUTION NO. 07-09
WHEREAS, the Yorba Linda Water District has prepared a one year budget for fiscal
year 2009/10; and
WHEREAS, on June 2, 2009, the proposed "Draft" budget for fiscal year 2009/10 was
presented and reviewed by the Board of Directors of the District at a workshop meeting;
and
WHEREAS, the "Final" budget for fiscal year 2009/10 was presented and considered
by the Board of Directors at a regular meeting on June 25, 2009; and
WHEREAS, it is the desire of the Board of Directors to adopt the budget for fiscal year
2009/10, and rescind Resolution No. 07-09.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. That the budget for fiscal year 2009/10, set forth in Exhibit "A" attached
hereto, is hereby approved and adopted.
Section 2. The budget for fiscal year 2009/10, including the Budget Authority
Guidelines recommended to administer the budget, set forth in Exhibit "B" and attached
hereto, is in full force and effect beginning July 1, 2009, and continuing until this
Resolution is rescinded by the Board of Directors.
Section 3. That Resolution No. 07-09 is hereby rescinded effective July 1, 2009.
PASSED AND ADOPTED this 25th day of June 2009, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
John W. Summerfield, President
Yorba Linda Water District
Page 1 12
Yorba Linda Water District DRAFT FY 2009114 Budget
ATTEST:
Ken Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
McCormick, Kidman and Behrens
Page 1 13
Yorba Linda Water District DRAFT FY 2009114 Budget
Budget Authority Guidelines (Exhibit "B")
The following budget authority guidelines are implemented for use in the administration
of this budget:
1. Board of Directors approval is required for expenditures from reserves.
2. Adopting the budget provides the authority for the staff to proceed with programs,
activities, purchases and capital projects within the limits of the cash flow and
purchasing policy resolution.
3. Significant program changes or service level changes require approval by the Board of
Directors.
4. Beginning July 1, 2009, a one-time fund transfer in the amount of approximately $4.3
million will occur from the Annexation Fund to zero out the Water Operating Fund
negative balance.
5. The following reserve funds are currently restricted for capital projects: Water-Capital
Projects Fund, COP Bond 2008 Fund, ID 1 Fund, ID 2 Fund. Beginning July 1, 2009,
the following additional reserve funds will be restricted for capital projects: Annexation
Fund and Sewer Capital Projects Fund.
6. Beginning July 1, 2009, the Water R&R Fund and the Sewer R&R Fund will be
restricted and re-classified as Emergency Reserve Funds.
7. General Manager approval is required for transferring funds between department
budgets.
8. Department manager approval is required for transferring funds within a department
budget.
9. Financial statements will be posted on a monthly basis and presented to the Finance
Accounting Committee. A summary financial statement will be presented to the Board
of Directors, for consideration, on a quarterly basis.
10. Payment of invoices, payroll, refunds and wires are presented to the Board of Directors
for consideration at each regular Board meeting.
11. The budget may need to be modified to reflect labor and benefit agreements and
approved by the Board of Directors.
12. Resolutions adopted by the Board of Directors are required for authorizing positions in
the service of the District and setting salary ranges for those authorized positions.
13. The General Manager is authorized to use savings from vacant authorized positions to
retain contract labor to meet District personnel needs.
Page 1 14
Yorba Linda Water District DRAFT FY 2009110 Budget
14. The General Manager is authorized to fill an approved and budgeted position that is
vacated during the term of this budget with a new employee at a lower or equal
classification.
15. Nine percent of selected supplies and services, and salaries and benefits are allocated
to the sewer operating expenses.
16. Seven percent of all employee's salaries and benefits, except all direct charges by
engineering personnel, are allocated to capital projects. Salaries and benefits charged
directly to capital projects (by way of job number) are exempt from this allocation.
17. Equipment purchases of $5,000 or less will be expensed, not depreciated.
Page 1 15
Yorba Linda Water District DRAFT FY 2009/10 Budget
Organizational Structure
Board of Directors (1000)
Department
Administration (2000)
Divisions
Admin (2010)
Public Information (2020)
Department Department
Finance (3000) Engineering (4000)
Divisions Divisions
Admin (3010) Admin (4010)
Accounting (3020) Planning & Design (4020)
Customer Service/Billing (3030) Construction (4030)
Meter Reading (3040) Water Quality (4040)
Department Department
Operations (5000) Information Technology (6000)
Divisions Divisions
Admin (5010) Admin (6010)
Water Operations & Maint. (5020) Information Systems (6020)
Sewer Operations & Maint. (5030) GIS (6030)
Water Production (5040) SCADA (6040)
Mechanical Services (5050)
Facilities Maintenance (5060)
Department
Human Resources (7000)
Divisions
Admin (7010)
Risk Management (7020)
Safety (7030)
Page 16
Yorba Linda Water District DRAFT FY 2009/14 Budget
Budget Assumptions
• Variable Water Costs include purchased water from Metropolitan Water District
of Orange County (MWDOC), a readiness to serve (connection charge) and
capacity charge from MWDOC, a groundwater replenishment assessment (RA)
charge from Orange County Water District (OCWD), natural gas, propane and
electricity to transfer water throughout the District's distribution system.
• An allocation of 11,727 AF of import water for FY 2009/10 has been set by
MWDOC for YLWD.
• The MWDOC allocation establishes our total water budget at 21,970 AF for FY
2009/10.
• A total of 11,727 AF will be purchased from MWDOC through the year at a rate
of $604/AF from July 1, 2009 through August 31, 2009 and at a rate of $701 /AF
from September 1 through June 30, 2010.
• Additional irriport water purchases above the 11,727 AF allocation, up to 1,173
AF (+10%), will be charged a rate of $1,889/AF. Additional irriport water beyond
the +10% will be charged at $3,077/AF.
• A total of 10,243 AF will be pumped from the groundwater basin and charged a
replenishment assessment from OCWD at a rate of $249/AF to maximize the
District's BPP of 62%.
• An additional 330 AF may be pumped from the basin with an additional basin
equity assessment (BEA) charge of $501/AF for a total cost of $750/AF.
Additional groundwater pumped above these limits will be surcharged an
additional $2,400 for a total cost of $3,150/AF.
• The District will purrip approximately 2,200 AF of groundwater from the Met
storage pool within the basin, in accordance with the terms of the Conjunctive
Use Program (CLIP) at an average adjusted MWDOC rate of $584/AF.
• Unaccounted for water, the difference between water purchased and water sold
will be 5% or less.
• Energy cost increases averaging 14.5% effective January 2009 are included in
the energy component of the variable costs. No additional energy increases are
assumed until late Summer 2010.
Page 1 17
Yorba Linda Water District DRAFT FY 2009/10 Budget
• It is anticipated the District will receive 100% of its share of the property tax
revenue or approximately $1.2M.
• Fuel is estimated to average $3.25 per gallon.
• The fixed charge component of Water revenues is based on an average of
23,680 active service connections.
• Water revenues are calculated with the existing rate structure of $8.35/mo per
service connection and $1.79 per 100 cu. ft. (1.79/ccf) of water sold.
• Salaries and benefits may require modification pending finalization of the labor
agreements.
• Merit increases in the amount of $56,000 have been included for those
employees who qualify based on established performance standards.
• A cost of living salary increase is not included in this FY 2009/10 budget.
• A newly formed Public Information Specialist has been included assuming eight
months of salary and benefits.
• Two vacant positions, the Senior Project Engineer and the Safety & Training
Officer positions have been eliminated.
• All remaining vacant authorized positions, with the exception of the Senior
Project Manager, will remain unfilled and unfunded for FY 2009/10.
• Existing filled positions that become vacant throughout the year may be refilled at
the discretion of the General Manager in accordance with the authority granted
by the Board of Directors.
Page 1 18
Yorba Linda Water District DRAFT FY 2009/10 Budget
Summary of Income and Total Outlay (Water and Sewer)
FY
FY 2008/09 FY FY
2008/09 Actual 2008/09 2009/10
Budget Thru Apr/09 Forecast Budget
Sources of Income
Water Sales Revenue 17,079,300 18,076,367 20,776,462 18,723,793
Sewer Services Revenue 1,246,550 1,164,393 1,394,719 1,276,000
Property Tax Revenue 1,266,150 1,212,697 1,212,700 1,200,000
Other Revenue 1,177,900 1,171,836 1,492,243 896,000
Total Income 20,769,900 21,625,293 24,876,124 22,095,793
Sources of Outlay
Supplies & Services 4,104,433 2,786,140 3,384,497 4,325,084
Variable Water Costs 11,156,500 8,709,392 10,451,271 12,612,700
Salary & Benefits 8,112,968 5,810,056 6,972,069 7,355,049
(Bonds & Dev Labor Reimbursement) (300,000) (300,000)
Temporary/Contract Labor 7,740 158,242 180,000 154,500
Depreciation 4,240,700 3,377,986 4,053,584 4,540,800
Interest on Long Term Debt 0 1,722,493 2,072,392 1,981,300
Debt Obligations (Principal) 215,000 570,000 570,000 825,000
Vehicles & Equipment 481,000 300,575 438,000 628,500
Other 31,000 290,632 399,111 201,800
Total Outlay 28,349,341 23,725,516 28,220,924 32,324,733
Income less Outlay (7,579,441) (2,100,223) (3,344,800) (10,228,940)
C.I.P. and R&R Expenditures
Previously Approved - CIP Projects 18,746,500 9,183,000 11,363,641 13,767,000
Additional Projects Recommended 4,560,000
Total CIP & R&R Expenditures 18,746,500 9,183,000 11,363,641 18,327,000
Page 1 19
Yorba Linda Water District DRAFT FY 2009114 Budget
Distribution of Expenses and Outlay
LongTerm Debt ($2.8 M) Vehicles & Equipment 6% I($0.6 M)
1%
Depreciation ($4.5 M)
9%
s
00V
S
34.
e
i,
Page 20
Yorba Linda Water District DRAFT FY 24(}9114 Budget
Reserves & Funding Sources
Forecasted Budget
Balance Balance Balance Additions Balances
Restriction Ending Ending Ending (Deductions) Ending
Fundinq Sources Category 7/1/2008 4/30/2009 6/30/2009 FY 2009/10 6/3012010
Water (Operating):
Operating Fund Non-Restricted (3,965,067) (4,587,518) 0 (5,196,511) (5,196,511)
Water (Capital):
Annexation Fund Capital Restriction 9,577,235 9,334,111 4,978,000 (578,500) (2) 4,399,500
Water R&R Emergency Reserve 2,013,368 2,047,916 2,050,000 10,000 2,060,000
Water-Capital Projects Capital Restriction 0 149,500 149,500 (149,500) 0
COP Bond 2008 Capital Restriction 28,086,825 20,596,595 19,550,000 (13,767,000) 5,783,000
ID 1 Capital Restriction 4,180,033 4,487,645 4,500,000 20,000 4,520,000
ID 2 Capital Restriction 9,487,663 9,676,042 9,144,000 (3,869,650) 5,274,350
Sewer (Operating):
Operating Fund Non-restricted 1,135,524 1,463,709 1,565,000 (215,129) 1,349,871
Sewer (Capital):
Sewer R&R Emergency Reserve 183,731 322,326 352,000 0 352,000
Sewer Capital Projects Capital Restriction 0 188,651 188,850 (188,850) 0
Total of Funds $50,699,312 $43,678,977 $42,477,350 ($23,935,140) $18,542,210
(1) This assumes the Water Operating Fund is a 0 balance beginning July 1, 2009, supplemented by a one time transfer from the
Annexation Fund estimated at $4.3 million.
(2) This assumes interest in the amount of $50,000 and funding of Vehicles and Capital Equipment in the amount of $628,500
Page 121
Yorba Linda Water District DRAFT FY 24(}9/14 Budget
Revenues & Expenses (Water and Sewer)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008109 Thru Apr/09 FY 2008109 FY 2009110
Revenue (Operating):
Water Revenue (Residential) $12,991,060 $13,624,790 $15,544,941 $14,067,821
Water Revenue (Commercial & Fire Det.) 1,341,790 1,351,217 1,537,807 1,472,168
Water Revenue (Landscape/Irrigation) 2,746,450 3,100,360 3,693,714 3,183,804
Sewer Charge Revenue 1,141,650 1,065,020 1,278,025 1,160,000
Locke Ranch Assessments 104,900 99,373 116,694 116,000
Other Operating Revenue 556,040 552,296 788,723 641,000
Total Operating Revenue: 18,881,890 19,793,056 22,959,904 20,640,793
Revenue (Non-Operating):
Annexation Revenue 419,400 338,595 406,159
Interest 64,500 25,169 25,400 7,500
Investments 28,660 164,849 166,000 140,000
Property Taxes 1,266,150 1,212,697 1,212,700 1,200,000
Other Non-Operating Revenue 109,300 90,927 105,961 107,500
Total Non-Operating Revenue: 1,888,010 1,832,237 1,916,220 1,455,000
Total Revenue 20,769,900 21,625,293 24,876,124 22,095,793
Page 22
Yorba Linda Water District DRAFT FY 2009110 Budget
Revenues & Expenses (Water and Sewer con't)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Depreciation & Amortization 4,240,700 3,377,986 4,053,584 4,540,800
Variable Water Costs (G.W., Import & Power) 11,156,500 8,709,392 10,451,271 12,612,700
Salary Related Expenses 8,112,968 5,144,492 6,173,392 7,355,049
Capital Projects Labor 301,000 361,200
Capital Projects Allocation 364,564 437,477
Salary Expenses Sub-Total 8,112,968 5,810,056 6,972,069 7,355,049
Supplies & Services:
Communications 274,235 228,515 274,218 295,348
Contractual Services 879,835 614,332 737,198 1,101,345
Data Processing 307,642 37,855 45,426 127,635
Dues & Memberships 34,430 23,691 28,429 33,428
Fees & Permits 48,636 31,687 38,025 56,200
Board Election 43,600 41,527 41,527
Insurance 331,305 253,459 304,151 376,300
Materials 652,040 736,984 884,381 448,726
District Activities, Emp Recognition 21,910 9,809 11,771 15,200
Maintenance 414,150
Non-Capital Equipment 228,845 63,115 75,738 158,541
Office Expense 65,810 32,542 39,050 76,325
Professional Services 678,025 301,570 361,885 838,500
Training 95,535 20,271 24,325 70,150
Travel & Conferences 64,685 25,599 30,719 55,785
Uncollectible Accounts 21,255 37,500 52,000
Collection Agency Fee 1,090 3,500
Utilities 69,675 21,595 25,914 29,700
Vehicle Equipment 293,620 309,208 371,049 326,751
Capital Projects Allocation 192,623 233,191
Supplies & Services Sub-Total 4,112,173 2,944,382 3,564,497 4,479,584
Total Operating Expenses: 27,622,341 20,841,816 25,041,421 28,988,133
Expenses (Non-Operating):
Interest on Long Term Debt 1,722,493 2,072,392 1,981,300
Job Closing Expense 131,531 228,538 45,000
Other Expense 31,000 159,101 170,573 156,800
Total Non-Operating Expenses: 31,000 2,013,125 2,471,503 2,183,100
Total Expenses 27,653,341 22,854,941 27,512,924 31,171,233
Income (Loss) (6,883,441) (1,229,648) (2,636,800) (9,075,440)
Contributed Capital 918,100 3,428,354 4,093,274 265,202
Page 1 23
Yorba Linda Water District DRAFT FY 2009/10 Budget
Revenues & Expenses (Water)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Revenue (Operating):
Water Revenue (Residential) $12,991,060 $13,624,790 $15,544,941 $14,067,821
Water Revenue (Commercial & Fire Det.) 1,341,790 1,351,217 1,537,807 1,472,168
Water Revenue (Landscape/Irrigation) 2,746,450 3,100,360 3,693,714 3,183,804
Other Operating Revenue 547,740 549,686 649,002 637,900
Total Operating Revenue: 17,627,040 18,626,053 21,425,464 19,361,693
Revenue (Non-Operating):
Annexation Revenue 419,400 338,595 406,159
1 nte rest 47,500 17,857 18,000 500
Investments 28,660 151,107 152,000 127,400
Property Taxes 1,200,150 1,212,697 1,212,700 1,092,000
Other Non-Operating Revenue 109,300 89,440 99,879 105,500
Total Non-Operating Revenue: 1,805,010 1,809,696 1,888,738 1,325,400
Total Revenue 19,432,050 20,435,749 23,314,202 20,687,093
Page 24
Yorba Linda Water District DRAFT FY 2009110 Budget
Revenues & Expenses (Water con°t)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Depreciation & Amortization 3,676,500 2,928,921 3,514,705 3,945,750
Variable Water Costs (G.W., Import& Power) 11,156,500 8,709,392 10,451,271 12,612,700
Salary Related Expenses 7,114,220 4,629,556 5,555,468 6,538,008
Capital Projects Labor 301,000 361,200
Capital Projects Allocation 325,805 390,966
Salary Expenses Sub-Total 7,114,220 5,256,361 6,307,634 6,538,008
Supplies & Services:
Communications 247,768 211,122 253,346 268,694
Contractual Services 729,946 544,437 653,324 964,090
Data Processing 260,931 36,468 43,761 116,148
Dues & Memberships 31,273 21,570 25,884 30,068
Fees & Permits 37,934 28,979 34,774 50,160
Board Election 39,999 37,789 37,789
Insurance 303,940 230,648 276,777 342,433
Materials 586,461 703,067 843,680 427,424
District Activities, Emp Recognition 20,100 8,927 10,712 13,832
Maintenance 384,362
Non-Capital Equipment 207,413 59,544 71,453 139,910
Office Expense 60,374 29,613 35,535 66,775
Professional Services 620,590 273,908 328,690 760,575
Training 86,262 15,941 19,130 61,518
Travel & Conferences 58,105 23,730 28,476 48,892
Uncollectible Accounts 19,499 34,125 47,320
Collection Agency Fee 1,000 3,185
Utilities 63,920 21,419 25,702 27,027
Vehicle Equipment 242,787 261,938 314,325 279,683
Capital Projects Allocation 192,623 233,191
Supplies & Services Sub-Total 3,618,302 2,701,723 3,270,674 4,032,096
Total Operating Expenses: 25,565,522 19,596,397 23,544,284 27,128,554
Expenses (Non-Operating):
Interest on Long Term Debt 1,722,493 2,066,992 1,981,300
Job Closing Expense 52,802 150,150 40,000
Other Expense 24,300 157,324 168,441 154,500
Total Non-Operating Expenses: 24,300 1,932,619 2,385,583 2,175,800
Total Expenses 25,589,822 21,529,016 25,929,867 29,304,354
Income (Loss) (6,157,772) (1,093,267) (2,615,665) (8,617,261)
Contributed Capital 667,100 1,452,029 1,707,944 190,962
Page 1 25
Yorba Linda Water District DRAFT FY 2009114 Budget
Distribution of Variable Water Costs
Page 26
Yorba Linda Water District DRAFT FY 2009114 Budget
Historic Variable Water Costs
$15
$14
$13
i
c $12
0
$11 p~. „iF~
$10
$9
t:
Uuu
$8
FY 2006/07 FY 2007/08 FY 2008/09 FY 2008/09 FY 2009/10
(Actual) (Actual.) (Budget) _LFnrKast) (Budget)
■YearlyCost $10,703,037 $10,516,507 $11,156,500 $10,451,271 $12,612,700
Page 27
Yorba Linda Water District DRAFT FY' 2009/10 Budget
Revenues & Expenses (Sewer)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Revenue (Operating):
Sewer Charge Revenue $1,141,650 $1,065,020 $1,278,025 $1,160,000
Locke Ranch Assessments 104,900 99,373 116,694 116,000
Other Operating Revenue 8,300 2,610 3,132 3,100
Total Operating Revenue: 1,254,850 1,167,003 1,397,851 1,279,100
Revenue (Non-Operating):
Interest 17,000 7,312 7,400 7,000
Investments 13,742 14,000 12,600
Property Taxes 66,000 108,000
Other Non-Operating Revenue 1,487 2,500 2,000
Total Non-Operating Revenue: 83,000 22,541 23,900 129,600
Total Revenue 1,337,850 1,189,544 1,421,751 1,408,700
Page 1 28
Yorba Linda Water District DRAFT FY 2009110 Budget
Revenues & Expenses (Sewer con°t)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Depreciation & Amortization 564,200 449,065 538,878 595,050
Salary Related Expenses 998,748 514,936 617,924 817,041
Capital Projects Allocation 38,759 46,510
Salary Expenses Sub-Total 998,748 553,695 664,434 817,041
Supplies & Services:
Communications 26,467 17,393 20,872 26,654
Contractual Services 149,889 69,895 83,874 137,255
Data Processing 46,711 1,388 1,665 11,487
Dues & Memberships 3,157 2,121 2,545 3,360
Fees & Permits 10,702 2,709 3,250 6,040
Board Election 3,601 3,737 3,737
Insurance 27,365 22,811 27,374 33,867
Materials 65,579 33,917 40,701 21,301
District Activities, Emp Recognition 1,810 883 1,059 1,368
Maintenance 29,789
Non-Capital Equipment 21,432 3,571 4,285 18,631
Office Expense 5,436 2,929 3,514 9,550
Professional Services 57,435 27,662 33,195 77,925
Training 9,273 4,330 5,196 8,632
Travel & Conferences 6,580 1,869 2,242 6,893
Uncollectible Accounts 1,756 3,375 4,680
Collection Agency Fee 90 315
Utilities 5,755 177 212 2,673
Vehicle Equipment 50,833 47,270 56,724 47,068
Supplies & Services Sub-Total 493,871 242,662 293,820 447,488
Total Operating Expenses: 2,056,819 1,245,422 1,497,132 1,859,579
Expenses (Non-Operating):
Job Closing Expense 78,728 84,850 5,000
Other Expense 6,700 1,777 2,132 2,300
Total Non-Operating Expenses: 6,700 80,505 86,982 7,300
Total Expenses 2,063,519 1,325,927 1,584,114 1,866,879
Income (Loss) (725,669) (136,383) (162,363) (458,179)
Contributed Capital 251,000 1,976,325 2,352,245 74,240
Page 1 29
Yorba Linda Water District DRAFT FY 2009114 Budget
Personnel Summary (All Departments)
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
Departments Dept Code 6130/2008 FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Administration 2000
Admin 2010 3 4 4 0 4 3
Pubic Information 2020 1 1 1 1 2 2
4 5 5 1 6 5
Finance 3000
Ad m in 3010 1 1 1 0 1 1
Accounting 3020 5 5 5 0 5 4
Customer Service/Billing 3030 5 5 5 0 5 5
Meter Reading 3040 5 5 5 0 5 5
16 16 16 0 16 15
Engineering 4000
Admin 4010 2 2 2 0 2 2
Planning & Design 4020 5 5 5 0 5 5
Construction 4030 4 4 4 -1 3 3
Water Quality 4040 2 2 2 0 2 2
13 13 13 -1 12 12
Operations 5000
Admin 5010 2 2 2 0 2 2
Water Operation & Maintenance 5020 20 20 20 0 19 17
Sewer Operation & Maintenance 5030 4 4 4 0 5 5
Water Production 5040 8 8 8 0 8 7
Mechanical Services 5050 3 3 3 0 3 3
Facilities Maintenance 5060 1 1 1 0 1 1
38 38 38 0 38 35
Information Technology 6000
Ad m in 6010 1 1 1 0 1 0
Information Systems 6020 3 3 3 0 3 3
GIS 6030 2 2 2 0 2 1
SCADA 6040 2 2 2 0 2 2
8 8 8 0 8 6
Human Resources 7000
Admin 7010 2 2 2 0 2 2
Risk Management 7020 1 1 1 0 1 1
Safety 7030 1 1 1 -1 0 0
4 4 4 -1 3 3
Totals 83 84 84 -1 83 76
Positions Filled 72 74
Positions Vacant 11 10
T ota Is 83 84
Page 30
Yorba Linda Water District DRAFT FY 2009/10 Budget
Five-Year Capital Improvement Program (FY 2009/14)
Previously Approved Projects FY 2009/10 FY 2010/11 FY 2011/12 FY 2012/13 Total
Highland Reservoir 3,952,000 1,224,000 5,176,000
New Well 20 590,000 1,025,000 1,615,000
Wells 1,5,12 Upgrade 190,000 190,000
OC-51 Upgrade 100,000 100,000
Fairmont BPS Pump Retrofit 400,000 400,000
Zone Reconfig. Pipelines 1,300,000 1,300,000
San Antonio PRS Upgrades 270,000 270,000
Hidden Hills Reservoir 5,500,000 5,500,000
Fire Flow Impvmts Via Sereno & Ohio 25,000 100,000 125,000
Lakeview Sewer Lift Sta Upgrade 220,000 220,000
Anaheim Interties 150,000 150,000
Lakeview Fencing & Landscaping 210,000 210,000
GIS Implementation 100,000 100,000
Fairmont Site Improvements 300,000 300,000
Foxtail Pipeline 50,000 195,000 245,000
Elk Mtn. Reservoir Site Impvmts. 300,000 300,000
Palm Ave BPS Replacement 540,000 2,160,000 2,700,000 5,400,000
Zone 5 BPS 270,000 270,000 540,000 1,080,000
FY 2007-12 Program SUBTOTAL $13,767,000 $5,674,000 $3,240,000 $22,681,000
New Projects for CIP
Plumosa Site Redevelop. Study 50,000 50,000
Asset Management Plan 120,000 120,000
Sewer Master Plan 350,000 350,000
CMMS Implementation 200,000 200,000
Zone Interconnect Stub-ups (3) 120,000 120,000
Corrosion Monitoring Program 20,000 20,000
Valley View Pipeline Replacement 120,000 120,000
Blair Drive Pipeline Replacement 50,000 50,000
Highland Pipeline Replacement 120,000 120,000
Plumosa Water Line Relining 110,000 110,000
Bastanchury Pipeline Replacement 1,300,000 1,300,000
Vista del Verde Valve Replacement 500,000 500,000 1,000,000
Highland BPS Replacement 1,000,000 6,500,000 7,500,000
Mixing/Re-Chlor Facil at 2 Res Sites 100,000 100,000
Non-Pot Water Facil for Irrig Use 900,000 900,000 1,800,000
West Wellfield 500,000 2,500,000 3,000,000 3,000,000 9,000,000
Proposed New Projects SUBTOTAL $4,560,000 $10,500,000 $3,900,000 $3,000,000 $21,960,000
COMBINED TOTAL $18,327,000 $16,174,000 $7,140,000 $3,000,000 $44,641,000
Page 131
Yorba Linda Water District DRAFT FY 2009/10 Budget
Capital Improvement Program (FY 2009/10)
Highland Reservoir Replacement $3,952,000
Continuing construction of a new 6 million gallon reservoir to replace the former
4.6 million gallon reservoir constructed in 1911. Construction will be completed
in FY 2010-11 with an estimated remaining cost of $1,224,000.
Well No. 20 $590,000
Complete design and begin construction of a new groundwater production well to
replace Well No. 9, which was recently abandoned by the District, and to
increase the reliability of the District's local water resource production
capabilities. Construction will be completed in FY 2010-11 with an estimated
remaining cost of $1,025,000.
Wells 1, 5 and 12 Upgrade $190,000
Project consists of blanking out shallow perforations and lowering bowl
assemblies as required to improve production capacity at the Richfield production
facilities.
OC-51 Upgrade $100,000
Project consists of increasing the capacity of MWD's OC-51 connection from 10
cfs to 25 cfs. The upgrade will allow the District to back up the OC-66 connection
off the Allen McCulloch Pipeline with water carried from OC-51 through the Zone
4 Transmission Pipeline.
Zone 4C Reconfiguration $1,300,000
Construction of approximately 5,200 feet of 8- and 12-inch transmission and
distribution pipe and numerous gate-valve cut-ins. This project will increase the
pressure in this area which is typically low in high-demand periods.
San Antonio Pressure Regulating Station Upgrade $270,000
Construction of improvements to upgrade the facility to current District standards.
Hidden Hills Reservoir and Santiago Booster Upgrades $5,500,000
Construction of the new 2.0 million-gallon buried concrete reservoir and
transmission pipeline to serve Pressure Zone 1390. Pump station improvements
include replacement of pumps 1 & 2, and upgrades to the electronic control
system.
Fire Flow Improvement Via Sereno and Ohio $25,000
the project consists of the replacement of approximately 700 linear feet of 6-inch
pipeline in Via Sereno with an 8-inch pipe to increase fire flow capacity in the
area. Construction will be completed in FY 2010-11 with an estimated remaining
cost of $100,000.
Lakeview Sewer Lift Station Upgrade $220,000
Construction of new power supply and control system, and replacement of two
pumps.
Page 1 32
Yorba Linda Water District DRAFT FY 2009110 Budget
Anaheim Intertie Improvements $150,000
Project consists of the District's share of upgrades to the existing emergency
intertie connections with the City of Anaheim at Willow Woods Drive, Crystal
Drive and Jennifer Lane.
Lakeview Reservoir Site Fencing & Landscaping $210,000
Construction of final site improvements at Lakeview Reservoir.
GIS Implementation $100,000
Final tasks in the implementation of a digital information database and analytical
geographical information system containing the water and sewer infrastructure,
parcel and street information linked to the customer service and operational
database systems.
Fairmont Pump Station Site Improvements $300,000
Construction of improvements to the existing pump station building and the
addition of a parts and equipment storage building to be used for maintenance
and operations.
Foxtail Drive Pipeline $50,000
Construction of 900 feet of 10-inch pipeline in Foxtail Drive from Lomas de Yorba
West. This pipeline project will allow the abandonment of the existing 10-inch
pipeline in Lomas de Yorba West from Box Canyon Drive to Azela Circle. The
new pipeline will restore an important looped connection in this zone.
Construction will be completed in FY 2010-11 with an estimated remaining cost
of $195,000.
Palm Avenue Booster Pump Station and Yorba Linda Boulevard Pipeline $540,000
Project consists of replacing the existing Palm Avenue Booster Pump Station
with a two-pump 3,500 gpm capacity station including a block building enclosure
and other improvements. The project will assist the District in pushing more
groundwater to the east half of our service area. The project will require
constructing a parallel 16-inch pipeline in Yorba Linda Boulevard from Ohio
Street to Fairmont Boulevard. Work will continue in FY 2010-11 and 2011-12
with an estimated remaining cost of $4,860,000.
Zone 5 (Elevation 1000') Booster Pump Station $270,000
Project consists of a low-head, high-volume booster pump station located
downstream of the Quarterhorse Reservoir. This station will lift water from
Pressure Zone 920 to Pressure Zone 1000 and the Little Canyon Reservoir.
Once completed this station will allow the District to reconfigure the existing
Fairmont Booster Pump Station to pump groundwater to Zone 780 and make it
accessible to the entire District. Work will continue in FY 2010-11 and 2011-12
with an estimated remaining cost of $810,000.
Plumosa Site Redevelopment Study $50,000
Initial study to identify potential options and cost for redevelopment of the
District's former headquarters on Plumosa Avenue.
Asset Management Plan $120,000
The project is the preparation of a plan for the long-range replacement and
refurbishment of capital facilities, including development of an asset replacement
funding model, and definition of long-term financial policies to meet those needs.
Page 1 33
Yorba Linda Water District DRAFT FY 2009110 Budget
Sewer Master Plan $350,000
This project is the preparation of an updated sewer master plan, replacing that
prepared in 1978. The plan will identify existing sewer pipelines, develop and
calibrate a hydraulic computer model, provide flow monitoring, identify
deficiencies and evaluate needs, provide capital improvement recommendations,
and provide a summary report.
Computerized Maintenance and Management System $200,000
This project consists of a software maintenance and management system for
improved tracking of work performed on the District's infrastructure. The system
integrates directly with the District's financial and GIS systems to produce reports
on true costs and to assist District Staff on future infrastructure planning and
budgeting.
Zone Interconnect Stub-ups $120,000
In emergency conditions or in the event of the loss of import supply, it may be
necessary to move water from a lower to a higher pressure zone, in excess of
the capacity of existing booster pump stations. This project is for construction of
stub-up connection points in the pipelines between two adjacent water pressure
zones to address this need.
Corrosion Monitoring Program $20,000
The District's water system includes pipelines of various materials, including steel
and cast iron. Those of steel and cast iron typically have protective coatings, but
are subject to potential problems with corrosion. To address this concern the
existing pipelines will be tested to determine if corrosion is occurring or is
anticipated. If there are corrosion issues, corrective measures will be planned.
Valley View Pipeline Replacement $120,000
This project is the replacement of old pipeline and valves at Valley View Avenue
and Yorba Linda Blvd. Installed will be 80 ft of 16-inch pipeline, plus valves and
appurtenances to simplify and improve operations.
Blair Drive Pipeline Replacement $50,000
Construction of 430 ft of 8-inch pipeline, gate valves, new water services and
new fire hydrant, for improved water service and fire flow.
Highland Pipeline Replacement $120,000
Construction of 600 ft of 8-inch pipeline, new fire hydrants and new water
services.
Plumosa Pipeline Relining $110,000
Installation of a new liner in 1,900 ft of 18-inch steel pipeline.
Bastanchury Pipeline Replacement $1,300,000
Construction of 1,950 ft of 16-inch pipeline, plus valves, paving and
appurtenances.
Vista del Verde Valve Replacement $500,000
Excavation and replacement of 23 12-, 16- and 24-inch valves. Construction will
be completed in FY 2010-11 at a remaining estimated cost of $500,000.
Page 1 34
Yorba Linda Water District DRAFT FY 2009110 Budget
Highland Booster Pump Station Replacement $1,000,000
Complete design and begin construction of the 18,000-gpm capacity replacement
pump station, with electric- and gas-engine-driven pumps. The new, high-
capacity pump station will make it possible to deliver more groundwater to the
higher zones of the District. Construction will be completed in FY 2010-11 at a
remaining estimated cost of $6,500,000.
West Wellfield Project $500,000
Initial property acquisition or related tasks for the proposed new well field located
westerly of the existing Richfield Plant and other wells. The new well field and
transmission pipeline may include three or four wells to replace and augment
existing wells, and increase the District's groundwater pumping capacity. It is
anticipated that acquisition and construction will continue for another three years
or so and may cost an additional $8,000,000 or more.
Page 1 35
Yorba Linda Water District DRAFT FY 2009/10 Budget
Vehicles and Capital Equipment (FY 2009/10)
Dept/item Amount
Board of Directors
None
Administration Department
None
Finance Department
Accounting (3010)
Warehouse Roof Ventilation 17,000
Customer Service/Billing (3030)
Mail Extractor/Opener 20,000
Meter Reading (3040)
Radio Read Hand-Held Device 6,300
Total Vehicle & Capital Equipment- Finance $43,300
Engineering Department
Planning & Design (4020)
Ford Ranger Truck 18,000
Total Vehicle & Capital Equipment- Engineering $18,000
Operations Department
Water Operation & Maintenance (5020)
Water Leak Detection Equipment 22,000
1 Ton Utility Truck 63,000
1/2 Ton Pickup Truck 18,000
Sewer Operation & Maintenance (5030)
Sewer Root Cutter 6,000
Page 36
Yorba Linda Water District DRAFT FY 2009/10 Budget
Vehicles and Capital Equipment (Con't)
FY 2009/10
Dept/item Amount
Water Production (5040)
Chlorine Generating System: Well 11 & 15 100,000
High Lift Fire Pump 100,000
Mechanical Services (5050)
Portable Emissions Analyzer 12,000
Total Vehicle & Capital Equipment- Operations $321,000
IT Department
IS (6020)
E-Mail Message Archiver 6,000
Standard Register check processing & Imaging system 30,000
Solar Winds Orion or other Monitoring Tool 9,200
Cogsdale Financials & UB (completion of project) 150,000
WIN Can software for sewer camera and equipment 6,000
Hydraulic Water Model Software & Labor (Infowater Basic) 30,000
SCADA (6040)
Two Servers 15,000
Total Vehicle & Capital Equipment- IT $246,200
Human Resources Department
None
Total Vehicle & Capital Equipment $628,500
Page 37
Yorba Linda Water District DRAFT FY 2009110 Budget
Board of Directors (Series 1000)
John W. Summerfield
President
William R. Mills
Vice President
Paul R. Armstrong
Director
Michael J. Beverage
Director
Ric Collett
Director
Page 38
Yorba Linda Water District DRAFT FY 2009/10 Budget
Board of Directors Programs & Responsibilities
This program accounts for Board of Director's activities related to governing the District, establishing
policy through approval of the Budget, Five Year Plan, Resolutions and Ordinances, and participating in
community affairs, intergovernmental relations and participation at selected water organization activities.
In addition, activities related to Board direction to legal counsel is provided in this program.
BOARD OF DIRECTORS PROGRAM:
1. Conduct District business at Board of Directors meetings.
2. Study and review specific policy issues facing the District through the Board's five standing
committees during the period.
3. Provide Board representation to the Association of California Water Agencies (ACWA),
Association of California Water Agencies/Joint Powers Insurance Authority (ACWA/JPIA),
Colorado River Water Users Association (CRWUA), Water Advisory Committee of Orange
County (WACO) and Independent Special District's of Orange County (ISDOC).
4. Attend intergovernmental meetings of Yorba Linda City Council and Yorba Linda City Planning
Commission.
5. File Conflict of Interest forms.
6. Conduct a Board of Director's goals and strategic plan workshops on a regular basis.
7. Provide direction to legal counsel on specific policy issues during the budget period.
8. Monitor and seek to influence Municipal Water District of Orange County and Orange County
Water District policies that affect water service and/or rates.
9. Monitor and provide direction on the legislative positions.
10. Monitor that District policies are being implemented.
Page 1 39
Yorba Linda Water District DRAFT FY 2009/14 Budget
Board of Directors Budget
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Salary Related Expenses
Salaries - Directors $61,740 $32,144 $38,573 $61,740
Fringe Benefits - Directors 24,995 17,230 20,676 22,650
Mandatory Benefits - Directors 4,679 3,093 3,712 9,743
Total Salary Related Expenses 91,414 52,467 62,961 94,133
Supplies & Services
Dues & Memberships 440 700
Board Election 43,600 41,527 41,527
Insurance 380 400
Professional Services 52,320 34,431 41,317 53,000
Training 2,725
Travel & Conferences 11,665 3,174 3,809 12,500
Supplies & Services Sub-total: 111,130 79,132 86,653 66,600
Total Operating Expenses 202,544 131,599 149,614 160,733
Page 1 40
Yorba Linda Water District DRAFT FY' 2009110 Budget
Administration (Series 2000)
Ken Vecchiarelli
General Manager
Page 141
Yorba Linda Water District DRAFT FY 2009/10 Budget
Administration Programs & Responsibilities
The Administration Department is responsible for the overall day-to-day management of the District. This
involves the continual planning, control, direction and evaluation of the District's programs and resources.
The Department researches and prepares recommendations for consideration by the Board of Directors
on issues facing the District. Vested in this Department is the primary responsibility for assuring that
Board policies, resolutions and ordinances are properly administered.
MANAGEMENT SERVICES
The Department provides administrative services support to each of the departments. Other department
activities include interagency coordination and consultation with department managers regarding various
operational and planning issues. Additionally, the department is responsible for facilitating the work of the
District's General Counsel.
PUBLIC INFORMATION
Responsible for the organization and implementation of external and internal communications activities.
This includes maintaining relations with the public and news media, coordinating community activities,
preparing and disseminating District publications, coordinating water conservation activities, and
organizing and conducting tours of District facilities for students, youth groups, and the general public.
MANAGEMENT SERVICES PROGRAM:
1. Coordinate, prepare, print and distribute Board of Director agenda packages, and Committee
agenda's in accordance with the Brown Act.
2. Facilitate and/or organize Board goals and strategic plan workshops.
3. Coordinate, prepare and print department's budget by June of each year.
4. Administer the Employee's Deferred Compensation Plan.
5. Administer the adopted records management activity.
6. Facilitate annexation of land to the District and to the Orange County Water District.
7. Facilitate contracts for sewer maintenance with the City of Placentia and City of Yorba Linda.\
Facilitate contracts for sewer maintenance billing with the City of Placentia.
8. Attend intergovernmental meetings of MWDOC, OCWD and Yorba Linda City Council and
Placentia City Council as necessary.
9. Update written policies into a manual for the Board of Directors and preparing new policies where
possible and practical.
10. Monitor the effect of water quality regulations on District customers.
11. Facilitate survey of customer attitudes.
12. Consider sewer extension policies to encourage completion of the sewer system.
13. Monitor all activities identified in this budget.
14. Conduct discussions with the City of Yorba Linda regarding the use of District facilities for
recreational activities.
15. Continue involvement in community organizations.
16. Continue involvement in outside committees of other agencies.
17. Participate on Orange County Water District's groundwater producers committee.
PUBLIC INFORMA"rION PROGRAM:
1. Provide information on District activities, services and related issues to the District's water and
sewer service customers, print and electronic media representatives and other public agencies
and community organizations.
Page 1 42
Yorba Linda Water District DRAFT FY 24(}9114 Budget
2. Prepare bi-monthly articles for the "West Coast Magazine."
3. Prepare and provide for distribution of "Water Lines" customer newsletter.
4. Prepare and provide for distribution of the District's "Annual Report."
5. Coordinate with the water quality function to prepare and provide for distribution of annual
"Consumer Confidence Report."
6. Coordinate with information technology function to monitor and update content of the District's
internet web site.
7. Coordinate and conduct a District facilities tour in September of each year.
8. Coordinate and conduct information booth activities at community events including American
Cancer Society "Run for Life" and Yorba Linda Fiesta Days Street Fair.
9. Coordinate District participation in Placentia Heritage Days Parade and Yorba Linda Fiesta Days
Parade.
10. Coordinate and conduct speaker's bureau and special events for community, youth and school
groups and monitor MWDOC school education program.
11. Monitor activities of Local Agency Formation Commission (LAFCO) as related to the interests of
the District.
12. Participate in MWDOC Water Conservation Workgroup and coordinate water conservation
activities.
13. Coordinate and consult with public affairs consultant.
Page 1 43
Yorba Linda Water District DRAFT FY 2009/14 Budget
Administration Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
Dept
Department Code 6/30/2008 FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Administration 2000
Administration 2010
Assistant General Manager 0 1 1 0 1 1
Assistant Administrator 1 1 1 1 0 1 0
Executive Secretary 1 1 1 0 1 1
General Manager 1 1 1 0 1 1
3 4 4 0 4 3
Pubic Information 2020
Management Analyst 1 1 1 0 1 1
Public Information Specialist 0 0 0 1 1 1
1 1 1 1 2 2
Department Totals 4 5 5 1 6 5
Page 44
Yorba Linda Water District DRAFT FY 2009/10 Budget
Administration Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008109 Thru Apr/09 FY 2008109 FY 2009110
Expenses (Operating):
Salary Related Expenses
Salaries - Management $121,090 $155,398 $186,478 $300,958
Salaries - SC 181,940 93,492 112,190 225,549
Fringe Benefits - Management 26,885 19,029 22,835 54,726
Fringe Benefits - SC 37,840 12,845 15,414 38,897
Vacation Sale/Purchase 1,495 4,766 5,720 30,000
Unemployment Insurance 20,000
Fringe Benefits - Other 121,488 82,207 98,648 110,505
Mandatory Benefits - SC 24,151 11,694 14,033 27,464
Mandatory Benefits - Management 21,360 11,685 14,022 37,170
Total Salary Related Expenses 536,249 391,116 469,340 845,269
Supplies & Services
Communications 59,705 63,228 75,873 127,808
Contractual Services 39,950 31,107 37,329 32,350
Dues & Memberships 18,500 17,430 20,916 23,639
Insurance 1,200 1,017 1,220 1,100
Materials 8,335 20,507 24,609 2,000
Professional Services 345,650 168,521 202,225 445,000
Training 600
Travel & Conferences 5,230 7,003 8,403 15,600
Vehicle Equipment 110 237 285
Supplies & Services Sub-total: 479,280 309,050 370,860 647,497
Total Operating Expenses 1,015,529 700,166 840,200 1,492,766
Page 1 45
Yorba Linda Water District DRAFT FY 2009/10 Budget
Administration Budget by Division (FY 2009/10)
Admin Public Info Total
(Div 2010) (Div 2020) (All Div)
Expenses (Operating):
Salary Related Expenses
Salaries - Management $300,958 $300,958
Salaries - SC 62,558 162,991 225,549
Fringe Benefits - Management 54,726 54,726
Fringe Benefits - SC 11,221 27,676 38,897
Vacation Sale/Purchase 30,000 30,000
Unemployment Insurance 20,000 20,000
Fringe Benefits - Other 110,505 110,505
Mandatory Benefits - SC 7,203 20,261 27,464
Mandatory Benefits - Management 37,170 37,170
Total Salary Related Expenses 634,341 210,928 845,269
Supplies & Services
Communications 127,808 127,808
Contractual Services 26,000 6,350 32,350
Dues & Memberships 19,500 4,139 23,639
Insurance 1,100 1,100
Materials 2,000 2,000
Professional Services 395,000 50,000 445,000
Travel & Conferences 3,500 12,100 15,600
Supplies & Services Sub-total: 447,100 200,397 647,497
Total Operating Expenses 1,081,441 411,325 1,492,766
Page 46
Yorba Linda Water District DRAFT FY 2009110 Budget
Finance (Series 3000)
Diane Cyganik
Finance Director
Page 1 47
Yorba Linda Water District DRAFT FY 2009/10 Budget
Finance Programs and Responsibilities
The Finance Department is responsible for the management and accounting of the District's financial
resources as well as providing effective customer services.
PROGRAM RESPONSIBILITIES:
FINANCE ADMINISTRATION PROGRAM
-rhe administration of the Department includes is responsible for the establishment and maintenance of
an effective financial accounting, inventory and utility billing system, which accurately the operations of
the District and offers a framework for planning and analysis.
ACCOUNTING PROGRAM
The Department tracks and records all the financial transactions of the District. In addition, the
Department processes payroll, financial statements, construction in progress, payables and inventory
transactions.
CUSTOMER SERVICE/BILLING PROGRAM
-rhe Customer Service Department assists customers with all areas of water and sewer monthly billing
services. In addition, the department administers the Meter Department in reading of meters within the
District's boundaries. They also assist customers with general questions concerning the daily operations
of the District.
METER SERVICES PROGRAM
The meter staff provides services related to reading meters and repairing/replacing broken meters, lids
and boxes. Handles all customer service orders for water service turn ons', turn offs' reads and re-reads.
Also, interacts with customers in the field with questions concerning their water bills, conservation efforts
and other water related issues.
FINANCE ADMINISTRATION PROGRAM:
1. Assist in analysis of the District's budget in February of 2010.
2. Prepare departmental budget by May 2010.
3. Coordinate fiscal year 2008/09 annual audit for presentation to the Finance-Accounting
Committee and Board of Directors.
4. Coordinate with the Human Resources department on the monthly administration of the deferred
compensation plan for District employees.
5. Coordinate the installation and conversion of the data for general ledger, inventory and accounts
payable for modules.
6. Conduct departmental meetings on a monthly basis.
7. Present the District's investment policy, when modification deemed necessary, to Finance-
Accounting Committee and Board of Directors.
8. Invest the District's funds in safe, liquid and high yielding accounts in accordance with the
District's investment policy.
9. Administer the District's financial requirements for the payment of approximately 24 check
registers and 26 payrolls each year.
10. Prepare and/or review the required county, state and federal financial reports on a timely
schedule:
✓ Replenishment Assessment by August 2009
✓ County Budget report by July 2009
Page 1 48
Yorba Linda Water District DRAFT FY 2009/14 Budget
✓ Payroll reports by July 2009
✓ Statement of financial conditions by September 2009
✓ Ad-Valorem property tax report by September 2009
✓ Wastewater collection, transport, and/or Treatment Agencies Survey by June 2010
✓ Annual Report of Special Districts
✓ Appropriation's Limit.
11. Coordinate and investigate ways to improve accounting, warehouse and billing procedures.
12. Review monthly and quarterly financial statements, investment and portfolio reports.
13. Prepare and execute Loch Ranch Sewer Assessment Report to Orange County Auditor
Controller's Office to be included on the tax roll.
14. Monitor ongoing Certificate of Participation requirements for the 2003 and 2008 series bond
issues and ensure the Significant Events Disclosures are documented and submitted.
ACCOUNTING PROGRAM:
1. Account for the daily receipts and disbursements of the District.
2. Maintain inventory in approximately 400 categories and perform a physical inventory count by
June 30, each year.
3. Maintain daily cash flow balance.
4. Purchase all office supplies, computer and billing supplies, arrange for returns of any office
equipment needing repairs.
5. Issue approximately 1,200 purchase orders each year.
6. Prepare and keep track of reports sent to other agencies.
7. Process accounts payable for approximately 800 vendors and prepares 24 billboards each year.
8. Post and balance eight subsidiary ledgers monthly.
9. Post and balance fixed assets ledger monthly.
10. Process payroll for District employees on a biweekly basis.
11. Prepare monthly material recap.
12. Prepare and post journal entries each month.
13. Reconcile all bank accounts on a monthly basis.
14. Research, balance and close approximately two construction jobs each month.
15. Prepare the agricultural credit report monthly.
16. Prepare and file form 5500 at year-end for 125 Plan.
17. Process refunds for accounts receivable and job closings.
18. Reconcile balance sheet items to general ledger each month.
19. Account for all insurance premiums for COBRA participants and retirees.
20. Complete approximately 10 vendor credit applications per year.
21. Assist with annual audit.
22. Assist the installation and conversion of general ledger and accounts payable.
23. Prepare billing of approximately 60 customers for construction meters, jumpers, damages and
outside services.
24. Prepare and submit cell tower receivables.
25. Prepare monthly and quarterly Finance Statements as well as Investment Reports for the
Finance-Accounting Committee and the Board of Directors.
CUSTOMER SERVICE/BILLING PROGRAM:
1. Administer monthly billing program.
2. Sign on new customers for service and administer approximately 2,900 changes in existing
services each year.
3. Respond to approximately 10,000 customer inquiries each year, research accounts and update
files.
4. Deliver notices of termination to approximately 150 customers weekly.
5. Contact approximately 400 customers by telephone that is subject to termination during the year.
Page 1 49
Yorba Linda Water District DRAFT FY 2009110 Budget
6. Disconnect approximately 125 services due to nonpayment during the year.
7. Process approximately 300 returned checks during the fiscal year.
8. Perform receptionist duties for the water district.
9. Process customer payments and deposit money on a daily basis.
10. Process approximately 2,500 collection accounts each year.
11. Continue analyzing customer accounts.
12. Purchase billing supplies, arrange for any billing equipment needing repairs.
13. Process billing format changes as needed. Audit bills for accuracy after changes are made.
14. Research alternative payment plan options such as online payments and electronic bill
presentment.
WATER METER SERVICES PROGRAM:
1. Read water meters on assigned routes. Records data into computerized meter reader.
2. Performs re-reads on misreads or billings questioned by customers.
3. Tag delinquent customers and shut-off delinquent accounts.
4. Test and repair broken residential and construction meters, lids boxes, and registers.
5. Respond to customer inquiries.
6. Maintain the meter recycling program.
7. Maintain and read construction water meters on a monthly basis.
8. Create new accounts for services.
9. Establish new routes and methods to make reading more efficient.
10. Install water meters on new services.
11. Assist other departments on meter locations.
12. Coordinate with the Water Quality department on location of backflow devices within the District.
Page 1 50
Yorba Linda Water District DRAFT FY 2009114 Budget
Finance Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
De pt
Department Code 6130/2008 FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Finance 3000
Administration 3010
Finance Director 1 1 1 0 1 1
1 1 1 0 1 1
Accounting 3020
Accounting Assistant 1 1 1 1 0 1 1
Accounting Assistant 11 2 2 2 0 2 1
Sr. Accountant 1 1 1 0 1 1
Storekeeper 1 1 1 0 1 1
5 5 5 0 5 4
Customer Service/Billing 3030
Customer Service Rep. 1 1 1 1 0 1 1
Customer Service Rep. 11 2 2 2 0 2 2
Customer Service Rep. 111 1 1 1 0 1 1
Customer Service Supervisor 1 1 1 0 1 1
5 5 5 0 5 5
Meter Reading 3040
Meter Reader 1 2 2 2 0 2 2
Meter Reader 11 2 2 2 0 2 2
Meter Services Representative 1 1 1 0 1 1
5 5 5 0 5 5
Department Totals 16 16 16 0 16 15
Page 51
Yorba Linda Water District DRAFT FY 2009/10 Budget
Finance Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $657,720 $449,544 $539,453 $605,189
Salaries - Management 119,502 91,221 109,466 122,659
Salaries - SC 157,486 112,737 135,284 153,344
Fringe Benefits - Unit 236,921 127,138 152,565 184,952
Fringe Benefits - Management 16,775 9,230 11,077 16,656
Fringe Benefits - SC 36,980 24,712 29,655 33,854
Vacation Sale/Purchase 7,166 (656) (787)
Unemployment Insurance 1,800 2,160
Mandatory Benefits - Unit 88,875 48,820 58,585 73,073
Mandatory Benefits - SC 17,675 12,335 14,802 18,940
Mandatory Benefits - Management 15,040 10,345 12,413 15,149
Total Salary Related Expenses 1,354,140 887,226 1,064,673 1,223,816
Supplies & Services
Communications 108,835 97,767 117,321 103,200
Contractual Services 112,775 137,986 165,583 215,950
Data Processing 30,520 (72) (86)
Dues & Memberships 1,610 970 1,165 2,000
Materials 5,670 1,781 2,137 2,800
Maintenance 300
Non-Capital Equipment 5,420 3,969 4,763 4,200
Office Expense 65,810 32,542 39,050 42,600
Professional Services 110,910 23,699 28,438 114,500
Training 15,260 1,352 1,623 7,200
Travel & Conferences 6,485 1,019 1,223 3,600
Uncollectible Accounts 21,255 37,500 52,000
Collection Agency Fee 1,090 3,500
Utilities 1,963 2,356 2,700
Vehicle Equipment 23,055 11,930 14,316 23,500
Supplies & Services Sub-total: 508,695 314,906 415,389 578,050
Total Operating Expenses 1,862,835 1,202,132 1,480,062 1,801,866
Page 1 52
Yorba Linda Water District DRAFT FY 2009/10 Budget
Finance Budget by Division (FY 2009/10)
Admin Accounting CustSrv/Billing Meter Reading Total
(Div 3010) (Div 3020) (Div 3030) (Div 3040) (All Div)
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $164,752 $201,639 $238,798 $605,189
Salaries - Management 122,659 122,659
Salaries - SC 72,464 80,880 153,344
Fringe Benefits - Unit 54,222 64,553 66,177 184,952
Fringe Benefits - Management 16,656 16,656
Fringe Benefits - SC 12,645 21,209 33,854
Mandatory Benefits - Unit 18,678 24,903 29,492 73,073
Mandatory Benefits - SC 8,951 9,989 18,940
Mandatory Benefits - Management 15,149 15,149
Total Salary Related Expenses 154,464 331,712 403,173 334,467 1,223,816
Supplies & Services
Communications 1,000 6,600 95,600 103,200
Contractual Services 1,550 117,800 88,000 8,600 215,950
Dues & Memberships 1,000 100 400 500 2,000
Materials 100 1,200 900 600 2,800
Maintenance 300 300
Non-Capital Equipment 300 1,500 1,500 900 4,200
Office Expense 300 37,600 4,700 42,600
Professional Services 112,000 2,500 114,500
Training 1,500 1,400 1,600 2,700 7,200
Travel & Conferences 1,500 700 800 600 3,600
Uncollectible Accounts 52,000 52,000
Collection Agency Fee 3,500 3,500
Utilities 2,700 2,700
Vehicle Equipment 1,200 200 22,100 23,500
Supplies & Services Sub-total: 120,450 169,900 251,700 36,000 578,050
Total Operating Expenses 274,914 501,612 654,873 370,467 1,801,866
Page 1 53
Yorba Linda Water District DRAFT FY 2009/10 Budget
Finance Vehicles and Capital Equipment
Accounting (3020)
Warehouse Roof Ventilation $ 17,000
This item will help provide safe and reasonable working conditions by addressing the
intense heat within the warehouse during the summer months and also keep the
warehouse warmer in the winter months.
Customer Service/Billing (3030)
Mail Extractor/Opener 20,000
To assist with mail being opened quicker and to reduce the risk of worker's
compensation injuries, this mail opener/extractor is utilized to open the mail and
remove payments from inside the envelopes.
Meter Reading (3040)
Radio Read Hand-Held Device 6,300
This item is an exchange of a non-radio read hand-held device for a radio-read hand-
held device. The District no longer utilizes non-radio read hand-held devices.
However, there is a variance in the cost with the radio-read being more expensive.
Therefore the service company was willing to exchange with the District picking up
the price differential. The Sensus Auto Read Hand-Held Device [HHD] is primarily
designed to collect and store utility meter readings with built-in capability for
expanded uses such as activation of Radio Read meters.
Total Vehicle & Capital Equipment - Finance Department: $43,300
Page 54
Yorba Linda Water District DRAFT FY 2009110 Budget
Engineering (Series 4000)
Steve Conklin
Engineering Manager
Page 1 55
Yorba Linda Water District DRAFT FY 2009114 Budget
Engineering Programs & Responsibilities
The Engineering Department is responsible for preparing and maintaining engineering records, planning
for and managing subdivision construction-related work, capital improvements and replacement projects
for district facilities, inspecting system improvements, managing the water quality testing program, and
administering the planning and design of capital projects.
PROGRAM RESPONSIBILITIES
ENGINEERING ADMINISTRATION
-this division includes overall departmental administration and planning for capital projects, subdivision
work and water quality testing. Also included is records management to maintain files on facilities,
subdivision construction projects, accomplish as-built documentation, and respond to underground
service alert requests.
PLANNING AND DESIGN
-this division is responsible for planning and oversight of water and sewer facilities proposed by
developers to assure that they are planned and designed to District standards, and sized to meet the
long-range plans of the District. The division has similar responsibilities for District planned and funded
facilities. The division also provides management and review of the design of District facilities, with the
design performed internally or by outside engineering consultants retained by the District.
CONSTRUCTION MANAGEMENT
This division is responsible for construction management of all District capital projects and developer-
related subdivision construction projects. The Department has inspection staff or retains outside
inspection staff as required, to oversee construction of water and sewer facilities to assure they are
meeting design intent and the standards of the District.
WATER QUALITY
This division is responsible to implement, maintain, and comply with all water quality and environmental
regulations and programs which include monitoring, analysis, and documentation of all water quality
compliance sampling and testing required by local, state, and federal regulations. In addition, this
includes funding for the program to monitor all backflow devices and fire detector check assemblies as
required by California law to ensure that they are designed and functioning properly.
ENGINEERING ADMINISTRATION:
1. Update the District's water and sewer rules and regulations each year, as required.
2. Assist in the preparation of the District's budget.
3. Administer the update and revisions of the District's Standard Plans and Specifications for
construction of water and sewer facilities.
4. Improve staff skill level in the areas of water and sewer design, safety practices and cross
connection principals.
5. Facilitate completion of projects identified in the capital project budget.
6. Conduct monthly staff meetings with department employees.
7. Administer pre-annexation agreements throughout each year.
8. Assist in the planning required for annexations to the District.
9. Administer sewer charges to the County of Orange for those properties connected to the District's
sewer system by July of each year.
10. Research grant and low interest loan programs for water and sewer system improvements.
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Yorba Linda Water District DRAFT FY 24(}9114 Budget
11. Maintain computerized databases to track equipment, fire hydrants, fire detector
check assemblies and backflow devices.
12. Establish files for new subdivision construction water projects each year.
13. Establish files for new sewer construction projects each year.
14. Measure and record as-built information for new projects (including subdivisions and CIP's) onto
the water and sewer plat maps.
15. Maintain and review underground service alert files and locate facilities in the field.
16. Provide information about District facilities, procedures and water quality to the District's
customers and other governmental agencies throughout each year.
PLANNING AND DESIGN:
1. Administer an update of the District's sewer master plan.
2. Administer preparation of an Asset Management Plan for the District.
3. Plan and design water and sewer refurbishment and replacement projects.
4. Plan and design mixing and re-chlorination facilities for two reservoirs.
5. Complete design and begin construction of the Highland Booster Station
replacement project.
6. Complete planning and design and begin construction of new Wells 20 and 21.
7. Complete planning, agreements and permits for new westerly well field and
pipeline project.
8. Complete redevelopment study for the District's Plumosa site.
9. Pursue grant funding and development of a non-potable or recycled water source
for irrigation use.
10. Complete planning and begin design of the Palm Ave Booster Station.
CONSTRUCTION:
1. Provide construction management and oversight for the Highland Reservoir Project and the
Hidden Hills Reservoir Project.
2. Administer reimbursement agreements for construction of production, storage, transmission
facilities, and trunk sewer projects by June of each year.
3. Provide construction management and oversight of the Zone Reconfiguration Project and San
Antonio PRS Upgrade Project.
4. Monitor the construction of developer dedicated water production, storage, and transmission
facilities.
5. Monitor the construction of developer dedicated sewer facilities.
6. Secure and process current job closing documents throughout each year.
7. Inspect, test and approve materials used for sewer and water jobs during each year.
WATER QUALITY:
1. Monitor, analyze, document and file physical, microbial, and arsenic and manganese well water
samples test results on the District's wells.
2. Monitor, analyze, document and file a minimum of 37 bacteriological and disinfection residual
water samples test results taken throughout the distribution system each week.
3. Monitor, analyze, document and file 12 disinfection by-products samples on a quarterly basis for
trihalomethanes, haloacetic acids, chlorate, chlorite, and 16 Stage 2 Disinfectant and Disinfection
By-Products samples in compliance with the approved initial distribution system evaluation plan
(IDSE).
4. Monitor, analyze, document and file 9 weekly samples for physical water quality parameters in
the distribution system.
5. Perform sampling, analyze, document and file results of weekly monitoring for water quality
parameters for prevention and control of nitrification in 14 reservoirs.
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Yorba Linda Water District DRAFT FY 2009114 Budget
6. Perform the triennial lead and copper distribution system sampling during the summer of 2009.
Analyze, document and file the appropriate reports with the State Department of Health Services.
7. Monitor, analyze, document and file reports for approximately 477 fire detector double check
assemblies throughout each year.
8. Monitor the inspection of new backflow device installations. Document and file reports on
approximately 2,100 existing devices throughout each fiscal year. Conduct on-site inspection of
water users with potentially hazardous contamination potential.
9. Prepare the District's Annual Consumer Confidence Report by June of each year.
10. Review and monitor all proposed and upcoming federal and state regulations related to drinking
water quality matters.
11. Monitor annual testing of nearby underground fuel storage systems.
12. Assist in the development and calibration of computer-based water quality modeling using the
District's hydraulic analysis software system.
13. Oversee the arsenic and manganese blending operation of Well 15 with other District wells to
ensure compliance with drinking water standards.
14. Investigate and resolve water quality-related complaints, and respond to customer and backflow
tester requests for backflow device information.
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Yorba Linda Water District DRAFT FY 2009114 Budget
Engineering Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
Dept
Department Code 6/30/2008 FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Engineering 4000
Administration 4010
Engineering Manager 1 1 1 0 1 1
Engineering Secretary 1 1 1 0 1 1
2 2 2 0 2 2
Planning & Design 4020
Engineering Technician II 3 3 3 0 3 3
Project Engineer 1 1 1 0 1 1
Sr. Project Manager' 1 1 1 0 1 1
5 5 5 0 5 5
Construction 4030
Construction Inspector 1 1 1 0 1 1
Project Engineer 1 1 1 0 1 1
Sr. Construction Inspector 1 1 1 0 1 1
Sr. Project Engineer 1 1 1 -1 0 0
4 4 4 -1 3 3
Water Quality 4040
Water Quality Engineer 1 1 1 0 1 1
Water Quality Technician II " 1 1 1 0 1 1
2 2 2 0 2 2
Department Totals 13 13 13 -1 12 12
* 3 year limited term position
under filled with Water Quality Technician I
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Engineering Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $517,501 $257,303 $308,764 $527,204
Salaries - Management 150,500 57,930 69,516 113,415
Salaries - SC 219,370 53,573 64,288 264,336
Fringe Benefits - Unit 171,160 81,018 97,222 119,724
Fringe Benefits - Management 26,480 11,386 13,663 14,544
Fringe Benefits - SC 48,990 25,147 30,176 52,143
Vacation Sale/Purchase 6,279 1,221 1,465
Mandatory Benefits - Unit 88,880 43,890 52,669 65,768
Mandatory Benefits - SC 32,400 14,745 17,695 32,493
Mandatory Benefits - Management 18,780 10,218 12,262 14,148
Total Salary Related Expenses 1,280,340 556,431 667,720 1,203,775
Supplies & Services
Communications 6,105 2,362 2,835 2,000
Contractual Services 90,580 44,677 53,613 88,965
Data Processing 9,700 232 279
Dues & Memberships 7,360 2,730 3,276 2,725
Fees & Permits 19,620 15,937 19,125 24,200
Materials 14,495 4,673 5,608 1,400
Non-Capital Equipment 8,230 1,132 1,359 1,310
Office Expense 13,425
Professional Services 14,170 2,884 3,461 14,100
Training 10,790 874 1,049 10,850
Travel & Conferences 8,175 263 316 4,735
Vehicle Equipment 17,335 9,610 11,532 16,540
Supplies & Services Sub-total: 206,560 85,374 102,453 180,250
Total Operating Expenses 1,486,900 641,805 770,173 1,384,025
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Engineering Budget by Division (FY 2009/10)
Admin Planning & Design Construction Water Quality Total
(Div 4010) (Div 4020) (Div 4030) (Div 4040) (All Div)
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $49,654 $279,365 $147,995 $50,190 $527,204
Salaries - Management 113,415 113,415
Salaries - SC 98,136 77,029 89,171 264,336
Fringe Benefits - Unit 14,990 60,007 33,941 10,786 119,724
Fringe Benefits - Management 14,544 14,544
Fringe Benefits - SC 15,000 19,102 18,041 52,143
Mandatory Benefits - Unit 6,194 34,851 18,462 6,261 65,768
Mandatory Benefits - SC 11,760 9,609 11,124 32,493
Mandatory Benefits - Management 14,148 14,148
Total Salary Related Expenses 337,841 374,223 306,138 185,573 1,203,775
Supplies & Services
Communications 1,000 1,000 2,000
Contractual Services 88,965 88,965
Dues & Memberships 870 600 1,255 2,725
Fees & Permits 8,100 2,400 2,200 11,500 24,200
Materials 1,400 1,400
Non-Capital Equipment 220 545 545 1,310
Office Expense 8,700 4,400 325 13,425
Professional Services 14,100 14,100
Training 1,300 3,800 3,250 2,500 10,850
Travel & Conferences 1,635 1,000 1,600 500 4,735
Vehicle Equipment 2,875 6,090 3,420 4,155 16,540
Supplies & Services Sub-total: 14,780 36,310 17,015 112,145 180,250
Total Operating Expenses 352,621 410,533 323,153 297,718 1,384,025
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Yorba Linda Water District DRAFT FY 2009110 Budget
Engineering Vehicles and Capital Equipment
Planning & Design (4020)
Ford Ranger Truck $ 18,000
New Ford Ranger truck to replace a 14 year old District truck (Truck No. 124) with
107,000 miles.
Total Vehicle & Capital Equipment - Engineering Department: $18,000
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Yorba Linda Water District DRAFT FY 2009110 Budget
Operations (Series 5000)
Lee Cory
Operations Manager
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Yorba Linda Water District DRAFT FY 24(}9114 Budget
Operations Programs & Responsibilities
The Operations Department is delegated the responsibilities of maintaining and overseeing the District's
water storage, production, pumping and distribution systems; sewer collection systems; operation of wells
and related water production equipment; fleet and equipment maintenance. These responsibilities are
achieved through the following programs.
PROGRAM RESPONSIBILITIES:
OPERATIONS ADMINISTRATION
Activities of the operations administration include the day-to-day supervision and administration of
maintenance, production and inventory work. The department's safety and risk management program are
undertaken in this program.
WATER OPERATIONS AND MAINTENANCE
The Department undertakes the maintenance and repair of all water distribution facilities and
appurtenances. This program also includes ongoing programs such as the fire hydrant maintenance;
valve turning programs; dead end water main flushing; the meter installation and replacement program,
and the maintenance of the District's Air Vacuum and Air Release systems.
SEWER OPERATIONS AND MAINTENANCE
The Department is responsible for implementation of the District's Sewer System Management Plan that
includes; system inspection (CCTV) cleaning, repairs, grease control, and monthly reporting of sewer
overflows to the State. This plan also includes system capacity and rehabilitation assessments, in
addition to other supplemented Waste Discharge Requirements.
WATER PRODUCTION
The Production Division is responsible for the operation of the District's water supply, water storage and
water disinfection systems. This includes the operation and maintenance of the following systems,
chlorine generation and application, booster pump stations, water wells and imported water connections.
The primary objective is to meet customer water demands on a daily basis. Activities include overseeing
the maintenance of the supply wells, booster stations, system pressure regulating, disinfection systems
and monitoring of the District's reservoir levels, and the under-drain systems of reservoirs
Water Production depends on and is the end users of the Supervisory Control and Data Acquisition
System (SCADA). Production interfaces with the IT Department to develop programming, reports and
updates of the SCADA system. Updates include remote systems such as flow meters, level transmitters,
the human machine interface (HMI). Production SCADA interface includes technical support and
planning of the SCADA system and the wide area network communication systems, working with
contractors on new booster stations and reservoirs to bring the new controls into the District's control
system. Additional interfacing extends to maintenance, repair and control changes to the District's
remote telemetry systems, programmable logical controllers (PLC's) and related control devices, and
instrumentation.
MECHANICAL SERVICES
The Department carries out the maintenance on the District's fleet of vehicles, heavy equipment, and
natural gas fired booster engines and small equipment.
FACILITIES MAINTENANCE
This division is responsible for the maintenance and upkeep of District buildings and facilities sites. It
interfaces and oversees work of outside contractors as relate to performing facility maintenance.
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Yorba Linda Water District DRAFT FY 24(}9/14 Budget
OPERATIONS DEPARTMENT
PROGRAM ACTIVITIES FOR THIS PERIOD
OPERATIONS ADMINISTRATION PROGRAM:
1. Conduct bi-weekly safety meetings.
2. Conduct building and yard safety inspections.
3. Administer the operations department budget.
4. Administer the sale of surplus equipment.
5. Administer mandated personnel training during the fiscal year.
6. Administer the 9/80 work schedule.
7. Interact with regulatory agencies as required.
8. Administer regulatory programs assigned to the Operations Department
WATER OPERATION AND MAINTENANCE PROGRAM:
1. Respond to approximately 380 meter repair work orders each year.
2. Respond to approximately 510 leak repairs work orders each year.
3. Respond to approximately 180 customer complaints per month.
4. Service, and repair as necessary, approximately 360 air release/vacuum breaker valves annually.
5. Continue system valve maintenance & replacement program. Operate approximately 5,000
valves annually.
6. Repair or replace fire hydrants on an as needed basis.
7. Flush approximately 460 dead-ends twice (2) each year.
8. Inspect and service approximately 4,000 fire hydrants for correct operation annually.
9. Respond to contractor emergency problems as necessary.
10. Assist engineering in pipeline shut-downs for construction jobs.
11. Assist engineering in water quality program activities. Installing new sampling stations and
maintaining approximately 37 existing stations.
SEWER OPERATION AND MAINTENANCE PROGRAM:
1. Check and service sewer lift station once per week.
2. Clean approximately 16,000 linear feet of sewer lines per week.
3. Respond to approximately six sewer complaints per month.
4. Respond to approximately six contractor emergency problems each year.
5. Comply with mandated Waste Discharge Regulation, by responding to all compliance rules and
best management practices as dictated by the State Water Resources Control Board.
6. Monitor, analyze, document and file waste discharge reports to the Regional Water Quality
Control Board throughout each year.
7. Televise approximately 1,000 feet of sewer main weekly.
WATER PRODUCTION PROGRAM:
1. Provide necessary supply of local and imported water to meet customer needs.
2. Conduct combined daily and weekly on-site plant inspections of production facilities.
3. Oversee weed abatement program at reservoir and booster sites.
4. Assist in the annual upgrade of the computer telemetry system.
5. Perform maintenance on approximately 100 pressure reducing station valves per year.
6. Monitor and report on energy prices and usage.
7. Ensure proper performance of well, booster and CL2 systems.
8. Assess the Cathodic Protection system.
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Yorba Linda Water District DRAFT FY 2009110 Budget
9. Provide for continuous and reliable operation of the District's telemetry system.
10. Maintain the SCADA system programmable logic controllers (PLC's) and communications
systems.
11. Increase the reliability and improve security of the SCADA systems.
12. Maintain the SCADA system historian, protect the data, and provide the stored data to the
District's Departments as needed.
13. Replace obsolete PLC hardware.
14. Interface and build human machine interfaces (HNII) to newly constructed facilities.
15. Maintain human machine interfaces (HMI) and program changes to meeting operational
requirements or changes.
16. Maintain instrumentation & perform calibrations (i.e. flow meters, pressure meters, and level
transmitters.
MECHANICAL SERVICES PROGRAM:
1. Conduct routine service on the District's rolling stock and major equipment.
2. Conduct routine service on the District's 15 stationary natural gas engines.
3. Conduct routine service on the District's small equipment.
4. Assist in development of specifications for vehicles and equipment used by District.
5. Assist in the purchase of budgeted vehicles and equipment.
6. Assure AQMD compliance of stationary natural gas engines.
FACILITY MAINTENANCE
1. Carry out repairs to buildings and ancillary equipment; Co-ordinate with outside contractors when
required.
2. Conduct site maintenance including mowing, weed abatement, graffiti removal, and building
upkeep.
3. Ensure Richfield yard is kept in a clean and safe condition.
4. Conduct emergency repairs to facilities after hours and at weekends.
Page 1 66
Yorba Linda Water District DRAFT FY 2009114 Budget
Operations Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
Dept
Department Code 6/30/2008 FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Operations 5000
Administration 5010
Operations Assistant 0 0 0 1 1 1
Operations Manager 1 1 1 0 1 1
Operations Secretary 1 1 1 -1 0 0
2 2 2 0 2 2
Water Operation and Maintenance 5020
Maintenance Distribution Operator II 8 8 8 0 7 6
Maintenance Distribution Operator 111 3 3 3 0 3 2
Maintenance Worker 1 8 8 8 0 8 8
Sr. Maintenance Distribution Operator 1 1 1 0 1 1
20 20 20 0 19 17
Sewer Operation and Maintenance 5030
Maintenance Distribution Operator 11 1 1 1 0 2 2
Maintenance Distribution Operator 111 1 1 1 0 1 1
Maintenance Worker 1 1 1 1 0 1 1
Sr. Maintenance Distribution Operator 1 1 1 0 1 1
4 4 4 0 5 5
Water Production 5040
Chief Plant Operator 1 1 1 0 1 1
Maintenance Distribution Operator 111 1 1 1 0 1 1
Maintenance Worker 1 1 1 1 0 1 1
Plant Operator 11 4 4 4 0 4 3
Meter Services Representative 1 1 1 0 1 1
8 8 8 0 8 7
Mechanical Services 5050
Mechanic 1 1 1 1 -1 0 0
Mechanic 11 0 0 0 1 1 1
Mechanic 111 1 1 1 0 1 1
Sr. Fleet Mechanic 1 1 1 0 1 1
3 3 3 0 3 3
Facilities Maintenance 5060
Facilities Maintenance 1 1 1 0 1 1
1 1 1 0 1 1
Department Totals 38 38 38 0 38 35
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Operations Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Variable Water Costs
Fuel & Power- Pumping (Not within Yard) $1,350,000 $957,651 $1,149,181 $532,700
Fuel & Power - Wells (Within the Yard) 322,792 387,351 977,200
Groundwater Replenishment 3,706,500 2,503,518 3,004,222 2,624,400
Purchased Water 6,100,000 4,609,440 5,531,328 8,039,400
Connection/Readiness Charge 315,991 379,189 439,000
Total Variable Costs 11,156,500 8,709,392 10,451,271 12,612,700
Salary Related Expenses
Salaries - Unit 2,239,635 1,566,177 1,879,413 1,853,890
Salaries - Management 129,049 106,811 128,173 131,747
Salaries - SC 269,860 118,797 142,556 181,785
Fringe Benefits - Unit 633,054 380,009 456,011 504,360
Fringe Benefits - Management 16,700 16,346 19,615 22,137
Fringe Benefits - SC 55,995 24,801 29,762 35,597
Vacation Sale/Purchase 16,331 7,316 8,779
Unemployment Insurance 6,318 7,581
Mandatory Benefits - Unit 354,679 215,829 258,994 286,879
Mandatory Benefits - SC 44,110 18,529 22,236 28,622
Mandatory Benefits - Management 21,394 17,666 21,199 20,744
Total Salary Related Expenses 3,780,807 2,478,599 2,974,319 3,065,761
Supplies & Services
Communications 74,465 49,874 59,848 1,680
Contractual Services 572,790 321,073 385,287 615,250
Data Processing 160,602
Dues & Memberships 2,285 1,341 1,609 2,157
Fees & Permits 29,016 15,750 18,900 32,000
Materials 609,315 642,882 771,459 401,550
Maintenance 316,500
Non-Capital Equipment 153,720 16,984 20,381 26,000
Office Expense 20,300
Professional Services 65,050 4,604 5,524 51,000
Training 31,060 13,164 15,796 23,200
Travel & Conferences 16,455 2,058 2,469 11,050
Utilities 69,675 19,632 23,558 27,000
Vehicle Equipment 252,245 286,208 343,450 282,210
Supplies & Services Sub-total: 2,036,678 1,373,570 1,648,281 1,809,897
Total Operating Expenses 16,973,985 12,561,561 15,073,871 17,488,358
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Yorba Linda Water District DRAFT FY 2009110 Budget
Operations Budget by Division (FY 2009/10)
Wtr Ops & Sewer Ops & Water Mech Facilities
Admin Maint Maint Prod Services Maint Total
(Div 5010) (Div 5020) (Div 5030) (Div 5040) (Div 5050) (Div 5060) (All Div)
Expenses (Operating):
Variable Water Costs
Fuel & Power - Pumping (Not within Yard) $532,700 $532,700
Fuel & Power - Wells (Within the Yard) 977,200 977,200
Groundwater Replenishment 2,624,400 2,624,400
Purchased Water 8,039,400 8,039,400
Connection/Readiness Charge 439,000 439,000
Total Variable Costs 12,612,700 12,612,700
Salary Related Expenses
Salaries - Unit 52,290 894,151 268,460 385,168 193,467 60,355 1,853,890
Salaries - Management 131,747 131,747
Salaries - SC 88,505 93,280 181,785
Fringe Benefits - Unit 9,756 242,260 66,403 108,690 57,400 19,851 504,360
Fringe Benefits- Management 22,137 22,137
Fringe Benefits - SC 13,918 21,679 35,597
Mandatory Benefits - Unit 7,784 138,700 41,152 60,645 29,970 8,628 286,879
Mandatory Benefits - SC 13,935 14,687 28,622
Mandatory Benefits - Management 20,744 20,744
Total Salary Related Expenses 244,458 1,391,469 376,015 684,149 280,837 88,834 3,065,761
Supplies & Services
Communications 880 200 100 500 1,680
Contractual Services 8,600 197,000 83,300 221,550 2,700 102,100 615,250
Dues & Memberships 507 700 500 450 2,157
Fees & Permits 300 15,500 3,700 11,000 1,500 32,000
Materials 500 261,850 15,350 105,400 9,200 9,250 401,550
Maintenance 50,000 21,000 245,500 316,500
Non-Capital Equipment 9,300 6,000 2,900 7,000 800 26,000
Office Expense 4,875 5,875 3,675 1,500 3,775 600 20,300
Professional Services 45,000 3,000 3,000 51,000
Training 2,300 12,900 4,100 2,800 900 200 23,200
Travel & Conferences 1,300 4,250 2,750 2,750 11,050
Utilities 27,000 27,000
Vehicle Equipment 4,410 124,100 41,800 102,320 6,280 3,300 282,210
Supplies & Services Sub-total: 68,672 684,675 185,275 696,170 31,855 143,250 1,809,897
Total Operating Expenses 313,130 2,076,144 561,290 13,993,019 312,692 232,084 17,488,358
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Operations Vehicles and Capital Equipment
Water Operation & Maintenance (5020)
Water Leak Detection Equipment $ 22,000
This will allow the District to do leak detection in-house. This will save time during a
leak repair as crews will be able to pinpoint the leak position immediately. It will also
provide the ability to do a leak survey of any area within the system saving the District
approx. $10,000 per year.
1 Ton Utility Truck 63,000
Purchase of a one ton truck with service body for Operations.
112 Ton Pickup Truck 18,000
Purchase of a 1/2 ton truck with service body for Operations.
Sewer Operation & Maintenance (5030)
Sewer Root Cutter 6,000
This root cutter is equipped with a diamond cutter which will expand the District's root
cutting abilities. At present there are three intruding laterals that will require a
contractor. This cutter will permit this work to be completed in-house. It will allow
each truck to have its own cutter.
Water Production (5040)
Chlorine Generating System: Well 15 100,000
the existing Sanelic units have become obsolete and repair parts and support are no
longer available. These units need to replaced as they have been out of service
regularly with extended down time while crews attempt to locate repair parts.
High Lift Fire Pump 100,000
High volume, high-head pump unit designed for use in moving water between all
zones in an emergency.
Mechanical Services (5050)
Portable Emissions Analyzer 12,000
Required for monitoring of Stationary Gas Engines as denoted in Rule #1110 of the
AQMD Program.
Total Vehicle & Capital Equipment - Operations Department: $321,000
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Yorba Linda Water District DRAFT FY 2009110 Budget
Information Technology (Series 6000)
Pat Grady
Assistant General Manager
IT Director
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Yorba Linda Water District DRAFT FY 24(}9114 Budget
Information Technology Programs & Responsibilities
The Information Technology Department Provides a variety of specialized services to other departments
and the District at large. Providing access to information through integrated databases, across a local
and wide area network are included in this program, along with management of the District's telephone,
facsimile, voice and electronic mail systems. This department also includes SCADA which is the
information system that allows operators to control and monitor District facilities.
PROGRAM RESPONSIBILITIES
INFORMATION SYSTEMS PROGRAM
The information system program administers the development and maintenance of the District's
Information Systems and computer network. It consists of the following: billing, accounting, operations
and engineering related information systems. This program provides planning, employee technical
training and coordinating services with contract consultants.
Also included is technical support, which assists other departments with technology related issues by
providing help desk support. This program provides user computer installations and configuration,
technical support and coordinating services with support contract consultants
This program is responsible for telephones, cell phones, walkie-talkies, facsimiles, voice mail, routers,
switches, VPN and firewalls. This program is also responsible for internet and intranet connections;
developing and maintaining the wvvw,ylwd.com web-site; monitoring and securing the District's computer
network data traffic.
GEOGRAPHICAL INFORMATION SYSTEM (GIS) PROGRAM
This program is charged with building and maintaining the layers of graphic data used by the District to
produce visual representations and analysis for informed decision making in the water and sewer system.
This is accomplished by maintaining the Geographic Information System (GIS), performing geospatial
analysis of data and display data on GIS maps; preparing charts, graphs and displays; coordinating
system needs with other departments; defining requirements for end users; coordinating services with
contract consultants for maintenance agreements; researching information from records, surveys and
assessor maps; performing field data collection; programming and scripting for customization of software
applications.
SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) PROGRAM
This program is responsible for the communications and the hardware related to the District's SCADA
system. Communications includes radios, lease lines, and all other means for ensuring SCADA remote
sites communicate with the District's headquarters. Additionally, this program is responsible for all
SCADA sensors in the field that collect and send digital information to the SCADA system via the PLCs.
INFORMATION SYS"rEMS PROGRAM:
1. Administer all Information Systems for the District except GIS & SCADA
2. Conduct training on personal computers
3. Administer vender and reseller agreements.
4. Maintain an inventory of all necessary computer supplies and technical support manuals.
5. Develop new template forms and reports and modify existing reports.
6. Study and research new technology that would benefit the district.
7. Administer district IS servers including voice mail server.
8. Setup user environments and access restriction on servers.
9. Implement district information sharing strategy on network.
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Yorba Linda Water District DRAFT FY 24(}9114 Budget
10. Coordinate network backups.
11. Administering the implementation of new information systems and related software and hardware.
12. Troubleshoot hardware and software problems on PC's.
13. Maintain personal computers by installing software updates and running diagnostic utilities.
14. Provide users with support for software or operating system on PC's including installation and
setup of new PC's.
15. Maintain and troubleshoot network printers.
16. Install software upgrades when feasible and available.
17. Install hardware and software updates or upgrades.
18. Troubleshoot network problems.
19. Setup users for network, e-mail, and voice mail servers including passwords.
20. Assist other departments with troubleshooting technical related issues.
21. Administer internet connections with service provider.
22. Maintain point-to-point T-1 connection with the yard
23. Maintain and administer wireless communications with district networks and related hardware.
24. Phone servicing and repairs
25. Cell phones and walkie-talkie
26. Maintaining district web site.
27. Network traffic monitoring for intrusion detection
28. Network Security
29. Maintain and administer district switches, hubs, modems, cabling (CAT 5, 5e, 6) and firewall.
GIS PROGRAM:
1. Coordinates activities related to the implementation, deployment and use of GIS and related
technologies
2. Installs, configures, upgrades, and administers GIS software including databases.
3. Provides specifications for, configures and administers GIS workstations, servers and related
hardware in cooperation with IT division.
4. Codes, install, test, and administer custom GIS applications using appropriate code.
5. Create maps and graphs using GIS software and related equipment
6. Meet with users to define data needs, project requirements, required outputs, or to develop
applications.
7. Gather, analyze, and integrate spatial data from staff and determine how best the information can
be displayed using GIS
8. Analyze spatial data for geographic statistics to incorporate into documents and reports.
9. Analyze geographic relationships among varying types of data.
10. Prepare metadata and other documentation
11. Operate and maintain GIS system hardware, software, plotter, digitizer, color printers and related
equipment.
12. Develop and implement procedures to share GIS database information with other district
databases.
13. Identify potential GIS applications to improve operational efficiency and make available
geography-based information to other district departments
14. Establish procedures and methods for data entry into GIS databases and sharing information with
district employee
SCADA PROGRAM:
1. Ensures that all communication links between SCADA equipment in the field with the
District's headquarters.
2. Test and maintain all field sensors that are SCADA related.
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Yorba Linda Water District DRAFT FY 2009114 Budget
3. Consult and make recommendations for SCADA field equipment during new
construction projects.
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Yorba Linda Water District DRAFT FY 2009114 Budget
Information Technology Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
Department Dept Code 613012008 FY 2008109 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
IT 6000
Administration 6010
IT Director 1 1 1 0 1 0
1 1 1 0 1 0
Information Systems 6020
Information Systems Administrator 1 1 1 0 1 1
Information Systems Technician I 1 1 1 0 1 1
Information Systems Technician III Programmer 1 1 1 0 1 1
3 3 3 0 3 3
GIS 6030
GIs Administrator 1 1 1 0 1 0
GIs Technician 1 1 1 0 1 1
2 2 2 0 2 1
SCADA 6040
Instrumentation Technician 1 1 1 0 1 1
SCADA Administrator 1 1 1 0 1 1
2 2 2 0 2 2
Departm ent Totals 8 8 8 0 8 6
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Yorba Linda Water District DRAFT FY 2009110 Budget
Information Technology Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $244,870 $154,053 $184,864 $254,096
Salaries - Management 114,218 94,225 113,070
Salaries - SC 93,609 156,627 187,953 187,260
Fringe Benefits - Unit 55,866 30,613 36,735 47,245
Fringe Benefits - Management 18,124 14,954 17,945
Fringe Benefits - SC 13,791 24,425 29,310 34,593
Vacation Sale/Purchase 2,392 1,156 1,387
Mandatory Benefits - Unit 29,375 21,761 26,113 31,382
Mandatory Benefits - SC 11,350 17,717 21,261 23,126
Mandatory Benefits - Management 13,395 10,527 12,633
Total Salary Related Expenses 596,990 526,058 631,271 577,702
Supplies & Services
Communications 11,990 7,440 8,928 50,760
Contractual Services 50,415 62,874 75,449 102,930
Data Processing 101,370 37,694 45,233 127,635
Dues & Memberships 275 589 706 1,407
Materials 9,480 59,757 71,708 35,875
Maintenance 97,351
Non-Capital Equipment 61,475 41,030 49,236 127,031
Professional Services 17,440 17,853 21,424 63,900
Training 24,310 1,822 2,186 8,100
Travel & Conferences 9,590 10,709 12,850 6,700
Vehicle Equipment 655 1,222 1,466 300
Supplies & Services Sub-total: 287,000 240,990 289,186 621,989
Total Operating Expenses 883,990 767,048 920,457 1,199,691
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Information Technology Budget by Division (FY 2009/10)
Admin Info. Sys GIS SCADA Total
(Div 6010) (Div 6020) (Div 6030) (Div 6040) (All Div)
Expenses (Operating):
Salary Related Expenses
Salaries - Unit $124,634 $66,168 $63,294 $254,096
Salaries - SC 93,630 93,630 187,260
Fringe Benefits - Unit 23,503 12,085 11,657 47,245
Fringe Benefits - SC 13,983 20,610 34,593
Mandatory Benefits - Unit 15,393 8,172 7,817 31,382
Mandatory Benefits - SC 11,563 11,563 23,126
Total Salary Related Expenses 282,706 86,425 208,571 577,702
Supplies & Services
Communications 35,760 15,000 50,760
Contractual Services 94,430 8,500 102,930
Data Processing 56,000 30,000 41,635 127,635
Dues & Memberships 842 565 1,407
Materials 19,150 500 16,225 35,875
Maintenance 8,150 89,200 97,351
Non-Capital Equipment 62,350 64,680 127,031
Professional Services 5,000 2,000 56,900 63,900
Training 6,500 1,600 8,100
Travel & Conferences 3,700 2,000 1,000 6,700
Vehicle Equipment 300 300
Supplies & Services Sub-total: 292,182 34,500 295,305 621,989
Total Operating Expenses 574,888 120,925 503,876 1,199,691
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Information Technology Vehicles and Capital Equipment
Information Systems (6020)
E-Mail Message Archiver $ 6,000
This appliance is utilized to store and archive all District emails for future retrieval,
better email management, and better compliance with records retention. Currently
archived email messages are stored on individual desktops in the event a public
request for information is submitted. Recovering archived emails can be time
consuming. This appliance would centralize all emails and provide a more efficient
method for email recovery.
Standard Register check processing & Imaging system 30,000
The check processing system currently in use is over ten years of age and does not
contain the latest technology that most banks are beginning to implement for
scanning, and archiving customer checks and payment stubs. As the District
implements new utility billing software, it is recommended this equipment also be
replaced to incorporate the latest technology.
Solar Winds Orion or other Monitoring Tool 9,200
This monitoring tool is required for troubleshooting network issues that arise
periodically in addition to monitoring the overall health of the network and servers.
Network issues occur either on the District's campus or in the field at a site that
contains SCADA connectivity. This tool provides the means for isolating and
troubleshooting most, if not all, network issues that often create down time of
computer resources and access.
Cogsdale Financials & UB (completion of project) 150,000
This software upgrade project began in FY 2008/09 and will be completed in FY
2009/10. The conversion project consists of upgrading the District's financial and utility
billing software to the latest technology standards. Included in the package are
General Ledger, Accounts Payable, Inventory Management, Project Accounting,
Purchasing, Work Orders, Cogsdale Utility Billing and others.
WIN Can software for sewer camera and equipment 6,000
At present, any editing, report printing, and corrections to the televised sewer lines
have to be done on the camera truck resulting in down time of the truck. With this
module, all of this work can be done from a maintenance computer. It will also allow
the District to develop spread sheets with a filter for specific problems and to
complete additional analysis of televised lines without removing the truck from
service.
Hydraulic Water Model Software & Labor (Infowater Basic) 30,000
This software will advance the District's hydraulic model to the latest technology,
making it fully compatible with the GIS system.
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Yorba Linda Water District DRAFT FY 2009110 Budget
SCADA (6040)
Replacement of Two Servers 15,000
Two servers within the SCADA network have been identified for replacement. They
are over six years of age and are mission critical to the SCADA system. Replacement
of these servers would improve performance and reduce down-time of the SCADA
system.
Total Vehicle & Capital Equipment- I.T. Department: $246,200
Page 1 79
Yorba Linda Water District DRAFT FY 2009110 Budget
Human Resources (Series 7000)
Gina Knight
Human Resources Manager
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Human Resources Programs and Responsibilities
The Human Resources Department is responsible for the administration and coordination of the District's
personnel system, risk management and safety programs. Its primary function is to provide support
services in the areas of recruitment, retention, selection, employment and training to other District
departments.
The department supports operating departments by providing a wide range of personnel services such as
benefits administration, which includes health, dental, optical, life insurance and an employee assistance
program, coordinating recruitment and selection, classification and compensation programs, as well as
the administration of the District's personnel rules, policies and procedures. Other functions include the
maintenance of employee personnel files, training records, medical files and employee performance
evaluation reports. It provides employer/employee relation's administration services and contract
negotiations. This includes employee and supervisory counseling on personnel policies, procedures and
practices, providing assistance in the handling of employee grievances and disciplinary actions as well as
implementation of new labor contract provisions.
The Human Resources department administers the District's self-insured liability, worker's compensation
and loss prevention programs. The District's liability and workers compensation insurance is provided by
the Association of California Water Agencies Joint Powers Insurance Authority (ACWA-JPIA). The
department strives to protect the personnel and physical assets of the District from injury and financial
consequences of accidental losses through a program of prevention, avoidance and insurance
procurement. Other functions include the coordination and implementation of safety and training
programs ensuring compliance with federal and state laws regarding occupational health and safety
regulations. The department promotes employee development and the sharpening of employees' skills
and knowledge through training programs as well as providing career development opportunities.
The department actively looks to reduce the District's accidental loss exposure through continuous
identification and measurement of existing hazards and through the implementation of policies and
procedures to eliminate unsafe working conditions. The department is responsible for cost-effective
management of tort liability claims filed against the District. It strives to process and bring closure as
expeditiously as possible to all claims and engages the input of other District departments during the
investigation and resolution process.
HUMAN RESOURCES DEPARTMENT PROGRAM DETAILS
HUMAN RESOURCES PROGRAM:
1. Conduct the recruitment, advertising, testing, and selection processes necessary to maintain full
staffing needs.
2. Conduct timely and successful recruitments to maintain an effective workforce throughout the
budget period.
3. Conduct appropriate surveys to ensure competitive employee salaries and benefits when
necessary.
4. Prepare, maintain and secure employee personnel data files for approximately 75 full-time
employees and five Board members.
5. Review and revise the District's Drug and Alcohol Policy by October 15, 2009.
6. Administer U.S. Department of Transportation (DOT) drug testing regulations.
7. Review and Revise the District's Family and Medical Leave Policy by October 31, 2009.
8. Process Family Medical Leave Act requests and track/monitor usage.
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Yorba Linda Water District DRAFT FY 2009114 Budget
9. Continue to review and revise personnel rules, policies, employee handbook and mandated
programs when necessary.
10. Assist departments in preparation of appropriate disciplinary actions.
11. Provide employee assistance through an employee assistance program.
12. Coordinate a District-wide Employee Service Award Luncheon on an annual basis.
13. Conduct financial planning workshops by June 30, 2010, presented by the District's deferred
compensation providers, to assist the District's employees with supplemental retirement planning
needs.
14. Conduct investigations on complaints regarding harassment allegations.
15. Manage the labor relations and meet and confer process with the District's employee association.
16. Maintain and interpret the Memorandum of Understanding with the District's employee
association.
17. Review and update the employee separation process by September 30, 2009.
18. Participate in the Liebert Cassidy and Whitmore consortium to provide additional training material
to the District's management and supervisory staff.
19. Track, monitor and schedule harassment prevention training for managers and supervisors in
accordance with state legal requirements.
20. Provide consultation and advice to four department heads in performance management issues.
21. Assist management in interpretation of the District's personnel rules and regulations and
Memorandum of Understanding throughout the budget period.
22. Provide on-going training to all Supervisory and Management staff on the District's policies and
procedures and personnel rules.
23. Participate on ACWA's Salary Survey Subcommittee and Orange County Water Association's
Human Resources Committee.
RISK MANAGEMENT AND SAFETY PROGRAMS:
1. Improve safety and health awareness in the District.
2. Process and monitor liability claims filed against the District.
3. Process and monitor claims and invoices filed against others.
4. Process and monitor workers' compensation claims.
5. Continue to coordinate and monitor administration of the worker's compensation program.
6. Review general liability insurance, property insurance, and workers' compensation insurance
requirements as needed.
7. Expand and maintain a selection of individualized computer-based training programs throughout
the budget period.
8. Provide employee development training to maintain a knowledgeable and capable workforce
throughout the budget period
9. Implement and maintain federal and state safety regulation requirements throughout the budget
period.
10. Promote a safe and positive working environment throughout the budget period.
11. Conduct quarterly safety committee meetings throughout the fiscal year.
12. Coordinate the safety committee's review of job injuries and accidents.
13. Coordinate the annual mandated safety inspections of all District facilities.
14. Provide OSHA-required workplace training.
15. Implement the Fire Prevention and Evacuation Procedures by September 30, 2009.
16. Implement the Risk Management Claims Administration Policy by September 30, 2009.
17. Implement the Work Related Injuries and Illness Procedure by October 31, 2009.
18. Update and maintain the District's Respiratory Protection Program by November 30, 2009.
19. Review and revise the District's Injury and Illness Prevention Program by December 31, 2009.
20. Implement and maintain a comprehensive Hearing Conservation Program by March 30, 2010.
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Yorba Linda Water District DRAFT FY 2009114 Budget
21. Implement employee training and tracking program by April 30, 2010.
22. Conduct an annual emergency preparedness exercise by May 30, 2010.
23. Update emergency preparedness supplies and conduct an inventory assessment of District
supplies and equipment by June 30, 2010.
24. Develop and implement a safety incentive program by June 30, 2010.
25. Develop Safety Program Policies and Procedures by June 30, 2010.
26. On a continuing basis, streamline the risk management and training processes.
27. On a continuing basis, conduct ergonomic workstation improvements.
Page 1 83
Yorba Linda Water District DRAFT FY 2009114 Budget
Human Resources Personnel Summary
Positions Positions Positions
Authorized Authorized Authorized Additions/ Authorized Positions
as of Budget Forecast Deductions positions to Fund
De pt
Department Code 6/30/2008 FY 2008109 FY 2008/09 FY 2009/10 FY 2009/10 FY 2009/10
Human Resources 7000
Administration 7010
Human Resources Analyst 1 1 1 0 1 1
Human Resources Manager 1 1 1 0 1 1
2 2 2 0 2 2
Risk Management 7020
Personnel Technician 1 1 1 0 1 1
1 1 1 0 1 1
Safety 7030
Safety & Training Officer 1 1 1 -1 0 0
1 1 1 -1 0 0
Department Totals 4 4 4 -1 3 3
Page 84
Yorba Linda Water District DRAFT FY 2009110 Budget
Human Resources Department Budget (FY 2009/10)
Actual
Budget FY 2008/09 Forecast Budget
FY 2008/09 Thru Apr/09 FY 2008/09 FY 2009/10
Expenses (Operating):
Salary Related Expenses
Salaries - Management $146,580 $96,233 $115,480 $123,615
Salaries - SC 233,241 98,386 118,063 137,276
Fringe Benefits - Management 20,910 16,562 19,874 26,444
Fringe Benefits - SC 33,661 16,595 19,914 25,036
Vacation Sale/Purchase 1,195 3,222 3,866
Mandatory Benefits - SC 24,245 11,044 13,253 16,954
Mandatory Benefits - Management 13,195 10,551 12,662 15,267
Total Salary Related Expenses 473,027 252,593 303,112 344,592
Supplies & Services
Communications 13,135 7,844 9,413 9,900
Contractual Services 13,325 16,614 19,937 45,900
Data Processing 5,450
Dues & Memberships 3,960 631 757 800
Insurance 329,725 252,443 302,931 374,800
Materials 4,745 7,384 8,861 5,100
District Activities, Emp Recognition 21,910 9,809 11,771 15,200
Professional Services 72,485 49,579 59,495 97,000
Training 10,790 3,059 3,671 20,800
Travel & Conferences 7,085 1,373 1,648 1,600
Vehicle Equipment 220 4,200
Supplies & Services Sub-total: 482,830 348,736 418,484 575,300
Total Operating Expenses 955,857 601,329 721,596 919,892
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Yorba Linda Water District DRAFT FY 2009/10 Budget
Human Resources Budget by Division (FY 2009/10)
Admin Risk Mgt Safety Total
(Div 7010) (Div 7020) (Div 7030) (All Div)
Expenses (Operating):
Salary Related Expenses
Salaries - Management $123,615 $123,615
Salaries - SC 70,735 66,541 137,276
Fringe Benefits - Management 26,444 26,444
Fringe Benefits - SC 12,502 12,534 25,036
Mandatory Benefits - SC 8,736 8,218 16,954
Mandatory Benefits - Management 15,267 15,267
Total Salary Related Expenses 257,299 87,293 344,592
Supplies & Services
Communications 9,500 400 9,900
Contractual Services 19,000 5,000 21,900 45,900
Dues & Memberships 700 100 800
Insurance 374,800 374,800
Materials 2,600 900 1,600 5,100
District Activities, Emp Recognition 15,200 15,200
Professional Services 85,000 12,000 97,000
Training 10,800 10,000 20,800
Travel & Conferences 1,100 500 1,600
Vehicle Equipment 4,200 4,200
Supplies & Services Sub-total: 148,100 381,300 45,900 575,300
Total Operating Expenses 405,399 468,593 45,900 919,892
Page 1 86
ITEM NO. 7.2
AGENDA REPORT
Meeting Date: June 25, 2009 Budgeted: Yes
Total Budget: $89,500 (Prop. FY
2009/10
To: Board of Directors
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Authorized Positions for Fiscal Year 2009/10
SUMMARY:
The purpose of this report is for the Board of Directors to approve and adopt Resolution 09-07
approving the number of Authorized Positions for Fiscal Year 2009/2010 and rescind Resolution
Nos. 08-11 and 07-10.
STAFF RECOMMENDATION:
That the Board of Directors adopt Resolution No. 09-07 Approving the Authorized Positions for FY
2009/10 and Rescinding Resolution Nos. 08-11 and 07-10.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this item at its meeting held June 8, 2009.
DISCUSSION:
The District's Board of Directors authorized eighty-four (84) full-time positions for FY 2008/2009. For
the past nine (9) months, the Human Resources department has documented an average vacancy
rate of ten (10) full-time positions which results in the District averaging seventy-four (74) filled full-
time positions. The District's Budgeted Salary Expenses for FY 2008/2009 are significantly lower
than anticipated due to this consistent vacancy rate. The difference in the actual vs. budgeted
salary and benefits expenses is approximately $871 K below budget through the end of April 2009
and is projected to total $1.OM by the end of FY 2008/2009.
At the Board of Directors meeting of March 12, 2009, the Board directed the General Manager to
institute a temporary cessation of recruitments and promotions until the budget process is
completed. Only those positions deemed necessary to continue the most critical operations of the
District should be considered for recruiting purposes if a vacancy occurred to an existing currently
filled position in the interim.
On June 2, 2009, District staff conducted a Budget Workshop comprised of the District's Board of
Directors, General Manager, Assistant General Manager and Department Managers. Staff
discussed the District's personnel needs and the proposed authorized positions for the upcoming
FY 2009/2010. Presented with the troubled economic climate, staff took a very conservative
approach when dealing with the District's personnel needs and proposed to decrease the number of
authorized positions from 84 to 82 as well as funding only 75 of the remaining authorized positions
for FY 2009/2010, thereby continuing with the District's current cessation of recruitments into the
next Fiscal Year.
In the discussion following staff's presentation, some Board members expressed concerns and
requested staff to reconsider the District's needs for a full-time, high-level resource in the area of
public information and public affairs management. Staff conducted a review, surveyed several
agencies and presented the preliminary results to the Personnel/Risk Management Committee on
June 8, 2009.
For the Proposed FY 2009/10 personnel needs, staff is proposing to maintain vacancies in several
positions previously authorized, to eliminate one Senior Project Engineer position, eliminate the
Safety and Training Officer position, and has added a Public Information Specialist position for the
Board of Director's consideration.
In addition, staff proposes to reclassify three (3) existing positions and adjust salaries for these
positions. These positions will each have added duties and additional responsibilities above their
existing job classifications. Staff recommends the salary of the Executive Secretary position be
adjusted from Range 23 to Range 25 for added records management, technology implementation,
training and tracking responsibilities. Staff proposes to reclassify the Mechanic I (Range 17) to a
Mechanic 11 (Range 21) for additional engine and equipment testing, certification and compliance
duties. Staff proposes to reclassify the Operations Secretary (Range 17) to an Operations Assistant
(Range 19) for added analytical reporting and records tracking, emergency response program
coordination, interagency coordination, training and documentation assistance.
The fiscal impact in the first year for the Public information Specialist including salary and benefits
for approximately 8 months amounts to $70,500. In future years, salary and benefits for a full year
will increase this number to $94,000. Salary adjustments with associated benefits for the
reclassified positions amounts to approximately $19,000 per year.
The attached Proposed Authorized Positions Report for FY 2009/2010 identifies the proposed non-
funded vacant positions as well as the positions recommended for a salary adjustment through
reclassification.
ATTACHMENTS:
Resolution 09-07.doc Resolution No. 09-07 Resolution
09-07 Exhibit A Authorized Positions FY 2009-2010-
062209.xls , -
RESOLUTION NO. 09-07
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
APPROVING THE AUTHORIZED POSITIONS
FOR FISCAL YEAR 2009/10 AND RESCINDING
RESOLUTION NOS. 08-11 AND 07-10
WHEREAS, the Board of Directors of the Yorba Linda Water District adopted
Resolution No. 80-11 on May 8, 1980 the "Yorba Linda County Water
District Personnel Rules"; and,
WHEREAS, the "Personnel Rules", as amended, direct that the number of Authorized
Positions and Salary Ranges are subject to approval by the Board of
Directors; and,
WHEREAS, it is the desire of the Board of Directors to adopt Authorized Positions for
Fiscal Year 2009/10, as set forth in Exhibit "A", attached hereto and
rescind Resolution Nos. 08-11 and 07-10.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. The number of Authorized Positions as set forth in Exhibit "A" attached
hereto is approved and adopted for Fiscal Year 2009/10.
Section 2. The General Manager is hereby authorized to employ up to the number of
employees authorized in each fiscal year without further approval of the
Board of Directors.
Section 3. The General Manager is hereby authorized to fill an authorized position
that is vacated while this Resolution is active with a new employee at a
lower or equal classification. The General Manager is further authorized
to fill an authorized position with a part time employee or contract staff.
Section 4. That Resolution Nos. 08-11 and 07-10 are hereby rescinded effective July
1, 2009.
Resolution No. 09-07 Approving Authorized Positions for FY 2009/10 1
PASSED AND ADOPTED this 25th day of June 2009, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
John W. Summerfield, President
Yorba Linda Water District
ATTEST:
Ken Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
McCormick, Kidman and Behrens
Resolution No. 09-07 Approving Authorized Positions for FY 2009/10 2
Exhibit "A"
Resolution No. 09-07
Authorized Positions for
2009/2010
Effective July 1, 2009
Authorized Authorized
Salary as of Proposed as of
Range Position Classification 9/25/2008 Change 7/1/2009
1-11 (Temporary Help) 0 0
15 Customer Service Representative 1 1 1
16 Meter Reader 1 2 2
17 Customer Service Representative 11 1 1
Accounting Assistant 1 1 1
Maintenance Worker 1 8 8
Mechanic 1 1 -1 0
Engineering Secretary 1 1
Operations Secretary 1 -1 0
18 Meter Reader 11 2 2
19 Customer Service Representative 111 2 2
Storekeeper 1 1
Operations Assistant 0 1 1
20 Engineering Technician 1 0 0
Water Quality Technician 1 0 0
Maintenance Distribution Operator 11 8 8 1-vacant
21 Facilities Maintenance 1 1
Accounting Assistant 11 2 2 1-vacant
Mechanic 11 0 1 1
22 Water Quality Technician 11 1 1
Information Systems Technician 1 1 1
23 Maintenance Distribution Operator 111 5 5 1-vacant
Meter Services Representative 1 1
Personnel Technician 1 1
Plant Operator 11 4 4 1-vacant
Mechanic 111 1 1
24 Construction Inspector 1 1
Engineering Technician 11 3 3
Information Systems Technician 11 1 1
GIS Technician 1 1
25 Executive Secretary 1 1
Human Resources Analyst 1 1
Sr. Accountant 1 1
Instrumentation Technician 1 1
Assistant Administrator 1 1 1 1-vacant
26 GIS Administrator 1 1 1-vacant
Project Engineer 2 2
Sr. Maintenance Distribution Operator 4 4
Sr. Plant Operator 1 1
Sr. Construction Inspector 1 1
Sr. Fleet Mechanic 1 1
27 Customer Service Supervisor 1 1
28 Management Analyst 1 1
29 Water Quality Engineer 1 1
Safety and Training Officer 1 -1 0
Sr. Project Engineer 1 -1 0
30 Water Maintenance Superintendent 1 1
SCADA Administrator 1 1
Public Information Specialist 0 1 1
Information Systems Administrator 1 1
31 Chief Plant Operator 1 1
34 Sr. Project Manager 1 1 X-vacant
36 Human Resources Manager 1 1
37 Finance Director 1 1
Operations Manager 1 1
Information Technology Director 1 1 1-vacant
Engineering Manager 1 1
40 AGM/IT Manager 1 1
Salary General Manager 1 1
Set by
Board Total 84 -1 83
If determined the General Manager is hereby authorized to fill a vacant position with contract staff.
The District adjusted the salary and/or reclassified the following positions:
Mechanic I to Mechanic II (Range 17 to Range 21)
Operations Secretary to Operations Assistant (Range 17 to Range 19)
Executive Secretary (Range 23 to Range 25)
X-vacant
Sr. Project Manager is a three year limited-term position.
1-vacant
Non-funded vacant positions for Fiscal Year 2009/2010.
ITEM NO. 7.3
AGENDA REPORT
Meeting Date: June 25, 2009 Budgeted: N/A
Total Budget: N/A
To: Board of Directors Cost Estimate: N/A
Funding Source: N/A
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Diane Cyganik, Finance Director Dept: Finance
Reviewed by Legal: N/A
Prepared By: Diane Cyganik, Finance Director CEQA Compliance: N/A
Subject: Appropriations Limit for Fiscal Year 2009/10
SUMMARY:
In 1977, California voters passed Proposition 13, which limited property tax assessments to 1 % of a
property's market value and limited assessed value increases to 2% per year. Concurrent with the
reduction of property taxes, the voters also passed Proposition 4, the Gann Spending Limitation
Initiative, which added Article XIIIB to the California Constitution. Under Article XIIIB, a
governmental agency is restricted as to the amount of annual appropriations from the proceeds of
taxes except taxes to pay bond debt service. If proceeds of taxes exceed allowed appropriations,
the excess must either be refunded to the State Controller, returned to the taxpayers through
revised tax rates or revised fees schedules or an excess in one year may be offset against a deficit
in the following year.
STAFF RECOMMENDATION:
That the Board of Directors Adopt Resolution No. 09-08 Adopting the Appropriations Limit for Fiscal
Year 2009/10.
DISCUSSION:
The District staff performed the required calculation to determine the limits for FY 2009/10 in
compliance with the terms of Article XIIIB of the California Constitution and Government Code
Section 7900.
The starting point for computing the Appropriations Limit was the total of Appropriations Subject to
Limitation in the Base Year of 1978/79. The State Department of Finance, Population Research
Unit, provides the inflation and population figures each year. The two percentages are multiplied
together to determine the final percentage by which the prior year's limit is increased. This year's
inflation number is 1.0062 and the population number is 1.012 for a total adjustment of 1.0165 to
last year's appropriation limit. Last year's appropriation of $5,148,900 is then multiplied by 1.0165 to
arrive at an increase of $5,233,688 before any adjustments. The only adjustment that the District is
allowed to add back to this increase is the debt service amount of $1,981,000 to arrive at the FY
09/10 appropriations limit of $7,214,668. To determine whether or not the District has exceeded the
appropriation limit, the proceeds of taxes budgeted for FY 09/10 of $1,200,000 must be subtracted
from the debt service exclusion of $1,981,000 for a net of ($781,000) which is subject to the limit.
The ($781,000) minus the FY 09/10 appropriations limit of $7,214,668 is under the limit by
($7,995,668). Therefore, there are no excess funds that must be returned to the taxpayers.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors adopted Resolution 08-08 on June 26, 2008.
ATTACHMENTS:
~escn~tio: Type:
Resolution 09-08.doc resolution No. 09-08 Resolution
RESOLUTION NO. 09-08
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADOPTING THE APPROPRIATIONS LIMIT
FOR FISCAL YEAR 2009/10
WHEREAS, under the terms of Article XIIIB of the California Constitution and
Government Code Section 7900 et seq., all local agencies are required to
establish, by resolution, an appropriation limit for each fiscal year; and
WHEREAS, in June 1990, voters in the State of California approved Proposition 111
which amended Government Code Section 7900 et seq., modified the
method of calculating the appropriation limit and requires all local
agencies to select, by resolution, the annual adjustment factors used to
perform the calculations; and
WHEREAS, the District staff has performed the required calculations to determine the
limits for said year in compliance with the above provisions.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. That there is hereby adopted, pursuant to Article XIIIB of the California
Constitution and Government Code Section 7900 et seq., as amended by
Proposition 111, an appropriations limit for fiscal year 2009/10 of
$7,214,668.
Section 2. The annual adjustment factors are the weighted average percentage
change in the population of the cities within the District's jurisdiction, and
the percentage change in the California Per Capita Income.
PASSED AND ADOPTED this 25th day of June 2009, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
John W. Summerfield, President
Yorba Linda Water District
Resolution No. 09-08 Adopting the Appropriations Limit for FY 2009/10 1
ATTEST:
Ken Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
McCormick, Kidman and Behrens
Resolution No. 09-08 Adopting the Appropriations Limit for FY 2009/10 2
ITEM NO. 8.2
AGENDA REPORT
Meeting Date: June 25, 2009
Subject: Orange County Grand Jury Report - Water Districts: A New Era in Public
Involvement
STAFF RECOMMENDATION:
This is for information only. No action is required.
ATTACHMENTS:
_escription: Type.
OC Grand Jury Report.pdf 'Iews Release Backup Material
f
66/19/2069 16:04 714--834-5555 O.C GRAND JURY PAGE 01/02
ORANGE COUNTY GRAND JURY
700 CIVIC CENTER DRIVE WEST e SANTA ANA, CALIFORNIA 93701 • 714/834-3320
www.ocgrandiM.org - FAX 714/834-5555
NEWS RELEASE
JUNE 19, 2009
Water Districts- A New Era In Public Involvement
SANTA ANA, CALIFORNIA -The 200$2009 Orange County Grand Jury today released a
report on how the operational procedures of Orange County's water districts could be
improved in. several areas, to better serve their citizen rate payers.
The stated focus of water districts usually emphasizes rcliability, responsiveness and
reasonable costs. Historically, water agencies have performed in that manner through
engineering innovative and creative solutions. Perhaps due to this predictability and
ensuing public complacency, water districts and their boards of directors have usually
operated in relative obscurity, However, the status quo has changed.
Persistent drought conditions and adverse court rulings have prompted the California
governor to declare a state of emergency and some agencies have declared the first stages
of mandatory water rationing. This increasingly deteriorating supply will dramatically
impact the price of water, which can be expected to double or triple itt cost in the
foreseeable future. Otlex important issues may incl.udc levying civil fines and sanctions,
as well as policing for compliance. Given these circumstances, water will take center
stage in the public's awareness. They will choose to become involved, thus reversing
years of neglect. With this new attention, the spotlight will be focused on water issues
and those involved with administering these assets. The public will expect all water
district boards to focus on innovative and cost-effective solutions especially iil these
economic times.
The public is justified in expecting that thek representatives operate in a transparent
manner, for the best interests of their customers, as well as for the benefit of succeeding
generations. Through. future water board elections, the public will decide if their directors
have been responding appropriately in this precarious environment. In deciding who
should represent them, voters will examine how board members have originally attained
their positions as well as how actively they have participated in the decision-making
process.
.06/29/2009 16:04 714-834-5555 O.C GRAND JURY PAGE 02/02
In some areas voters will be especially sensitive to delayed construction projects, such as
reservoirs and pipelines that, when stalled, compromise public safety. They want
straightforward responses and insightf W explanations on critical issues from their boards
of directors, not justifications for prior inaction. They will show little patience for
distractions, questionable judgments and unwise decisions. In addition, perceived or
actual conflicts of interest or divisive behavior will not be tolerated in this new era.
For further information regarding this report, please contact James R. Perez, Grand Jury
Foreman or Robert F. Beardsley, Envirorument & Transportation Committee Chairman at
(714) 834-3320.
2008-2009 ORANGE COUNTY GRAND JURY
r
James R. Perez, Foreman
ITEM NO. 10.1
AGENDA REPORT
Meeting Date: June 25, 2009
Subject: Executive Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
Minutes of meeting held June 16, 8:00 a.m.
Meeting scheduled for July 21, 4:00 p.m.
ATTACHMENTS:
`?esc'iption: Type:
061609_EAO_-_Minutes.doc =AO Mtg Minutes 06%16/09 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
June 16, 2009
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Summerfield at 8:00 a.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director John Summerfield, Chair Ken Vecchiarelli, General Manager
Director William R. Mills
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. 2008 Conflict of Interest Code Amendment
The Committee discussed the model conflict of interest code amendment
drafted by the Orange County Board of Supervisors office. Staff will
continue to work with their office and the District's legal counsel to prepare
a standardized revision for adoption by our Board of Directors and
acceptance by the OCBOS.
3. DISCUSSION ITEMS
3.1. Report on Legislative Activities - Sacramento Advocates
The Committee reviewed the report prepared by Sacramento Advocates
and had a short discussion regarding the state budget crisis.
3.2. Report on Grant Activities - Townsend Public Affairs
The Committee reviewed the report prepared by Townsend Public Affairs
and discussed alternatives and strategies for successful grant funding.
3.3. General Counsel's Monthly Summary Billing Report
The Committee had no questions regarding the summary report.
3.4. AWWA Benchmarks
Staff placed this item on the agenda for future consideration.
3.5. Strategic Plan and Forward Planning Initiatives
Staff placed this item on the agenda for future consideration.
3.6. Future Agenda Items and Staff Tasks
The Committee suggested staff place the OCWD Annexation on the future
agenda for periodic updates and progress status reports. The Committee
discussed the need for an action item matrix and follow up on the
Strategic Planning Workshop held in late March.
1
4. ADJOURNMENT
4.1. The Committee adjourned at approximately 9:05 a.m. The next regular
meeting of the Executive-Administrative-Organizational Committee will be
held July 21, 2009 at 4:00 p.m.
2
ITEM NO. 10.5
AGENDA REPORT
Meeting Date: June 25, 2009
Subject: Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
Minutes of meeting held June 15, 9:00 a.m.
Meeting scheduled for July 7, 4:00 p.m.
ATTACHMENTS:
ascription: Type:
061509 PIT - Minutes.doc °Jftg Minutes 06115109 Minutes
MINUTES OF THE
YORBA LINDA WATER DISRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
June 15, 2009
A meeting of the Public Information-Technology Committee was called to order by
Director Collett at 9:00 a.m. The meeting was held at the District's Administrative Office
at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Pat Grady, Assistant General Manager
Cindy Botts, Management Analyst
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Conservation Ordinance - Doorhanger Revised Design
Mrs. Botts showed the Committee the final version of the doorhanger.
Director Collett suggested one additional change prior to going to print.
2.2. Conservation Ordinance - Trifold Changes
Mrs. Botts presented the prices for doing a re-print and a Spanish
language version of the trifold brochure.
2.3. Conservation Ordinance - Table Tent Follow Up
Mrs. Botts presented staff's recommendation on UV coating for the table
tents and the associated pricing. This item will be brought back at the next
Committee meeting.
2.4. Conservation Ordinance - OC Register Advertisement
Mrs. Botts presented a mock up of the advertisement regarding a Stage 2
declaration that will run on Thursday, June 25, 2009, July 2, 2009 and July
9, 2009.
2.5. Conservation Ordinance - Reverse Calling
Mrs. Botts informed the committee that the Placentia-Yorba Linda Unified
School District will be working with the District to distribute the voice-
recorded message.
2.6. MWDOCNLWD Joint Truck Magnets - Conservation
Mrs. Botts presented six designs for the Committee to choose from for
free truck magnets. This item will be brought back at the next Committee
meeting.
1
2.7. Orange County Clerk-Recorder's Office Bill Insert
Mrs. Botts presented the bill insert that will be distributed to District
customers beginning June 22, 2009.
2.8. Customer Newsletter - Summer 2009 Potential Content
Mrs. Botts asked the Committee for their recommendation on content for
the Summer 2009 newsletter. Mrs. Botts will bring back a draft of the
newsletter at the next Committee meeting prior to going to print.
2.9. Public Information Program Growth - Current and Future
Mrs. Botts presented a public information plan for the fiscal year 2009/10.
At the Committee's suggestion, this item will be brought to the full Board of
Directors at a later date.
2.10. Update on District's Technology Projects
Mr. Grady presented an update on the GIS system, online bill pay,
electronic imaging, and phase 2 of the utility billing changeover.
2.11. Future Agenda Items and Staff Tasks
None.
3. ADJOURNMENT
3.1. The meeting was adjourned at 10:30 a.m. The next regular meeting of the
Public Information-Technology Committee will be held July 7, 2009 at 4:00
p.m.
2
ITEM NO. 12.1
AGENDA REPORT
Meeting Date: June 25, 2009
Subject: Meetings from June 26, 2009 thru July 31, 2009
STAFF RECOMMENDATION:
Authorize Directors and such staff members of the District as approved by the General Manager to
attend the listed meetings.
ATTACHMENTS:
_escription. Type.
BOD Activities Calendar.pdf OD Activities Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
June 2009
Citizens Advisory Committee Mon, Jun 29 8:30AM
July 2009
MWDOC/MWD Workshop Wed, Jul 1 7:30AM Staff
OCWD Board Wed, Jul 1 5:00PM Staff
Planning-Engineering-Operations Committee Thu, Jul 2 4:00PM Mills/Armstrong
Holiday Fri, Jul 3 7:30AM District Offices Closed
Public Information-Technology Committee Tue, Jul 7 4:00PM Collett/Beverage
Yorba Linda City Council Tue, Jul 7 6:30PM Mills
District Board Meeting Thu, Jul 9 8:30AM
Personnel-Risk Management Committee Mon, Jul 13 4:00PM Armstrong/Collett
Finance-Accounting Committee Tue, Jul 14 4:OOPM Beverage/Mills
MWDOC Board Wed, Jul 15 8:30AM Staff
OCWD Board Wed, Jul 15 5:00PM Staff
Yorba Linda Planning Commission Wed, Jul 15 7:00PM Collett
Executive-Admin-Organizational Committee Tue, Jul 21 4:00PM Mills/Collett
Yorba Linda City Council Tue, Jul 21 6:30PM Armstrong
District Board Meeting Thu, Jul 23 8:30AM
MWDOC/OCWD Ad Hoc Committee Tue, Jul 28 4:00PM Mills/Collett
Yorba Linda Planning Commission Wed, Jul 29 7:00PM Collett
6/22/2009 7:30:35 AM