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HomeMy WebLinkAbout2009-07-09 - Board of Directors Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, July 9, 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 25, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Workshop Meeting Held July 1, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $708,472.32. 6.4. Progress Payment No. 14 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress Payment No. 14 in the net amount of $119,942.06 to Schuler Engineering Corporation and 10 retention of $13,326.90 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 6.5. Terms and Conditions for Water and Sewer Service with St. Joseph Health System Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with St. Joseph Health System, Job No. 200910. 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. Final Progress Payment No. 25 for the Lakeview Reservoir Project Recommendation: That the Board of Directors approve Final Progress Payment No. 25 in the net amount of $57,635.09 to SSC Construction, Inc. and 5% retention of $3,033.44 deposited to City National Bank Escrow Account; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the Lakeview Reservoir Project, Job No. 200704. 7.2. Award of Construction Contract for Lakeview Sewer Lift Station Rehabilitation Project Recommendation: That the Board of Directors authorize the President and Secretary to execute a construction agreement between Schuler Engineering Corporation and the Yorba Linda Water District for the Lakeview Sewer Lift Station Rehabilitation Project in the amount of $132,087, subject to the approval as to form by General Counsel. 7.3. Award Engineering Services for the Highland Booster Pump Station Replacement Project Recommendation: That the Board of Directors authorize the President and Secretary to execute a Professional Services Agreement with MWH, in the amount not to exceed $469,593, to provide Engineering Design and Construction Phase Services for the Highland Booster Pump Station Replacement Project. 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. 2009 Water Rate Report Recommendation: This is for information only. No action is required. 8.2. Status of Hidden Hills Reservoir Project 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. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive Administrative - Organizational Committee (Summerfield /Mills) Alternate: Collett 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 Minutes of meeting held July 2, 4:00 p.m. Meeting scheduled for August 6, 4:00 p.m. 10.5. Public Information - Technology Committee (Collett /Beverage) Alternate: Armstrong Minutes of meeting held July 7, 4:00 p.m. (To be provided at the meeting.) Meeting scheduled for August 4, 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. City of Placentia Ad Hoc Committee (Beverage /Vecchiarelli) Meeting to be scheduled. 10.8. Citizens Advisory Committee Minutes of meeting held June 29, 8:30 a.m. Meeting scheduled for July 27, 8:30 a.m. 10.9. Revenues and Rates Ad Hoc Committee (Collet /Mills) Meeting to be scheduled. 11. INTERGOVERNMENTAL MEETINGS 11.1. MWDOC /MWD Workshop, July 1 (Staff) 11.2. OCWD Board, July 1 (Staff) 11.3. Yorba Linda City Council, July 7 (Mills) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from July 10, 2009 thru August 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 23, 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. AGENDA REPORT Meeting Date: July 9, 2009 ITEM NO. 6.1 Subject: Minutes of the Regular Board of Directors Meeting Held June 25, 2009 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Nam 062509 BOD - Minutes.doc Description: BOD Mtg Minutes 06/25/09 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 25, 2009 1. CALL TO ORDER The June 25, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30 a.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 John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett STAFF PRESENT Ken Vecchiarelli, General Manager Pat Grady, Asst General Manager Art Kidman, General Counsel Steve Conklin, Engineering Manager Lee Cory, Operations Manager Diane Cyganik, Finance Director Gina Knight, Human Resources Mgr John DeCriscio, Chief Plant Operator Cindy Botts, Management Analyst Annie Alexander, Executive Secretary 4. ADDITIONS /DELETIONS TO THE AGENDA Mr. Vecchiarelli requested that the Board consider adding a Closed Session to the agenda as there was a need to take immediate action and the need for action came to the attention of the District subsequent to the agenda being posted. The Closed Session description was as follows: Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Itani, et al vs. YLWD, et al (Orange County Superior Court — Case No. 00124906) On a motion by Director Mills, seconded by Director Beverage, the Board voted 5 -0 to add the Closed Session to the agenda. This item was taken following the Consent Calendar. Director Beverage made a motion to approve the Consent Calendar, seconded by Director Collett. No vote was taken as this motion was made before the Public Comments. 5. PUBLIC COMMENTS Mark Shock, resident, stated that he had been precluded from making public comments at this meeting and the previous Board meeting. Mr. Shock respectfully requested that this not be allowed to happen again. Director Beverage stated that he did not see Mr. Shock and when he made a motion to approve the Consent Calendar before Public Comments, it was not out of disrespect for him. Director Beverage further stated that it was not the intent of himself or the Board President to prevent him from making public comments. Mr. Vecchiarelli requested the Board and staff to please use their microphones when speaking. Mr. Shock then requested permission to speak when Item No. 8.2. was considered. Director Beverage stated that he wanted to clarify that the public could address the Board on any item on the agenda when the item was being considered. If the item is not on the agenda, the public can address the Board during Public Comments. Mr. Shock requested that the Board add a discussion item to the agenda to address the Orange County Grand Jury Report "Paper Water" — Does Orange County Have a Reliable Future? following Item No. 8.2. President Summerfield stated that an item to discuss this report was already on the agenda as Item No. 8.3. Director Mills stated that information regarding Public Comments was included on the agenda in Item No. 5., and that the Board would recognize individuals for their comments when the item was considered. 6. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Collett, the Board voted 5 -0 to approve the Consent Calendar. Director Collett abstained from voting on Check No. 51790 of Item No. 6.2. due to a conflict of interest. 6.1. Minutes of the Regular Board of Directors Meeting Held June 11, 2009 Recommendation. That the Board of Directors approve the minutes as presented. 6.2. Payment 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. That the Board of Directors 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. K CLOSED SESSION The meeting was adjourned to Closed Session at 8:39 a.m. All Directors were present. Also present were Messrs. Vecchiarelli, Grady and Kidman, and Mses. Knight, Bauermeister and Park. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Itani, et al vs. YLWD, et al (Orange County Superior Court — Case No. 00124906) The Board reconvened in Open Session at 9:01 a.m. with no action taken that was required to be reported under the Brown Act. 7. ACTION CALENDAR 7.1. Proposed Budget for Fiscal Year 2009/10 Mr. Vecchiarelli provided an overview of the proposed budget and noted the primary factors affecting expected revenues and expenses. Mr. Vecchiarelli also spoke regarding the need for a water rate increase and the importance of water conservation. Mr. Vecchiarelli then responded to questions from the Board. On a motion by Director Mills, seconded by Director Collett, the Board voted 5 -0 on a Roll Call to adopt Resolution No. 09 -06 Adopting the Budget for FY 2009110 and Rescinding Resolution No. 07 -09. Several members of the Board then commended staff for their work on the budget. Mr. Vecchiarelli also recognized Mr. Grady and each of the Department Manager's for their related efforts and stated that he appreciated the Board's support. 7.2. Authorized Positions for Fiscal Year 2009/10 Mr. Vecchiarelli introduced the item and stated that he would like to request that Section 2 of the Resolution be amended to read as follows: The General Manager is hereby authorized to employ up to the number of employees authorized and budgeted in each fiscal year without further approval of the Board of Directors. The purpose of the revision would be to clarify that a position must be budgeted in order to be filled without Board approval. Six of the authorized positions would remain vacant and unbudgeted during the next fiscal year. Staff will continue to evaluate the need for these positions and provide the Board with a recommendation during the next budget process. K3 Director Beverage then requested that Section 2 of the Resolution be further amended to read as follows: The General Manager is hereby authorized to employ up to the number of employees authorized, budgeted and funded in each fiscal year without further approval of the Board of Directors. On a motion by Director Beverage, seconded by Director Mills, the Board voted 5 -0 on a Roll Call to adopt Resolution No. 09 -07 Approving the Authorized Positions for FY 2009110 and Rescinding Resolution Nos. 08- 11 and 07 -10 as amended. 7.3. Appropriations Limit for Fiscal Year 2009/10 Ms. Cyganik provided a brief overview of the purpose of the Resolution and responded to questions from the Board. On a motion by Director Beverage, seconded by Director Collett, the Board voted 5 -0 on a Roll Call to adopt Resolution No. 09 -08 Adopting the Appropriations Limit for FY 2009110. 8. DISCUSSION ITEMS 8.1. Status of Hidden Hills Reservoir Project Mr. Conklin reported that the heavy excavation work was expected to be completed by the end of the week. The amount of traffic to and from the construction site will then decrease significantly. Director Armstrong stated that he had received two compliments from members of the public regarding the traffic control in the area. Mr. Vecchiarelli stated that he appreciated the positive comments. Staff also received a few complaints from residents which were dealt with quickly. 8.2. Orange County Grand Jury Report — Water Districts: A New Era in Public Involvement Mr. Vecchiarelli provided a brief overview of the report and recommendations made by the Grand Jury. Mr. Shock then addressed the Board and stated that both Grand Jury reports mirrored public comments previously made at District and Yorba Linda City Council meetings. Mr. Shock cited several statements included in one of the reports. Mr. Shock requested that the District's responses to the reports include statements of action taken by the District rather than cite existing law. Mr. Shock concluded his comments with the following additional requests: (1) that the Board place the District's proposed responses as agenda items at a regular meeting scheduled in the evening; (2) that the proposed responses be open for public discussion; (3) that the District make a recording of public comments received E regarding each of the proposed responses; (4) that all written correspondence received and public comments made regarding the proposed responses be provided to the Citizens Advisory Committee for review; (5) that the Citizens Advisory Committee make a presentation to the Board at a regular meeting scheduled in the evening regarding its recommendations before the District finalizes its responses to the Grand Jury. The Board then discussed the need for providing a response to the Grand Jury reports and possible consequences if no response was given. Following discussion, President Summerfield stated that he thought it was important for the District to consider responding to the Grand Jury reports. President Summerfield then recommended that consideration of a response be turned over to the Executive - Administrative - Organizational Committee. Mr. Schock addressed the Board and stated that he thought the District should respond to the reports and that no response would be noted by the public. 8.3. Orange County Grand Jury Report — "Paper Water" — Does Orange County Have a Reliable Future? Mr. Vecchiarelli stated that he had attended a meeting at which the Grand Jury received comments on a draft version of this report. Mr. Vecchiarelli then provided a brief overview of the report and responded to questions from the Board. Mr. Shock addressed the Board and stated that he thought this report was the most important out of both Grand Jury reports. He further commented on the findings and recommendations made by the Grand Jury in this report and requested that the District's response be thorough. President Summerfield restated that consideration and composition of both responses would be handled by the Executive- Administrative- Organizational Committee. 9. REPORTS, INFORMATION ITEMS AND COMMENTS 9.1. President's Report There was no report. 9.2. Directors' Reports There were no reports. 9.3. General Manager's Report Mr. Vecchiarelli stated that he had requested Mr. Cory to report on a leak repair made in Hidden Hills. Mr. Cory then provided a brief PowerPoint presentation regarding the cause of the leak and staff's repair efforts. The leak was reported by Mr. Shock the previous week and was surfacing on 61 Hidden Hills Road approximately 500 feet north of Star Light Drive. Staff conducted an investigation and made arrangements for excavation of the roadway to address the repair. Residential traffic was rerouted around the repair area while construction traffic for the Hidden Hills Reservoir Project had to be curtailed for 2 days. Residents in the area were without water service for approximately 6 hours while crews completed the necessary repair work. Steel plates were then installed over the repaired area as an extra precaution in order to allow the slurry backfill to cure completely and were removed 6 days later. Mr. Cory then responded to questions from the Board. Mr. Vecchiarelli and Mr. Conklin also responded to questions from the Board regarding the possible affect on the construction schedule for the Hidden Hills Reservoir Project. Mr. Vecchiarelli ended his report saying that he had attended a community leaders' breakfast meeting. Senator Bob Huff and a representative from MWD both spoke regarding water issues affecting the state and local communities. The meeting was well attended and reinforced the message that water is a valuable resource. 9.4. Future Agenda Items and Staff Tasks Director Mills requested that staff add an item to a future agenda regarding the annexation of the Bryant Ranch property. Mr. Vecchiarelli requested the Board schedule a workshop meeting to discuss a water rate increase. Following discussion, this meeting was scheduled for July 1, 2009 at 4:00 p.m. Mr. Vecchiarelli announced that the District offices would be closed on July 3, 2009 in observance of Independence Day unless otherwise instructed by the Board. 10. COMMITTEE REPORTS 10.1. Executive - Administrative - Organizational Committee (Summerfield /Mills) Alternate: Collett Minutes of the meeting held June 16 were provided in the agenda packet. Directors Summerfield and Mills attended. Items discussed during the meeting were as follows: 2008 Conflict of Interest Code Amendment; reports on legislative and grant activities; General Counsel's monthly summary billing report; AWWA benchmarks; strategic plan and forward planning initiatives; and the OCWD annexation. 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. C.1 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 the meeting held June 15 were provided in the agenda packet. Director Collett attended. Items discussed during the meeting were as follows: conservation ordinance doorhanger, trifold brochure, table tent, newspaper advertisement and reverse call message; MWDOC/YLWD joint water conservation truck magnets; OC Clerk- Recorder bill insert; Summer 2009 newsletter content; public information program; and status of technology projects. 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 (Collett /Mills) Discussion of a water rate increase will be held at a Board workshop meeting scheduled for July 1, 4:00 p.m. Future meetings to be scheduled as needed. 10.8. City of Placentia Ad Hoc Committee (Beverage /Vecchiarelli) Meeting to be scheduled. 10.9. Citizens Advisory Committee Meeting scheduled for Jun 29, 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. Yorba Linda City Council, June 16 (Armstrong) Director Armstrong attended and commented on a landscape maintenance assessment which was discussed during the meeting. 1551 11.2. MWDOC Board, June 17 (Staff) Mr. Vecchiarelli attended. Items approved at the meeting included MWDOC's 2009/10 budget and water rates. 11.3. OCWD Board, June 17 (Staff) Staff did not attend but Mr. Vecchiarelli received a briefing from another member agency representative. Items discussed during the meeting included the Groundwater Replenishment System expansion and various contract awards. 11.4. Yorba Linda Planning Commission, June 24 ( Summerfield) Director Summerfield did not attend. Mr. Shock addressed the Board and commented on his attendance at the Yorba Linda City Council meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from June 26, 2009 thru July 31, 2009 The Board reviewed the listed meetings with no changes. 13. ADJOURNMENT 13.1. On a motion by Director Beverage, seconded by Director Mills, the meeting was adjourned at 11:03 a.m. The next regular meeting of the Board of Directors will be held July 9, 2009 at 8:30 a.m. E:3 AGENDA REPORT Meeting Date: July 9, 2009 ITEM NO. 6.2 Subject: Minutes of the Board of Directors Workshop Meeting Held July 1, 2009 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Nam 070109 BOD - Minutes.doc Description: BOD Mtg Minutes 07/01/09 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING July 1, 2009 1. CALL TO ORDER The July 1, 2009 workshop meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 4:00 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. CI 671 A ROLL CALL DIRECTORS PRESENT John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett STAFF PRESENT Ken Vecchiarelli, General Manager Art Kidman, General Counsel Annie Alexander, Executive Secretary ADDITIONS /DELETIONS TO THE AGENDA None. PUBLIC COMMENTS None. DISCUSSION ITEMS 6.1. Water Rate Increase Mr. Vecchiarelli introduced the item and began with a PowerPoint presentation regarding the need for a water rate increase and options available to the Board. A public hearing to consider a water rate increase has been scheduled for August 27, 2009 at 6:30 p.m. Notice of the public hearing and proposed water rate increase will need to be provided to District customers 45 days in advance in accordance with Proposition 218. Mr. Vecchiarelli also provided a handout to those in attendance regarding volumetric fixed rate options and average water consumption totals. Director Beverage inquired as to the status of a report he had requested regarding the budget deficit and related pass through costs. Mr. Vecchiarelli stated that the report was still in progress and would be completed within the next few weeks. Mr. Vecchiarelli summarized the FY 2009/10 Budget water revenues, expenses and projected deficit. The District will need to generate approximately $10.1 M in additional revenue to balance the budget should the Board decide to fund 100% of the calculated depreciation. Mr. Vecchiarelli then briefly reviewed the following assumptions used in staff's recommended option for addressing the deficit and the resulting water rate increase: • Funding 50% of Depreciation and Amortization Instead of 100% • Setting the Fixed Rate Revenue at 25% of Total Revenue Needed • Setting a Volumetric Fixed Rate verses the Current One Size Fits all Model • Transferring Property Tax Revenue to Capital Reserves • Setting Commodity Rate Revenue at 75% of Total Revenue Needed Mr. Vecchiarelli also noted that funding for potential allocation penalties from MWDOC and OCWD was not considered in the formulas and models presented. Mr. Vecchiarelli then provided an overview of the District's average water consumption from 2004 to 2006. MWDOC has set the District's target import water allocation (imported water supplies) for FY 2009/10 to 15% below the 3 year average of our imported water demands. OCWD has also lowered the District's target groundwater allocation (the Basin Production Percentage or BPP) for FY 2009/10 to 62% of total demands within the OCWD boundaries. Since only 75% of the District's total demands occur within the OCWD boundary, a 62% BPP converts to a total YLWD system BPP of less than 47 %. Penalties for exceeding either of these allocations will be extremely expensive for the District and its customers. The FY 2009/10 Budget and projected deficit does not include funding for potential penalties. A spreadsheet detailing penalty amounts will be included in the Water Rate Report. Mr. Vecchiarelli reviewed revenue projections using a volumetric fixed rate model generating 25% of the revenue needs. Using this model, the monthly fixed rate, also known as a standby or water availability rate, would be based on meter size. Implementation of a tiered water rate model was then discussed for the usage or commodity charge. Using an increasing block rate approach, water rates would increase over three or more tiers based on monthly water consumption averages and allowances within each tier. Using this model, the highest percentage of water users would not see large water bill increases for average water usage, and the highest water users would see only a nominal additional charge for above average usage. The Board discussed the funding percentage for depreciation and amortization. Funding only 50% of depreciation would deduct approximately $1.9M from the projected deficit shortfall. Following discussion, the Board directed staff to include data for funding 25% and 0% of depreciation in the Water Rate Report. K The Board then discussed staff's proposal to set the fixed revenue (monthly fixed charge) to 25% of the total annual revenue needed. Following discussion, a majority of the Board members were uncomfortable with the relatively high increase in this charge and directed staff to include a range of standby and commodity rate alternatives in the Water Rate Report. Mr. Vecchiarelli spoke regarding the option of transferring property tax revenue to capital reserves. Doing this would insulate affects on operating revenue should the District's property tax revenue be borrowed by the State. Following discussion, it was the consensus of the Board to consider this transfer further with the continued water rate discussion. Mr. Vecchiarelli spoke again regarding funding for potential penalties should the District customers collectively exceed water allocations set by MWDOC and OCWD. Mr. Vecchiarelli suggested that the Board include a provision in the water rate resolution that would allow the District to consider raising rates again during the second half of the fiscal year to pay for penalties if it became clear that demands were exceeding our allocation. If penalties were not projected to occur, no additional rate increase would be necessary. The Board then discussed how funds would be refunded to customers should the penalties not be as high as expected. 7. ACTION CALENDAR 7.1. Notice of Public Hearing to Consider 2009 Water Rate Report Mr. Vecchiarelli stated that this item would need to be brought back to the Board at a future meeting. Following discussion, the Board instructed staff to prepare this item for approval by the Public Information - Technology Committee at its meeting scheduled July 7, 2009. 8. ADJOURNMENT 8.1. On a motion by Director Beverage, seconded by Director Mills, the meeting was adjourned at 6:20 p.m. The next regular meeting of the Board of Directors will be held July 9, 2009 at 8:30 a.m. K3 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT July 9, 2009 Board of Directors Ken Vecchiarelli, General Manager Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Diane Cyganik, Finance Director Dept: Reviewed by Legal Maria Trujillo, Accounting CEQA Compliance: Assistant I Payments of Bills, Refunds, and Wire Transfers ITEM NO. 6.3 N/A N/A $708,472.32 N/A N/A N/A Finance N/A N/A Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $708,472.32. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A wire of $79,761.74 to ACWA -HBA for July 2009 health premium; a wire of $261.96 to ACWA -EAP for July 2009 EAP; a check of $32,087.00 to Carollo Engineers for Job 200028 May 2009 professional services; a check of $119,942.06 to Schuler Engineering for job 200309 progress payment; and, a check of $57,635.09 to SSC Construction for Job 200704 June 2009 progress payment. The balance of $187,503.87 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 $477,191.72; Payroll No. 13 total is $231,280.60; and, the disbursements of this agenda report are $708,472.32. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi - monthly. ATTACHMENTS: Description: Type: Cks1ist070909.pdf Check List 070909 Backup Material 09 -CS 709.doc Cap Sheet 070909 Backup Material Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 06 -26 -09 THRU 07 -09 -09 Check. Check... Posting. Vendor Name ................... Check..... No Date Date Amount 51824 07 -09 -09 07 -09 -09 AAA BACKFLOW & METER TESTING 460.00 51825 07 -09 -09 07 -09 -09 ABIGAIL ABBOTT STAFFING SVC 7,857.45 W62609 06 -26 -09 06 -26 -09 ACWA -HBA 79,761.74 62609A 06 -26 -09 06 -26 -09 ACWA -HBA 261.96 51826 07 -09 -09 07 -09 -09 ADVANCED INFRASTRUCTURE 49.36 51827 07 -09 -09 07 -09 -09 ALEXANDER HAMILTON INSTITUTE 33.36 51828 07 -09 -09 07 -09 -09 ANAHEIM WHEEL & TIRE 15.00 51829 07 -09 -09 07 -09 -09 ANSWER ONE COMMUNICATIONS 486.14 51830 07 -09 -09 07 -09 -09 AQUA- METRIC SALES CO. 7,266.50 51831 07 -09 -09 07 -09 -09 AQUA'T'IC INSPECTIONS 2,100.00 51832 07 -09 -09 07 -09 -09 ARROWHEAD 44.76 51833 07 -09 -09 07 -09 -09 ARTISTIC MAINTENANCE, INC 3,495.60 51834 07 -09 -09 07 -09 -09 ASSOCIATED LABORATORIES 2,250.80 51835 07 -09 -09 07 -09 -09 AT & T - CALNET2 3,275.09 51836 07 -09 -09 07 -09 -09 ATWOOD SALES 36.45 51837 07 -09 -09 0709 -09 AVTECH SOFTWARE, INC 556.00 51544 05 -28 -09 06 -26 -09 AZIM SHARIAT -35.90 51838 07 -09 -09 07 -09 -09 BUTIER ENGINEERING INC 12,340.00 51839 07 -09 -09 07 -09 -09 C & L REFRIGERATTON CORP. 1,417.84 51840 07 -09 -09 07 -09 -09 C. WELLS PIPELINE 962.44 51841 07 -09 -09 07 -09 -09 CADET UNIFORM SERVICE 593.92 51842 07 -09 -09 07 -09 -09 CALIFORNIA ASSOCIATION PUBLIC 175.00 51843 07 -09 -09 07 -09 -09 CAROLLO ENGINEERS 32,087.00 51844 07 -09 -09 07 -09 -09 CDW -G GOVERNMENT, INC 773.67 51845 07 -09 -09 07 -09 -09 CERIDIAN BENEFITS SERVICES 100.00 51846 07 -09 -09 07 -09 -09 CITIZEN'S BUSINESS BANK 13,326.90 51847 07 -09 -09 07 -09 -09 CITY NA'T'IONAL BANK 3,033.44 51848 07 -09 -09 07 -09 -09 CLINICAL LAB. OF SAN BERN. 2,935.00 51849 07 -09 -09 07 -09 -09 COASTAL IGNITION & CONTROLS 887.83 51850 07 -09 -09 07 -09 -09 COGSDALE SERVICES CORPORATION 7,170.00 51851 07 -09 -09 07 -09 -09 CONSOLIDATED REPROGRAPHICS 466.53 51852 07 -09 -09 07 -09 -09 CULLIGAN 1,797.15 51853 07 -09 -09 07 -09 -09 D.R. CRISKE TRUCKING INC 1,921.45 51854 07 -09 -09 07 -09 -09 DELL MARKETING L.P. 228.35 51855 07 -09 -09 07 -09 -09 EISEL ENTERPRISES, INC. 4,281.61 Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 06 -26 -09 THRU 07 -09 -09 Check. Check... Pasting. Vendor Name ................... Check.... No Date Date Amount 51856 07 -09 -09 07 -09 -09 ESTRADA HARDWARE CO INC. 501.08 51857 07 -09 -09 07 -09 -09 Evelyn Katza.roff 3,855.90 51858 07 -09 -09 07- 09--09 FAIRWAY FORS SALES, INC. 42.31 51859 07 -09 -09 07 -09 -09 FASTENAL COMPANY 1.62.00 51860 07 -09 -09 07 -09 -09 FEDERAL EXPRESS 116.05 51861 07 -09 -09 07 -09 -09 FRY'S ELECTRONICS 507.69 51862 07 -09 -09 07 -09 -09 GRIFFITH AIR TOOL, INC. 17.56 51863 07 -09 -09 07 -09 -09 INFOSEND 6,565.50 51864 07- 09--09 07 -09 -09 J & S CONSTRUCTION 8,311.00 51865 07 -09 -09 07 -09 -09 Jeff McDonald 147.03 51866 07 -09 -09 07 -09 -09 JENNIFER HILL 202.60 51867 07 -09 -09 07 -09 -09 JORGE LOPEZ 201.00 51868 07 -09 -09 07 -09 -09 Judith Burton 110.00 51869 07 -09 -09 07 -09-09 KATRINA BROWN 1,488.94 51870 07 -09 -09 07 -09 -09 LEIGHTON CONSULTING, INC. 8,590.65 51871 07- -09 -09 07 -09 -09 LIEBERT CASSIDY WHITMORE 7,580.00 51872 07 -09 -09 07 -09 -09 MATT OSTIZ 396.00 51873 07 -09 -09 07 -09 -09 META LEEK LLC 543.80 51874 07 -09 -09 07 -09 -09 MICROSOFT CORPORATION *DONT USE 342.53 51875 07 -09 -09 07 -09 -09 MINE SAFETY APPLIANCE CO 1,808.96 51876 07 -09 -09 07 -09 -09 MINUTEMAN PRESS 693.28 51877 07 -09 -09 07 -09 -09 MUZAK OA 65.25 51878 07 -09 -09 07 -09 -09 NICKEY PETROLEUM CO 4,145.15 51879 07 -09 -09 07 -09 -09 NICOLE DALTON 124.57 51880 07 -09 -09 07 -09 -09 OCCU -MED, LTD. 402.50 51881 07 -09 -09 07- 09--09 OFFICE SOLUTIONS 413.98 51882 07 -09 -09 07 -09 -09 ORVAC ELECTRONICS 128.98 51883 07 -09 -09 07 -09 -09 PARTS SOURCE ANAHEIM 932.71 51884 07- -09 -09 07 -09 -09 PETRA GEOTECHNICAL INC. 305.00 51885 07 -09 -09 07 -09 -09 PRSA 380.00 51886 07 -09 -09 07 -09 -09 PSOMAS & ASSOCIATES 2,214.84 51887 07 -09 -09 07 -09 -09 QUINN POWER SYSTEMS ASSOCIATES 1,479.77 51888 07 -09 -09 07 -09 -09 R J SERVICES, INC 3,190.00 51889 07 -09 -09 07 -09 -09 REFRIGERATION CORPORATION 817.13 51890 07 -09 -09 07 -09 -09 RICK WALKEMEYER 199.99 Yorba Linda Water DistrictCHFCK REGISTER FOR CEECKS DATED 06 -26 -09 `I'HRU 07 -09 -09 Check. Check... Posting. Vendor Name ................... Check..... No Date Date Amount 51891 07 -09 -09 07 -09 -09 ROB KNAGGS 1,200.00 51892 07 -09 -09 07 -09 -09 ROBERTSON'S 1,714.99 51893 07- 09--09 07 -09 -09 SACRAMEN'T'O ADVOCATES 3,000.00 51894 07 -09 -09 07 -09 -09 SC FUELS 827.23 51895 07 -09 -09 07 -09 -09 SCEC 1,362.00 51896 07 -09 -09 07 -09 -09 SCHULER ENGINEERING CORP. 119,942.06 51897 07 -09 -09 07 -09 -09 SCOTT COFFMAN 201.00 51898 07-09-09 07- 09-09 SELMAN CHEVROLET COMPANY 246.19 51899 07 -09 -09 07 -09 -09 SHAMROCK SUPPLY CO., INC. 359.29 51904 07 -09 -09 07 -09 -09 SOUTH COAST AQMD 822.82 51901 07 -09 -09 07 -09 -09 SOUTHERN CALIF EDISON CO. 34.32 51902 07 -09 -09 07 -09 -09 SOUTHERN CALIF EDISON - PLANNING 15,452.43 51903 07 -0909 07 -0909 SOUTHERN CALIF GAS CO. 6,448.70 51904 07 -09 -09 07- -09 -09 SOUTHWEST NETWORKS INC. 1,843.31 51905 07 -09 -09 07 -09 -09 SPECIALIZED CLEANING 223.00 51906 07 -09 -09 07 -09 -09 SSC CONSTRUCTION, INC 57,635.09 51907 07 -09 -09 07 -09 -09 STACY BAVOL /PETTY CASH 276.39 51908 07 -09 -09 07 -09 -09 STAPLES BUSINESS ADVANTAGE 853.15 51909 07 -09 -09 07- 09--09 STATE CI4EMICAL MANUFACTURING 406.27 51910 07 -09 -09 07 -09 -09 STATE OF CALIFORNIA - EPA 150.00 51911 07 -09 -09 07 -09 -09 STEVE CLAYTON 105.00 51912 07 -09 -09 07 -09 -09 SUNSTATE EQUIPMENT CO 343.27 51913 07- -09 -09 07 -09 -09 ULINE 56.30 51914 07 -09 -09 07--09 -09 UNITED RENTALS - FULLERTON 169.29 51915 07 -09 -09 07 -09 -09 VERIZON WIRELESS 446.90 51916 07 -09 -09 07 -09 -09 VILLAGE NURSERIES 95.81 51917 07 -09 -09 07 -09 -09 VISION SERVICE PLAN 1,632.61 51918 07 -09 -09 07 -09 -09 WELLS SUPPLY CO 11,768.11 51919 07- 09 -0.9 07- -09 -09 YORBA LINDA CHAMBER 85.00 51920 07 -09 -09 07 -09 -09 ZANE WOLLER 95.00 477,191.72 July 09, 2009 CHECK NUMBERS: Void Check 51544 Computer Checks 51824 TO 51920 $ 397,168.02 WIRES: W -62609 ACWA -HBA $ 79,761.74 W- 62609A ACWA -HBA $ 261.96 $ 80,023.70 TOTAL OF CHECKS AND WIRES PAYROLL NO. 13 (including ADP checks): DISTRICT CHECK NUMBERS: $ 477,191.72 Manual Checks 4327 TO 4331 $ 231,280.60 -------------------------------------------------------------------------------------------------------------------- TOTAL: $ 708,472.32 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JULY 09, 2009 TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $ 651,096.98 SEWER $ 12,874.62 I D# 1 $ 305.00 I D# 2 $ 44,195.72 TOTAL: $ 708,472.32 AGENDA REPORT Meeting Date: July 9, 2009 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Steve Conklin, Engineering Manager Prepared By: Leon De Los Reyes, Water Quality Engineer Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 6.4 Yes $11.2M $11.2M Water Revenue Bond 101 -2700 J- 200309 Engineering No MND Subject: Progress Payment No. 14 for the Highland Reservoir Replacement Project SUMMARY: The Board of Directors awarded a contract to Schuler Engineering for construction of the Highland Reservoir Replacement Project on April 10, 2008 and approved a project construction budget of $11.2M on May 15, 2008. Submitted for consideration is construction Progress Payment No. 14. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 14 in the net amount of $119,942.06 to Schuler Engineering Corporation and 10% retention of $13,326.90 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. DISCUSSION: In accordance with the contract documents, Schuler Engineering Corporation submitted a request for Progress Pay No. 14 for the period ending June 30, 2009. This progress pay request includes a major percentage payment for foundation base preparatory work such as laying aggregate base materials and form slabs. Also included is a credit to the District of $4,586 from the previously approved Change Order No. 1 for material substitution under the sloped portion of the foundation. The status of construction contract with Schuler Engineering is as follows: • Original contract amount was $9,049,346 and 730 calendar days starting June 2, 2008 • Authorized change orders to date total $335,575.44 (3.71 % of the original contract amount) and 39 calendar days (5.34% of the original calendar days) • The revised construction contract amount and contract calendar days are $9,384,921.44 and 769 days respectively • If approved, Progress Payment No. 14 is $133,268.96 (1.42% of the revised contract amount) less retention of $13,326.90 for a net payment of $119,942.06 If approved, total progress payments to date including retentions are $4,875,096.29 (51.95% of the revised contract amount) As of June 30, 2009, 394 calendar days were used (51.2% of the revised contract calendar days) Staff and Carollo Engineers, the District's construction management consultant, reviewed the progress payment request and recommend payment. A copy of Progress Payment Request No. 14 is attached for your information. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors awarded a construction contract to Schuler Engineering on April 10, 2008 in the amount of $9,049,346 for construction of the project. On May 15, 2008, the Board approved execution of a Professional Service Agreement with Carollo Engineers in the amount of $605,856 for engineering support services, construction management and backup inspection services; a Professional Service Agreement with Leighton Consulting Engineers in the amount of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental compliance services; and approved the construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project. On April 9, 2009, the Board approved an amendment to BonTerra's Professional Services Agreement in the amount of $15,700 for additional environmental compliance services. The Board has approved 13 progress payments and 2 change orders to date, the most recent of which was approved on June 11, 2009, and March 12, 2009 respectively. ATTACHMENTS: Description: Type: Progress_ Pay_ Request _No. _14.pdf Progress Pay Report No. 14 Backup Material YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Hi Wand Reservoir PROGRESS PAY REQUEST NO- 14 LOCATION Yorba Linda PROJECT NO. J- PAGE 1 OF 1 PAGES CONTRACTOR Schuler Englineerin DATE June 30,2009 ORIGINAL CONTRACT AMOUNT: 9,049,346.00 AUTHORIZED CHANGE ORDERS: $ 335,575.44 REVISED CONTRACT AMOUNT-. $ 9,384,921.44 PROGRESS PAY ESTIMATE FOR PERIOD June 1, 2009 TO June 30. 2009 VALUE OF WORK COMPLETED 1 $ 4,418,205 -14 $ 132,372 -23 $ 4,550,577.37 CHANGE ORDER WORK COMPLETED $ 323,622.19 $ 896.73 $ 324,5.18 -92 T V TAI.. VALUE OF VV VRK C0IYI P LG, CV $ 4,141,OLl.33 $ 133,266,96 $ 4,8 5,096 29 LESS RETENTION 10% $ 487,509.64 LESS OTHER DEDUCTIONS AMOUNT DUE THIS ESTIMATE $ 4,387,586.65 LESS AMOUNT PREVIOUSLY PAID $ 4,267,644.59 BALANCE DUE THIS ESTIMATE $ 119.942.06 NOTICE TO PROCEED COMPLETION TIME APPROVED TIME EXTENSIONS TOTAL CONTRACT TIME TIME EXPENDED TO DATE TIME REMAINING .tune 2,2008 730 CALENDAR DAYS 39 CALENDAR DAYS 769 CALENDAR DAYS 394 CALENDAR DAYS 375 CALENDAR DAYS REQUESTED SY: DATE: (� „_ CHULER ENGINEERING - CONTRA TOR f 4f Chas Wick APPROVED BY: C DATE: v CAROLLO- OWNER'S- REPRESENTATIVE Brian Wilson APPROVED BY: DATE: YLWD- OWNER Steve Conklin ITEM NO. 6.5 AGENDA REPORT Meeting Date: July 9, 2009 Budgeted: N/A To: Board of Directors Funding Source: Developer Funded From: Ken Vecchiarelli, General Account No: 1 -2600 Manager Job No: 200910 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Ariel Bacani, Engineering CEQA Compliance: N/A Technician II Subject: Terms and Conditions for Water and Sewer Service with St. Joseph Health System SUMMARY: St. Joseph Health System is proposing to develop a medical office building at the southeast corner of Rose Drive and Bastanchury Road. The property is approximately 7.2 acres and is located within the District's Western Service Area. An exhibit depicting the project location is attached for your reference. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with St. Joseph Health System, Job No. 200910. DISCUSSION: The District has an existing 16 -inch water pipeline in Bastanchury Road which is adequate in size and of sufficient pressure to serve the proposed building. The applicant is conditioned by the Orange County Fire Authority to provide a private fire suppression system that consists of a double check detector assembly and an isolation valve, which separates the private system from the public system. St. Joseph Health System also proposes to use two existing water meters for domestic and irrigation use, and relocate an existing fire hydrant on Rose Drive. The applicant is also requesting for a Single Sewer Connection to an existing onsite sewer main located on the south side of the property. The Terms and Conditions for Water and Sewer Service with St. Joseph Health System are attached for your consideration. ATTACHMENTS: 200910 T C.doc Terms and Conditions for Water and Sewer Service with St. Joseph Health System Agreement Exhibit of Proposed Water & Sewer Improvements for 200910_Exhibit.pdf Exhibit St. Joseph Health System Date: July 9, 2009 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER AND SEWER SERVICE NAME OF APPLICANT: ST. JOSEPH HEALTH SYSTEM LOCATION OF PROJECT: SE CORNER OF ROSE DR. & BASTANCHURY RD. TRACT NUMBER: N/A JOB NUMBER: 200910 LOT(S): 1 The applicant will be required to complete to the satisfaction of the District the following items that have an "X" following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. I. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. Page 2 of 5 NAME OF APPLICANT: ST. JOSEPH HEALTH SYSTEM LOCATION OF PROJECT: SE CORNER OF ROSE DR. AND BASTANCHURY RD. 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract /Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24 -hour emergency telephone number prior to the District's approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2002 or later) for the Water and Sewer facilities. 14) X The applicant shall complete an Application to and Agreement for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations of the District. 16) X The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Water Service. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. Page 3 of 5 NAME OF APPLICANT: ST. JOSEPH HEALTH SYSTEM LOCATION OF PROJECT: SE CORNER OF ROSE DR. AND BASTANCHURY RD. 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan, the Insurance Services Office's suggested standards contained in the "Grading Schedule of Municipal Fire Protection ", and the District's Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 20) X The applicant's water facilities (on -site) shall be Privately owned and maintained. 21) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 22) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 23) The applicant shall install one 1 water Sampling Station(s) in conformance with the District's Standard Plans. 24) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 25) The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 26) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 27) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 28) X The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 29) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 30) X The applicant shall install a pressure regulator in all dwellings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 31) X The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new dwellings. Page 4 of 5 NAME OF APPLICANT: ST. JOSEPH HEALTH SYSTEM LOCATION OF PROJECT: SE CORNER OF ROSE DR. AND BASTANCHURY RD. 32) X The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 33) X The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 34) X The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 35) X The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 36) X The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District's Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross - Connections. 37) X The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 38) The applicant shall complete an Application to and Agreement for Sewer Service. 39) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Sanitary Sewer Service. 40) X The applicant shall pay all of the sewer fees as required by the Rules and Regulations of the District. 41) The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 42) The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 43) X The applicant's sewer facilities (on -site) shall be Privately owned and maintained. 44) The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District's Plans and Specifications. Page 5 of 5 NAME OF APPLICANT: ST. JOSEPH HEALTH SYSTEM LOCATION OF PROJECT: SE CORNER OF ROSE DR. AND BASTANCHURY RD. 45) The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 46) X The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 47) X The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 48) X The applicant shall use two existing water services, install one new fire protection line, and relocate one existing fire hydrant, per approved plans and District Specifications. 49) X The applicant shall install one new sewer lateral, per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the July 9, 2009 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Sewer Service is not executed for the project under consideration. Kenneth R. Vecchiarelli, P.E., General Manager M li N .JOIN TO EXISTING WATER MAIN FOR PRIVATE FIRE UAW PROPOSED DOUBLE EXISTING SEWER LINE CHECK ASSEMBLY EXISTING 6" WATER LINE j__ �iiTTTT_ 1 1 e ' Rrl m W W W W n ILLLj _Ill�lll�ll�1JJ�J�����I a PROPOSED PRIVATE SEWER LATERAL _ I I 3 PROPOSED PRIVATE WATER LINE PROPOSED LATERAL TO CONNECT o TO EXISTING 8" STUB IN MANHOLE to Q I e o o EXISTING SEWER MAIN � I 3 r I a o 0 0 0 0 © o 0 I I Z Q I V) ; w Q I m I EXISTING 16" WATER d� _LINEI�IIIIII(ll I a� I I I � I I N � U)w ` ���IIIIIIIII�IIII�I I7 i e PROPOSED PRIVATE DOMESTIC WATER ^ SERVICE PROPOSED LANDS �4P� WATER SERVICE a a IAFFT1I1 O ] o JOIN TO EXISTING w - w W 2't S ------ S EXISTING 12" WATER EXISTING FIRE HYDRANT s e LINE s S ROSE DRIVE S TO BE KLOCATESD N VICINITY MAP NOT TO SCALE NOT TO SCALE mmllPZ- ® area emu PREPARED BY: SCALE: NO SCALE �� YORBA LINDA WATER DISTRICT PROPOSED WATER & SEWER DATE: IMPROVEMENTS FOR 07 -01 -09 1717 E. MIRALOMA AVENUE ST. JOSEPH HEALTH SYSTEM PLACENTIA, CALIFORNIA 92870 FILENAME: (714) 701 -3000 J- 200910 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT July 9, 2009 Board of Directors Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: Joe Polimino, Project Engineer CEQA Compliance: ITEM NO. 7.1 Yes $11.5M $11.5M District & Developer Funds 101 -2700 200704 Engineering 1 LTA 101191 Final Progress Payment No. 25 for the Lakeview Reservoir Project Construction is now complete for the Lakeview Reservoir Project and the contractor has submitted a final pay request. On January 25, 2007, the District Board of Directors authorized the execution of an agreement with SSC Construction, Inc. (SSC) for construction of the 8- million gallon underground concrete reservoir, piping and appurtenances. The project also included demolition of the existing Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover Development and south of Vista Del Verde's Village 4. The completed project provides increase operational, fire and emergency storage capacity, better water quality through improved circulation, and improves reliability of the water system. STAFF RECOMMENDATION: That the Board of Directors approve Final Progress Payment No. 25 in the net amount of $57,635.09 to SSC Construction, Inc. and 5% retention of $3,033.44 deposited to City National Bank Escrow Account; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the Lakeview Reservoir Project, Job No. 200704. DISCUSSION: In accordance with the contract documents, SSC submitted a request for Final Progress Payment No. 25, in the amount of $60,668.53, which is the final payment for all work on the project through the completion date of June 19, 2009. During this period, SSC completed fencing, electrical installation, testing and all punchlist items for the project. The contractor also completed the cathodic system testing and cleaned the site thoroughly. This is the final pay request for this project. The status of the construction contract with SSC Construction, Inc. is as follows: • The current contract is $11,006,911.61 and 663 calendar days starting June 18, 2007. • If approved, Final Progress Payment No. 25 is $60,668.53 (0.6% of the total contract amount), less 5% retention of $3,033.44 (adjusted by $0.01 cent due to rounding of numbers through project) for a net payment of $57,635.09. • Total payments to date including retention are $11,006,911.61 (100% of the total contract amount). • As of June 19, 2009, 733 calendar days were used (111 % of the contract time, contract went over time limit, however, the project is now complete). Staff and Butier, the District's construction manager for the project, have reviewed the contractor's final progress payment and recommend approval. A copy of Final Progress Payment No. 25 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): On January 25, 2007, the District Board of Directors approved and awarded a construction contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8 million gallon underground concrete reservoir, piping and appurtenances, and demolition of the existing Bastanchury Booster Pump Station and Reservoir. On April 10, 2008, the District Board of Directors approved Change Order No. 1 increasing the total contract amount to $10,639,500 and total contract calendar days to 547. On June 30, 2008, staff approved Change Order No. 2 in the net amount of $2,887.92 increasing the total contract to $10,642,387.92. On July 10, 2008, the Board of Directors approved Change Order No. 3 in the amount of $55,393.45 and an additional 27 calendar days to be added to the contract. On February 12, 2009, the Board of Directors approved Change Order No. 4 in the amount of $167,113.53 and an additional 49 calendar days to be added to the contract. At the same meeting, the Board of Directors also approved Change Order No. 5 in the amount of $142,016.71 and an additional 19 calendar days to be added to the contract. On April 9, 2009, the Board of Directors approved Change Order No. 6 adding an additional 21 calendar days to the contract. The Board has approved twenty four progress payments to date for this project, the most recent of which was approved on May 28, 2009. ATTACHMENTS: Name FINAL _PPR_25 SSC_Lakeview.pdf Description: Type: Finaal Progrress Payment 25 for Lakeview Reservoir Backup Material YORBA LINDA WATER DISTRICT FINAL PROGRESS PAY REPORT PROJECT Lakeview Reservoir Project PROGRESS PAY REQUEST NO. 25 LOCATION Yorha Linda, CA PROJECT NO. 200704 PAGE 1 OF 1 PAGES CONTRACTOR SSC Construction, Inc. DATE 5101109 — 6119109 ?RIGINAL CONTRACT AMOUNT: $ 10,489,500.00 WTHORIZED CHANGE. ORDERS: 517,411.61 ZEVISED CONTRACT AMOUNT: 11,006 911,61 PROGRESS PAY ESTIMATE FOR PERIOD May 1, 2009 TO June 19, 2009 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 10,440,645.00 $ 48,855.00 $ 10,489 500.00 CHANGE ORDER WORK COMPLETED $ 505,598.08 $ 11,813.53 $ 517 411.61 TOTAL VALUE OF WORK COMPLETED $ 10,946,24108 $ 60,668.1513.,$ - -_ 11,006,911.61 LESS RETENTION 5% LESS OTHER DEDUCTIONS NET EARNED TO [SATE LESS AMOUNT PREVIOUSLY PAID BALANCE DUE THIS ESTIMATE NOTICE TO PROCEED COMPLETION TIME APPROVED TIME ExTEN ONS TOTAL CONTRACT TIME TIME EXPENDED TO DATE REQUESTED BY: 50% of Electronic Wire Fees June 18, 2007 487 CALENDAR DAYS 176 CALENDAR DAYS 663 CALENDAR DAYS 733 CALENDAR DAYS 0 CALENDAR DAYS Srower,,Asst. Controller, DATE: R APPROVED FAY: ;� r.d�•� DATE: r bhn W'hisenhunt, Construction Manager, Butler Engineering APPROVED BY: DATE: Kenneth R. Vecchiarelli, General Manager, YLWD $ 550,345.58 $ 150.00 $ 10,456,416.03 $ 10,398j80-94 $ 57, 635.09 ITEM NO. 7.2 AGENDA REPORT Meeting Date: July 9, 2009 Budgeted: Yes Total Budget: $250,000 To: Board of Directors Cost Estimate: $204,000 Funding Source: Sewer Operating Fund From: Ken Vecchiarelli, General Account No: 202 -2700 Manager Job No: J- 200905 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Hank Samaripa, Project CEQA Compliance: Exempt Engineer Subject: Award of Construction Contract for Lakeview Sewer Lift Station Rehabilitation Project SUMMARY: Eleven construction bids were received on June 30, 2009 for the subject project with a low bid of $132,087. A copy of the bid results is attached. The Engineer's estimate was $204,000. The results were presented to the PEO Committee meeting on July 2, 2009 with staff's recommendation for award of a contract. The recommended low bid contractor is Schuler Engineering Corporation. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Secretary to execute a construction agreement between Schuler Engineering Corporation and the Yorba Linda Water District for the Lakeview Sewer Lift Station Rehabilitation Project in the amount of $132,087, subject to the approval as to form by General Counsel. COMMITTEE RECOMMENDATION: The Planning Engineering Operations Committee reviewed this matter at its July 2, 2009 meeting and supports staff's recommendation. DISCUSSION: The Lakeview Sewer Lift Station Rehabilitation Project will provide new pumps and control systems for the District's 33 -year old sewer lift station. The new larger chopper pumps and controls will provide for better reliability and lower overall maintenance costs. PRIOR RELEVANT BOARD ACTION(S): The Board previously approved the Lakeview Sewer Lift Station Rehabilitation Project in the FY2007 -2012 Capital Improvement Program in May 2005. On May 14, 2009, the Board of Directors authorized the President and Secretary to execute an Amendment to the Professional Service Agreement with Tetra Tech Consultants in the amoutn of $19,960, which allowed the completion of the Lakeview Sewer Lift Station plans and specification and provided for support engineering services during construction. ATTACHMENTS: Name: Description: Bid Results063009.pdf Bid Results Type: Backup Material 1. Schuler Engineering 2. Caliagua 3. Ziebarth 4. Pacific Coast 5. TTS Engineering 6. GCI Construction T Clear Solutions 8. Ross A. Guy & Son 9. Fleming Environmental 10. RC Foster 11. MMC JA7KEVIEW LIFT STATION REHABILITATION JOB NO. 200509 BID RESULTS $132,087 162,705 178,700 180,600 183,084.98 184,500 188,500 191,940 194,929 195,604 208,000 Meeting Date: July 9, 2009 To: Board of Directors AGENDA REPORT Budgeted: Total Budget: Cost Estimate: Funding Source ITEM NO. 7.3 Yes $5.5 M $450,000 Water Revenue Bond From: Ken Vecchiarelli, General Account No: 101 -2700 Manager Job No: J- 200814 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Hank Samaripa, Project CEQA Compliance: N/A Engineer Subject: Award Engineering Services for the Highland Booster Pump Station Replacement Project SUMMARY: As part of the District's plans to maximize the full potential of its groundwater production capabilities to its service area, the District solicited proposals from several consultants for Engineering Design and Construction Phase Services to replace and expand the Highland Booster Pump Station (BPS). Staff received four consultant proposals for the project. Following an evaluation, staff recommends award to MWH for a fee not to exceed $469,593. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Secretary to execute a Professional Services Agreement with MWH, in the amount not to exceed $469,593, to provide Engineering Design and Construction Phase Services for the Highland Booster Pump Station Replacement Project. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee reviewed this matter at its July 2, 2009 meeting and supports staff's recommendation. DISCUSSION: The District solicited proposals from six firms for engineering design and construction phase services for a new, larger pump station with a capacity of 18,000 gpm. The design must consider continued operation of the existing Highland Booster Pump Station during construction of the new facility and appurtenances. A committee of three District engineering staff members individually reviewed all four proposals, and evaluated and scored each one based on technical presentation, staff qualifications and experience. Following the technical evaluation and ranking, the committee met to discuss the proposals and to open the separately provided envelope from each firm with their proposed fee for services. The combined evaluation score and proposed fee for each firm are as follows: Firm Evaluation Score Proposed Fee MWH 13.34 $469,593 AECOM 12.11 $524,379 Civiltec 11.22 $487,680 Tetra Tech 10.67 $332,030 Based on proposal presentation, staff qualifications, experience and relative fee for services, staff recommends award to MWH for $469,593.00. PRIOR RELEVANT BOARD ACTION(S): On October 2, 2008, the Committee discussed the need for the Highland Booster Pump Station Replacement /Expansion project prior to proceeding with expansion of the Palm Avenue Booster Pump Station Project. Combined with new groundwater well production facilities, the Highland BPS is the most critical facility in the District's CIP Program for achieving gains in groundwater Basin Production Percentages. On February 12, 2009 the Board of Directors approved the Highland Booster Pump Station Feasibility Study for preparation by Tetra Tech. Meeting Date: Subject: ATTACHMENTS: July 9, 2009 Name: 070209 PEO - Minutes.doc AGENDA REPORT Planning- Engineering- Operations Committee (Mills /Armstrong) Alternate: Beverage Minutes of meeting held July 2, 4:00 p.m. Meeting scheduled for August 6, 4:00 p.m. Description: PEO Mtg Minutes 07/02/09 ITEM NO. 10.4 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING July 2, 2009 A meeting of the Planning- Engineering- Operations Committee was called to order by Director Mills at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE Director William R. Mills, Chair Director Michael J. Beverage, Alternate 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR STAFF Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Ken Mendum, Ops Superintendent 2.1. Award Engineering Services for the Highland Booster Pump Station Replacement Project Engineering Manager Conklin described the proposed project, proposals received and the proposal- review process. Following discussion, the Committee supported staff's recommendation for award of the engineering services agreement to MWH in the amount not to exceed $469,593. 2.2. Award of Construction Contract for Lakeview Sewer Lift Station Rehabilitation Project Engineering Manager Conklin described the status of the existing sewer lift station, the need for refurbishment, and the bids received for retrofit. Following discussion, the Committee supported staff's recommendation for award of the construction contract to the low- bidder, Schuler Engineering, in the amount of $132,087. 3. DISCUSSION ITEMS 3.1. Potential Recycled Water Project General Manager Vecchiarelli and Engineering Manager Conklin described the meeting with staff of MWH, the firm selected by the City of Anaheim to prepare the design plans for a small -scale water recycling project in the vicinity of Anaheim City Hall. Information was provided on the treatment process, area to be served with recycled water for landscape irrigation, project schedule for phased construction, and estimated cost of construction. Staff also reported to the Committee that grant funding is available from the State Water Resources Control Board for recycled water facility planning. Following discussion, the Committee asked staff to further investigate the potential for a recycled water project in the district and for grant funding. 1 3.2. June Monthly and FY 2008/09 Final Groundwater Production and Purchased Water Report General Manager Vecchiarelli provided a FY- year -end report on the above, and noted that the district met its groundwater production goal and its obligation for the MWD CUP program. 3.3. Monthly Preventative Maintenance Program Report Operations Superintendent Mendum reported on the above and noted that for FY 2008 -09, staff met preventative maintenance goals in all areas except for sewer cleaning. As also discussed in prior PEO meetings, the goal of cleaning all sewers on an annual basis may be overly ambitious; accordingly, the goal may be modified to an 18 -month cycle depending on the frequency and results of the sewer video inspection efforts. These inspection efforts have resulted in additional repairs when breaks and cracks are discovered. Also discussed was a plan to collect water from semi - annual dead -end line flushing, rather than discharging to the storm drain. Staff will investigate options to collect the water for discharge onto landscaped areas, and report back to the PEO committee. 3.4. Monthly MWDOC Managers Meeting Summary Report General Manager Vecchiarelli reported on the above, noting that items of discussion at the meeting included review of the Grand Jury reports and a review of legislative items. 3.5. Monthly OC Groundwater Producers Meeting Summary Report Engineering Manager Conklin provided a summary of the above, noting that OCWD provided a preliminary projection of the Basin Production Percentage (BPP) for FY 2010 -11 at 54 -56 %, depending on weather conditions. The Committee discussed the pros and cons of the current basin management philosophy of decreasing the BPP during successive years of drought. While providing some protection from worsening overdraft conditions, this practice may also jeopardize the long range benefit of receiving recharge water from MWD at discounted prices during years of surplus. 3.6. Status Report on Proposed Casino Ridge Project, Tract 16488 General Manager Vecchiarelli reported on the status of this project, which was first proposed by a developer in 2003. There have been recent meetings with City and District staff at the request of the developer to pursue approval of the 11 -lot development, and the developer has requested Terms and Conditions for water service. This item will be discussed with the developer at the August 6 PEO Committee meeting. 3.7. Status Report on Capital Projects in Progress The Committee acknowledged the report and had no comments. 3.8. Future Agenda Items and Staff Tasks No items were noted by the Committee. 4. ADJOURNMENT The meeting was adjourned at 6:05 p.m. The next regular meeting of the Planning- Engineering- Operations Committee will be held August 6, 2009 at 4:00 p.m. 2 Meeting Date: Subject: ATTACHMENTS: Name: 070709 PIT - Minutes.doc ITEM NO. 10.5 AGENDA REPORT July 9, 2009 Public Information - Technology Committee (Collett /Beverage) Alternate: Armstrong Minutes of meeting held July 7, 4:00 p.m. (To be provided at the meeting.) Meeting scheduled for August 4, 4:00 p.m. Description: PIT Mtg Minutes 07/07/09 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING July 7, 2009 A meeting of the Public Information - Technology Committee was called to order by Director Collett at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE Director Ric Collett, Chair Director Michael J. Beverage 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR STAFF Ken Vecchiarelli, General Manager Cindy Botts, Management Analyst 2.1. Notice of Public Hearing to Consider 2009 Water Rate Report Mr. Vecchiarelli asked to move this item to the end of the agenda. 2.2. Water Conservation Ordinance Table Tents Mrs. Botts presented a sample of a UV coated table tent as a less expensive alternative to lamination. Director Beverage discussed the merits of each process and requested that a price quote be brought to the next meeting on lamination as a comparison. 3. DISCUSSION ITEMS 3.1. Spanish Translation of Trifold Brochure Regarding Water Conservation Ordinance The committee opted not to offer a Spanish translation of the trifold brochure. 3.2. July 2009 Bill Insert Regarding Water Conservation Stage 2 Mrs. Botts presented the July 2009 bill insert. 3.3. OC Register Advertisement Regarding Water Conservation Ordinance Mrs. Botts presented the OC Register Advertisement that ran on June 25, 2009 and July 2, 2009. The Committee requested the ad scheduled to run on July 16, 2009 include information on 10% mandatory conservation. 3.4. Permanent Signage Regarding Water Conservation Ordinance The committee reviewed a draft design of the permanent signage presented by Mr. Vecchiarelli. 1 3.5. PYLUSD Reverse Calling Message Regarding Water Conservation Ordinance Mr. Vecchiarelli presented the reverse calling message script that he recorded on June 30, 2009 through the Placentia- Yorba Linda Unified School District P.A.C.E. messaging system. 3.6. Letter to HOAs Regarding Assigned Watering Schedule Mrs. Botts presented a letter that was sent to HOAs informing them of their assigned watering schedule. 3.7. Final Version of MWDOC/YLWD Truck Magnets Regarding Water Conservation Mr. Vecchiarelli presented a final version of truck magnets available free of charge through MWDOC. 3.8. 2009/10 Promotional Products Order List Mrs. Botts presented a list of possible promotional products. The committee discussed the effectiveness of different products and requested that staff look into alternatives on some of the products. 3.9. Future Agenda Items and Staff Tasks None. Mrs. Botts left the meeting at 5:45pm. 2. ACTION CALENDAR CONTINUED 2.1. Notice of Public Hearing to Consider 2009 Water Rate Report Mr. Vecchiarelli discussed two alternatives with the Committee for the public notice format, a short form and a long form narrative. The Committee discussed the pros and cons of each and made suggestions for information that must be presented along with the reading level targets. 4. ADJOURNMENT 4.1. The meeting was adjourned at 6:15 p.m. The next regular meeting of the Public Information - Technology Committee will be held August 4, 2009 at 4:00 p.m. 2 Meeting Date: Subject: ATTACHMENTS: July 9, 2009 Narne: 062909 - CAC Minutes.doc AGENDA REPORT Citizens Advisory Committee Minutes of meeting held June 29, 8:30 a.m. Meeting scheduled for July 27, 8:30 a.m. Description: CAC Mtg Minutes 06/29/09 ITEM NO. 10.8 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING June 29, 2009 A meeting of the Citizens Advisory Committee was called to order at 8:30 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE Carl Boznanski Gary Melton Gene Scearce Gregory Meyers Lindon Baker Marlo Naber -Mole Maurice Gallarda Oscar Bugarini, Sr Richard Bogda Robert Kiley 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS STAFF Ken Vecchiarelli, General Manager Steve Conklin, Engineering Mgr. Cindy Botts, Management Analyst OTHER ATTENDEES Mark Schock 2.1. MWD /OCWD/YLWD Tours Mrs. Botts gave an update on possible tour dates and asked that interested individuals contact her to sign up. 2.2. Public Information Items Related to Water Conservation Ordinance Mrs. Botts provided an overview of the various public information items that had been distributed to customers. Several Committee members made positive comments regarding the effectiveness of the items. 2.3. Water Conservation Ordinance Enforcement Mr. Vecchiarelli informed the Committee that the Ordinance would go into effect this week. 2.4. Notice of Water Rate Increase Mr. Vecchiarelli informed the Committee that water rates would be increasing. Committee members will be given the opportunity to review and comment on the Water Rate Report prior to adoption of a rate increase. 2.5. OC Grand Jury Reports Mr. Vecchiarelli commented on the two reports and encouraged the Committee to download and review them. 2.6. Capital Improvement Program Mr. Conklin provided a brief presentation regarding the current status of the District's Capital Improvement Program. 1 3. ADJOURNMENT The next regular meeting of the Citizens Advisory Committee will be held July 27, 2009 at 8:30 a.m. ITEM NO. 12.1 AGENDA REPORT Meeting Date: July 9, 2009 Subject: Meetings from July 10, 2009 thru August 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: Description: Type: BOD Activities Calendar.pdf BOD Activities Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: July 2009 Tue, Aug 4 6:30PM Mills Personnel -Risk Management Committee Mon, Jul 13 4:OOPM 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:OOPM Staff Yorba Linda Planning Commission Wed, Jul 15 7:OOPM Collett Exec utive - Admin- Organizational Committee Tue, Jul 21 4:OOPM Mills /Collett Yorba Linda City Council Tue, Jul 21 6:30PM Armstrong District Board Meeting Thu, Jul 23 8:30AM Summerfield /Mills MWDOC /OCWD Ad Hoc Committee Tue, Jul 28 4:OOPM Mills /Collett Yorba Linda Planning Commission Wed, Jul 29 7:OOPM Collett . . -I O1• Public Information - Technology Committee Tue, Aug 4 4:OOPM Collett /Beverage Yorba Linda City Council Tue, Aug 4 6:30PM Mills MWDOC /MWD Workshop Wed, Aug 5 7:30AM Staff OCWD Board Wed, Aug 5 5:OOPM Staff Planning- Engineering- Operations Committee Thu, Aug 6 4:OOPM Mills /Armstrong Personnel -Risk Management Committee Mon, Aug 10 4:OOPM Armstrong /Collett Finance - Accounting Committee Tue, Aug 11 4:OOPM Beverage /Summerfield Yorba Linda Planning Commission Wed, Aug 12 7:OOPM Collett District Board Meeting Thu, Aug 13 8:30AM Exec utive- Admin- Organizational Committee Tue, Aug 18 4:OOPM Summerfield /Mills Yorba Linda City Council Tue, Aug 18 6:30PM Armstrong MWDOC Board Wed, Aug 19 8:30AM Staff OCWD Board Wed, Aug 19 5:OOPM Staff Yorba Linda Planning Commission Wed, Aug 26 7:OOPM Summerfield District Board Meeting Thu, Aug 27 6:30PM 7/2/2009 1:39:27 PM