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HomeMy WebLinkAbout2010-01-28 - Board of Directors Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 28, 2010, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL William R. Mills, President Michael J. Beverage, Vice President Ric Collett John W. Summerfield 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 January 14, 2010 Recommendation: That the Board of Directors 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 $1,309,302.38. 6.3. Progress Payment No. 4 for the San Antonio Pressure Reducing Station Upgrade Project Recommendation: That the Board of Directors approve Progress Payment No. 4 in the net amount of $39,772.56 to Paulus Engineering, Inc. for construction of the San Antonio Pressure Reducing Station Upgrades Project, Job No. 200901. 6.4. Progress Payment No. 7 for the Zone Reconfiguration Project Recommendation: That the Board of Directors approve Progress Payment No. 7 in the net amount of $121,974.65 to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.5. Progress Payment No. 8 for Construction of the Hidden Hills Reservoir Project Recommendation: That the Board of Directors approve Progress Payment No. 8 in the net amount of $338,967.00 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 6.6. Amendment No.1 to Professional Services Agreement - Design of Highland Booster Pump Station Replacement Recommendation: That the Board of Directors approve Amendment No. 1 to the Professional Services Agreement (PSA) with MWH Americas, in the amount of $91,940, for additional engineering services for the Highland Booster Pump Station Replacement and Expansion Project, Job No. 200814. 6.7. Zone Reconfiguration Project Change Order Number 2 Recommendation: That the Board of Directors approve Change Order No. 2 in the amount of $151,282.66, with the addition of 31 calendar days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 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. Review of Authorized Positions FY 2009/2010 Recommendation: That the Board of Directors approve the reclassification of two (2) District employees. 7.2. Medicare-Only Coverage Recommendation: That the Board of Directors approve the proposal to extend Medicare only coverage to the five dedicated employees, each of whom has worked for the District for more than twenty years. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report 8.2. Directors' Reports 8.3. General Manager's Report 8.4. Future Agenda Items and Staff Tasks 9. COMMITTEE REPORTS 9.1. Executive Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett Minutes of the meeting held January 19, 2010 at 4:00 p.m. Meeting scheduled February 16, 2010 at 4:00 p.m. 9.2. Finance-Accounting Committee (Summerfield/Collett) Alternate: Mills • Meeting scheduled February 8, 2010 at 4:00 p.m. has been rescheduled to February 17, 2010 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Collett/Beverage) Alternate: Summerfield • Meeting scheduled February 9, 2010 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage • Meeting scheduled February 4, 2010 at 4:00 p.m. 9.5. Public Information-Technology Committee (Beverage/Summerfield) Alternate: • Meeting scheduled February 2, 2010 at 4:00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett • Minutes of meeting held January 26, 2010 at 4:00 p.m. (To be provided at the meeting.) -Meeting scheduled March 23, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee (Directors Rotate Attendance) • Minutes of meeting held January 25, 2010 at 8:30 a.m. (Mills) (To be provided at the meeting.) • Meeting scheduled February 22, 2010 at 8:30 a.m. (Beverage) 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - January 19, 2010 (Summerfield) 10.2. MWDOC Board - January 20, 2010 (Staff) 10.3. OCWD Board - January 20, 2010 (Staff) 10.4. YL Planning Commission - January 27, 2010 (Collett) 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from February 1, 2010 - March 31, 2010 12. ADJOURNMENT 12.1. The next regular meeting of the Board of Directors will be held February 11, 2010 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: January 28, 2010 Subject: Minutes of the Regular Board of Directors Meeting Held January 14, 2010 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 011410 BOD - Minutes.doc BOD Mtg Minutes 01/14/10 Minutes Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 14, 2010 1. CALL TO ORDER The January 14, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:32 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE o 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT William R. Mills, President Ken Vecchiarelli, General Manager Michael J. Beverage, Vice President Pat Grady, Assistant General Manager Ric Collett Art Kidman, General Counsel John W. Summerfield Steve Conklin, Engineering Manager Gina Knight, HR Manager Cindy Navaroli, Interim Finance Director Joann Gitmed, Accounting Assistant II a Annie Alexander, Executive Secretary OTHER VISITORS Brett Barbre, Director, Municipal Water District of Orange County Jessica Hanley, Public Affairs Specialist, Municipal Water Dist of Orange County Laurie Ellen Park, Associate, McCormick, Kidman & Behrens President Mills expressed his sadness over the recent passing of Director Paul R. Armstrong and requested that those in attendance at the meeting observe a moment of silence in his honor. 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested that Item No. 10.3., General Manager's Report, be taken following Item No. 6.1, Special Recognition, as a representative from MWDOC was in attendance to provide the Board with a presentation regarding their agency's outreach programs. The Board agreed. 5. PUBLIC COMMENTS Mr. Barbre addressed the Board and expressed his sadness regarding the passing of Director Armstrong. Mr. Barbre provided the Board with a brief report regarding the water supply situation and future Metropolitan Water District increases. Mr. Barbre then responded to questions from Director Mills regarding groundwater storage being sought by the Imperial Irrigation District. 1 Mr. Kidman thanked Mr. Barbre for making arrangements for Ms. Park to attend tours being offered by MWDOC as they provided a great benefit to legal counsel and the District. Director Beverage offered his congratulations to Mr. Barbre regarding his recent appointment to the Metropolitan Water District's Board of Directors. 6. SPECIAL RECOGNITION 6.1. Introduce Joann M. Gitmed, newly hired Accounting Assistant II Ms. Navaroli introduced Ms. Gitmed, newly hired Accounting Assistant II. Ms. Gitmed left the meeting at this time. 10.3. General Manager's Report Mr. Vecchiarelli introduced Jessica Hanley, Public Affairs Specialist for MWDOC. Ms. Hanley then provided the Board with a PowerPoint presentation regarding the agency's outreach programs. Ms. Hanley then responded to questions from the Board regarding the agency's participation in Project Wet and Water For Tomorrow programs. Mr. Vecchiarelli stated that the remainder of his report would be presented following Item No. 10.2. 7. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 4-0 to approve the Consent Calendar. Director Beverage abstained from voting on Check No. 53208 of Item No. 7.2. as it was an expense reimbursement for travel he performed on behalf of the District. 7.1. Minutes of the Regular Board of Directors Meeting Held December 23, 2009 Recommendation. That the Board of Directors approve the minutes as presented. 7.2. Payment of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of $1,330,844.46. 7.3. Progress Payment No. 20 for the Highland Reservoir Replacement Project Recommendation. That the Board of Directors approve Progress Payment No. 20 in the net amount of $240,104.56 to Schuler Engineering Corporation and 10% retention of $26,678.28 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 2 7.4. Proposed Change Order No. 4 to Well Rehabilitation Contract Recommendation. That the Board of Directors authorize approval of Change Order No. 4 in the amount of $36,185 to conduct test pumping as part of Well 5 rehabilitation. 8. ACTION CALENDAR 8.1. Letter of Intent to Accept the City of Yorba Linda Sewer System Mr. Vecchiarelli introduced this item and explained that the Yorba Linda City Council was considering the possible transfer of the operation and maintenance of the City's sewer system to the District. Mr. Vecchiarelli further explained that when this item was initially placed on the agenda, staff expected that this matter would be addressed at a City Council meeting scheduled January 19t". Following posting of this agenda, staff was informed that this matter would not be addressed by the City Council until a later date. Director Beverage made a motion, seconded by Director Collett to approve the correspondence addressed to the Mayor of the City of Yorba Linda expressing the District's willingness to accept the sewer system to operate and maintain for the overall benefit of the community and the residents served by this system. Further discussion followed. Director Summerfield stated that when he previously served as the Board President, he and Mr. Vecchiarelli met with the Mayor and his staff regarding this matter. At the time, City representatives expressed a need to receive a consensus from the City Council before moving forward with this proposal. Mr. Barbre addressed the Board and requested that the District prepare a fact sheet identifying the benefits of the proposed transfer. Mr. Barbre also suggested that staff look into possible changes in legislation that may be required to complete the transfer and offered his assistance. The motion passed with the Board voting 4-0. Mr. Vecchiarelli then responded to questions from the Board regarding the fact sheet and staff attendance at the City Council meeting when this matter was to be discussed. Mr. Vecchiarelli explained that the fact sheet could be made available with a future press release and posted on the District's website and that staff would be encouraging members of the Citizens Advisory Committee to attend the City Council meeting when this matter is placed on their agenda. 3 9. DISCUSSION ITEMS 9.1. Procedures for Filling a Vacancy on the Board of Directors Mr. Vecchiarelli reviewed the options available to the Board for filling the vacancy on the Board of Directors. These options include filling the vacancy by appointment, calling an election on June 8, 2010 at an estimated cost of $86,000 to $106,000, or doing nothing and allowing the Orange County Board of Supervisors to fill the vacancy by appointment or election. All of these options would only fill the vacancy until the end of the term in early December 2010. Mr. Kidman then stated that the Board would need to consider how long they would want to leave the position vacant. Filling the vacancy by appointment would allow the Board to select a qualified candidate within the next 60 days, whereas calling an election in June would leave the position vacant for 5 months and the District would end up paying for two elections to fill the same position. Mr. Vecchiarelli stated that historically, the Board has chosen to fill vacancies by appointment with an individual who is committed to run for re-election. Each Board member then spoke in favor of using the appointment option. Following discussion, it was the consensus of the Board to move this item to the Action Calendar so that the Board could vote on the procedure for filling the vacancy. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 4-0 to rename Item No. 9.1. to Item No. 8.2. and place it on the Action Calendar. a, Mr. Barbre addressed the Board and spoke in favor of the appointment option. Mr. Kidman recommended that in light of those concerns mentioned in the Orange County Grand Jury's report, the Board not form an Ad Hoc Committee to interview applicants but rather conduct applicant interviews at a Board meeting. The motion passed with the Board voting 4-0. ACTION CALENDAR CONTINUED 8.2. Procedures for Filling a Vacancy on the Board of Directors On a motion by Director Beverage, seconded by Director Collett, the Board voted 4-0 to proceed with the appointment process to fill the vacancy on the Board of Directors, to accept applications during a specified time period, and to conduct the applicant interviews at a special Board meeting. 4 Mr. Vecchiarelli then provided the Board with a draft press release regarding the vacancy and application process. Mr. Vecchiarelli responded to questions from the Board regarding advertising needs. Following discussion, it was the consensus of the Board to call a special meeting on Thursday, February 18, 2010 at 4:00 p.m. to conduct applicant interviews. 10. REPORTS, INFORMATION ITEMS AND COMMENTS 10.1. President's Report None. 10.2. Directors' Reports Director Collett reported that he would not be in attendance at the February 25, 2010 Board meeting. 10.3. General Manager's Report Mr. Vecchiarelli reported that staff had prepared a press release regarding the upcoming shutdown scheduled by Metropolitan Water District. The Public Information-Technology Committee discussed this matter at its last meeting and suggested that staff make use of existing signage to keep residents informed of the need for increased conservation during the shutdown. Mr. Vecchiarelli further reported that staff had recently met with representatives from OCWD regarding annexation. OCWD staff will be bringing this matter to their next OC Water Issues Committee meeting in February. Completion of a CEQA report, although costly, may be required as part of the annexation process. 10.4. General Counsel's Report Mr. Kidman reported that he was preparing a report to staff regarding new state mandates for future Urban Water Management Plan (UWMP) updates. Certain conservations measures will be required in the UWMP update in order for the District to qualify for state funding. Mr. Kidman and Mr. Vecchiarelli then responded to questions from the Board regarding the estimated cost of performing an update and penalties for not complying with the state mandates. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS 11.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett Meeting scheduled January 19, 2010 at 4:00 p.m. 5 11.2. Finance-Accounting Committee (Summerfield/Collett) Alternate: Mills Minutes of the meeting held January 11, 2010 were provided at the meeting. Directors Summerfield and Collett attended. Matters discussed during the meeting were as follows: November 2009 Budget to Actual Results; November 2009 Monthly Investment Report; Retirement Alternatives; December 2009 Monthly Portfolio Report; and Inventory Surplussed in Compliance with Restrictive Lead Regulation. Meeting scheduled February 8, 2010 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Collett/Beverage) Alternate: Summerfield Minutes of the meeting held January 12, 2010 were provided at the meeting. Directors Collett and Beverage attended. Matters discussed during the meeting were as follows: Medicare-Only Coverage; Authorized Positions for FY 2009/10; and Status of Recruitments and Risk Management Activities. Meeting scheduled February 9, 2010 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Minutes of the meeting held January 7, 2010 were provided in the agenda packet. Directors Mills and Summerfield attended. Matters discussed during the meeting were as follows: Zone Reconfiguration Project Change Order No. 2; Amendment No. 1 to Professional Services Agreement for Design of Highland Booster Pump Station Replacement Project; Proposed Change Order No. 4 to Well Rehabilitation Contract; Monthly Groundwater Production and Purchased Water Report; Monthly Preventative Maintenance Program Report; Monthly Groundwater Producers Meeting Report; and Status of Capital Projects in Progress. Meeting scheduled February 4, 2010 at 4:00 p.m. 11.5. Public Information-Technology Committee (Beverage/Summerfield) Alternate: Minutes of the meeting held January 5, 2010 were provided in the agenda packet. Directors Beverage and Summerfield attended. Matters discussed during the meeting were as follows: Water Bill Redesign; Draft Winter Newsletter; Conservation Ordinance Monthly Statistics; Automated Vehicle Locator (AVL) Pilot Program; and IT Projects Monthly Status. Meeting scheduled February 2, 2010 at 4:00 p.m. 6 11.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett Meeting scheduled January 26, 2010 at 4:00 p.m. 11.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled December 28, 2009 at 8:30 a.m. was cancelled. Meeting scheduled January 25, 2010 at 8:30 a.m. (Mills) The Board scheduled their attendance at future Citizens Advisory Committee meetings as follows: February 22, 2010 (Beverage) March 22, 2010 (Summerfield) P April 26, 2010 (Collett) 12. INTERGOVERNMENTAL MEETINGS 12.1. YL City Council -January 5, 2010 (Mills) Director Mills did not attend. 12.2. MWDOC/MWD Workshop - January 6, 2010 (Staff) Staff did not attend. 12.3 OCWD Board - January 6, 2010 (Staff) Staff did not attend. 12.4. YL Planning Commission -January 13, 2010 (Beverage) Director Beverage did not attend. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from January 15, 2010 - February 28, 2010 The Board reviewed the listed meetings and made the following changes: Director Summerfield will attend the Public Information-Technology Committee meeting on February 2, 2010 and Director Beverage will attend the Personnel-Risk Management Committee meeting on February 9, 2010. A brief recess was declared at 10:02 a.m. The meeting reconvened at 10:07 a.m. 7 14. CLOSED SESSION The meeting was adjourned to Closed Session at 10:08 a.m. All Directors in attendance were present. Also present were Messrs. Vecchiarelli, Grady and Kidman and Mses. Knight and Park. 14.1 Conference with Legal Counsel - Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court - Case No. 00125994) Name of Case: State Farm General Insurance Company vs. YLWD (OC Superior Court - Case No. 00311353) Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080) Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No. 00320239) Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC Superior Court - Case No. 00327152) Messrs. Vecchiarelli, Grady and Kidman and Mses. Knight and Park left the Closed Session at 10:25 a.m. following discussion of this item. 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 11:00 a.m. President Mills announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 11:01 a.m. The next regular meeting of the Board of Directors will be held January 28, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary 8 ITEM NO. 6.2 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $1,309,302.38 Funding Source: All Funds From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Cindy Navaroli, Interim Finance Dept: Finance Director 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 $1,309,302.38. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A wire of $82,332.60 to ACWA-HBA for February 2010 health premium; a wire of $63,048.47 to OCWD for FY 2008-2009 Annexation Charges; a wire of $37,643.00 to 1 st Enterprise Bank for Hidden Hills Reservoir Construction December 2009 retention payment; a check of $62,819.50 to Carollo Engineers for December 2009 payment on multiple projects; a check of $121,974.65 to Ken Thompson, Incorporated for December 2009 Zone 4 Extension progress payment; and, a check of $338,967.00 to Pacific Hydrotech Corporation for Hidden Hills Reservoir Construction December 2009 progress payment. The balance of $347,248.24 is routine invoices. ADP issues our payroll checks, with the exception of the third party checks. The Accounts Payable check register total is $1,054,033.46; Payroll No. 1 total is $255,268.92 ; and, the disbursements of this agenda report are $1,309,302.38. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name: Description: Type: CkReg12810 BOD.pdf Check Register Backup Material 09-CS 128.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 Director Collett abstained from voting on Check No. 53327 as he had a financial interest with the vendor. Yorba Linda Water District Check Register For Checks Dated; 1/15/2010 thru 112812010 Check No. Date Vendor Name Amount Description ($25k or greater) W12810A 01128/2010 1st Enterprise Bank 37,643.00 Hiddn Hills retention Dec 09 53257 01/28/2010 Abbott Staffing Group, Inc. 2,591.65 W12710A 01/27/2010 ACWA. EAP 265.50 W12710 01/27/2010 ACWA-HBA 82,332.60 Health premium February 2010 53258 01/28/2010 Apollo Technologies Inc. 380.00 53259 01/28/2010 Aqua-Metric Sales Co. 7,928.78 53260 01/28/20110 Aramark Uniform Services, Inc 436.06 53261 0112812010 Arrow Hardware 511.58 53262 01/28/2010 Associated Laboratories 6,0394.60 53264 01/28/2010 AT & T 45.54 53263 01/28/2010 AT & T - Calnet2 15.30 53265 01/28/2010 Avante-Garde Inc. 4,091.50 53256 01/28/2010 grown And Caldwell 100.00 53267 01/28/2010 Butler Engineering Inc 43,310.00 Hidden Hills Dec 2009 53279 01/28/2010 C. Wells Pipeline 2€317.58 53269 01/28/2010 California Business Bank 13,55234 53258 01/28/2010 California Chamber Of Commerce 92.42 53270 0112812010 Carollo Engineers 52,819.50 Hhills,Highland,Asset Mgt Dec09 53271 01/28/2010 CDW Government, Inc 162.97 53272 0112812010 Centa Corporation 587.14 53273 01/28/2010 City Of Anaheim 3,869.62 53274 01/28/2010 City Of Placentia 4,732.74 53275 0112812010 Clinical Lab. Of San Bern. 1,635.00 53276 01/28/201.0 Cogsdale Services Corporation 4,752.64 53277 0112812010 CPR Technology 115.85 53278 01/28/2010 Culligan 1,789.40 53281 01/28/2010 D & D Move It Trees Co. 1,765.80 53280 0112812010 Uatalok Orange County 332.38 53282 01/28/2010 DeltaCare USA 306.00 53283 0112812010 Derek Nguyen 51.00 53284 01/28/2010 Easel Enterprises, Inc. 330.33 53285 01/28/2010 Employment Development Dept. 8,416.65 53285 01/28/201.0 Fairway Ford Sales, Inc. 208.75 53287 01/28/2010 Filler Recycling Services, Inc 345.00 53288 01/28/2010 Fry's Electronics 83.68 53289 01/28/2010 Fullerton Paint & Flooring 16926 53290 01/28/2010 full & Foreman, Inc 121.84 53292 01/28/2010 HD Supply P[umbing/HVAC Ltd 394.23 53291 01/28/2010 HDR, Inc. 425.35 53293 01/28/2010 Henry Pratt Company 434.030 53294 01/28/2410 ID Modeling, Inc. 3,690.21 53295 01/28/2010 Infosend Inc. 901.11 53296 01/28/201.0 I5DOC (Independent Special Dist OC) 200.00 53297 0112812010 Jackson's Auto Supply - Napa 000 7 53298 01/28/2010 Jobs Available 385.00 53299 01/28/2010 Katrina Aragon 1,316.24 53300 01/28,!2010 Ken Thompson, Inc. 121,974.35 Zone 4 Ext Prog pay Dec 09 53301 01/28/2010 Konica Minolta Business 286.07 53302 0112812010 Liehert Cassidy Whitmore 3,539.40 53303 01/28/2010 Lincoln National Life 1,819.70 53304 01/28/2010 Marina Landscape, Inc. 7.978.51 53305 01/28/2010 Mark IV Network Systerns 1,441.50 53306 01/28/2010 Mc Crarmlck,Kidman & Behrens LLP 11,684.09 53307 01/28/2010 Mc Fadden-Dale Hardware 925.03 53308 0112812010 Measurement Control Systems 229.91 53309 01/28/2010 Merchants Building Maintenance LLC 1,027.77 53310 0112812010 Mine Safety Appliance Co 1,965.33 53311 01/28/2010 Minuteman Press 190.31 53312 01/28/2010 Morton Salt 2,951-28 53313 01/28/2010 MSO Technologies, Inc. 6,500.00 53314 01/28/2010 MWH Americas, Inc. 35,337.58 Highland Upgrades December 09 53315 01/28/2010 Nickey Petroleum Co 2,838.23 53316 0112812010 Nobel Systems 3,500.00 53317 01/28/2010 O.C. Driveline 183.45 53318 01/28/2010 Office Solutions 456.36 53319 01/28/2010 One Source Distributors, LLC 349.30 53320 01/28/2010 Orange County - Auditor/font 17.50 53321 01/2812010 Orange County- I W M D 1,773.76 W12810 0112812010 [Orange County Water District 63,048.47 Annexation Chg 08-09 53322 0112812010 Orvac Electronics 444.09 53324 01/28/2010 Pacific Hydrotech Corporation 338,967.00 Hidden Hills prop pay Dec 09 53323 01/28/2010 Pacific Parts & Controls, Inc. 1,030-35 53325 01/28/2010 Paulus Engineering Inc. 39,772,56 SnAntonio RRS prog pay Nov 09 53326 01/28/2010 Peggy McClure 1,050.00 53327 01/28/2010 Placentia Disposal #676 506.76 53328 01/28/2010 Process Solutions, Inc. 42,250.00 Water Qual prog bill Camino Brynt 53329 01/28/2010 Psomas & Associates 1,308.23 53332 0112812010 R J Services, Inc 5,509.26 53330 01/28/2010 RE Fabricators 1,159.92 53331 0112812010 Richard Gangloff Ill 100.00 53333 01128/2010 RKI Engineering, LLC 5,900.00 53334 01/28/2010 RSM McGladrey, Inc. 5,944-00 53335 01/28/2010 Safety•Kleen Corp. 328.82 53337 [71/28/2010 SC Fuels 842.38 53336 01/28/2010 SCEC 1,653.51 533338 01/28/2010 South Coast AO.MD 1,11426 53339 0112812010 Southern Calif Edison Co. 221.76 53256 01/15/2010 Southern Calif Edison-Planning 1,250.00 53340 01/28/2010 Southern Calif Gas Co. 19,152.81 53346 0112812010 Sr.Joseph Heritage Healthcare 105.00 53341 0112812010 Stacy Bavol/Petty Cash 191.50 53342 01/28/20,10 Staples Business Advantage 621.85 53345 01/28/2010 Steve Conklin 125,00 53140 0112012010 Steven Andrews Engineering -85.49 53343 01/28/2010 Steven Andrews Engineering 9,640.00 53344 01/28/2010 Steven Enterprises 85.49 53347 01.12812010 Tab Products Co. 815.46 53348 01/28/2010 Testout Corporation 1,020.37 53349 01/28/2010 Underground Service Alert 147.00 53350 01/28/2010 Village Nurseries 16.10 53351 0112812010 Waiters Wholesale Electric Co. 394.53 53352 01/28/2010 Wells Supply Co 69117 53353 01/28/2010 West5ide Buiiding Material 248.73 53354 01/28/2014 Xerox Corporation 1,346.17 53355 0112812010 Yorba Linda Hardware 68-35 Total $1,054,033.46 January 28, 2010 CHECK NUMBERS: Void Check 53140 $ (85.49) Manual Check 53256 $ 1,250.00 Computer Checks 53257-53355 $ 869,579.38 $ 870, 743.89 WIRES: W-12710 ACWA-HBA $ 82,332.60 W-12710A ACWA-EAP $ 265.50 W-12810 OCWD $ 63,048.47 W-12810A 1 ST Enterprise Bank $ 37,643.00 $ 183,289.57 TOTAL OF WIRE AND CHECKS $ 1,054,033.46 PAYROLL NO. 1: (including ADP checks): District Manual Checks 4411 - 4415 $ 255,268.92 DISBURSEMENT TOTAL: $ 1,309,302.38 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JANUARY 28, 2010 TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $ 666,870.83 SEWER $ 25,742.47 D # 1 $ 177, 716.66 I D # 2 $ 438, 972.42 TOTAL: $ 1,309,302.38 ITEM NO. 6.3 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: $280,000 To: Board of Directors Cost Estimate: $280,000 Funding Source: ID No. 1 GO Bonds From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 200901 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Progress Payment No. 4 for the San Antonio Pressure Reducing Station Upgrade Project SUMMARY: Construction is complete on the San Antonio Pressure Reducing Station Upgrade Project. Work consisted of removing the upper half of the underground vault, the installation of new pressure reducing valves and piping, and rebuilding the vault with improved access, lighting and ventilation. The low bid was $236,250 by Paulus Engineering, Inc. The Engineer's Estimate was $280,000. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 4 in the net amount of $39,772.56 to Paulus Engineering, Inc. for construction of the San Antonio Pressure Reducing Station Upgrades Project, Job No. 200901. DISCUSSION: In accordance with the contract documents, Paulus Engineering, Inc. submitted a request for Progress Payment No. 4, in the amount of $44,191.73 for completed work through November 30, 2009. During this period, the contractor completed the project and it's remaining items. The status of the construction contract with Paulus Engineering, Inc. is as follows: . The current contract is $256,816.73 and 130 calendar days (including Change Order No. 1 which added $20,566.73 and 30 calendar days) starting June 22, 2009. . If approved, Progress Payment No. 4 is $44,191.73 (17.2% of the total contract amount), less 10% retention of $4,419.17 for a net payment of $39,772.56. . Total payments to date including retention are $256,816.73 (100.0% of the total contract amount). . As of November 30, 2009, 132 calendar days were used, and the project is now complete (101.5% of the contract time). . A final change order is being negotiated between District staff and the contractor. That and the request to file the project Notice of Completion will be brought to the PEO Committee in February for consideration. District staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 4 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approved three progress payments to date, the latest of which was approved on November 12, 2009. The Board of Directors approved one Change Order to date in the amount of $20,566.73 and 30 calendar days on December 10, 2009. ATTACHMENTS: Name: Description: Type: Paulus Progress Pay Report 4.pdf Paulus Progress Pay Request 4 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 YORB►A LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT San Antonio Pressure Reducing PROGRESS PAY REQUEST NO. 004 Station LOCATION Yorba Linda, CA PROJECT NO. 200901 PAGE 1 OF 1 PAGES CONTRACTOR Paulus Engineering, Inc. DATE 1112110 ORIGINAL CONTRACT AMOUNT: $ 236,250.00 AUTHORIZED CHANGE ORDERS. $ 20,566.73 REVISED CONTRACT AMOUNT: $ 266,816.73 PROGRESS PAY ESTIMATE FOR PERIOD November 1, 2009 TO November 30, 2009 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 212,625-00 $ 23,625-00 $ 236,250.00 CHANGE ORDER WORK COMPLETED S - $ 20,565-73 $ 20,566.73 TOTAL VALUE OF WORK COMPLETED $ 212,625.00 $ 44,191.73 $ 256,816.73 LESS RETENTION 10% $ 25,681.67 LESS OTHER DEDUCTIONS Electronic Wire Fees S NET EARNED TO DATE $ 231,135.06 LESS AMOUNT PREVIOUSLY PAID S 191,362.50 BALANCE DUE THIS ESTIMATE S 39,772.56 NOTICE TO PROCEED June 22, 2005 COMPLETION TIME 100 CALENDAR DAYS APPROVED TIME EXTENSIONS 30 CALENDAR DAYS TOTAL CONTRACT TIME 130 CALENDAR DAYS TIME EXPENDED TO DATE 132 CALENDAR DAYS TIMF RFMANING -2 CALENDAR DAYS REQUESTED BY: DATE: Jason P IUS, V.P. Paulus Engineering, Inc. APPROVED BY: C DATE: J sus Sasa, Cons uction Inspector, YLWD APPROVED BY: DATE: Steve Conklin, Engineering Manager, YLWD ITEM NO. 6.4 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: 2.3M To: Board of Directors Cost Estimate: 2.3M Funding Source: ID No. 1 GO Bonds From: Ken Vecchiarelli, General Account No: 301-2700 Manager Job No: 200710 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Progress Payment No. 7 for the Zone Reconfiguration Project SUMMARY: Construction of the Zone Reconfiguration Project was completed in December. It has resulted in improved water pressure to over 800 homes in Pressure Zone 3. The project included construction of approximately 8,500 feet of pipe and appurtenances and was awarded to Ken Thompson, Inc. for $1,099,000. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 7 in the net amount of $121,974.65 to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. DISCUSSION: In accordance with the contract documents, Ken Thompson, Inc. submitted a request for Progress Payment No. 7, in the amount of $135,527.39 for work completed through December 31, 2009. During this period, the contractor finished all restorations and punch list items throughout the project limits. The status of the construction contract with Ken Thompson, Inc. is as follows: . The current contract (including Change Order No. 1 which added $75,027.39 and 7 calendar days) is $1,174,027.39 and 207 calendar days starting May 4, 2009. . If approved, Progress Payment No. 7 is $135,527.39 (11.5% of the total contract amount), less 10% retention of $13,552.74 for a net payment of $121,974.65. . Total payments to date including retention are $1,174,027.39 (100.0% of the total contract amount). . As of December 31, 2009, 211 calendar days were used (101.9% of the contract time). (Ken Thompson has completed the project with one change order item still under discussion. Final total days for the project was 211 days). District Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment Number 7 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): On February 12, 2009, the Board of Directors authorized award of a construction contract with Ken Thompson, Inc. in the amount of $1,099,000. The Board of Directors has approved six Progress Payments to date, the most recent of which was approved on December 23, 2009. The Board approved Change Order No. 1 in the amount of $75,027.39 and 7 calendar days on December 23, 2009. ATTACHMENTS: Name: Description: Type: Ken Thompson Progress Pay Report 7.pdf KTI Progress Pay Report 7 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Zone Reconfiguration Project PROGRESS PAY REQUEST NO. 7 LOCATION Yorba Linda, CA PROJECT NO. 200710 PAGES 1 OF 1 PAGES CONTRACTOR Ken Thompson, Inc. DATE 01/10/10 ORIGINAL CONTRACT AMOUNT $1,099,000.00 (AUTHORIZED CHANGE ORDERS $75,027.39 REVISED CONTRACT AMOUNT 1,174,027.39 PROGRESS PAY ESTIMATE FOR PERIOD 12/01/09 TO 12131110 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $1,038,500.00 $60,500.00 $1,099,000.00 CHANGE ORDER WORK COMPLETED $0.00 $75,027.39 $75,027.39 TOTAL VALUE OF WORK COMPLETED $1,038,500.00 $135,527.39 $1,174,027.39 LESS RETENTION 10% -$117,402.74 LESS OTHER DEDUCTIONS Electronic Wire Fees $0.00 NET EARNED TO DATE $1,056,624.65 LESS AMOUNT PREVIOUSLY PAID $934,650.00 BALANCE DUE THIS ESTIMATE $121,974.65 NOTICE TO PROCEED May 4, 2009 COMPLETION TIME 200 CALENDAR DAYS APPROVED TIME EXTENSIONS 7 CALENDAR DAYS TOTAL CONTRACT TIME 207 CALENDAR DAYS TIME EXPENDED TO DATE 211 CALENDAR DAYS TIME REMAINING -4 CALENDAR DAYS REQUESTED BY: DATE: 0111.0110 Behzad Bas M, Project Man ger, Ken Thompson, Inc. RECOMMENDED r\ Uuu\ DATE: OI L1312 010 BY: J"sus Sosa, Ins "or, YL WD r APPROVED BY: DATE: Steve Conklin, Engineering Manager, YLWD ITEM NO. 6.5 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: $9,000,000 To: Board of Directors Cost Estimate: $9,000,000 Funding Source: ID No. 2 GO Bonds From: Ken Vecchiarelli, General Account No: 401-2700 Manager Job No: 200028 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Progress Payment No. 8 for Construction of the Hidden Hills Reservoir Project SUMMARY: Construction is proceeding on schedule. Work includes construction of a 2.0 million gallon buried concrete reservoir, upgrades to the Santiago Booster Pump Station, an all-weather access road and pipeline appurtenances to the reservoir site. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 8 in the net amount of $338,967.00 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation submitted a request for Progress Payment No. 8, in the amount of $376,630.00 for work completed through December 31, 2009. During this period, the contractor began installing all shoring inside the reservoir and scaffolding installation to prepare for the roof deck pour. Walls have been completed in both East and West bays. The Contractor has also started potholing for utilities for the storm drain installation in Hidden Hills Road. The status of the construction contract with Pacific Hydrotech Corporation is as follows: . The current contract is $5,012,458.00 and 400 calendar days starting May 11, 2009. . If approved, Progress Payment No. 8 is $376,630.00 (7.5% of the total contract amount), less 10% retention of $37,663.00 for a net payment of $338,967.00. . Total payments to date including retention are $2,354,538.00 (47.0% of the total contract amount). . As of December 31, 2009, 235 calendar days were used (58.8% of the contract time). Staff and Butier, the District's construction manager for the project, have reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 8 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board has approved seven progress payments to date for this project, the last of which was approved December 23, 2009. ATTACHMENTS: Pacific Hydrotech Progress Pay Report 8.pdf Pacific Hydrotech PPR 8 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 YORBA UNDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Hfdden HH-[s Reservoir PROGRESS ?AY REQUEST NO. 008 LOCA710N Yorta Linda, CA PROJECT NO. 3-200026 PAGE 1 OF 1 PACES CONTRACTOR Pacific Hydrotech ~ DA Dec 3` . 2009 - ORIGINAL CON'R,AC.T AIViCUNT: $ 5,012,458.00 AUTHORIZED CHANG ORDERS: 0.00 REVISi4O '-OK FACT AMOUNT: 5,012,458.00 PROGRESS ?qv ESTi RATE FOR PER!CD December 1, 2009 Tq December 31. 2009 PREVIOUS THIS MONTH Tv DATE VALUE OF WORK COM,P-t=TED s 1,977,948.00 $ 376.631C.CC 5 2,354,523.00 CHANGE ORCER WORK COMPLETED TOTAL VALUE OF WORK COP.' =LETED S 1,977,9DS.D#? S 376.630.00 5 2.35=,538.30 ESS PFTEFNTION 1C'ic 4 235,453.0^. LESS OTHER 13FD J:, T `ONS Electronic Wire Fees u u" 0 N w 2, 9 iE4.2u =-ARNc7 TO DA7E LESS AMOUNT nREVIOUSLY PAID `,780,117.23 BALANCE OUE 7-'!S ESTIMATE a ?38,9s5'.i3 NOTICE TO r RGC M2X 11, 2009 COMPLE`ION T4k E 400 CALENDAR DAYS APPROVED 71A"!~ FYTREtw'sC',^ S C CALENDAR [SAYS TOTAL CONTRAC'. 400 CALENDAR DAYS TIME "XPE LADED TO D,! ' = 235 CALENDAR DAYS i')AE REMAIN NG 165 CALENDAR DAYS - 7 RE€ LJESTED BY: DATE:: 01,111/10 Ronald Wiebe, Project Coordinator. Pacific Hydrotech APPROVED BY- DA Steve V)hife "Construetion anaNf ger, Butler Engineering APPROVED BY: DATE- ;t:;c Conkiir Engneerir2 Ranage., `?tlnJp' ITEM NO. 6.6 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: $5.5M To: Board of Directors Cost Estimate: $91,940 Funding Source: 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: N/A Prepared By: Hank Samaripa, Project CEQA Compliance: MND Engineer Subject: Amendment No.1 to Professional Services Agreement - Design of Highland Booster Pump Station Replacement SUMMARY: The District retained MWH Americas for engineering design of a new Highland Booster Pump Station (BPS). The design is proceeding on schedule. During recent discussions concerning various project elements, District staff and the project team determined that additional design efforts are needed which were not included in the original scope of work and the Professional Services Agreement (PSA). MWH prepared a proposal for these additional engineering services, which staff has reviewed and is recommending for approval. STAFF RECOMMENDATION: That the Board of Directors approve Amendment No. 1 to the Professional Services Agreement (PSA) with MWH Americas, in the amount of $91,940, for additional engineering services for the Highland Booster Pump Station Replacement and Expansion Project, Job No. 200814. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this matter at its meeting on January 7, 2010. The attached proposal by MWH conforms to the Committee's recommendation. DISCUSSION: The Preliminary Design Report for the project was completed by MWH and preparation of final design drawings was initiated. During the design review and coordination process, District staff identified the need for additional design elements not considered in the original services agreement. At the request of District staff, MWH provided a proposal for additional engineering services, including electrical engineering, corrosion engineering, coordination with Southern California Edison, geotechnical engineering and coordination of services with the District's instrumentation consultant. The proposal also included additional engineering services for a MWH staff engineer to travel to the pump manufacturing facility and observe the testing of the new pumps. At the PEO Committee, this task was discussed and it was determined that the observed testing could be performed here as part of start-up testing. Accordingly, this item was deleted. A revised proposal by MWH was prepared and is attached. These added services are requested to increase the reliability and capability of the project, including corrosion protection engineering, electrical design to avoid loss of power during outages, preparation of specifications for pre-purchasing two natural gas engines for the project and additional electrical engineering coordination with the District's in-house instrumentation consultant. District staff have reviewed the attached proposal for additional services and determined that they are necessary and appropriate for the work requested. If approved, Amendment No. 1 for $91,940 will increase the PSA total from $469,593 to $561,533. PRIOR RELEVANT BOARD ACTION(S): On July 9, 2009, the Board of Directors approved award of the Professional Services Agreement for the Highland Booster Pump Station Replacement Project to MWH Americas, for a fee not to exceed $469,593. ATTACHMENTS: Name: Description: -I ype: MWH_Addendum _011810.pdf MWH Addendum 1 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 December 2, 2909 Mr. Hank Samaripa Project Engineer Yorba Linda Water District 1717 E. Miraloma Ave. Placentia, CA 92879 Subject: Proposed Addendum No. 1 Highland Pump Station Project Dear Mr. Samaripa: MWH has completed the preliminary design for the Replacement Highland Pump Station. During the preliminary design review, the District requested additional services that are not included in our contract dated 0710912009. The additional services consist of electrical engineering, corrosion engineering, SCE coordination, geotechnical engineering, instrumentation coordination and engineering support during construction. MWH is requesting written authorization for these additional services. The design phase is continuing on schedule. The 70% design submittal is planned for December 2. 2009. Some of the requested additional services have been provided in the 70% submittal, as we previously discussed. The proposed scope of services (Exhibit A) and budget (Exhibit B) are attached for your review. Please call Michael Moore at (949) 328-2405 if you have any questions. Sincerely, MWH Americas, Inc. Y1 John Robinson Vice President 'CCU r,1a,.~.r:l w 2' i &i`,: 2yi; :4 ;i2 Q, 2=4 y Irvine. CA, 92,312 v"w.mwhgbba!.com Exhibit A Scope of Work The scope of work will provide additional field engineering and design services for the Highland Pump Station Project. The work is an addendum to the scope of work in the contract dated July 9, 2009. Task I Project Management MWH will provide additional project management for the coordination, scheduling and budgeting of the additional tasks. The additional project management consists of quality assurance and review of deliverables by subconsultants. Task 2 Coordination with 5ubconsultants MWH and RBF will coordinate with the District's subconsultants for instrumentation, programming and emissions. Coordination will consist of two meetings and bi-monthly updates to coordinate their design and permitting work. Task 3 Meetings/Coordination with MSO MWH and RBF will attend 2 meetings with the District's instrumentation subconsultant (MSO) and the District to establish and verify the requirements for the MSO design. Plans and specifications prepared by I'vISO will be reviewed by RBF for conformance with the pump station operational requirements and P&IDs. Comments from the District will be coordinated with MSO and the electrical design. Task 4 Electrical Drawings The District requested a parallel transfer switch be provided for the existing gas generator. In addition, the District requested power be supplied to the existing chemical building. Two drawings will be provided for the additional electrical design. i. PTS Installation Provide one drawing to detail the Power Transfer Switch, the protective relaying required by SCE and the equipment required to synchronize the existing generator. The drawing will consist of the connection diagrams and details for the installation. ii. Chemical Building Power Feed Provide one drawing to detail the power feed to the existing chemical building from the new pump station. This drawing will consist of a site plan and details for the electrical connection. The feed will be sized to accommodate the existing lighting and receptacles only. Task 5 SCE Generating Facility Interconnection Application MH will complete the Generating Facility Interconnection Application as required by Southern California Edison's Rule 21 - Generating Facility Connections to approve paralleling power sources at the pump station. The electrical design will provide protective devices design required by SCE for parallel operation. Protective device settings will be incorporated into a study report and submitted to SCE with the Interconnection Application. Task 6 Electrical Specifications Specifications for the electrical switchgear, relaying required by SCE and the interface with the existing generator control systems will be provided. The deliverable will consist of specifications for PTS and relaying installation. Task 7 Electrical Cost Estimate A Class 3 Opinion of Probable Construction Cost will be prepared in accordance with the American Association of Cost Estimators for the paralleling switchgear, relaying and interface with the existing generator control systems. Task 8 Corrosion Engineering On-Site MJ Schiff will be contracted to review the proposed discharge pipeline for the Replacement Highland Pump Station project. The plans and specifications will be reviewed for corrosion protection. Three (3) soil samples will be taken along the route of the proposed on-site pipe. In-situ soil samples will be evaluated. This testing would be done concurrently with the electromagnetic conductivity survey. Soil samples will be tested for as-received resistivity, saturated resistivity, pH, sulfides and oxidation- reduction potential. Samples will be tested for common ions consisting of calcium, magnesium, sodium, carbonate, bicarbonate, chloride, sulfate, ammonium, and nitrate. A report describing the field and laboratory test data, a plot of the conductivity profile, and general recommendations for controlling corrosion of materials planned for underground use will be provided. Cathodic protection details and specifications will be provided in the 90% and 100% submittals. Task 9 Corrosion Engineering Off-Site The Zone 2 Pipeline plans and specifications will be reviewed by MJ Schiff. Electrical continuity test will be performed for approximately 2000- ft of the alignment. The remainder of the alignment appears to have connectivity according to the previous tests. Potentials will be measured at the cathodic test stations for the Zone 2 pipeline. A report will be prepared for the 10,000-ft long Zone 2 Pipeline by a certified corrosion engineer. Task 10 Supplemental Geotechnical Additional geotechnical engineering is required for the design of the pump station building and retaining wall. The building will have approximately 5- ft of fill over the existing grades. Leighton Consulting will supplement the previous geotechnical report with design parameters for the building foundation and retaining wall in accordance with the CSC. Task 11 Pre-Procurement Documents The original proposal included an optional task 0.4 for pre-procuring the gas engines. The District has decided to pre--procure the gas engines. The District has decided to sole-source the gas engines. A technical specification for pre-procuring the natural gas engine will be provided to the District; MWH will assist in obtaining a quote from the engine supplier and review the quote for conformance with the specifications and project requirements. Task 12 Credit for Instrumentation Design (Deletion from Scope or Work) PLC Connection Diagram I and PLC Connection Diagram 11 are not required to be provided. A credit for the PLC Connection Diagrams will be provided. The PLC Connection Diagrams and control panel details will be provided by MS© and included in the pump station plan set. MSO will sign/ stamp these drawings and provide specifications for the PLC equipment and control panel. Exhibit B Proposed Budget Task Principal Principal Senior Administrative! Subconsultant Other Direct Total Professional Engineer Data Ent Cost Addendum 1 1. Project Management 4 20 $5,140 2. Coordination wl Subs 4 8 8 12 $5,531 $10,771 3. Meetings 81 _ $1,680 4. Electrical C7rawin s '$15,950 $15,950 5. SCE Permit Application and Fee 516,522 $880 $17,442 6. Electrical Specifications $1,311 $1:311 7. Electrical Cost Estimate $656 $656 8. Corrosion En ineerin On-Site 4 4 20 515,070 $19,950 9. Corrosion En ineerin Off-Site 4 4 510,000 $250 $11,550 10. Supplemental Geotechnical 4 $2,800 $3.640 11. Pre-Procurement Documents 4 12 40 2 $9,890 12. Credit for Instrumentation Design -$6,000 -$6,000 Total $61,840 $1,130 $91,940 ITEM NO. 6.7 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: Yes Total Budget: 2.3M To: Board of Directors Cost Estimate: 2.3M Funding Source: ID No. 1 GO Bonds From: Ken Vecchiarelli, General Account No: 301-2700 Manager Job No: 200710 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Zone Reconfiguration Project Change Order Number 2 SUMMARY: Construction is complete on the Zone Reconfiguration Project resulting in improved water pressure to approximately 800 homes. The project included construction of approximately 8,500 feet of pipe and appurtenances and was awarded to Ken Thompson, Inc. for $1,099,000. Ken Thompson, Inc. (KTI) has put in a request for Change Order 2. Of the amount requested, the Planning-Engineering- Operations Committee supports approval of $151,282.66 and 31 calendar days as described below. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 2 in the amount of $151,282.66, with the addition of 31 calendar days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations (PEO) Committee reviewed this matter at its January 7, 2010 meeting. The Committee directed staff to communicate with KTI concerning the mobilization claim and supports staff's recommendation for approval of all the other remaining change order items totaling $151,282.66. DISCUSSION: In accordance with the contract documents, Ken Thompson, Inc. (KTI) has submitted a request for Change Order No. 2, for an increase in the contract amount of $301,282.66 and a time extension of 35 calendar days. The requested extra work items include the following: . The largest claim is for $150,000 for daily equipment mobilization to and from the site. Following review, this item was rejected by the PEO Committee, which directed staff to communicate this rejection to KTI. . KTI is claiming $76,727.25 for the import/export and purchase of Class 11 Base material, which had to be used for trench backfill in various areas of the project, due to unforeseen wet soil conditions. The replacement of the native material was necessary in order to obtain the required 95% compaction within streets of the City of Yorba Linda. The contractor has included transportation costs of the new material to the site and the export of the wet material to be disposed. KTI first submitted a claim for $109,578.76 for this item. However, after meeting with YLWD staff, the amount was negotiated down because trucking costs were shown to be overestimated by the contractor. . KTI is claiming $57,500.50 for the overage of paving, the use of rubberized asphalt in some areas and a slurry seal, all of which was requested by the City of Yorba Linda, to maintain the integrity and aesthetics of the city road surface. The City and District staff met on site to discuss their concerns to properly restore the driving surface. Final paving and slurry limits were then decided on cooperatively between both parties. . KTI has also claimed a total amount of $17,054.91 which includes remaining utility conflicts throughout the course of the project and debits/credits for additions/subtractions to the contract bid list, the main item being an addition of a blow-off to the project which added $7600.00. . In summary, the Change Order No. 2 items recommended for approval by staff and the PEO Committee are shown on the attached table and total $151,282.66. The status of the construction contract with KTI is as follows: . The original contract is $1,099,000.00 and 200 calendar days starting May 4, 2009. . Change Order 1 added $75,027.39 (6.8% of the original contract) and 7 calendar days. . If approved, Change Order No. 2 adds $151,282.66 (13.8% of the original contract) and 31 calendar days. . If approved, Change Order No. 2 increases the total contract amount to $1,325,310.05 and 238 calendar days. The Engineering Manager and Staff have reviewed the contractor's request for Change Order No. 2 and recommend approval. A copy of Change Order No. 2 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): On February 12, 2009, the Board of Directors authorized the President and Secretary to award a construction contract with Ken Thompson, Inc. in the amount of $1,099,000.00 for construction of the project. The Board of Directors has approved six Progress Payments to date, the most recent of which was approved on December 23, 2009. The Board approved Change Order No. 1 in the amount of $75,027.39 and 7 calendar days on December 23, 2009. ATTACHMENTS: Ken_Thompson _CO 2 REVISED _Zone _Project_Signed.pdf Ken Thompson CO 2 REVISED, Zone Project Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/JS 4-0 YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 002 DATE 23, page _ a~ of CONTRACT NAME: Zone Reconfiguration Areas 1,2 93 CONTRACT AMT.: $J 74,G2r .U DAYS: 207 CONTRACTOR: {en Thompson, Inc. THIS CPANGE: DAYS: OWNER. Yorha Linda Mter Ofstrict REUSED CONTRACT AMT: ~ :A 7 ,w ate. _ DAYS! 2-42- This Change Order covers daanres'o tjve sLt,*ct contract as described herein. The Contractor shaft c®rstruct, fumish egt0mert and materials, ar'.d perform a'I wn*k as necessary or required to sompme the Change Order henna for a Imp sum price agreed upon betmen the Contractor and Yorba Linda Wate! 0-'s otherwise re°errec to as Cwnsr. T- DESCRIPTION OF CHANGES +:`NCREASE ' CONTRAC7 F TIME 144 +EXTENS3ON - DECREASE IN 1 OR - CONTPACT REDUCTION ",OUNT (DAYS) {Sg $ it t3SIQfE'f5- - - Over excavate unsuitable material and replace with Class 5 in various areas of the J project found to have un-acceptable soil condition and high moWure content. $ 75,727.25 C I 2-inch electrical line € onflict with existing utilities at station 70+48, I $ 4.226.68 0 "fie in change to 6-inch size on Via De La Plaza. $ 1,383.12 0 j CcxltlictwFtr existin utili a: 82+13. 1,575.03 0.5 Conflict with ex'Isbrig utility at 25a+21. 944.x9 0.5 Conflict w4h e3tisting utility at 10+00. $ 1 321.59 0.5 i I Adjustment to bid quaniitses.~ $ 7,604.C#7 5 4 Paving average, rubberized ac cost d"i rence and slurry seal as requested by the j City, l Yvrba Linda. ~ 57,500.50 1 24.5 BET' CHANGE 01 9189 Be 35 REV1SF.0 CONTRACT AUCUNT AND TUE 3~tn>0-- Tte anncun'. of the contract will be increased 4deereased> by the sum of~P~&and the contract t me shall be increased <tscnmm@dA 6y'155-ca?e.ndar days. The urdersigned C©ntmctor approves the foregoing Change Order as to the changes, `any, In the contract grime speared for each Ven'rcluding ary and all suparv'slon costs and other miscellaneous costs relating to the change In work, and as to the ex:e nsion of time allowed, d arty, fcs ccmpletlon of the entire ►wor€c or. aocount of said Change Order. The Contractor agrees to fum sF all In-bar and matekIs and perform all other necessary warts, inclusive elf that directly or 'ndirectly rdstad io the approved urns extens.4or, required to compreta the Changer Order items. 7h;s document will become a suppleawt a' Me contract and ag p.cyis*ns wits apply hereto. ;t is understood that the Change order shall be effective when approved by the Owner. -his Change Order cormtl;ewtes ful=. final, and cwnplete compensation to ttse Cortractor for ail rests, expenses, overhead, proftt, and any damages of every kind that the Contiractcr may incur Is connectlon with the above referenced changes an the work. including any impact on the referenced work of any other work under the contract, any changes In the sequences of any work, any delay to any work, any disruptiors of any words, any rescheduling of any work, and any other effect on any of the work under this contract. By the execration of the Change Order, the Contractor accepts the contract price change and the contract cornptedor dare change. if any, and expressly waives any claims for any additional Compensatlon, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: /ENGINEER C1R DATE: Steve Coriklin, Fnglnearln"+_f' ;'tanager ACCEPTS[]; } ~p DATE: /CONTRACTOR Kenneth C. or n Prism APPROVED: DOWNIER DATE: - Kenneth R. Vecchlarelli, General manager ITEM NO. 7.1 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: No To: Board of Directors Cost Estimate: $3,200 (FY 2009/10) Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, Human Resources Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A Manager Subject: Review of Authorized Positions FY 2009/2010 SUMMARY: The Personnel-Risk Management Committee reviewed the current authorized positions for Fiscal Year 2009/2010 at its meeting held January 12, 2010 and recommends to the Board of Directors the reclassification of two (2) District employees from Maintenance Worker I to Maintenance Distribution Operator 11. STAFF RECOMMENDATION: That the Board of Directors approve the reclassification of two (2) District employees. COMMITTEE RECOMMENDATION: The Committee recommends that the Board of Directors approve the reclassification of two (2) District employees. DISCUSSION: The District's Board of Directors authorized eighty-three (83) full-time positions and approved funding for seventy-five (75) of these positions for FY 2009/2010. Several of the authorized and funded positions are currently under filled with staff in positions of lesser pay and lower certification requirements. Over the past few years the Human Resources Department experienced difficulty filling certain vacant positions with staff meeting the minimum job requirements such as appropriate certification levels and work experience for specific positions. The Human Resources Department suggested under filling certain vacant positions with individuals in lower level classifications and giving them the opportunity to gain work experience and acquire the certifications required of the higher level positions. An area of concern for District management is the District's staffing resources and the talent pool of our future leaders. Management staff identified that over the next five (5) years this District will begin to experience an exiting of the job force due to anticipated retirements of key personnel. In preparation for this foreseeable exodus, the Operations Manager has committed resources to invest in training his personnel by promoting the importance of certification and higher education as well as encouraging participation in ACWA-JPIA's supervisory program in support of his staff's upward mobility. Attached to this report is a snapshot of the Maintenance Section identifying the positions that are currently under filled. The Operations Department Manager brought forward his recommendation to reclassify two (2) employees who have been employed in under filled positions. Both of these individuals possess the qualifications, experience and capabilities required to meet the needs of the higher classification including advanced drivers license and certification levels. In addition, these employees have proven to be strong assets to the District in their commitment and dedication. The recommendation was presented and discussed at great length with the Personnel/Risk Management Committee on January 12, 2010. ATTACHMENTS: Authorized Positions 010810.xls Authorized Positions Backup Material Maintenance Section Staff's Experience and Experience and Qualifications.pdf Backup Material Qualifications Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 RC/MB 4-0 As of January 8, 2010 Authorized Positions Salary Start Range Position Classification Auth Budget Emp Status/Comments Date 1-11 (Temporary Help) 0 0 0 12 13 14 15 Customer Service Representative 1 1 1 1 16 Meter Reader 1 2 2 2 17 Accounting Assistant 1 1 1 1 Customer Service Representative 11 1 1 1 Engineering Secretary 1 1 1 Maintenance Worker 1 8 8 13 (5) Maintenance Worker I used to under fill authorized Maintenance Distribution Operator 11 positions. Mechanic 1 1 0 0 Operations Secretary 1 0 0 18 Meter Reader 11 2 2 2 19 Customer Service Representative 111 2 2 2 Operations Assistant 0 1 1 Storekeeper 1 1 0 Recruitment conducted due to long term employee giving notice of intent to retire on December 31, 2009. Recruitment opens 12- 15-09 and closes 1-15-2010. 20 Engineering Technician 1 0 0 0 Maintenance Distribution Operator 11 8 7 2 Under filled with (5) Maintenance Worker I positions. Vacant position is non-funded FY 09-10. Water Quality Technician 1 0 0 1 Position used to under fill authorized Water Quality Technician 11 position. 21 Accounting Assistant 11 2 1 1 Recruitment conducted due to long term employee giving notice of intent to retire on December 31, 2009. Recruitment concluded with the hiring of Joann Gitmed on 11-23-09. Part time temporary help is being utilized due to staff shortage. One vacant position is non-funded f/FY 09-10. Facilities Maintenance 1 1 1 Mechanic 11 0 1 1 22 Information Systems Technician 1 1 1 1 Water Quality Technician 11 1 1 0 Under filled with (1) WQT 1. 23 Executive Secretary 1 0 0 Maintenance Distribution Operator 111 5 4 3 Vacant position is non-funded f/FY 09-10. Lateral transfer to an Operator I I position. Newly vacant position on hold per Ops Mgr. Meter Services Representative 1 1 1 Mechanic 111 1 1 1 Personnel Technician 1 1 1 Plant Operator II 4 3 3 Vacant position is non-funded f/FY 09-10. As of January 8, 2010 Authorized Positions Salary Start Range Position Classification Auth Budget Emp Status/Comments Date 24 Construction Inspector 1 1 1 Engineering Tech II 3 3 3 GIS Technician 1 1 1 Information Systems Technician 1 1 1 II/Programmer 25 Assistant Administrator I 1 0 0 Vacant position is non-funded f/FY 09-10. Executive Secretary 0 1 1 Human Resources Analyst 1 1 1 Instrumentation Technician 1 1 1 Sr. Accountant 1 1 1 26 GIS Administrator 1 0 0 Vacant position is non-funded f/FY 09-10. Project Engineer 2 2 2 Sr. Construction Inspector 1 1 1 Sr. Fleet Mechanic 1 1 1 Sr. Maintenance Distribution Operator 4 4 4 Sr. Plant Operator 1 1 1 27 Customer Service Supervisor 1 1 1 28 Management Analyst 1 1 1 29 Water Quality Engineer 1 1 1 30 Public Information Specialist 1st Interviews conducted 12-07-2009. 2nd 1 1 0 Interviews conducted 12-16-2009. Water Maintenance Superintendent 1 1 1 SCADA Administrator 1 1 1 Information Systems Administrator 1 1 1 31 Chief Plant Operator 1 1 1 32 33 34 Sr. Project Manager 1 1 1 35 36 Human Resources Manager 1 1 1 37 Engineering Manager 1 1 1 Finance Director 1st Interviews conducted 12-07-2009. 2nd 1 1 0 Interviews conducted 1-5-2010. Information Technology Director 1 0 0 Vacant position is non-funded f/FY 09-10. Operations Manager 1 1 1 38 39 40 Assistant General Manager 1 1 1 General Manager 1 1 1 Total 83 76 72 As of January 8, 2010 MAINTENANCE DIVISION POSITION POSITION PERSONAL CLASS POSITION IN COLOR IS BUDGETED REQUIREMENTS SITUATION CERTIFICATION A SENIOR WATER MAINTENANCE DISTRIBUTION OPERATOR D-3, CLASS A FILLED D-3 YES SENIOR WATER MAINTENANCE DISTRIBUTION OPERATOR D-3, CLASS A FILLED D-3, T-2, CWEA-1 YES SENIOR WATER MAINTENANCE DISTRIBUTION OPERATOR D-3, CLASS A FILLED D-5, T-2 YES SENIOR WATER MAINTENANCE DISTRIBUTION OPERATOR D-3, CLASS A FILLED D-3 YES WATER MAINTENANCE DISTRIBUTION OPERATOR 3 D-3, CLASS A FILLED D-3 YES WATER MAINTENANCE DISTRIBUTION OPERATOR 3 D-3, CLASS A FILLED D-3 NO WATER MAINTENANCE DISTRIBUTION OPERATOR 3 D-3, CLASS A FILLED D-4 YES WATER MAINTENANCE DISTRIBUTION OPERATOR 3 D-3, CLASS A VACANT WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A FILLED D-3 YES WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A FILLED D-2 YES WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A UNDERFILLED WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A UNDERFILLED WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A UNDERFILLED WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A UNDERFILLED WATER MAINTENANCE DISTRIBUTION OPERATOR 2 D-2, CLASS A UNDERFILLED WATER MAINTENANCE WORKER 1 NONE FILLED D-2 YES WATER MAINTENANCE WORKER 1 NONE FILLED D-2, T-2 YES WATER MAINTENANCE WORKER 1 NONE FILLED D-2 NO WATER MAINTENANCE WORKER 1 NONE FILLED D-1 NO WATER MAINTENANCE WORKER 1 NONE FILLED D-2 NO WATER MAINTENANCE WORKER 1 NONE FILLED NONE NO WATER MAINTENANCE WORKER 1 NONE FILLED D-2, T-1 NO WATER MAINTENANCE WORKER 1 NONE VACANT WATER MAINTENANCE WORKER 1 NONE FILLED CWEA-1 YES WATER MAINTENANCE WORKER 1 NONE FILLED D-1, T-2 NO WATER MAINTENANCE WORKER 1 NONE FILLED D-2 YES WATER MAINTENANCE WORKER 1 NONE FILLED D-1 YES WATER MAINTENANCE WORKER 1 NONE FILLED D-2 NO ITEM NO. 7.2 AGENDA REPORT Meeting Date: January 28, 2010 Budgeted: No To: Board of Directors Cost Estimate: $5,200/yr From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, Human Resources Dept: Administration Manager Reviewed by Legal: Yes Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A Manager Subject: Medicare-Only Coverage SUMMARY: The Personnel-Risk Management Committee at its meeting held January 12, 2010 reviewed and considered a proposal to extend Medicare-only coverage for up to five long-term employees. STAFF RECOMMENDATION: That the Board of Directors approve the proposal to extend Medicare only coverage to the five dedicated employees, each of whom has worked for the District for more than twenty years. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee recommends that the Board of Directors approve this coverage. DISCUSSION: The Human Resources Department became aware that several long-term District employees were not covered under Medicare and had not been paying the Medicare tax during their employment with the District. Staff researched the matter and discovered that these employees were not required to be covered for the Medicare hospital insurance portion (Medicare-Part A) of Social Security. When the Internal Revenue Code Section 3121 (u)(2)(C) became effective on April 1, 1986, for newly hired employees of states and political subdivisions, an exception for existing employees was implemented by the District. Under these rules, any employee performing regular and substantial services before April 1, 1986 and who was involved in an employment relationship with the District prior to March 31, 1986 and a participant of a "Public Retirement System" could avoid the Medicare tax. Due to the implementation of this exception, any District employee who was employed prior to April 1, 1986 and continued his/her employment to the present did not pay into the Medicare hospital insurance portion of Social Security. Some of these employees have participated in retirement planning workshops over the last six months. During these workshops our employees discovered they did not have Medicare coverage. The employees brought the matter to the attention of the Human Resources Department and asked if the District would allow them to begin paying Medicare taxes. Staff contacted CaIPERS representatives for the necessary paperwork should the District decide to allow the pre-April 1986 employees the opportunity to elect Medicare-only coverage. The process takes approximately one year to complete and Board approval through Resolution is required. Attached to this report is a sample Resolution for your review. To qualify for "free" Medicare-Part A coverage, an individual needs ten years of Medicare credits. Thus, these five employees would have to pay into the Medicare system for the next ten years to be eligible for the "free" coverage. However, even if an employee is not able to get the ten years of credits prior to retirement, it may be worthwhile for them to earn as many credits as possible in order to purchase Medicare-Part A at a reduced premium, prorated on the number of credits earned. The present employer and employee contribution rates for the Medicare program is 1.45% each (total 2.9%) of the employee wages. There is no maximum wage amount for Medicare and the 1.45% applies to total wages (including overtime). If the District approves this benefit the fiscal impact due to the implementation of the Medicare tax for all five employees would be an increase of approximately $5,200 per year for the District's Medicare tax liability. Staff did not specifically allocate funds in the FY 2009/2010 Budget to cover the increased costs for this benefit as staff was not aware of this issue during the budget process. If the Board of Directors approves this benefit, staff will present a formal resolution for adoption at the next Board of Directors meeting. ATTACHMENTS: Name: Description: Type: CalPERS_Resolution _Division - Medicare_Only.pdf Sample Resolution Backup Material Approved by the Board of Directors of the Yorba Linda Water District 1/28/2010 MB/RC 4-0 Return to: California Public Employees' Retirement System Actuarial and Employer Services Branch Public Agency Contract Services P.O. Box 942709 Sacramento, CA 94229-2709 RESOLUTION WHEREAS, (Official Name of Public Agency) hereinafter designated as "Public Agency" desires to establish a "deemed" retirement system pursuant to Section 218(d)(5) of the Federal Social Security Act composed of positions of members of the (Retirement System) Retirement System, hereinafter designated "Present Retirement System", desiring "Medicare-Only" coverage, and to include services performed by individuals employed by the Public Agency in positions covered by said "deemed" retirement system, as members of a coverage group established by Section 218(d)(4) of said Act, in the California State Social Security Agreement of March 9, 1951, providing for the coverage of public employees under the insurance system established by said Act as amended, and WHEREAS, State and Federal law and regulations require, as a condition of such coverage, that a division be authorized by the Board of Administration, California Public Employees' Retirement System; and WHEREAS, it is necessary that the "Public Agency" now designate any services which it desires to exclude from coverage with respect to such coverage group under said insurance system; and P€RS-MED-40D (7107) -1- DIVISION RESOLUTION (MEDICARE) WHEREAS, it is necessary for the Public Agency to set forth the modification, if any, of the benefits and contributions under the Present Retirement System that may result from coverage under the said insurance system with respect to such coverage group; NOW, THEREFORE, BE IT RESOLVED, that the Board of Administration, California Public Employees' Retirement System, be and hereby is requested to authorize the foregoing division; and BE IT FURTHER RESOLVED, that upon receipt of authorization from the Board of Administration a division shall be conducted in accordance with the requirements of Section 218(d) of the Social Security Act, and applicable State and Federal laws and regulations; that each eligible member of the Present Retirement System at the time of the division shall be furnished a form to permit the member to elect whether or not his services should be excluded from or included under the said California State Social Security Agreement as herein'before provided; with such ""Medicare-Only"" coverage effective as to services performed on and after and (Date) BE IT FURTHER RESOLVED, that the following services with respect to said coverage group of the Public Agency shall be excluded from coverage under said agreement: 1. All services excluded from coverage under the agreement by Section 218 of the Social Security Act; and 2. Services excluded by option of the Public Agency: a. No optional exclusions desired. b. Service performed: PENS-MED-40D (7/07) -2- DIVISION RESOLUTION (MEDICARE) BE IT FURTHER RESOLVED, that with respect to the said coverage group the benefits and contributions of the Present Retirement System shall not be modified in anyway; and BE IT FURTHER RESOLVED, that notice of the division shall be given to members of the Present System not less than ninety days prior to the date of the division; provided however, that notice shall be given to employees becoming members of the Present Retirement System after the date of such notice up to and including the date of the division on the date on which they attain membership in the system, and that (Name and Title of Local Official) is hereby designated and appointed to conduct such division on behalf of the Public Agency in accordance with law, regulations, and this resolution, including the fixing of the date and the giving of proper notice thereof to members of the Present Retirement System and to all such eligible employees; and BE IT FURTHER RESOLVED, that the Public Agency will pay and reimburse the State at such time and in such amounts as may be determined by the State the approximate cast of any and all work and services relating to such division. Presiding Officer Official Name of Public Agency PERS-MED-40D (7/07) -3- DIVISION RESOLUTION (MEDICARE) CERTIFICATION I, (Title) of the State of California, do hereby certify the foregoing to be a full, true, and correct copy of Resolution No, adopted by the of the at the regular/special meeting held on the day of as the same appears of record in my office. (Signature) (Title) PERS-MED-40D (7147) -4- DIVISION RESOLUTION (MEDICARE) ITEM NO. 9.1 AGENDA REPORT Meeting Date: January 28, 2010 Subject: Executive Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett Minutes of the meeting held January 19, 2010 at 4:00 p.m. Meeting scheduled February 16, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 011910 EAO - Minutes.doc EAO Mtg Minutes 01/19/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING January 19, 2010 A meeting of the Executive-Administrative-Organizational 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 STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage Pat Grady, Assistant General Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. OCWD Annexation - Draft Memorandum of Understanding Mr. Grady introduced this item and reported that the MOU was ready for Board consideration at this time. Mr. Vecchiarelli joined the meeting and responded to questions related to the annexation fee and its calculation method. The Committee requested that Staff discuss certain elements within the annexation fee formula with Orange County Water District. 2.2. Records Retention Schedule Update Mr. Grady reported that a consultant was retained to update the District's records retention policy. The Committee reviewed excerpts of the policy and supported Staff's recommendation to approve the document and the accompanying resolution. The item will be scheduled for Board consideration at a future meeting, following a brief legal review. 2.3. ACWA/JPIA 2010 Executive Committee Selection Mr. Vecchiarelli reported that vacancies exist on the ACWA/JPIA Board of Directors and that the organization is soliciting members from participating agencies. After a brief discussion from the Committee, no action was recommended. 3. DISCUSSION ITEMS 3.1. Vacancy on the Board of Directors (Verbal Report) Mr. Vecchiarelli reported that Staff developed and distributed a Press Release announcing the Board vacancy along with the details of the application process. The Press Release was distributed to the Committee. 3.2. City of Yorba Linda and City of Placentia Sewers (Verbal Report) Mr. Vecchiarelli reported that a Press Release was developed and distributed regarding the District's willingness to accept and operate the 1 sewer system owned and operated by the City, in the event the City makes the request. The Press Release was distributed to the Committee. 3.3. General Counsel's Monthly Summary Billing Report The Committee reviewed the report and requested that future reports clarify the expenses related to the Hidden Hills Reservoir Project and the claims related to the Hidden Hills area. The Committee also requested Staff to evaluate the potential for JPIA reimbursement of legal fees related to the Hidden Hills area claims. 3.4. Future Agenda Items and Staff Tasks The Committee requested that the District's administrative building located on Plumosa Drive be discussed at a future Committee meeting. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:10 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held February 16, 2010 at 4:00 p.m. 2 ITEM NO. 9.6 AGENDA REPORT Meeting Date: January 28, 2010 Subject: MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett • Minutes of meeting held January 26, 2010 at 4:00 p.m. (To be provided at the meeting.) -Meeting scheduled March 23, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 012610 MWDOC OCWD - Minutes.doc MWDOC/OCWD Mtg Minutes 01/26/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT MWDOC AND OCWD AD HOC COMMITTEE MEETING January 26, 2010 A meeting of the YLWD/MWDOC/OCWD Ad Hoc Committee was called to order at 4:10 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. YLWD COMMITTEE MEMBERS YLWD STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage MWDOC COMMITTEE MEMBERS MWDOC STAFF Director Brett Barbre Kevin Hunt, General Manager OCWD COMMITTEE MEMBERS OCWD STAFF Director Roger Yoh (Unable to Attend) Mike Markus, General Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. OCWD Annexation Mr. Markus and Mr. Vecchiarelli reported on positive meetings and forward progress on YLWD's annexation request. The item is scheduled for consideration at the OCWD Water Issues Committee in February. 2.2. Discussions with 6 South County Agencies Mr. Hunt reported on the status of discussions with the south county agencies, negotiated offers to resolve matters still in disagreement and potential impacts from alternatives under consideration. 2.3. Water Supply Situation Mr. Hunt reported on the status of current State Water Project allocations, which historically start off very low this early in the season and discussed supplies from the Colorado River Aqueduct. Mr. Markus reported on early projections for the Basin Production Percentage. The Committee discussed affects from the recent precipitation and policies for storage and discharge flow from Prado Dam. 2.4. Upcoming MET Rate Discussions Mr. Hunt reported that MET is considering the possibility of a lower rate increase in January 2011 than past projections and is also considering smoothing out the rate increase over two or more years. 1 2.5 Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1. The Committee adjourned at 5:10 p.m. The next regular meeting of the YLWD/MWDOC/OCWD Ad Hoc Committee will be held March 23, 2010 at 4:00 p.m. 2 ITEM NO. 9.7 AGENDA REPORT Meeting Date: January 28, 2010 Subject: Citizens Advisory Committee (Directors Rotate Attendance) • Minutes of meeting held January 25, 2010 at 8:30 a.m. (Mills) (To be provided at the meeting.) • Meeting scheduled February 22, 2010 at 8:30 a.m. (Beverage) ATTACHMENTS: Name: Description: Type: 012510 - CAC Minutes.doc CAC Mtg Minutes 01/25/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING January 25, 2010 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. DIRECTORS PRESENT STAFF PRESENT William R. Mills, President Ken Vecchiarelli, General Manager Steve Conklin, Engineering Manager Derek Nguyen, Water Quality Engineer Ruben Maldonado, Water Quality Tech COMMITTEE MEMBERS PRESENT OTHER VISITORS Carl Boznanski Marlo Mole Mark Schock Cheryl Spencer Phil Hawkins Gary Melton Richard Bogda Gene Scearce Bob Kiley Greg Meyers 1. CALL TO ORDER 1.1. Introduce William R. Mills, YLWD Board President Mr. Vecchiarelli introduced Board President William Mills who extended appreciation for everyone's interest and involvement in our committee process. Mr. Mills spoke briefly about the politics of water and the governance of water agencies in Southern California. Mr. Mills also spoke briefly about his involvement in the water business as General Manager of Orange County Water District and on the challenges of getting support for the Groundwater Replenishment System. Mr. Mills stated that the YLWD Board has committed to attend future CAC Committee meetings on a rotating basis. 1.2. Introduce CAC Members Present The Advisory Committee attendees introduced themselves for Director Mills' benefit and shared their background, interests and what they have gotten out of the experience thus far. 1.3. Introduce Visitors Mark Schock also participated in the introduction process. 1.4. Introduce Engineering Department, Water Quality Division Mr. Vecchiarelli had Steve Conklin introduce his Water Quality team. Derek Nguyen gave a PowerPoint presentation describing the 1 responsibilities and duties of the Water Quality division. The Committee members interacted with questions and comments. 2. DISCUSSION ITEMS 2.1. Vacancy on the Board of Directors Mr. Vecchiarelli spoke briefly in recognition of Director Paul Armstrong's service to the community as a board member for nearly 28 years. He reported on the Board's decision and explained the appointment process to fill the vacant Board seat. 2.2. Presentation Regarding MWDOC Outreach Programs This item will be rescheduled to a CAC meeting at a later date. 2.3. City of Yorba Linda and City of Placentia Sewers Mr. Vecchiarelli reported on the Board's support of a public transfer to the District of the sewer system currently maintained by the City of Yorba Linda's and shared the letter of intent to accept the system for maintenance if the City Council chooses this alternative. The Committee asked questions and offered their insights and suggestions for public communications and outreach on this matter. 2.4. Existing Improvement Districts and Future Development Due to time constraints, this item was rescheduled for discussion at a future meeting. 2.5. Water Bill Redesign Mr. Vecchiarelli shared the new water bill design and briefly discussed the timing of the new billing system implementation. 2.6. Request for Proposals for Cost of Service and Water Rate Study Mr. Vecchiarelli reported this work is in progress. 2.7. Future Agenda Items Carry over items from prior meetings not yet discussed include exploring recommendations for approval of water saving fixtures and devices. A request was made to develop talking points for the CAC members regarding the effects of recent precipitation on the drought and whether to support or oppose the water bond measure in November. 3. ADJOURNMENT 3.1. The next regular meeting of the Citizens Advisory Committee will be held February 22, 2010 at 8:30 a.m. 2 ITEM NO. 11.1 AGENDA REPORT Meeting Date: January 28, 2010 Subject: Meetings from February 1, 2010 - March 31, 2010 ATTACHMENTS: Name: Dosciiption: a ype: BOD Activity Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activitv Calendar Event Date Time Attendance by February 2010 Public Information-Technology Committee Meeting Tue, Feb 2 4:OOPM Beverage/Summerfield Yorba Linda City Council Tue, Feb 2 6:30PM Mills MWDOC/MWD Workshop Wed, Feb 3 8:30AM Staff OCWD Board Wed, Feb 3 5:00PM Staff Planning-Engineering-Operations Committee Meeting Thu, Feb 4 4:00PM Mills/Summerfield Personnel-Risk Management Committee Meeting Tue, Feb 9 4:00PM Collett/Beverage Yorba Linda Planning Commission Wed, Feb 10 7:00PM Collett Board of Directors Regular Meeting Thu, Feb 11 8:30AM Holiday Mon, Feb 15 7:30AM District Offices Closed Exec-Admin-Organizational Committee Meeting Tue, Feb 16 4:OOPM Mills/Beverage Yorba Linda City Council Tue, Feb 16 6:30PM Summerfield MWDOC Board Wed, Feb 17 8:30AM Staff Finance-Accounting Committee Meeting Wed, Feb 17 4:00PM Summerfield/Collett OCWD Board Wed, Feb 17 5:00PM Staff Board of Directors Special Meeting Thu, Feb 18 4:00PM Citizens Advisory Committee Meeting Mon, Feb 22 8:30AM Beverage Yorba Linda Planning Commission Wed, Feb 24 7:OOPM Board of Directors Regular Meeting Thu, Feb 25 8:30AM March 2010 Public Information-Technology Committee Meeting Tue, Mar 2 4:00PM Beverage/Summerfield Yorba Linda City Council Tue, Mar 2 6:30PM Mills MWDOC/MWD Workshop Wed, Mar 3 8:30AM Staff OCWD Board Wed, Mar 3 5:OOPM Staff Planning-Engineering-Operations Committee Meeting Thu, Mar 4 4:OOPM Mills/Summerfield Finance-Accounting Committee Meeting Mon, Mar 8 4:OOPM Summerfield/Collett Personnel-Risk Management Committee Meeting Tue, Mar 9 4:00PM Collett/Beverage Yorba Linda Planning Commission Wed, Mar 10 7:00PM Collett Board of Directors Regular Meeting Thu, Mar 11 8:30AM Exec-Admin-Organizational Committee Meeting Tue, Mar 16 4:00PM Mills/Beverage Yorba Linda City Council Tue, Mar 16 6:30PM Summerfield MWDOC Board Wed, Mar 17 8:30AM Staff OCWD Board Wed, Mar 17 5:OOPM Staff Citizens Advisory Committee Meeting Mon, Mar 22 8:30AM Summerfield MWDOC/OCWD Ad Hoc Committee Meeting Tue, Mar 23 4:OOPM Mills/Beverage Yorba Linda Planning Commission Wed, Mar 24 7:00PM Board of Directors Regular Meeting Thu, Mar 25 8:30AM 1 /22/201 0 10:53:56 AM