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2010-09-09 - Board of Directors Meeting Agenda Packet
Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, September 9, 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 Phil Hawkins 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 August 26, 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 $982,893.41. 6.3. Approval of Change Order No. 3, Final Progress Payment Number 15 and the Notice of Completion for the Hidden Hills Reservoir Project Recommendation: That the Board of Directors approve Change Order No. 3 in the amount of $3,002.27 and one additional calendar day, Final Progress Payment No. 15 in the net amount of $418,871.04 to Pacific Hydrotech Corporation and 10% retention of $46,541.23; 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 Hidden Hills Reservoir Project, Job No. 200028. 6.4. Geotechnical Services for the Highland Booster Station Replacement Project Recommendation: That the Board of Directors authorize execution of a Professional Services Agreement with Ninyo & Moore for a fee not to exceed $30,494, to provide geotechnical services for the Highland Booster Station Replacement Project. 6.5. Well No. 20 Engineering Services Amendment No. 1 with Civiltec Engineering, Inc. Recommendation: That the Board of Directors authorize approval of Engineering Services Amendment No. 1 with Civiltec Engineering Inc. for a fee increase not to exceed $9,500, resulting in a total fee of $89,320. 7. 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. 7.1. IT Projects and Status Update 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report 8.2. Directors' Reports 8.3. General Manager's Report 8.4. General Counsel's Report 8.5. Future Agenda Items and Staff Tasks 9. COMMITTEE REPORTS 9.1. Executive Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett • Meeting scheduled September 21, 2010 at 4:00 p.m. 9.2. Finance-Accounting Committee (Summerfield/Collett) Alternate: Mills • Meeting scheduled September 13, 2010 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate: Summerfield • Meeting scheduled September 14, 2010 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage • Minutes of meeting held September 8, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled October 7, 2010 at 4:00 p.m. 9.5. Public Information-Technology Committee (Beverage/Hawkins) Alternate: Summerfield • Meeting scheduled September 7, 2010 has been rescheduled to September 16, 2010 at 4:00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett • Meeting scheduled September 28, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee • Meeting scheduled September 27, 2010 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. MWDOC/MWD Workshop - September 1, 2010 (Staff) 10.2. OCWD Board - September 1, 2010 (Staff) 10.3. YL City Council - September 7, 2010 (Mills) 10.4. YL Planning Commission - September 8, 2010 (Collett) 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from September 10, 2010 -October 31, 2010 12. CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 12.1. 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 (OC Superior Court - Case No. 00124906) 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) Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968) Name of Case: Rodriguez vs. YLWD, et al (OC Superior Court - Case No. 00333938) Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior Court - Case No. 00348304) 13. ADJOURNMENT 13.1. The next regular meeting of the Board of Directors will be held September 23, 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: September 9, 2010 Subject: Minutes of the Regular Board of Directors Meeting Held August 26, 2010 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 082610 BOD - Minutes.doc BOD Mtg Minutes 08/26/10 Minutes Approved by the Board of Directors of the Yorba Linda Water District 9/9/2010 RC/PH 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING August 26, 2010 1. CALL TO ORDER The August 26, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills 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 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 Phil Hawkins Steve Conklin, Engineering Manager John W. Summerfield Lee Cory, Operations Manager Stephen Parker, Finance Director Damon Micalizzi, PI Officer Annie Alexander, Executive Secretary OTHER VISITORS Brett Barbre, Director, Municipal Water District of Orange County Nancy Rikel, Mayor Pro Tem, City of Yorba Linda Bill Guse, Member, YLWD Citizens Advisory Committee Gary Melton, Member, YLWD Citizens Advisory Committee Laurie Park, Associate, McCormick, Kidman & Behrens 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested to remove Item No. 13.1. from the agenda as there was no need for a Closed Session. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 5-0 to approve the Consent Calendar. Director Collett abstained from voting on Check No. 54790 of Item No. 6.2. as he has a financial interest with the vendor. 1 6.1. Minutes of the Regular Board of Directors Meeting Held August 12, 2010 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 $844,678.86. 6.3. Retention Reduction and Progress Payment No. 27 for the Highland Reservoir Replacement Project Recommendation. That the Board of Directors approve Retention Reduction to 5% and approve Progress Payment No. 27, in the net amount of $82,300.22, to Schuler Engineering Corporation and 5% retention of $4,331.59, deposited to Citizens Business Bank escrow account, for construction of the Highland Reservoir Replacement Project, Job No. 200309. 6.4. Declaration of Restrictive Covenants with Toll CA III, L.P., Tract 17030 Recommendation. That the Board of Directors authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Toll CA III, L. P., Job No. 200607. 6.5. Approval of MWDOC Grant Participation Agreement Recommendation: That the Board of Directors authorize the General Manager to execute the MWDOC Tiered Rates Grant Participation Agreement subject to approval as to form by General Counsel. 6.6. Unaudited June 2010 Budget to Actual Results Recommendation. That the Board of Directors receive and file the Unaudited June 2010 Budget to Actual Results. 6.7. Investment Report for the Period Ending June 2010 Recommendation. That the Board receive and file the Investment Report for the Period Ending June 2010. 6.8. Proclamation Recognizing the Centennial Anniversary of the Association of California Water Agencies Recommendation. That the Board of Directors approve the proclamation recognizing ACWA on their 100 year anniversary. 2 6.9. Posting of Job Classifications and Salary Ranges Recommendation. That the Board of Directors approve the posting of employee job classifications, salary ranges and labor agreements on the District's website. 6.10. Reschedule Board Meetings Recommendation. That the Board of Directors reschedule the regularly scheduled Board meetings as follows. • Reschedule Thursday, November 11, 2010 to Wednesday, November 10, 2010 at 8.30 a.m. • Reschedule Thursday, November 25, 2010 to Wednesday, November 24, 2010 at 8.30 a.m. • Reschedule Thursday, December 23, 2010 to Wednesday, December 22, 2010 at 8.30 a. m. 6.11. Schedule Financial Planning Workshop Meeting Thursday, October 21, 2010 at 9:00 a.m. Recommendation. That the Board of Directors schedule a Financial Planning Workshop on Thursday, October 21 from 9.00 a.m. to approximately 12.00 p.m. a, 7. ACTION CALENDAR 7.1. General Manager's Employment Contract The Board reviewed the contract in detail and made the following revisions: a~ The last sentence of Section 1 was modified to read "Each year, on or before February 12 (Anniversary Date) the Board will review the performance of the General Manager for consideration of an equitable merit increase." Section 7 (c) was struck in it its entirety. The end of the first sentence in Section 8 was modified to read "...this Agreement may be immediately terminated without Severance Payment by the Board of Directors by action taken at a duly-convened meeting. The second sentence of Section 8 was modified to read" General Manager may terminate this agreement upon ninety (90) days written notice to the District." On a motion by Director Summerfield, seconded by Director Beverage, the Board voted 5-0 to approve the General Manager's Employment Contract as revised. 3 A brief recess was declared at 9:37 a.m. The meeting reconvened at 9:45 a.m. 8. REPORTS, INFORMATION ITEMS AND COMMENTS 8.1. President's Report None. 8.2. Directors' Reports Director Summerfield reported that he would be unavailable to attend the Board meeting scheduled September 23, 2010. 8.3. General Manager's Report None. 8.4. General Counsel's Report Mr. Kidman commented on the recent controversy involving the salaries of high ranking employees and Council members for the City of Bell. 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett Minutes of the meeting held August 17, 2010 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: Approval of MWDOC Grant Participation Agreement; Proclamation Recognizing the Centennial Anniversary of the Association of California Water Agencies; Posting of Job Classifications and Salary Ranges; Reschedule Board Meetings; Schedule Financial Planning Workshop Meeting for Mid-October; Director's and General Manager's Quarterly Fees and Expenses (Apr-Jun); General Counsel's Monthly Summary Billing Report July 2010. Meeting scheduled September 21, 2010 at 4:00 p.m. 9.2. Finance-Accounting Committee (Summerfield/Collett) Alternate: Mills Meeting scheduled September 13, 2010 at 4:00 p.m. Director Mills will attend in place of Director Summerfield. 4 9.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate: Summerfield Minutes of the meeting held August 20, 2010 were provided at the meeting. Directors Collett and Hawkins attended. Matters discussed during the meeting were as follows: ACWA/JPIA General Liability Insurance Deposit Premium October 1, 2010 through September 30, 2011 and Retrospective Allocation Point; Status of Recruitments and Authorized/Budgeted Positions; and Status of Human Resources and Risk Management Activities. Meeting scheduled September 14, 2010 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Meeting scheduled September 2, 2010 was rescheduled to September 8, 2010 at 4:00 p.m. 9.5. Public Information -Technology Committee (Beverage/Hawkins) Alternate: Summerfield Minutes of the meeting held August 19, 2010 were provided in the agenda packet. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: Barricade Fire Retardant; Emergency Preparedness Information on District's Website and in Quarterly Newsletter; Elk Mountain Practice Field Update; Bottled Water Update; Public Events Update; Conservation Ordinance Monthly Statistics; and IT Projects Monthly Status. Meeting scheduled September 7, 2010 at 4:00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett Meeting scheduled September 28, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee Minutes of the meeting held August 23, 2010 were provided at the meeting. Matters discussed during the meeting were as follows: November Water Bond Measure; Practice Field Atop Elk Mountain Reservoir; and City of Yorba Linda Sewers Update. Mr. Guse addressed the Board and commented on the Committee's concerns related to the Yorba Linda Parks and Recreation Department cancelling contracts with youth sports clubs for use of their practice fields and inadequate parking at the proposed practice field at Elk Mountain Reservoir. 5 Meeting scheduled September 27, 2010 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council -August 17, 2010 (Summerfield) Director Summerfield attended and commented on multi-family residential design guidelines and Savi Ranch signs which were discussed at the meeting. 10.2. MWDOC Board -August 18, 2010 (Staff) Staff did not attend this meeting. 10.3. OCWD Board - August 18, 2010 (Staff) Staff did not attend this meeting. 10.4. YL Planning Commission -August 25, 2010 (Hawkins) Director Hawkins attended and commented on two conditional use permits and a lot line adjustment which was discussed during the meeting. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from August 27, 2010 - September 30, 2010 The Board reviewed the listed meetings and made one additional change. Director Hawkins will attend the Yorba Linda Planning Commission meeting on September 8, 2010 and Director Collett will attend the same meeting on September 22, 2010. 12. CONFERENCES AND SEMINARS 12.1. CSDA Conference -September 20-23, 2010 ACWA/JPIA Fall Conference - November 29-30, 2010 ACWA Fall Conference - December 1-3, 2010 CRWUA Annual Conference - December 15-17, 2010 On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the ACWA/JPIA, A C WA and CRWUA conferences. 13. CLOSED SESSION Item No. 13.1. was removed from the agenda. 13.1 Conference with Legal Counsel - Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code 6 Name of Case: Itani, et al vs. YLWD (OC Superior Court - Case No. 00124906) 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) Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No. 00332968) Name of Case: Rodriguez vs. YLWD, et al (OC Superior Court - Case No. 00333938) Name of Case: American Security Insurance Company, et al vs. YLWD (OC Superior Court - Case No. 00348304) 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:16 a.m. The next regular meeting of the Board of Directors will be held September 9, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary 7 ITEM NO. 6.2 AGENDA REPORT Meeting Date: September 9, 2010 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $982,893.41 Funding Source: All Funds From: Ken Vecchiarelli, General Manager Account No: N/A Job No: N/A Presented By: Stephen Parker, Finance Director Dept: Finance Reviewed by Legal: N/A Prepared By: Maria Trujillo, Accounting Assistant CEQA Compliance: N/A 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 $982,893.41. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A wire of $86,419.88 to ACWA- HBA for September 2010 health premium; a wire of $46,521.23 to 1 st Enterprise Bank for Hidden Hills July 2010 retention payment; a check of $418,871.04 to Pacific Hydrotech Corporation for Hidden Hills July 2010 progress payment; and, a check of $54,574.98 to Southern California Edison for August electrical services on all sites. The balance of $137.270.93 is routine invoices. The Accounts Payable check register total is $743,658.06; Payroll No. 17 total is $239,235.35; and, the disbursements of this agenda report are $982,893.41. 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: CkReg90910_BOD.pdf Check Register Backup Material 10-CS 909.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/9/2010 RC/PH 5-0 Yorba Linda Water District Check Register For Checks Dated: 8/27/2010 thru 9/9/2010 Check No. Date Vendor Name Amount Description (S25 k or greater) W9910 09/09/2010 1st Enterprise Bank 46,521.23 Hidden Hills retention July 54828 09/09/2010 Abbott Staffing Group, Inc. 4175.20 W82710 08/27/2010 ACWA-HBA 86,419.88 Health premium September 54829 09/09/2010 Advanced Infrastructure 16,832.30 54830 09/09/2010 Annie Alexander 510.05 54831 09/09/'2010 Anthem Blue Cross EAP 165.00 54832 09/09/2010 Aqua-Metric Sales Co. 5,688.74 54833 09/09/2010 Aramark Uniform Services, Inc 404.34 54834 09/09/2010 Arrow Hardware 261.75 54835 09/09/2010 Associated Laboratories 2,275.20 54837 09/09/2010 AT & T 45.07 54836 09/09/2010 AT & T - Calnet2 3,873.09 54838 09/09/2010 Auto mationdirect.com, Inc. 330.00 54840 09/09/2010 B & M Lawn and Garden Inc 93.12 54839 09/09/2010 Bank Of America 871.32 54841. 09/09/2010 BNI Building News 495.55 54850 09/09/2010 C & L Refrigeration Corp. 6,881.13 54621 08/27/2010 Cal Society-Municipal Finance -99.00 54842 09/09/2010 Calolympic Safety Co. 91.87 54843 09/09/2010 CDM, Inc. 2,797.22 54844 09/09/2010 Ceridian Benefits Services 76.50 54845 09/09/2010 Certified Laboratories 283.80 54846 09/09/2010 City Of Placentia 85.00 54847 09/09/2010 City Of Placentia 5,693.26 54848 09/09/2010 City of Rancho Cucamonga 6100 54849 09/09/2010 Cla-Val Co. 122.71 54851 09/09/2010 Dangelo Co. 143.01 54853 09/09/2010 Dean Criske Trucking 1,190.61 54852 09/09/2010 Delta Wye Electric, Inc. 27,880.00 Well Optmiztn/Well 12 motor 54854 09/09/2010 Eisel Enterprises, inc. 1,134.44 54855 09/09/2010 Energy Environmental Soln, Inc 2,200.00 54855 09/09/20110 Fleet Services,. Inc 11.64 54857 09/09/2010 Home Depot Credit Services 293.89 54858 09/09/2010 Hopkins Technical Products Inc. 305.54 54859 09/09/2010 Hotsy Of So California 227.56 54860 09/09/2010 HSBC Business Solutions 434.98 54826 09/09/2010 INTEGRITY BUILDERS & ASSOC 997.48 54861 09/09/2010 Jackson's Auto Supply - Napa 208.85 54862 09/09/2010 Jesus Sosa 145.00 54863 09/09/2010 Jobs Available 35.00 54864 09/09/2010 John Bogosian 182.60 54827 09/09/2010 JON MOULTON 2.59 54865 09/09/2010 KAMAN INDUSTRIAL TECH CORP 170.58 54866 09/09/2010 KS Design 56.55 54867 09/09/2010 Kimball Midwes 225.41 S4868 09/09/2010 Liebert Cassidy Whitmore 4,075.00 54869 09/09/2010 Marina Landscape, Inc 755.00 54870 09/09/2010 Mc Fadden-pale Hardware 594.98 54871 09/09/2010 Mc Master-Carr Supply Co. 464.64 54872 09/09/2010 Miles & Kelley Construction 1,000.00 54873 09/09/2010 Municipal Water District 54.00 54874 09/09/2010 M uzakLLC 65.25 54875 09/09/2010 MWH Americas, Inc. 3,299,04 54876 09/09/2010 Nickey Petroleum Co 4,089.58 54877 09/09/2010 Nicole Dalton 427.02 54878 09/09/2010 Office Solutions 283.82 54879 09/09/2010 Orange County Register 48.00 54882 09/09/2010 P,T_I. Sand & Gravel, Inc. 256,78 54880 09/09/2010 Pacific Hydrotec'h Corporation 418,871.04 Hidden Hills prog pay July 54881 09/09/2010 Praxair Distribution 76.51 54886 09/09/2010 R J Services, Inc 3,077.72 54884 09/09/2010 RE fabricators 3,503.93 54883 09/09/2010 Red Wing .Shce Store - Orange 107.01 54885 09/09/2010 Ricardo Hipol`.t❑ Jr 145,00 54887 09/09/2010 Rogan Concrete Coring & Sawing, Inc. 375.00 54888 09/09/2010 Schorr Metals, Inc. 123.29 548519 09/09/2010 Shred-It USA Inc 72.15 54890 09/09/2010 Siemens Water 501.19 54891 09/09/2010 Southern Calif Fdison Co. 54,574.98 Electrical/all sites August 54892 09/09/2010 Southern Calif Gas Co. 5,071.14 54893 09/09/2010 Southern Counties 52185 54894 09/09/2010 Specialized Painting Co., Inc. 1,940.00 54895 09/09/2010 Stacy Bavol/Petty Cash 276.50 54816 09/09/2010 Staples Advantage 485.77 54897 09/09/2010 Stater Bros. Markets 123.57 54898 09/09/2010 SWRCB Fees 404.00 54899 09/09/2010 Systems Source Inc 103.32 54900 09/09/2010 Terminix Processing Center 185.00 54901 09/09/2010 Time Warner Cable 2,136.64 54902 09/09/2010 United Industries 410.57 54903 09/09/2010 UPS Freight 73.00 54904 09/09/201.0 Urethane Solutions, Inc. 3,750.00 54905 09/09/2010 Village Nurseries 20.12 54906 09/09/2010 Wells Supply Co 9,612.81 54907 09/09/2010 Westside Building Material 89738 Total $743,658.06 September 9, 2010 CHECK NUMBERS: Void Check 54621 $ (99.00) Computer Checks 54823- 54907 $ 610,815.95 $ 610,716.95 WIRES: W-82710 ACWA-HBA $ 86,419.88 W-9910 1St Enterprise Bank $ 46,521.23 $ 132,941.11 TOTAL OF CHECKS AND WIRES $ 743,658.06 PAYROLL NO. 17: Computer Checks 4607 - 4610 Manual Checks 4611 - 4619 $ 239,235.35 DISBURSEMENT TOTAL: $ 982,893.41 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF SEPTEMBER 9, 2010 ITEM NO. 6.3 AGENDA REPORT Meeting Date: September 9, 2010 Budgeted: Yes Total Budget: $5,500,000 To: Board of Directors Cost Estimate: $3,100 Funding Source: ID No. 2 GO Bonds From: Ken Vecchiarelli, General Account No: 401-2700 Manager Job No: 200028 Presented By: Ken Vecchiarelli, General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Approval of Change Order No. 3, Final Progress Payment Number 15 and the Notice of Completion for the Hidden Hills Reservoir Project SUMMARY: Work is complete for construction of the Hidden Hills Reservoir and upgrades to the Santiago Booster Pump Station. Submitted for consideration is construction Change Order No. 3, Final Progress Payment Number 15 and authorization to file the Notice of Completion for the project. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 3 in the amount of $3,002.27 and one additional calendar day, Final Progress Payment No. 15 in the net amount of $418,871.04 to Pacific Hydrotech Corporation and 10% retention of $46,541.23; 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 Hidden Hills Reservoir Project, Job No. 200028. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee will discuss this item at its meeting on September 8, 2010. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation (PHC) submitted Change Order No. 3 due to District requested additions and modifications during the course of construction to date. Proposed Change Order No. 3 includes the addition of wiring and labor for additional programming options requested by the Operations Department, related to the earthquake control panel and connections to the motor-operated valves. PHC is requesting one additional calendar day and $3,002.27 for this work. A copy of Change Order No. 3 is attached for review and information. Pacific Hydrotech Corporation also submitted a request for Final Progress Payment No. 15, in the amount of $465,412.27, which is the final payment for all work on the project through the completion date of July 31, 2010. During this period, the contractor completed hydroseeding, fencing, electrical installation and testing and addressed remaining punchlist items for the project. This is the final pay request for this project. The status of the construction contract with Pacific Hydrotech Corporation is as follows: . The current contract is $5,037,862.83 and 445 calendar days starting May 11, 2009 (including Change Order No.1 which added $3,027.86 and 16 calendar days and Change Order No. 2 which added $22,376.97 and 29 calendar days). . If approved, Change Order No. 3 adds $3,002.27 (0.06% of the current contract amount) and 1 calendar day (0.2% of current contract calendar days). . If approved, the revised construction contract amount is $5,040,865.10 and 446 calendar days. . The final contract amount is $4,990,865.10 and 446 calendar days starting May 11, 2009 (which includes $28,407.10 in authorized change orders, offset by a credit to the District of $50,000.00 for unused field orders per the contract and approved time extensions of an additional 46 calendar days). . If approved, Progress Payment No. 15 is $465,412.27 (9.2% of the total contract amount), less 10% retention of $46,541.23 for a net payment of $418,871.04. . If approved, total payments including retention are $4,990,865.10 (100% of the total contract amount). As of July 2, 2010, the reservoir was placed in service and the District began receiving beneficial use. YLWD staff have reviewed the change order request and final progress payment request and recommend approval. A copy of Change Order 3 and Final Progress Payment No. 15 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board has approved fourteen progress payments to date for this project, the last of which was approved July 22, 2010. ATTACHMENTS: Name: Description: Type: Hidden _Hills _Change Order _No_3.pdf Hidden Hills Change Order No 3 PHC Corporation Backup Material Pacific Hydrotech PPR 15 FINAL.pdf Final Progress Payment 15 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/9/2010 RC/PH 5-0 YORBA LINDA WATER DRSTRIICT CHANGE ORDER NO. 003 }ATE August 18, 2010 Rage 1 of 1 CONTRACT NAME: Hidden Hills Reservoir Project CONTRACT AMT.: $5,037,852.83 DAYS: 445 CONTRACTOR: Pacific Hydrotech Corporation THIS CHANCE: $3,002.27 DAYS: 1 (0.06%) OWNER: Yorha Linda Water District REVISED CONTRACT AMT: $ 5,040,865.10 DAYS: 446 This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. DESCRIPTION OF CHANGES +INCREASE CONTRACT TIME I OR +EXTENSION -DECREASE1N iOR- CONTRACT REDUCTION AMOUNT (DAYS) Additional Valve Actuator Wiring and Testing at Reservoir Site $3,002.27 ) 1 fVE-CHANGE - - _ $ 3,002,27 1 I EVISL C} CONTRACT AMOUNT AND TIME $5,040,8G5.t0 446 The amount of the contract will be increased <4es+,~ed> by the sure of $ 3,002.27 and the contract time shall be increased -<-deerease€f3 by 1 calendar days)- The and-srsigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order- The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order Items- This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner- This Change Order constitutes full, final, and complete compensation to the Contractor for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced changes in 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 disruption of any work, any rescheduling of any work, and any other effect on any of the work under this Contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, it any, and expressly waives any claims far any additions compensaticri.,Pamages or time extensions, in connection with the above-referenced changes. 'p RECOMMENDED: /ENGINEER OR DATE: - A1VT Steve Conk III ngin ring Manager ACCEPTEt):~ DATE. /CONTRACTOR f }I ; irk Harns. President PHI - 1 APPROVED: DATE: (OWNER Kenneth R. Vecchiarefli, General Manager YOREA LINDA WATER DISTRICT FINAL PAY REPORT PROJECT Hidden Hills Reservoir PROGRESS PAY REQUEST NO. 15 LOCATION Yorba Linda, CA PROJECT NO. J-200028 PAGE 1 OF 1 PAGES CONTRACTOR Pacific Hydrotech DATE August 31, 2010 ORIGINAL CONTRACT AMOUNT: $ 5,012,458.00 AUTHORIZED CHANGE ORDERS: (21,592.90) REVISED CONTRACT AMOUNT: 4,990,865.10 PROGRESS PAY ESTIMATE FOR PERIOD July 1, 2010 TO July 31, 2010 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 4,500,048.00 $ 462,410.06 $ 4,962,458.00 CHANGE ORDER WORK COMPLETED $ 25,404.83 $ 3,002.27 $ 28,407.10 TOTAL VALUE OF WORK COMPLETED $ 4,525,452.83 $ 465,412.27 $ 4,990,865.10 LESS RETENTION 10% $ 499,086.51 LESS OTHER DEDUCTIONS Electronic Wire Fees $ 300.00 NET EARNED TO DATE $ 4,491,778.59 LESS AMOUNT PREVIOUSLY PAID $ 4,072,901.55 BALANCE DUE THIS ESTIMATE $ 418,871.04 NOTICE TO PROCEED May 11, 2009 COMPLETION TIME 400 CALENDAR DAYS APPROVED TIME EXTENSIONS 46 CALENDAR DAYS TOTAL CONTRACT TIME 446 CALENDAR DAYS TIME EXPENDED TO DATE 446 CALENDAR DAYS TIME REMAINING 0 CALENDAR DAYS REQUESTED BY; DATE: 08I31I10 Ronald Wiebe Project Coordinator, Pacific Hydrotech APPROVED BY: t. ' DATE: Jesus Sosa, Construction Inspector, YLWD APPROVED BY: DATE: Steve Conklin, Engineering Manager, YLWD ITEM NO. 6.4 AGENDA REPORT Meeting Date: September 9, 2010 Budgeted: Yes Total Budget: $5,500,000 To: Board of Directors Cost Estimate: $30,000 Funding Source: Water Revenue Bond From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 200814 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Geotechnical Services for the Highland Booster Station Replacement Project SUMMARY: Staff issued a Request for Proposals for Geotechnical services for the construction of Highland Booster Station Replacement Project. The District received five proposals. Following evaluation, staff recommends award to Ninyo & Moore, for a fee not to exceed of $30,494. STAFF RECOMMENDATION: That the Board of Directors authorize execution of a Professional Services Agreement with Ninyo & Moore for a fee not to exceed $30,494, to provide geotechnical services for the Highland Booster Station Replacement Project. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee will discuss this item at its meeting on September 8, 2010. Staff will report the Committee's recommendation at the Board meeting. DISCUSSION: Staff prepared a Request for Proposal to provide geotechnical services for construction of the Highland Booster Station Replacement Project. Staff solicited proposals from six geotechnical firms experienced in this field. Five firms submitted proposals. The District's review team ranked and scored the proposals based on experience of staff and firm, content, and understanding of the project. Following the technical evaluation and ranking, separate envelopes with fees for each proposal were opened by staff. Results of the ranking and the proposed fee for each are as follows: Firm Evaluation Score Fee Ninyo & Moore 14.03 $ 30,494 Leighton 13.98 $ 49,819 MTGL 12.73 $ 11,997 Associated Soils Engineering 12.72 $ 27,935 Petra 11.78 $ 27,355 After extensive review of the five proposals, it was staff's determination that MTGL came in too low to perform the required tasks for the project and that Leighton was too high for the requested services. The three remaining firms (Associated, Ninyo & Moore and Petra) were all very close in their fees. The experience of personnel and past projects was then further reviewed. It was noted that all personnel with Ninyo & Moore have excellent experience and many more individual certifications when compared to the other firms, especially that of the technician who will be onsite. Therefore, based on experience and qualifications, staff recommends award to Ninyo & Moore. PRIOR RELEVANT BOARD ACTION(S): On July 9, 2009, the Board of Directors approved the award of the Professional Services Agreement (PSA) for design of the Highland Booster Pump Station Replacement Project to MWH Americas, for a fee not to exceed $469,593. On August 12, 2010, the Board of Directors awarded a construction contract to Pacific Hydrotech Corporation in the amount of $4,525,800. Approved by the Board of Directors of the Yorba Linda Water District 9/9/2010 RC/PH 5-0 ITEM NO. 6.5 AGENDA REPORT Meeting Date: September 9, 2010 Budgeted: Yes Total Budget: $2M To: Board of Directors Cost Estimate: $9,500 Funding Source: All Water Funds From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 200711 Presented By: Ken Vecchiarelli, General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: Well No. 20 Engineering Services Amendment No. 1 with Civiltec Engineering, Inc. SUMMARY: Due to greater pumping capacity than anticipated, and the decision to retain Well 11 for emergency backup, a change in the design work scope is requested. STAFF RECOMMENDATION: That the Board of Directors authorize approval of Engineering Services Amendment No. 1 with Civiltec Engineering Inc. for a fee increase not to exceed $9,500, resulting in a total fee of $89,320. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee will discuss this item at its meeting being held September 8, 2010. DISCUSSION: On March 11, 2010, the Board of Directors authorized execution of a Professional Services Agreement with Civiltec Engineering Inc. (Civiltec) for a fee not to exceed $79,820, to provide engineering design, bid support and construction management services for Wellhead Equipping of Well No. 20. In May 2010 when drilling and pump testing was completed, it was determined that Well No. 20 will be capable of efficiently producing approximately 3,000 GPM, which is 1,000 GPM more than originally anticipated. At that time, in a design review meeting with staff of the Operations Department and the design consultant, it was decided that the new well facilities should be upsized to take advantage of the greater production. It was also decided that rather than abandoning and removing the existing Well 11, it would be retained as emergency backup. These decisions to give the District more production capability and flexibility required changes in the design scope for disinfection, electrical and wellhead facilities. At the District's request, Civiltec provided the attached letter proposal describing the proposed additional design services and fee. District staff reviewed the proposed services and $9,500 fee increase, and recommends approval. PRIOR RELEVANT BOARD ACTION(S): On March 11, 2010, the Board of Directors authorize execution of a Professional Services Agreement with Civiltec Engineering, Inc. for a fee not to exceed $79,820, to provide engineering design, bid support and construction management services for Wellhead Equipping of Well No. 20. ATTACHMENTS: Name: Description: Type: Civiltec Well No. 20 Amendment No. 1 08-24 Civiltec Amendment No. 1 Backup Material 2010. doc. pdf Approved by the Board of Directors of the Yorba Linda Water District 9/9/2010 RC/PH 5-0 CIVU..1'. TI" evi o=hie eying inc. General Civil, Municipal, Water and Wastewater Engineering, Planning, Construction Management and Surveying Monrovia Prescott Phoenix August 24, 2010 r' L Yorba Linda Water District Yorna , i, di, 1717 Bast Miraloma Avenue WttCF "'-.'~<<C Placentia, CA 02870 Attention: Anthony Mangano, P.F., Sr. Project Manager Subject: Amendment No. 1 for the Engineering Design, Bidding Support Services, and Construction Management for Wellhead Equipping of Yorba Linda Water District's Well No. 20. Job No. 200711. Dear Mr. Manzano: C'iviltee leas been working closely with the Yorba Linda Water District to prepare preliminary design documentation, design plans, and construction specs in support of t making improvements to Well No. 20. Our efforts thus far have included preparing to final stages the Preliminary Design Report along with 50% drawings. On July 21". Civiltec and YL.WD met at the District's office to discuss review comments and necessary revisions and or clarifications to the report and design documents. Results of this meeting concluded that the District desired to include in the design preparation of plans to house a new 2-ton brine storage tank underneath a new shade structure and canopy. '11-ie original scope of this effort was inclusive of a new brinc storage tank that was to replace the existing tank within the existing disinfection building. Further, the District requested that the facilities at the Well No. I1 site be incorporated into the final Well No. 20 design by transferring PLC control from the existing Well No. I I panel to the new Well No. 20 control system. Transferring the existing input and output signals from Well No. 1 I will require additional coordination, research and design development not originally anticipated. In addition new service coordination will be required to serve both Well No. 20 and Well No. 11 with the utility. As a result additional design drawing sheets and specifications will need to be prepared to accommodate the design revisions. This effort assumes that the hard relay logic present at the Well No. 1 I electrical control panel remains operable and useful. Our design will tie in the existing input and output signals from Well No. 1 I to the new Well No. 20 PLC' panel. Task 2: Preparation of Plans and Specifications A. Construction. Drawings: Prepare detailed design plans for the shade structure and well No. 11 and Well No. 20 interface. The detailed design will be inclusive of the shade Yorba Linda Water [:District Anthony Mangano, P.E., Sr. Project Manager Amendment No. I for the. Engineering Design of Wellhead Equipping of YLWD Well No. 20 August 24, 2010 Page 2 structure plan, sections and structural and foundation details to support the structure. Electrical plans will include all inclusive I/O block diagrams inclusive of Well No.1 I input and output. 1. 90% Design Review - Revise current 50% drawings to include the new shade structure plans on all relevant .sheets. 100% 1?e.rr`gn Review - Update shade structure and electrical drawings to reflect YLWL) input for 100% design. 3. Final Approval Review Update shade structure and electrical drawings to reflect YI.WD input for Final design. B. Technical Specifications: Prepare; additional miscellaneous technical specifications to support the inclusion of the shade structure and electrical design into the final construction drawing set. All other items of scope will be performed pursuant to Civiltec-s current Contract with YLWD for preparation of the Well No. 20 Wellhead equipping plans, specifications, and construction support services. Amendment to Designation of Subconsultants Civiltec proposes to subcontract the electrical portions of the work to an equivalent/alternate electrical engineering firm. To meet our internal metrics for project success and supporting the project with our best available resources, we have elected to have the electrical engineering work performed by a firm more local and with more specific YLWD experience than proposed in our original proposal. T be electrical engineering will be performed by Mullen and Associates, Inc. of Fullerton, California. Mullen is a specialized electrical engineering firm. 'rhe Project Manager for Mullen will be Larry D. Mullen, P.F., Principal and Owner. Mr. Mullen has worked with Civiltec.• since 2005 in design of power systems, lighting systems and telemetry systems for pump stations, reservoirs and well facilities. Mr. Mullen has over 30 years of extensive experience in design and construction management, electrical and telemetry systems, lift station facilities, booster pumping facilities and reservoirs. Mr. Mullen's expertise includes design of motor controls, telemetry, power service and telephone service coordination. Yorba Linda Water District Anthony anzano, P.E., Sr. Project Manager c ] ,J li 'I't E Amendment No. I for the Isrlgineering Design of orh, ! trido c;[:'iGtcvrhs,t ilic Wellhead Equipping 7 ofYLWD Well No. 20 kN/'Its r ,f i..tr cr August 24, 2010 Page 3 A breakdown of manhours and subeonsultant lees associated with this effort are included in the Amendment No. I Pee summary that is attached hereto. We appreciate the opportunity to support the District in this very important project. Please let us know if you have any questions or continents. W. David Byrum, P.F. Senior Vice President and Principal Engineer X:'1201 0120 1 0 1 20-00-Yl.Wi3-WtellNo.20 Job No.200711',Clicnt\ ontract'Amendrnetit lo.ITMI0004-01YorbaLinda Water District Well No. 20 Amendment No1.doe YORBA LINDA WATER DISTRICT Amendment No. 1 Equipping of Well No, 20 YORBA LINDA WATER DISTRICT EQUIP PNNG OF WELL NO.2-0 .. - - ...._._........................ - . -_._,_._.._._._.._.._._._ ._._.._.._._...._....._.._._.._........ ........................._.... _.....-............... ...._...._._........._......... ENGINEERING COST ESTIMATE AMENDMENT NO.1 j UPDATED--�25-AAu -10 T _.___..._ _._ lm__ _—_' ___ W_._W ---- ---_._....._.�•_....-.__� HOURS BY HOURS BY HOURS BY HOURS BY HOURS BY HOURS BY HOURS BY _ HOURS BY _ ELECTRICAL TOTAL PE PM SE SUr —.._._._.._.._.,..._._..__..._.._._..........._._.......;......_...... ._..._....._.....;_.._............._....._._..._.._.. ----- PT ❑ AA -- --- ._._.._.- SURVEY Mullen EXPENSES BUDGET RATE S 180.001, $ 145.00' S 130,00 1 $ 125.00 $ 95.00 ! 3 80,00' $ 66.00 ......................----- $ 215.00 --------------------.....----- ----------- --------- I i I TASK 2-PREPARATION OF PLANS AND SPECIFICATIONS j 1 A 0 0 2 4 14 $ 2,500,001 $ 4,380.00 B 1 4 4 8 j 4 s 2,520.00 $ 5,120.00 HOURS 4 4 ........._... 14 4 0 i 40 ..._.....__._..4.-...._._._.-------�------I ------................._ _._.. __....._.._....................._.....................,...... -- -- -6 .-.._.-._.._._.,. ....._. ._. BUDGET S 720,001 $ $80.00 S 1,300.00 $ 600.00 a - $ 1,120.00 I.$ 260:00 ..................._._...._._.. $ �._.. _....__......__...._._.----- $ 5,020.00 S - ----- $ 9,500.00 - . i . __.._ SUE3TOTAL AMENDMENT NO.7-- 9 f ORIGINAL GRAND TOTAL? I ; $ 79,820.00 ; -� ---- - - - - j — AMENDED GRAND TOTAL _74 39,320.001 PM10004.01 Yorba Linda Water District Well No.20 Amendment No1.doo Budget.xls 8/25/2010 Page 1 ITEM NO. 7.1 AGENDA REPORT Meeting Date: September 9, 2010 Budgeted: N/A To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Pat Grady, Assistant General Dept: Information Manager Technology Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General CEQA Compliance: N/A Manager Subject: IT Projects and Status Update SUMMARY: From FY 2008/09 to the present, the District has implemented and continues to implement a series of IT programs and system integrations. By ensuring the District remains on the cutting edge of technology, goals have been established which include centralizing key information and making it available for the entire organization to utilize, reduce or eliminate inefficient manual processes, update software systems to industry standards, and generally improve efficiencies throughout the District. Staff will make a presentation to the Board of the status and progress of the key IT systems implemented to date. ATTACHMENTS: Name: Desc3iption: Type. 2010-09-09 - BOD - IT Projects Update.pdf PowerPoint Presentation Backup Material 9/21/2010 - Wr7M Yorba Linda. Water District IT Projects Status Update Presented By: Pat Grady, Asst. General Manager/IT Director Board Meeting September 9, 2010 IT Implement and utilize technology to enhance District efficiencies • Ensure hardware and software remains current with industry standards • Maintain platform standardization (i.e. Microsoft) • Continue to encourage data centralization • Provide technical support services to staff 77 1 9/21/2010 17 C-~ - Services Provided . • Information Systems - Hardware and software maintenance and upgrades - Staffsupport (help desk) - Programming and software integration - Telecommunications & equipment • GIS Services - Data maintenance Mapping conversions - Coordination with Operations and Engineering • SCADA Services - Wonderware maintenance - PLC and field instrumentation maintenance - Communications _ - - CIP Project Support (i.e. Highland Reservoir, Hidden Hills Reservoir, etc) - FY 2010/11 IT - - Z""` <~~Y. ._`e= '.Fy-~.,,. _ - ter. ~°r _~.1`~'"'4.t _~~~j Budget • IT Budget for FY 2010/11 - Expenses (Supplies, services & Labor) $ 1.1 mil - Capital Outlay (hardware & software) 400k Total IT Budget $ 1.5 mil Total Revenues $ 29.1 mil % of Revenues 5.2% - ~ l °t-.1 Y ~ ~C t. LA'v. ~T Y" r >?G. ~F(~ l fA~/ 2 9/21/2010 17 Industry Standard Benchmarks • % of IT Expenses to Total Revenues 1.9% (Education Industry) 2.4% (Retail/Wholesale Industry) 3.0% (Utilities Industry) 3.3% (Manufacturing Industry) 3.8% (Transportation Industry) vLwD (w/o major capital projects)-4.1 % 4.5% (Services/Consulting Industry) 4.8% (Health Care Industry) Average-47% 4.9% (Finance Industry) 8.4% (Telecommunications Industry) YLVVD C` Trent - 5.2% 9.7% (Government Industry) Sources: Information Week, CIO Magazine, Computerworld and Gartner Group 1- Major IT Accomplishments 11' Present) • Upgraded IT Infrastructure (New Building) • GIS Conversion & Implementation • Electronic Imaging and Documentation System • Agenda Preparation and Publishing Automation • Financial Systems Conversion & Implementation • Utility Billing Conversion & Implementation • Online Utility Bill Payment Services • SCADA Conversion to Industry Standard • Automated Vehicle Location Services (AVL/GPS) • Automated Timesheets & Payroll Integration • Intranet for Internal Use (multiple functions) 3 9/21/2010 17 C_~ - Upgraded IT Infrastructure Admin Building Data Center l 'tom ' ~..r A- 11 wl_ GIS Implementation (Geographic Information System) • Master Plan - Completed in 2002, Updated in 2006 • Data Conversion - Contract awarded in 2007 and completed in 2009 • Status - Recruited part-time GIS Technician - Data integrity check and corrections from field (ongoing process) - Training completed for field personnel V, - Pilot program to issue field computer for GIS access 4 9/21/2010 17 d ®Y rSna .s..'Wala--.IfYar:trr eec:~~mw wa: CS nwlu 6.r~e...- r....... '(,P.r.rfkerin ~waYrMrwn YmrwHea FClieeq 1r~YrAnYfe MYr MoNe WYYMaWr.er6.Y YANYriMwrYnCb VKMrlhw.ri9f M1tW nz!lr. cxvq ee Yj MrIInT $eemM1 vEtca4E So SYE vl.w.o. u5 I~. as ff'' kw _ ~ . ~ ~ Z• Site Nbrmtliae al iod 0{COm K1m ibY. HVaF it P,:,~w,.ene 114YrNnxwe IYY.Tlmen YCYeYq fFS mere mYf YYer°wYru.we.awY wiYeir...rxne« wlYr lse~rlaair ewi. xxueaM M.11 a U-h ra 4 Q61 .d° Y alrw~oem~ iY.uw mY: sew rwc«. 5 9/21/2010 17 - inn q Electronic Imaging • Laserfiche Software (2009) • First Step for Reducing Paper • Records Management Program Developed • Streamlines Publishing Archived Minutes, Ordinances, Resolutions, and other documents • Information Sharing Among Departments 6 9/21/2010 17 d Lasertiehe' n _ . . • -L"-+•-r.sl•al;r. ~OrRnanT¢•RO 40 o sRO-~ . ~an..' la - anoa oearp F...~ o sae, Elrmo•a . o sHOS iepal,. Cl FnpirvarirmQ I r.l --:Ili-flnenu C] inlTI0.31Ei IINuinal m . nan~on Ic: on-..; • OC`r lOPeretlpn5 ~ afF Human RC:oV:.-- ❑ ~ Ruaril cl ~nurt:n . © x~enrer cre-a v -um„~a1r:u. v r,nan~~. Resawans I-I MPman Resow'ce[ - quo lxscr.Pl.•;;-.a © ~acnrepreeTer~a ~ ~r rY Agenda Preparation & Automation • NovusAgenda Software (2009) - Board and Committee meetings • Advantages & Benefits - Workflow and Approval Process - Web Based & Items Searchable by Key Words - One Click Publishing of agendas and content - Time savings from manual preparation to automation 7 9/21/2010 17 cl ;t1JL': ~iS C'eeC:n ALtienComWr BbubW '~'-x..~ •$SL.. © [ mm~p hevm EMmur BNf u'4NE u..ym usl..p amr a '11^ _ ss[[akr9ai 1a'IVMTi -'.=PSxrelia- ~ e Q p 630 ce av arora.. - ~ 8 ~ ewn C4raC[CekMdr gb"4KU1~ 4nWi McMp VI - _ 4eWi'uraonp [realer _ ry r rr rY s;v'vsoc. •Jly':':~r i,~~~l;:l LI, I]nee'II1~ - "u.e-. ~F xin~• ~ fir,. a,. sir. ~•.,vm, hayv Irvlc*mJt•;,i- t•III!- tnJrln =w-•+- I° IInu7Jlyy n~ i Carr 8 9/21/2010 - ...I._-.~-~ • _ I dam"" _ - 17-. - d a Y®rba Linda Water District RG "02 VORBA LINDA WATER DISTRICT BOARD Cr 01 C- REGULAR MEETING Tnyr '..91-Wr 9. 2010. B:]Y AM IM E Mifl l- A,.. P!4-U. CA 92810 1 CALL TM CRMER 2 PLEDGE_QF A1,IEGIANCE 3 RML6 ChLL mil M Q` F"l'11•, a AMMIWN SDELE WN5 M: fHEAR,ENPA S. PUBLIC COMMENTS m C.0 SENTCALENMRR _ ~:+..n .-a...:mm.lm s.an.:ruewk avl.. igMA v.exirwr5aw.ar . . . mJ mpeke rgw~n M1.n••.cemdwa..... . 61 r..~i.ri lr.3rxri Boera~pirectns Measly HNd AVACr.[783010 g~,s•r~r..~ A~ Tnaruree adareerma ePnmw ee rn~xaeearcveser<-., E2 •I,~. la It.. r..i, nr.... ~ lib 1m F_'c•'t!; rr!~.c'~L':;!. "~.~•t~. f.•auradM~eYrs,ewY'umi urtnurre srt:rsr..•ir. •:'•::T)1 ti - Financial Systems • Microsoft Dynamics Great Plains - General Ledger, Accounts Payable, Inventory, Fixed Assets, Human Resources, Purchase Orders, Payroll, Project Accounting, Bank Reconciliation & Budgeting • Industry Standard Database - Opens opportunities for integration Allows data sharing with others in the organization • Converted from a Proprietary Legacy System - Written originally to accommodate DOS operating system & antiquated database platform One programmer for complete support • Immediate Benefits - Centralized all financial data Payroll manual entries eliminated General Journal entries streamlined - Reduction of paper Purchase Orders - Capital Projects tracked more efficiently (previously a manual and ledger process) - y - All District bank accounts reconciled more effectively y ~ . _ 1 ~ 1sY . `c.~ t • t' LA'v. - ~I 7"' r '~.`r' - ~ -I Air 9 9/21/2010 - File Edit -I, View Help pgrady -ba Linda Water Oistricl 0f812010 Conhacl Number PROJECT PigieG lQ 200626 Prpiect Number 200026 PioleG Name Hidden Hills Reservmi&BPS PrpleclAmounl $000 Piolecl Status Open BIGng Currency ID US$ Prplecl Type Ti- and Materials PIOIeG Begin Dale 3/31/2010 Accounting Method When %,b-d PioleG End Dale 6/30/2011 Display Transactions. 0 Timwheel ® Equipment Log Q Miscellaneous Log 2] Employee Expense 0 P-hasingl-rice k-lory Seq Cost Category R. Begin Date End Date Status T. Prof Type Bill Type Und Cost F,00 Amount F,,hti Sty 41: ROM "I Total Cost 1 "a" 3/31/2010 J 6/30/2011 J Open v TS BRate STD $0.00000 $0.00000 0.001 0.00 Hour $O. BO ^a 2 SUPPLIES 3/31/2010 6/30/2011 Open PM DR- STD 80.00 $0.00 0.00% 0.00 89.00 3 OUTSIDE SVC 3/31/2010 -1 6/30/2011 J Open PM BRate STD $'mB,00, $0.00 0.00% 1.00 $7,00090090 4 INVENTORY 3/31/2010 _j 6/30/2011 _J Open + IV BRate STD $0.000 $0.000 0.00% 0 $0.00 5 EQUIP 3/31/2010 _j 6/30/2011 _J Open w EL BRale STD $0.00 $0.00 0.001 0.000 Each $9.00 0 0/0/0000 1 o/O/oooo J $o.oo $0.00 oB,% 0.00 $0.00 Brier Totals 0.000 $0.00 v Forecast Totals 1.000 $7,000,000.00 et• By Order E, 11 {v OK Redsplay + ~f t }°r a; d 1. Utility Billing • Cogsdale Corporation (integrated with MS Great Plains) Utility billing, integration with online bill pay and backflow tracking • Industry Standard Database - Opens opportunities for integration Allows data sharing with others in the organization • Converted from a Proprietary Legacy System - Written originally to accommodate DOS operating system & antiquated database platform One programmer for complete support • Immediate Benefits - Centralized customer information & GIs integration Customer history and consumption information more readily accessible - Flexibilityfor implementing other rate structures Reporting capability is unlimited - IT Department able to provide internal support for certain issues - Water bill graph effective for communicating water usage Customers maintains the same unique customer number regardless of address - Ability to re-create a water bill on the spot - Other built-in features, i.e. Payment arrangements for customers 10 9/21/2010 17 ADA Conversion • BIF (Builder Industrial Foundry) to Wonderware • Industry Standard Database - Opens opportunities for integration Allows data sharing with others in the organization • Converted from a Proprietary System • Immediate Benefits - Centralized and accessible information Multiple vendors that support the software - Reporting capability is unlimited IT Department able to provide internal support for certain issues - Ability to integrate with other systems (GIS, CMMS, etc) - Shareable status information (http://vlwd/Operations/scada.aspx ) Vehicle Location) • Services Provided - Hosted solution by Network Fleet - GPS monitoring and status of each District vehicle Features - Diagnostics notification to the mechanics - Smog certification program - Speed alerts - Perimeter alerts - Theft notification alerts - Idle times (fuel reduction) - Employee timecard verification - District location confirmation 4 - http://www.networkfleet.com `v 11 9/21/2010 17 • System to replace Excel timesheets • Integrates Directly with GP Payroll • Approval Workflow • Manual Data Entry Completely Eliminated ® • Linda ]District Time Sheet - L- Balances ,p-1.,ct , Iepem,er .I.) I- Is 24 k $ r § 9 • 22-, - efAvr ca..~2.re v+"+ad Add .t :1ex I.Eae T. Y-r Tgo h- ~ y`` ••Px. ttvs. Sm Sim La -W Tu Fn Sat Sox SEw T. u'cd i9u N Ss !vb,ti~;s 579 $34 531 91 9': 91 PA 94 9' 91 99 910 911 '~-a' fk9auule ~ l5.bnai lee ' r??r~i9!R1aa~lLid cG3 hrt _ iimr. SheeF Elovn - - D....q~m. S.. M. Tae tiN Tb Tn Sat Sa )1- T., 114 TYa F. Sal Wa 4 S-.9 530 9'.91 91 9': 9-} 9T 9':? 96 9- 99 99 91Y 911 To-ial y rT r w 11 •e"l)1 F3 •lei ,i r .i t ) a a i e f.' 12 9/21/2010 17 • Software as a Hub for Applications and Data Sharing • Programmed Internally and Constantly Revolving & Expanding • Current Features: - Centralized location for all software - Employee directory and contact info (dynamic data) - Repository for all District commonly used forms - Central location for policies & procedures - Events sign-up database - Centralized and shareable calendar for each department and Board - Budget creation module - GP integration - Publishing of CIP project status (dynamic from GP financials) - IT Support software _ - Central repository for bargaining agreements, job descriptions, salary matrices, etc. _ J" 9 Upcoming Projects • Computerized Maintenance & Management System - Automate and track all field work orders Will provide actual costs to perform all work order related functions • Automated Purchase Requisitioning System - Workflow and approvals for purchasing items Direct integration with GP Financials - Programmed internally • Human Resources Employee Portal - Empowers employeesto update personal information Reduces HR staff intervention with notifications - Programmed internally • Publish CIP Project Status on Web - Programmed internally • Fixed Base Meter Reading System Water meter reading collected by radiofrom the Admin facility Staff currently researching and evaluating cost, feasibility and return-on-investment (ROI) _ 13 9/21/2010 QUESTIONS? 14 ITEM NO. 9.4 AGENDA REPORT Meeting Date: September 9, 2010 Subject: Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage • Minutes of meeting held September 8, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled October 7, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: PEO Minutes - 090810.doc PEO Mtg Minutes 09/08/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING September 8, 2010 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 STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director John Summerfield Lee Cory, Operations Manager Anthony Manzano, Sr. Project Manager John DeCriscio, Chief Plant Operator 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that water demand for August was 4.0% under the budget projection and reported that the conservation percentage since July 1, 2009 is still at 18.0% overall. Mr. DeCriscio also showed a graph for August 2010 water supply and reported that 34.8% of demands were met with groundwater, which is close to staff's operational goal of 35% for the summer months and 65.2% import water was supplied to meet the monthly demands. Mr. DeCriscio also noted that the temperature for the month of August was slightly cooler than in 2008 and 2009. 2.2. Monthly Preventative Maintenance Program Report Mr. Cory reported that the PM is continuing pretty much on schedule. The Committee inquired about some of the items that were below projections and Mr. Cory responded to their questions. Director Mills and Summerfield also inquired about the sewer TV equipment and Mr. Cory mentioned that the District did receive the back-up crawler equipment so that item should pick up in pace over the next few months. 2.3 Report on Brush Fire in Yorba Linda Hills Saturday, September 4, 2010 (The Committee agreed to add Item 2.3 for discussion as the incident occurred after the agenda was posted.) Mr. DeCriscio reported that staff's response to the fire Saturday night was prompt and reservoirs in the area of the fire were in the process of being filled to capacity as soon as staff received word of the incident. The fire was put-out quickly by OCFA and other fire crews. No water shortages or pressure issues were reported. 1 3. ACTION CALENDAR 3.1. Approval of Change Order No. 3, Final Progress Payment Number 15 and the Notice of Completion for the Hidden Hills Reservoir Project Mr. Vecchiarelli reported that this item represents the final change order and translates to a negative change order overall for the project. Director Mills asked if this was the same contractor (Pacific Hydrotech Corporation - PCH) that was recently awarded the Highland Booster Pump Station Project and Mr. Vecchiarelli confirmed that it is. Mr. Vecchiarelli stated that this item is scheduled for consideration on the Consent Calendar for tomorrow's Board meeting. Following discussion, the Committee supported staff's recommendation for approval of Change Order No. 3 in the amount of $3,002.27 and one additional calendar day, Final Progress Payment No. 15 in the amount of $418,817.04, and authorization to file the Notice of Completion. 3.2. Geotechnical Services for the Highland Booster Station Replacement Project Mr. Vecchiarelli reported that these services are for the Highland Booster Station. Mr. Manzano reported that Ninyo and Moore was a very qualified firm and that their Principal has nearly 35 years experience and that their staff is also well qualified. Following discussion, the Committee supported staff's recommendation to execute a Professional Services Agreement with Ninyo & Moore, for a fee not to exceed $30,494. 3.3. Water Supply Assessment for the City of Yorba Linda 2008-2014 Housing Element Mr. Vecchiarelli reported that the Water Supply Assessment (WSA) was being completed as a requirement because the Project exceeds 500 dwelling units. Director Summerfield inquired about how projects like this may affect our conservation measures since an increase in development would increase demands. Mr. Vecchiarelli mentioned that OCWD manages the groundwater basin and MWDOC manages the water allocations from MWD. While both of these resources are currently experiencing restrictions, the current allocation levels and long term water supply status factors in future development and growth in demands. Even with the mandate to achieve 20% reduction by 2020, continued development is still included in the total water supply available into the future. Mr. Vecchiarelli mentioned that the WSA was modified and Mr. Manzano handed-out the revised copies of the draft WSA to the Committee members and both Mr. Vecchiarelli and Manzano briefly discussed the minor changes. Director Mills asked if this would be on the Board Agenda and Mr. Vecchiarelli stated that this will go to the Board Meeting for consideration on September 23. Following discussion, the Committee supported staff's recommendation that the Board adopt the WSA at its September 23 meeting, for incorporation into the City's Project Draft EIR. 2 3.4. Well No. 20 Engineering Services Amendment No. 1 with Civiltec Engineering, Inc. Mr. Vecchiarelli reported that this change order request is primarily a result of keeping Well 11 for back-up until the well is no longer useful. Director Mills asked if there is sand produced from this or other wells and Mr. Vecchiarelli reported that sand production has been minimal. Mr. Cory added that some customers in the food services industry and circuit board manufacturing are sensitive to this and that it is very limited in our system. Following discussion, the Committee supported staff's recommendation to authorize Engineering Services amendment No. 1 with Civiltec Engineering Inc. for a fee increase not to exceed $9,500. 4. DISCUSSION ITEMS 4.1. Monthly Groundwater Producers Meeting Report Mr. Vecchiarelli reported that he attended this meeting with Mr. Conklin and that this was the first major meeting for the Annexation Workshop with no major decisions being made. OCWD is expecting to receive four proposals to complete the draft EIR for annexations. Mr. Vecchiarelli also reported that IRWD may also reconsidering locating production wells within the City of Anaheim with YLWD at the proposed West Wellfield location. They may instead utilize available production capacity in their Dyer Road Wellfield. 4.2. Status Report on Capital Projects in Progress Mr. Vecchiarelli asked the Committee members if they had any questions about the CIP Status Report and Director Mills asked about the status of the Recycled Water Study. Mr. Vecchiarelli stated that the draft report is expected by the end of the month. Director Mills also asked about the 2010 Waterline Replacement Project and Mr. Vecchiarelli reported that this project includes pipelines that need to be replaced as identified in the Asset Management Plan and other reports. 4.3. Future Agenda Items and Staff Tasks. Staff will research and report on the City's conservation over the past 14 months and bring this report back to the Committee at their meeting next month. 5. ADJOURNMENT 5.1. The meeting adjourned at 5:00 p.m. The next regular meeting of the Planning-Engineering-Operations Committee, originally scheduled for October 7, 2010, was rescheduled to Wednesday, October 6, 2010 at 4:00 PM. 3 ITEM NO. 11.1 AGENDA REPORT Meeting Date: September 9, 2010 Subject: Meetings from September 10, 2010 - October 31, 2010 ATTACHMENTS: Name: Dosciiption: a ype: BOD - Activity Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: September 2010 WACO Fri, Sep 10 7:30AM Hawkins Finance-Accounting Committee Meeting Mon, Sep 13 4:OOPM Collett/Mills Personnel-Risk Management Committee Meeting Tue, Sep 14 4:OOPM Collett/Hawkins MWDOC Board Wed, Sep 15 8:30AM Staff OCWD Board Wed, Sep 15 5:30PM Staff Public Information-Technology Committee Meeting Thu, Sep 16 4:OOPM Beverage/Hawkins Exec-Admin-Organizational Committee Meeting Tue, Sep 21 4:OOPM Mills/Beverage Yorba Linda City Council Tue, Sep 21 6:30PM Collett Yorba Linda Planning Commission Wed, Sep 22 7:OOPM Collett Board of Directors Regular Meeting Thu, Sep 23 8:30AM Citizens Advisory Committee Meeting Mon, Sep 27 8:30AM MWDOC/OCWD Ad Hoc Committee Meeting Tue, Sep 28 4:OOPM Mills/Beverage October 2010 WACO Fri, Oct 1 7:30AM Hawkins Public Information-Technology Committee Meeting Tue, Oct 5 4:OOPM Beverage/Hawkins Yorba Linda City Council Tue, Oct 5 6:30PM Mills MWDOC/MWD Workshop Wed, Oct 6 8:30AM Staff OCWD Board Wed, Oct 6 5:30PM Staff Planning-Engineering-Operations Committee Meeting Thu, Oct 7 4:OOPM Mills/Summerfield Finance-Accounting Committee Meeting Mon, Oct 11 4:OOPM Summerfield/Collett Personnel-Risk Management Committee Meeting Tue, Oct 12 4:OOPM Collett/Hawkins Yorba Linda Planning Commission Wed, Oct 13 7:OOPM Collett Board of Directors Regular Meeting Thu, Oct 14 8:30AM Exec-Admin-Organizational Committee Meeting Tue, Oct 19 4:OOPM Mills/Beverage Yorba Linda City Council Tue, Oct 19 6:30PM Summerfield MWDOC Board Wed, Oct 20 8:30AM Staff OCWD Board Wed, Oct 20 5:30PM Staff Board of Directors Workshop Meeting Thu, Oct 21 9:OOAM Citizens Advisory Committee Meeting Mon, Oct 25 8:30AM Yorba Linda Planning Commission Wed, Oct 27 7:OOPM Hawkins Board of Directors Regular Meeting Thu, Oct 28 8:30AM 9/3/2010 8:32:53 AM