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2010-11-10 - Board of Directors Meeting Agenda Packet
Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, November 10, 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. SPECIAL RECOGNITION 6.1. Recognize Ken Mendum, Water Maintenance Superintendent, for Completion of the ACWA/JPIA Professional Development Program 7. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 7.1. Minutes of the Regular Board of Directors Meeting Held October 28, 2010 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $487,149.02. 7.3. First Quarter FY 2010/11 Financial Statements Recommendation: That the Board of Directors receive and file the First Quarter FY 2010111 Financial Statements. 7.4. Investment Report for the Period Ending September 2010 Recommendation: That the Board of Directors receive and file the Investment Report for the period ending September 2010. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. Election for the ACWA Health Benefits Authority Board of Directors Recommendation: That the Board of Directors cast their ballot for two candidates and instruct the Agency representative to comply with the procedures on Ballot - Page A and complete Ballot - Page B so that the entire Ballot, Page A and Page B will be received by Braun Blaising McLaughlin, P.C., the HBA's Inspector of Elections, before 5:00 p.m. on November 23, 2010. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Reports 9.3. General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive Administrative-Organizational Committee (Mills/Beverage) Alternate: Collett • Meeting scheduled November 16, 2010 was rescheduled to November 18, 2010 at 4:00 p.m. 10.2. Finance-Accounting Committee (Sum merfield/Collett) Alternate: Mills • Minutes of meeting held November 8, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled December 13, 2010 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate: Summerfield Meeting scheduled November 9, 2010 at 4:00 p.m. was cancelled. Meeting scheduled December 14, 2010 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Minutes of meeting held November 4, 2010 at 4:00 p.m. Meeting scheduled December 2, 2010 at 4:00 p.m. 10.5. Public Information-Technology Committee (Beverage/Hawkins) Alternate: Summerfield • Minutes of meeting held November 9, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled December 7, 2010 at 4:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett • Meeting scheduled November 23, 2010 was rescheduled to November 16, 2010 at 4:00 p.m. 10.7. Citizens Advisory Committee • Meeting scheduled November 22, 2010 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council - November 2, 2010 (Mills) 11.2. MWDOC/MWD Workshop - November 3, 2010 (Staff) 11.3. OCWD Board - November 3, 2010 (Staff) 11.4. WACO -November 5, 2010 (Hawkins) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from November 11, 2010 -December 31, 2010 13. ADJOURNMENT 13.1. The next regular meeting of the Board of Directors will be held November 24, 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. 7.1 AGENDA REPORT Meeting Date: November 10, 2010 Subject: Minutes of the Regular Board of Directors Meeting Held October 28, 2010 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Narne: Description: Type: 102810 BOD - Minutes.doc BOD Mtg Minutes 10/28/10 Minutes Approved by the Board of Directors of the Yorba Linda Water District 11/10/2010 JS/RC 4-0 Director Mills was absent. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING October 28, 2010 1. CALL TO ORDER The October 28, 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 Steve Conklin, Engineering Manager Phil Hawkins Lee Cory, Operations Manager John W. Summerfield "Al Stephen Parker, Finance Director Earl Hamanaka, Engineering Tech II 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 Gary Melton, Member, YLWD Citizens Advisory Committee Greg Meyers, Member, YLWD Citizens Advisory Committee Modesto Llanos, Member, YLWD Citizens Advisory Committee Bob Kiley, Member, YLWD Citizens Advisory Committee Alice Armstrong Sheri Cassidy Loren Nason Sondra Nason Connor Nason 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested to remove Item No. 6.2. from the agenda as Ms. Weber was not in attendance at the meeting. The Board agreed. Item Nos. 6.1. and 6.3. were taken out of order. 1 6. SPECIAL RECOGNITION 6.1. Presentation of Proclamation to Connor Nason for His Artwork Used on the Inaugural Edition of YLWD Bottled Water President Mills presented a proclamation to Connor Nason and his parents in recognition of his artwork, which was used on the inaugural edition of the District's bottled water. Mr. Vecchiarelli then recognized Mrs. Armstrong and Ms. Cassidy, wife and daughter of the late Paul Armstrong, former Board member. Mr. Vecchiarelli explained that it was one of Mr. Armstrong's sincere desires that the District bottle its water. The District will not be selling the bottled water but will be providing it free of charge at various community events as a public service. Both the Nason and Armstrong families were then presented with a case of bottled water after which they left the meeting. 6.2. Presentation of Proclamation to Jill Weber for 21 Years of Service to the District This item was removed from the agenda. 6.3. Presentation of Proclamation to Earl Hamanaka for 35 Years of Service to the District President Mills presented a proclamation to Mr. Hamanaka for 35 years of service to the District. The Board then thanked Mr. Hamanaka for his many years of dedication. Mr. Hamanaka left the meeting at this time. 5. PUBLIC COMMENTS None. 7. CONSENT CALENDAR President Mills stated that Item 7.3 on the consent calendar had been discussed with the Executive-Administrative-Organizational Committee at their meeting October 19 and the Committee supported staff's recommendation. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 5-0 to approve the Consent Calendar. 7.1. Minutes of the Regular Board of Directors Meeting Held October 14, 2010 Recommendation. That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of $559,460.93. 2 7.3. Posting of Draft Minutes from Public Financing Corporation (PFC) Meetings Recommendation. That the Board of Directors authorize staff to post the draft PFC minutes in Laserfiche, accessible on the District's website prior to PFC approval. The documents will have a watermark clearly identifying them as "Draft" subject to approval by the PFC Board. 8. REPORTS, INFORMATION ITEMS AND COMMENTS 8.1. President's Report None. { 8.2. Directors' Reports 0. None. 8.3. General Manager's Report Mr. Vecchiarelli offered his best wishes to Director Collett for his birthday. Mr. Vecchiarelli then reported that the Human Resources Department had organized a health benefits fair for District employees on October 27, 2010. The event was well attended and considered a success. District employees will also be holding a Thanksgiving potluck lunch in November to which the Board members will be invited. 8.4. 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 October 19, 2010 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: Posting of Draft Minutes from Public Financing Corporation Meetings; E-Civis Grants Management; Final Report on 2010 Legislative Bills; General Counsel's Monthly Summary Billing Report; and Continuing Education Plan & Expense Reimbursement. Meeting scheduled November 18, 2010 at 4:00 p.m. 9.2. Finance-Accounting Committee (Summerfield/Collett) Alternate. Mills Meeting scheduled November 8, 2010 at 4:00 p.m. 3 9.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate: Summerfield Meeting scheduled November 9, 2010 at 4:00 p.m. was cancelled due to a very light agenda. 9.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Meeting scheduled November 4, 2010 at 4:00 p.m. 9.5. Public Information -Technology Committee (Beverage/Hawkins) Alternate: Summerfield Minutes of meeting held October 20, 2010 were provided in the agenda packet. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: IT Projects Monthly Status; YLWD Bottled Water Update; Review of YLWD's Fall Newsletter; History of YLWD Video; Water Education for Elementary Schools in YLWD; Public Events Update; Conservation Ordinance Monthly Statistics. Meeting scheduled November 2, 2010 was rescheduled to November 9, 2010 at 4:00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate: Collett Meeting scheduled November 16, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee Minutes of meeting held October 25, 2010 were provided at the meeting. Mr. Meyers addressed the Board and provided a summary of the matters discussed during the meeting as follows: YLWD Bottled Water Update; Results of Fire Flow Testing in Hidden Hills Area; Update on Current Rebates for Water Saving Devices; Upcoming Events; and Board of Directors Meeting Minutes. Director Hawkins reported that he knew of an individual that was interested in serving on the Committee. The Board then discussed the application process and determined that persons interested in serving on the Committee should submit a letter of interest to the Board. Mr. Vecchiarelli then responded to questions from the Board regarding the source of the bottled water (Well 19) and recent media reports of health risks associated with refilling plastic bottles. 4 Director Barbre addressed the Board and suggested that the next edition of water bottles include a statement indicating how many times the water bottle can be refilled for a nominal cost compared to the cost of purchasing additional bottled water. Councilmember Rikel then asked how the water source for the bottled water was determined. Mr. Vecchiarelli replied that staff had conducted an internal taste test, with Well No. 19 determined as the winner. Meeting scheduled November 22, 2010 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - October 19, 2010 (Summerfield) Director Summerfield attended and reported that at the end of the meeting, the City Council requested their staff to research the possibility of calling a special election regarding the proposed transfer of the maintenance of the City owned sewer systems to the District. 10.2. MWDOC Board - October 20, 2010 (Staff) Staff did not attend however Mr. Vecchiarelli reported the MWDOC Board did approve a turf removal program at this meeting and provided a brief summary of the program. Director Barbre commented on the vote by the MWDOC Board and noted he did not support the program. 10.3. OCWD Board - October 20, 2010 (Staff) Mr. Vecchiarelli and Mr. Conklin attended this meeting. Mr. Vecchiarelli reported that a majority of the OCWD Board did not approve award of a contract for preparation of the CEQA documents required for the annexation to OCWD requested by YLWD, IRWD and the City of Anaheim. Unfortunately, only two consulting firms replied to the request for proposals and there was a significant cost difference between both proposals. The OCWD Board instructed their staff to reissue another request for proposals. This will cause another 2-3 month delay in the pre- annexation process. Mr. Vecchiarelli then responded to questions from the Board regarding the cost differences in the two proposals received and the annexation request itself. 10.4. YL Planning Commission -October 27, 2010 (Hawkins) Director Hawkins attended and reported that while there were no action items on the agenda, the Commission did discuss two traffic studies. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from October 29, 2010 -November 30, 2010 The Board reviewed the listed meetings and made no additional changes. 5 12. ADJOURNMENT 12.1. The meeting was adjourned at 9:15 a.m. The next regular meeting of the Board of Directors will be held November 10, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary 6 ITEM NO. 7.2 AGENDA REPORT Meeting Date: November 10, 2010 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $487,149.02 Funding Source: All Funds From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Stephen Parker, 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 $487,149.02. DISCUSSION: The Accounts Payable check register total is $248,728.78; Payroll No. 22 total is $238,420.24; and, the disbursements of this agenda report are $487,149.02. 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: Marro: L)9scsip io : V ype: CkReg111010 BOD.pdf Check Register Backup Material 10-CS 1110.doc Cap Sheet Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/10/2010 JS/RC 4-0 Director Mills was absent. YQrba Linda Water District Check Register For Checks Dated: 10/29/2010 thru 11/10/2010 Check No, Date Vendor Name Amount Description 25k or greater) 55302 11110/2010 4 Imprint Inc 1,844.67 55223 11/10/2010 Abbott Staffing Group 4,814.40 55224 11/10/2010 ACWA-Assn Of Ca Water Agencies 18,067.50 55225 11/10/2010 Advanced Infrastructure 143.76 55220 11/10/2010 ALI WILKES 14.10 55226 11/10/2010 Alternative Hose Inc. 117.94 55227 1111012010 Anaheim Wheel & Tire 90.00 55228 11/1012010 Answer One Communications 499.5€3 55229 11/10/2010 Anthem Blue Cross EAP 162.80 55230 11/10/2010 Aqua-Metric Sales Co. 8,965.62 55231 11/10/2010 Aramark 430.51 55232 11/1012010 AT & T Mobility 196.82 55233 11/1012010 Sank Of America 710.08 55234 11/10/201.0 Black Box Corp 102.67 55241 11/10/2010 C & L Refrigeration Corp. 2,149.42 55244 11/10/2010 C. Wells Pipeline 1,971.75 55235 11/10/2010 Carollo Engineers 12,331.50 55236 11110/2010 CDW Government, Inc 3,964.99 55237 11/10/2010 Ceridian Benefits Services 76.50 55238 11/1012010 Chambers Group inc. 916.50 55239 11/10/200 City Of Brea 24.00 55240 11/10/2010 City Of Yorba Linda 477.00 55242 11.11.012010 Cogsdale Services Corporation 13,950.00 55243 1111012010 Consolidated Reprographics 945.47 55245 11110120.0 Dangel© Co. 131.59 55246 31110120-0 Dapper Tire Co. Inc. 456.63 55251 11/10/20.10 Dean Criske Trucking 592.69 55247 11/10/2010 Dell Marketing L.P. 410.60 55248 11/10/2010 Delta Wye Electric, Inc. 1,690.00 55249 11/10/2010 Derek Nguyen 45.00 55250 11110/2010 Diehl, Evans & Company, LLP 6,080.00 55222 11/10/2010 DREAM HOME CONSULTING 516.16 55252 11/10/2010 Economy Radiator Repair 984.07 55253 11/10/2010 Fleet Services, Inc 24.68 55254 11/1012010 Freddie Ojeda 60.00 55255 11/10/2010 Fry's Flectronics 165.84 55256 1111012010 Fullerton Paint & Flooring 38.20 55257 11/10/201.0 Hach Company 298.83 55258 11/10/2010 In(osend Inc. 9,460.09 55259 11/10/2010 Jackson's Auto Supply - Napa 293.14 55219 1111012010 JOSEPH MINNIS 17.22 55260 1111012010 Ken Mendum 105.00 55261 11/10/201.0 Kenneth R. Vecchiarelli 557.61 55262 11/10/2010 Kiilingsworth Gear 523.25 55263 11/10/2010 Konica Minolta Business 58.32 55218 11/10/2010 LARSON DESIGN & CONSULTING 452.08 55264 11/1012010 Leighton Consulting, Inc. 987.20 55265 11/10/2910 Li elip rt Cassidy Whitmore 3,634.00 55216 11/10/2010 LINDA WOODEN 89.97 55267 11/10/2,010 Los Angeles Times 135.69 55268 11,110/201.0 LPR 85.00 55269 11/10/2010 Mayer Print & Mail 1,88100 55270 11/1012010 Mc Fadden-Dale Hardware 437.73 55271 11/10/2010 Mc Master-Carr Supply Co. 229.09 55272 11110/2010 Measurement Control Systems 342.18 55273 11/10/2010 Minuteman Press 29.91 55215 11103/2010 Municipal Water District 65.60 55274 11/10/2010 Murcal, Inc. 328.51 55275 11/10/2010 Muzak LLC 65.25 55276 1.1/10/2010 Nextel Of California 1,769.69 55277 11110/201.0 Nickey Petroleum Co 3,856.08 55278 11110/2010 Office Solutions 175.04 55279 11/10/2010 Olpin Group, Inc. 121.80 55281 11/10/2010 Orange County - Tax Collector 11,641.55 55280 11/10/2010 Orange County Register 124.41 55282 11/10/2010 Orvac Electronics 137.23 55284 11/10/2010 P.T.I. Sand & Gravel, Inc. 254.26 55217 11/10/2010 PACIFIC HYDROTECH CORP 940.00 55283 11/1.0/2010 Pacific Parts & Controls, Int. 750.00 55285 11/10/2010 Ricardo De Anda 82.00 55286 11/10/2010 Robert Liccardo 4,250.00 55287 11/10120/0 Rootx 2,558.51 55288 11/10/2010 Sanders Paving, Inc. 1,312.00 55289 11/10/2010 Schorr Metals, Inc. 78.67 55290 11119/2010 Selman Chevrolet Company 37.15 55291 11/10/2010 Southern Calif Edison Co. 46,705.17 Utility all sites October 2010 55292 11/10/2016 Southern Calif Gas Co. 3,175.06 55293 11/10/2019 Southwest Networks Inc. 270.00 55294 11/10/2010 Stacy Bavol/Petty Cash 165.61 55295 11/16/2010 Stater Bros. Markets 6.89 55296 11/10/2010 Steven Andrews Engineering 5,005.00 55221 11/10/2610 STONEFIELD 433.00 55297 11/10/2010 Terminix Processing Center 2,153.40 55298 11/10/2910 Tetra Tech, Inc. 22,410.67 55266 11/10/2010 The Lighthouse inc. 804.47 55301 11.110/2010 U S Bank 2,750.00 55299 11/1012010 United Industries 2,030.10 55309 1111012.010 USA Blue Book 51.06 55304 11/10/2010 Wells Supply Co 12,559.64 55303 11/10/2010 Wesbay Water Company 17,379.00 Total $248,728.78 November 10, 2010 CHECK NUMBERS: Manual Check 55215 $ 65.00 Computer Checks 55216-55304 $ 248,663.78 TOTAL OF CHECKS $ 248,728.78 PAYROLL NO. 22: Computer Checks 4685-4687 Manual Checks 4688- 4697 $ 238,420.24 DISBURSEMENT TOTAL: $ 487,149.02 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF NOVEMBER 10, 2010 ITEM NO. 7.3 AGENDA REPORT Meeting Date: November 10, 2010 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Stephen Parker, Finance Dept: Finance Director Prepared By: Delia Lugo, Senior Accountant Subject: First Quarter FY 2010/11 Financial Statements SUMMARY: Presented are the First Quarter FY 2010/11 Financial Statements for the Water and Sewer Funds. STAFF RECOMMENDATION: That the Board of Directors receive and file the First Quarter FY 2010/11 Financial Statements. COMMITTEE RECOMMENDATION: The Finance-Accounting Committee has reviewed the monthly financial statements for July and August at prior meetings. The Committee reviewed the September financial statements at their meeting on November 8th. DISCUSSION: The first quarter (July 2010 - September 2010) Water Fund, Sewer Fund, and Consolidated (Water and Sewer) financial statements are presented for review and approval. Each statement is presented with the actual monthly financial result, a year-to-date total for the current fiscal year's first quarter, and a year-to-date percentage as a result to the 2010/11 annual budget.As of September 30, one fourth of the fiscal year has been completed and in general one might expect that the actual financials would reflect 25% of annual budgeted revenues and expenses. However, some items such as water revenues, insurance, variable costs, fees and permits, and materials are not spent or received evenly throughout the year. Seasonal trends and timing of payments affect how budgeted items are reflected on the statements, therefore the comparison percentage of the annual budget for some line items may be higher or lower than generally expected. Water operating revenue is only 28.7% of annual budget, which is lower than the normal average of 32% for the summer months, mostly due to the cooler weather and higher water conservation from our customers. The budget was based on 15% conservation and through September customers are using 19% less water, which is a 26% additional decrease in demands. This below average demand trend results in lower revenues but is also partially offset by lower than expected water purchases and by other operating expenses also trending slightly below budget. Variable water expenses as a percentage of budget are higher than operating revenues. This is primarily the result of the District's operational strategy to purchase a higher percentage of import water in the first six months of the fiscal year, to take advantage of the current import water rates prior to Metropolitan Water District of Southern California's 7.5% rate increase, which takes effect on January 1, 2011. The Sewer Fund is on target with a majority of its budgeted items, with the exception of insurance, vehicle equipment, and maintenance costs, mainly due to the timing of payment due dates. PRIOR RELEVANT BOARD ACTION(S): The Financial Statements for the period ended June 30, 2010 was received and filed by the Board of Directors on August 26, 2010. ATTACHMENTS: Name: Description: Type: Water Sewer First Qtr201 0-1 1.xls First Qtr Water Sewer Consolidated Backup Material Water First Quarter 2010-11.xls First Qtr Water Statement Backup Material Sewer First Qtr 2010-11.xls First QTr Sewer Statement Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/10/2010 JS/RC 4-0 Director Mills was absent. Yorba Linda Water District Summary Financial Report Water & Sewer Funds For First Quarter Ending September 30, 2010 Annual YTD % of Budget YTD Under/(Over) Annual FY 10/11 2010 Budget Budget Revenue (Operating): Water Revenue (Consumption & Flat Charge) $25,672,831 $7,377,561 $18,295,270 28.74% Sewer Revenue 1,235,402 320,285 $915,117 25.93% Other 714,221 213,039 $501,182 29.83% Total Operating Revenue: 27,622,454 7,910,885 19,711,569 28.64% Expenses (Operating): Variable Water Costs (G.W., Import & Power) 12,667,236 4,206,285 8,460,951 33.21% Salary Related Expenses 7,624,683 1,310,771 6,313,912 18.64% Supplies & Services 3,996,585 916,305 3,080,280 22.93% Depreciation &Amortization 5,017,876 1,300,326 3,717,550 25.91% Total Operating Expenses: 29,306,380 7,733,687 21,572,693 26.39% Operating Income (Loss) (1,683,926) 177,198 (1,861,124) -10.52% Revenue (Non-Operating): Interest and Investments 156,000 68,429 87,571 43.86% Property Taxes 1,206,000 46,208 1,159,792 3.83% Other 126,133 300,536 (174,403) 238.27% Total Non-Operating Revenue: 1,488,133 415,173 1,072,960 27.90% Expenses (Non-Operating): Interest on Long Term Debt (1,940,954) (484,836) (1,456,118) 24.98% Other Expense (103,193) (21,436) (81,757) 20.77% Total Non-Operating Expenses: (2,044,147) (506,272) (1,537,875) 24.77% Non-Operating Income (Loss) (556,014) (91,099) (464,915) Net Income (Loss) ($2,239,940) $86,099 ($2,326,039) -3.84% Contributed Capital 145,860 172,462 (26,602) 118.24% Capital - Direct Labor - (110,130) 110,130 Yorba Linda Water District Water Fund For First Quarter Ending September 30, 2010 FY 2011 YTD % of Annual Actual Under/(Over) Annual Budget YTD Budget Budget Revenue (Operating): Water Revenue (Residential) $ 17,248,481 $ 4,728,824 $ 12,519,657 27.42% Water Revenue (Commercial & Fire Det.) 1,522,341 536,517 985,824 35.24% Water Revenue (Landscape/Irrigation) 3,588,335 1,350,551 2,237,784 37.64% Water Revenue (Service Charge) 3,313,674 761,669 2,552,005 22.99% Other Operating Revenue 701,089 210,646 490,443 30.05% Total Operating Revenue: 26,373,920 7,588,207 18,785,713 28.77% Expenses (Operating): Variable Water Costs (G.W., Import & Pow 12,667,236 4,206,163 8,461,073 33.21% Salary Related Expenses 6,809,598 1,157,735 5,651,863 18.60% Supplies & Services: Communications 376,576 46,874 329,702 12.45% Contractual Services 707,007 192,023 514,984 27.16% Data Processing 109,596 8,199 101,397 7.48% Dues & Memberships 30,778 1,524 29,254 4.95% Fees & Permits 44,020 29,532 14,488 67.09% Board Election 72,800 - 72,800 0.00% Insurance 314,314 162,536 151,778 51.71% Materials 337,766 114,486 223,280 33.90% District Activities, Emp Recognition 11,648 637 11,011 5.47% Maintenance 325,227 17,883 307,344 5.50% Non-Capital Equipment 92,611 14,549 78,062 15.71% Office Expense 39,221 5,184 34,037 13.22% Professional Services 638,224 114,629 523,595 17.96% Training 45,735 4,296 41,439 9.39% Travel & Conferences 40,602 2,803 37,799 6.90% Uncollectible Accounts 45,955 5,612 40,343 12.21% Utilities 111,930 36,364 75,566 32.49% Vehicle Equipment 285,877 49,853 236,024 17.44% Supplies & Services Sub-Total 3,629,887 806,984 2,822,903 22.23% Depreciation & Amortization 4,403,257 1,150,543 3,252,714 26.13% Total Operating Expenses 27,509,978 7,321,425 20,188,553 26.61% Operating Income (Loss) (1,136,058) 266,782 (1,402,840) -23.48% Revenue (Non-Operating): Interest 142,000 62,542 79,458 44.04% Property Taxes 1,206,000 45,914 1,160,086 3.81% Other Non-Operating Revenue 100,687 291,506 (190,819) 289.52% Total Non-Operating Revenue. 1,448,687 399,962 1,048,725 27.61% Expenses (Non-Operating): Interest on Long Term Debt (1,940,954) (484,836) (1,456,118) 24.98% Other Expense (102,193) (14,876) (87,317) 14.56% Total Non-Operating Expenses. (2,043,147) (499,712) (1,543,435) 24.46% Non-Operating Income (Loss) (594,460) (99,750) (494,710) 16.78% Total Income (Loss) $ (197309518) $ 1679032 (1,897,550) -9.65% - Contributed Capital $ 92,807 $ 115,345 $ (22,538) 124.28% Capital - Direct Labor - $ 109,031 $ 109,031 Yorba Linda Water District Sewer Fund For First Quarter Ending September 30, 2010 FY 2011 YTD % of Annual Actual Underi(Over) Annual Budget YTD Budget Budget Revenue (Operating): Sewer Charge Revenue $ 1,132,574 $ 320,285 $ 812,289 28.28% Locke Ranch Assessments 102,828 604 102,224 0.59% Other Operating Revenue 13,132 2,083 11,049 15.86% Total Operating Revenue: 1,248,534 322,972 925,562 25.87% Expenses (Operating): Variable Costs (Power) 700 122 578 17.43% Salary Related Expenses 815,085 153,036 662,049 18.91% Supplies & Services: Communications 39,284 4,601 34,683 11.71% Contractual Services 61,478 16,460 45,018 26.77% Data Processing 10,839 811 10,028 7.48% Dues & Memberships 3,340 150 3,190 4.49% Fees & Permits 6,382 2,952 3,430 46.26% Board Election 7,200 - 7,200 0.00% Insurance 31,086 16,075 15,011 51.71% Materials 18,849 7,711 11,138 40.91% District Activities 1,152 63 1,089 5.47% Maintenance 41,973 21,970 20,003 52.34% Non-Capital Equipment 20,509 2,017 18,492 9.83% Office Expense 3,879 498 3,381 12.84% Professional Services 67,176 12,852 54,324 19.13% Training 5,314 651 4,663 12.25% Travel & Conferences 4,348 269 4,079 6.19% Uncollectible Accounts 4,545 555 3,990 12.21% Utilities 11,070 3,578 7,492 32.32% Vehicle Equipment 28,273 18,108 10,165 64.05% Supplies & Services Sub-Total 366,697 109,321 257,376 29.81% Depreciation & Amortization 614,619 149,783 464,836 24.37% Total Operating Expenses 1,797,101 412,262 1,384,839 22.94% Operating Income (Loss) (548,567) (89,290) (459,277) 16.28% Revenue (Non-Operating): Interest 14,000 5,889 8,111 42.06% Property Taxes - - - 0.00% Other Non-Operating Revenue 25,446 9,028 16,418 35.48% Total Non-Operating Revenue: 39,446 14,917 24,529 37.82% Expenses (Non-Operating): Other Expense (1,000) (6,560) 5,560 656.00% Total Non-Operating Expenses: (1,000) (6,565) 5,560 656.00% Non-Operating Income (Loss 38,446 8,357 30,089 21.74% Total Income (1-4 $ (510,121) $ (80,933)T$ (429,188) 15.87% Contributed Capital $53,053 57,117 ($4,064) 107.66% Capital - Direct Labor - (1,099) $1,099 0.00% ITEM NO. 7.4 AGENDA REPORT Meeting Date: November 10, 2010 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Stephen Parker, Finance Dept: Finance Director Prepared By: Delia Lugo, Senior Accountant Subject: Investment Report for the Period Ending September 2010 SUMMARY: Government Code Section 53607, et, seq., requires the person delegated to invest funds to make a quarterly report of the investments to the legislative body. STAFF RECOMMENDATION: That the Board of Directors receive and file the Investment Report for the period ending September 2010. DISCUSSION: Staff is submitting the September 2010 Monthly Investment Report for your review and approval. This report ends the first quarter for FY 2010/11. The Investment Portfolio Report presents the market value and percent yield for all the District investments by institution. The Investment Report Summary includes budget and actual interest and average term portfolio information as well as market value broken out by reserve categories. The total average portfolio yield for the month of September 2010 was 0.85%. PRIOR RELEVANT BOARD ACTION(S): Investment reports are presented to the Board of Directors on a quarterly basis. The Investment Report for the period ending June 30, 2010, was received and filed by the Board of Directors on August 26, 2010. ATTACHMENTS: Name: Description: 1 ype: Invst Rpt 9-10.xlsx Portfolio Backup Material Agenda,11-08 _backup-Sept 2010.docx Agenda Support Backup Material Approved by the Board of Directors of the Yorba Linda Water District 11/10/2010 JS/RC 4-0 Director Mills was absent. Yorba Linda Water District Investment Portfolio Report September 30, 2010 Market % Percent Value Cost of Total Institution Yield Cash & Checking Accounts: $ 337,987 $ 337,987 Wells Fargo Bank $ 337,987 $ 337,987 1.06% Total 0.00% Money Market Accounts: $ 706,057 $ 706,057 Wells Fargo Money Market 0.30% $ 706,057 $ 706,057 2.22% Total 0.30% $ 1,044,045 $ 1,044,045 3.28% Sub-total 0.30% Money Market Account: $ 8,939,283 $ 8,939,283 US Bank 2008 Revenue Bond 0.20% $ 8,939,283 $ 8,939,283 28.10% 0.20% CaITR UST $ 588 $ 588 Heritage Money Market Fund 0.21% $ 4,199,834 $ 4,184,508 Ca1TRUST Short Term 0.60% $ 17,627,922 $ 17,419,105 Ca1TRUST Medium Term 1.27% $21,828,344 $21,604,201 68.63% 1.14% $ 31,811,672 $ 31,587,530 100% Total Investments 0.85% Per Government Code requirements, the Investment Report is in compliance with the Yorba Linda Water District's Investment Policy, and there are adequate funds available to meet budgeted and actual expenditures for the next six months. Delia D. Lugo, Senior Accountant 9/30/10 Investment Report Summary Below is a chart summarizing the yields as well as terms and maturities for the month of September 2010: Avg. Portfolio Avg. Portfolio # of Avg. Term Month Yield Without Yield With Days to of Portfolio of 2010 CaITRUST CaITRUST Maturity in Days September 0.21% 0.85% 365 254 Below is a chart comparing operating fund interest for current and prior fiscal years. Actual Interest 9/30/09 9/30/10 Monthly - September $16,632 $22,196 Year-to-Date $41,751 $68,430 Budget 2009/2010 2010/2011 Interest Budget, September YTD $31,975 $38,550 Interest Budget, Annual $127,900 $154,200 Interest earned on investments is recorded in the Fund that owns the investment. Investment Summary Comparison The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds is as follows: Fund Description Balance 9/30/10 Water Operating $ 0 0.00% Water Emergency Reserve 2,067,785 6.51% Water Capital Project Reserve 18,815,381 59.25% Water Reserve for Debt Service 2,586 0.01% COP Revenue Bond 2008 - Reserve 2,147,096 6.76% COP Revenue Bonds 6,792,187 21.39% Sewer Operating 414,057 1.30% Sewer Emergency Reserve 1,004,028 3.16% Sewer Capital Project Reserve 512,701 1.62% $31,755,821 100.00% Wells Fargo Bank Checking Water Operating $42,457 Sewer Operating 13,394 55,851 Total 31.811.672 ITEM NO. 8.1 AGENDA REPORT Meeting Date: November 10, 2010 Budgeted: N/A Total Budget: None To: Board of Directors Cost Estimate: N/A Funding Source: N/A From: Ken Vecchiarelli, General Account No: None Manager Job No: None Presented By: Gina Knight, Human Resources Dept: Human Manager Resources/Risk Management Reviewed by Legal: N/A Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A Technician Subject: Election for the ACWA Health Benefits Authority Board of Directors SUMMARY: A Ballot has been presented to the Board of Directors of the Yorba Linda Water District to vote on the selection of the ACWA Health Benefits Authority Board of Directors. The ACWA HBA must receive completed Ballots from no less than 20% of the HBA Membership for the election to be valid. STAFF RECOMMENDATION: That the Board of Directors cast their ballot for two candidates and instruct the Agency representative to comply with the procedures on Ballot - Page A and complete Ballot - Page B so that the entire Ballot, Page A and Page B will be received by Braun Blaising McLaughlin, P.C., the HBA's Inspector of Elections, before 5:00 p.m. on November 23, 2010. DISCUSSION: The ACWA Health Benefits Authority is holding an election to select members of the HBA Board of Directors, as provided in Article III, Section 8 of the HBA Bylaws Amended and Restated as of June 1, 2010. Selection for Directors is according to geographic area. The Yorba Linda Water District Board of Directors shall consider and select two (2) candidates of their choice and instruct the Agency representative to comply with the procedures for submitting Ballot - Page A and Ballot - Page B so that the entire Ballot will be received by Braun Blaising McLaughlin, P.C. during the period October 25, 2010 to November 23, 2010. ATTACHMENTS: Name: C)ewip iom Type ACWA_HBA_2010_Election.pdf ACWA HBA Board Election Backup Material J PF4 I n AC WAS OCT 8 20119 / Health , YORB.A Authority RT'S TIME TO VOTE! AUN- A Health Benefits Authority Bayard of ILA -ectors RU- T,CTJ0N FORMS NCL, SFD IN ease take rno,3ment to east your vote G09ts to be received during the Period of October 25, 2010 to November 23, 2010 Please use the enclosed envelope and do no return them to the AC WA BA office 1 ai& yo it for your a~ontinmincpar°ticipaFora 916/441-45.45 i-,,,x 9-16;,'5-2598 800/736-2292 www.acwa.com ASSOCIATION OF CALIFt7RINIA WATER AGENCIES HEALTII BENEFITS AUTHORITY BALLOT - PAGE A This Ballot is to vote on the selection of the HBA Board of Directors as provided in Article 111, Section 8 of the HBA Bylaws Amended and Restated as of June I, 2010..lior this electioxa to be valid, the HBA Inspectors of Election must receive properly completed Ballots dt<<;ng the Balloting Period from no less than 20% of the HBA Membership. This entire Ballot is comprised of two separate pages, Page A and Page B. Please follow the instructions below to ensure that your Ballot is properly cast and valid. 1. Ballot Page A - fill in the information block indicating your Agency namL and address. 2. Ballot Page A - must be signed by the desi hated Agency representative (the General Manager or other person that was appointed by the Agency). 3. Ballot Page B - mark your selections for Uireclors according to each geographical area. Do not place your signature or Agency name on Ballot Page B. 4. Place the entire Ballot comprised of both Ballot Page A and Ballot Page B in the envelope provided. The entire Ballot must lie received by the RBA's Inspector of Election during the Balloting Period which begins on October 25, 201(), and ends at 5:00 P.M. on November 23, 2010. The scaled envelope containing the entire Ballot may be mailed or hand-delivered to: Bruce McLaughlin, IJBA Inspector of Election Braun Biaising McI.: tis=hlin, P.C. 915 L Street, Suite 12 70 Sacramento, CA 9:; 14 This information block must be completed in order for this Ballot to be valid. Agency name Agency address Agency representative (printed) Agency representative (signature) The Ballots shall be counted publicly by the Inspectors of Election at 10:00 A.M. on. December 9, 20-10 at: Braun Blaising McLaughlin, P.C. 915 L Street, Suite 1270 Sacramento, CA 95814 ASSOCIATION O CALIFORNIA VN AT R AGI NCIES HEALTH BENEFITS AUTHORITY BALLOT - PAGE B Mark your selection for Directors according to each geographical area. Do not place your signature or Agency name on this Ballot Page B. Northern region - Agency with less than 24 participating employees Vote for no more than 1 nominee Rick Gilmore, Myron-Bethany Irrigation District Northern region general Vote for no more than 2 nominees E .G. "Jerry" Gladbach, ACWA IA (bits included) Bette Boatman. Contra Costa WD (bie included) F' Southern - Agency with less than 20 participating employees Vote 1'tar rssr rtjitrc than 1 nominee r Robert Wilson, La IIa1)ra Heights CWD (Mica included) Southern region general Vote for no more than 2 nominees F Merle Aleshire. 'Palley Center MWD (bio included) F__ Robert Moore, South Coast NVI] Randall Reed, Cucamonga Valley WD ❑ Howard Williams, Vista ID (bits mcluded) ROBERT C. WILSON CANDIDATE FOR DIRECTOR TO THE BOARD OF A.C.W.A. HEALTH BENEFIT AUTHORITY T would like to introduce myself. My Name is Robert C. Wilsoa3. I have lived in CaKfornlafor over the past sixty years and my wi('e Cheryl and l have lived in U Habra Heights for the east 35 years. I have been a Director on the board of the La Habra Heights Comity 'Mater District. for the past 12 years. laa my professiowil career I worked for the San La Fe: Spririgs Fire Department for over 35 year;, Tlie lost eight years as Fire Chief-. As Fik'c Chief I was responsible for a department of over 100 employees; in 6 divisions. As Fire Chief I wdaq also responsible fora 12 million dnllair budget. F also hold A California Teaching credential and was on the faculty of Rio Hondo Collage in Whittier California. With over 40 ycairs of municipal government experience I feel that experience will be hcIpfuI as a bo ird rnefnher. Thanking you in advance for your support. CANDIDATE STATEMENT. ACWA-HBA Board of Directors Merle J. l shir , h. My background has required me to develop skills that I believe can help guide the new ACWA- Health Benefits Authority. The ACWA-HBA is a joint powers risk sharing pool that will face significant challenges with the new federal health care program. My goal will be to help provide comprehensive health care options for all of our agencies at the most affordable cost. 4 I currently serve on the Board of Directors for the Valley Center Municipal Water District. I am past Chairman of Region 10 for the ` Association of California Water Agencies (ACWA) that includes agencies throughout San Diego and Orange Counties. As the Region Chair, I also served on the Board of Directors for ACWA. t Most recently, I served for six years on the Executive Committee for the ACWA-Joint Powers Insurance Authority (JPIA). ACWA- JPIA is also a risk sharing pool that provides property, liability and workers compensation insurance to nearly 304 water agencies and irrigation districts throughout California. This prior service with the ACWA-JPIA risk sharing pool provides me with directly related experience to serve the ACWA-Health Benefits Authority. I am a retired aerospace executive after 33 years in research, development and senior management positions for the General Dynamics Corporation. I conducted various studies for the Department of Defense and published numerous papers on weapon systems and space vehicles. I was an original developer of the Tomahawk Cruise Missile. My civic duties have included; President of the i*scondido Union School District Board of Education, President of the Boys & Girls Club, Board of Directors for the March of Dimes, Vice Chairman of the Palomar Council of the Boy Scouts of America, President of the Association of Resident Owners in Hidden Meadows and a founding member of the Hidden Meadows Community Foundation. I have degrees in electrical engineering, mathematics, digital processes & control systems, leadership and human behavior. I own and operate a grain farm in Illinois. I am also a private pilot with hobbies of hunting, fishing, golfing and outdoor activities. My technical education and many years in research & development required me to develop skills required to solve difficult problems. These skills plus my previous experience with risk sharing pools is the expertise I offer to ACWA-HBA. I believe that will be most important as we work through the many complexities in implementing the new federal health care legislation. I am asking for your support. Merle Afeshire ~1 1 F t f 1 tk7i Cl 1 t: J GC7 l4L~. 1~i~ YuimA f` WV U t UJ/ Lid VISTA gyn. BM TIO N DISTRICT 7391 Engineer Street, Vista, CA 92081-8836 HOWARD WILLIA S BIO Howard Willie s h=, seared on the ''vista Ligation District Board of Directors since July 31, 1991. He is currently suing his fourth term, as Board President- In addition to s--7-ing as Board President, M-r Williams has he°m VID's representative to the Saxe Diego County Water Authority since 1994. He serves as chair of the District's Warner Ranch Camzr&tee and is also a member of the Fiscal Policy Corr ittee. From. 1983 to 1989, Mr. illi7,.rns served as Mice-President of Communications of the Southern California Physicians Insurance Exchange, a physician-owned medical malpractice insurance company, Mr. w"itliarris has a degree in joumatis~ from the Unive-city of Southern California, and is an. award-winning tra. Baia ar in television editorials. He worked for 25 years in United Pregs lnte ational, television ^ news.1pap3rs and won rn Ern my for his ors-air editorials at Channel 2 in Los Angeles. Williarxs is also a member of the. Palonaax Ai_rrcsrt Advisr,, y Committee. ?M1. S ITEM NO. 10.2 AGENDA REPORT Meeting Date: November 10, 2010 Subject: Finance-Accounting Committee (Sum merfield/Collett) Alternate: Mills • Minutes of meeting held November 8, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled December 13, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 110810 FA - Minutes.doc FA Mtg Minutes 11/08/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE -ACCOUNTING COMMITTEE MEETING November 8, 2010 A meeting of the Finance-Accounting Committee was called to order by Director Summerfield 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 John W. Summerfield, Chair Ken Vecchiarelli, General Manager Director Ric Collett Stephen Parker, Finance Director 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. September 2010 Budget to Actual Results Mr. Parker presented the September 2010 budget to actual results and identified that water operating revenue was lower than where it would traditionally be as a result of over 19% conservation in the current fiscal year, while the District's budget was based on a 15% conservation expectation. Mr. Parker also reported that variable water costs are trending higher than normal due to a higher percentage of import water purchased for the first quarter of the fiscal year. The Committee briefly discussed the report format and received and filed the September budget to actual results. 2.2. September 2010 Investment Report Mr. Parker presented the September 2010 investment report and highlighted that the current fiscal year's investment income is trending higher than the prior year's and higher than budgeted returns. Mr. Parker also shared that the portfolio's average percent yield was the highest it has been at any point in the last two fiscal years. He reported on a draw down in the capital investment funds of nearly $780,000, due to payments for capital projects in progress, and noted that the Reserve for Debt Service Fund was only about $2,600 at the end of the month, since the District had just paid its yearly principal payment and half a year's interest totaling over $1,838,000. The Committee discussed concerns over the lower than expected water sales and discussed projections and potential outcomes through year end from these factors. The Committee received and filed the September investment report. 1 3. DISCUSSION ITEMS 3.1. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 4:21 p.m. The next regular meeting of the Finance-Accounting Committee will be held on December 13, 2010 at 4:00 p.m. 2 ITEM NO. 10.4 AGENDA REPORT Meeting Date: November 10, 2010 Subject: Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Minutes of meeting held November 4, 2010 at 4:00 p.m. Meeting scheduled December 2, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 110410 - PEO Minutes.doc PEO Mtg Minutes 11/04/10 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING November 4, 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 Steve Conklin, Engineering Manager Lee Cory, Operations Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Monthly Groundwater Production and Purchased Import Water Report Mr. Vecchiarelli reported that water consumption was 23.4% below the projected demand for the month of October, and overall for July through October 2010, is 8.1 % below projections. He noted that the lower demand may be due to cooler weather and early rain. Mr. Vecchiarelli pointed out that our water supply continues to track at about one-third groundwater and two-thirds import. A chart was reviewed showing daily average demand for each day of the week for the month of October. He noted that average daily demands were down approximately one-third from those in July, August and September. 2.2. Monthly Preventative Maintenance Program Report Mr. Vecchiarelli reported the PM report has been revised and expanded, showing water system maintenance activities on page one and sewer system maintenance activities on page two. Mr. Cory reported that maintenance activities are on track. He also noted that in addition to the listed activities, the water crews are installing meter boxes and upgrading sampling stations, and sewer crews are responding to service calls, and making repairs to sewer mains and manholes. 3. ACTION CALENDAR 3.1. Proposed King Family Development Review This item was removed from the agenda and will be considered at a future meeting. 1 4. DISCUSSION ITEMS 4.1. Casino Ridge Extension YL Outpost - King Family Development (Verbal Report) Mr. Vecchiarelli reported that the representative for the King Family asked that the item be removed from the agenda. Mr. Vecchiarelli noted that the earlier attachment and recommendations have been superseded, based on the outcome of several recent meetings with the family representatives. In those meetings improvements were discussed that District staff could support and might be acceptable to the Board that might allow the 11-lot development to proceed. However, family representatives asked for more time to consider the cost and time implications of the improvements before bringing it to the PEO Committee. 4.2. Monthly Groundwater Producers Meeting Report Mr. Conklin reported on the October 13 meeting at OCWD. He noted that since the time of that meeting, the OCWD Board did not approve the award of the consulting services proposal for the preparation of the Program EIR for YLWD, IRWD and Anaheim annexation to OCWD. Since that time, a modified RFP has been issued to the same four firms for proposals. 4.3. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 4.4. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting adjourned at 4:40 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held December 2, 2010 at 4:00 p.m. 2 ITEM NO. 10.5 AGENDA REPORT Meeting Date: November 10, 2010 Subject: Public Information-Technology Committee (Beverage/Hawkins) Alternate: Summerfield • Minutes of meeting held November 9, 2010 at 4:00 p.m. (To be provided at the meeting.) • Meeting scheduled December 7, 2010 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 110910 PIT - Minutes.docx PIT Mtg Minutes 11/09/10 Minutes MINUTES OF THE YORBA LINDA WATER DISRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING November 9, 2010 A meeting of the Public Information-Technology Committee was called to order by Director Beverage at 4:01 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins Pat Grady, Assistant General Manager Damon Micalizzi, PI Officer Stephen Parker, Finance Director Gina Knight, HR/Risk Manager Miguel Serna, HR Analyst 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.0. Review of Updated Special Message on YLWD Bill (This Item was added to the agenda at the request of staff due to timing issues, as it came up following the posting of the agenda, is time sensitive and concerns a limited program. The Committee consented to add the item for discussion purposes.) Mr. Micalizzi presented to the Committee the new information for the "special message" section of the YLWD Bill, outlining the District's partnership with MWDOC for the Turf Removal Program. The Committee commented on some clarifications staff should look into before posting the message. 2.1. Elk Mountain Practice Field Update (Verbal Report) Mr. Micalizzi updated the Committee on his November 5t" meeting with Chris Brown and James Stinnett of JUSA and PYLGSA to discuss their potential interest in the Elk Mountain Practice Fields. Both Mr. Brown and Mr. Stinnett would like to attend the next meeting with the already interested parties to discuss potential future involvement. 2.2. 2011 Children's Water Education Festival (Verbal Report) Mr. Micalizzi updated the Committee on the initial steps in YLWD's participation in the upcoming Children's Water Education Festival, held at the Nixon Library on March 23rd and 24t". The Committee discussed potential ideas for a booth and hands-on activities for the event. In addition, the Committee discussed some display and branding products, i.e., pop ups and table skirts that could be purchased prior to the event 1 and used at future community events that the District participates in. Mr. Micalizzi left the meeting following this discussion item. 2.3. IT Projects Monthly Status Mr. Parker, Finance Director, joined the meeting to discuss the punch list items from software implementation and IT Program updates that affect his Accounting Section. Matters discussed included control and establishment of individual user settings for the various modules, scheduled for completion by the end of November 2010; a memo field on check stubs (completed); having voided checks added to the internal check register report for the Accounts Payable (A/P) module (completed); utilizing min. and max. levels in the inventory control module, which is scheduled for resolution by the end of November 2010; and inventory reconciliation issues with the General Ledger (GL) Module, which is scheduled for resolution by mid-December 2010. Ms. Knight, Human Resources Manager and Mr. Serna, Human Resources Analyst, joined the meeting to discuss punch list items related to the Human Resources software module. Items remaining on the punch list include developing or modifying the following four reports: Position Control Report, Merit Review Report, Insurance Change Report and Vacation/Sick Leave Report. All four reports are scheduled to be completed by mid-December 2010. A second punch list item includes troubleshooting the in-house online application system. This system is scheduled to go online within the next two weeks. Ms. Knight has also requested additional training for her staff on the HR module to begin utilizing some of the other features included within the system, which is will be scheduled for the end of December 2010. A Microsoft training manual was also requested and it remains unknown whether staff is able to acquire this document. The final item included simplifying the process for making modifications to employee pay rates. The IT Department resolved this issue with HR. This item was continued to a December 7, 2010 meeting. 2.4. Future Agenda Items and Staff Tasks. None. 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:25 p.m. The Committee agreed to hold the next meeting of the Public Information-Technology Committee on Tuesday, December 7, 2010 at 3:00 p.m. 2 ITEM NO. 12.1 AGENDA REPORT Meeting Date: November 10, 2010 Subject: Meetings from November 11, 2010 - December 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: November 2010 Holiday Thu, Nov 11 7:30AM District Offices Closed MWDOC/OCWD Ad Hoc Committee Meeting Tue, Nov 16 4:OOPM Mills/Beverage Yorba Linda City Council Tue, Nov 16 6:30PM Summerfield MWDOC Board Wed, Nov 17 8:30AM Staff OCWD Board Wed, Nov 17 5:30PM Staff Exec-Admin-Organizational Committee Meeting Thu, Nov 18 4:OOPM Mills/Beverage Citizens Advisory Committee Meeting Mon, Nov 22 8:30AM Board of Directors Regular Meeting Wed, Nov 24 8:30AM Yorba Linda Planning Commission Wed, Nov 24 7:OOPM Hawkins Holiday Thu, Nov 25 7:30AM District Offices Closed Holiday Fri, Nov 26 7:30AM District Offices Closed December 2010 MWDOC/MWD Workshop Wed, Dec 1 8:30AM Staff OCWD Board Wed, Dec 1 5:30PM Staff Planning-Engineering-Operations Committee Meeting Thu, Dec 2 4:OOPM Mills/Summerfield Public Information-Technology Committee Meeting Tue, Dec 7 4:OOPM Beverage/Hawkins Yorba Linda City Council Tue, Dec 7 6:30PM Mills Yorba Linda Planning Commission Wed, Dec 8 7:00PM Collett Board of Directors Regular Meeting Thu, Dec 9 8:30AM WACO Fri, Dec 10 7:30AM Hawkins Finance-Accounting Committee Meeting Mon, Dec 13 4:OOPM Summerfield/Collett Personnel-Risk Management Committee Meeting Tue, Dec 14 4:00PM Collett/Hawkins MWDOC Board Wed, Dec 15 8:30AM Staff OCWD Board Wed, Dec 15 5:30PM Staff Exec-Admin-Organizational Committee Meeting Tue, Dec 21 4:OOPM Mills/Beverage Yorba Linda City Council Tue, Dec 21 6:30PM Summerfield Board of Directors Regular Meeting Wed, Dec 22 8:30AM Yorba Linda Planning Commission Wed, Dec 22 7:OOPM Hawkins Holiday Fri, Dec 24 7:30AM District Offices Closed Citizens Advisory Committee Meeting Mon, Dec 27 8:30AM 11/5/2010 9:47:13 AM