HomeMy WebLinkAbout2011-10-27 - Board of Directors Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, October 27, 2011, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Michael J. Beverage, President
Phil Hawkins, Vice President
Ric Collett
Robert R. Kiley
Gary T. Melton
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. Recognition of OCWA Annual Hot Tap and Horseshoe Competition Participants
7. COMMITTEE REPORTS
7.1. Citizens Advisory Committee
(Beverage)
• Minutes of meeting held October 24, 2011 at 8:30 a.m. (To be provided at the Board
meeting.)
• Meeting scheduled November 28, 2011 at 8:30 a.m.
8. 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.
8.1. Minutes of the Board of Directors Regular Meeting Held October 13, 2011
Recommendation: That the Board of Directors approve the minutes as presented.
8.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of $828,843.01.
8.3. Progress Payment No. 3 for Construction of the Ohio St. and Oriente Dr. Pipeline
Replacement
Recommendation: That the Board of Directors approve Progress Payment No. 3 in
the net amount of $98,694.90 to Mamco Construction for the Ohio Street and
Oriente Drive Pipeline Project, Job No. 201006.
8.4. Progress Payment No. 9 for Construction of the Highland Booster Pump Station Project
Recommendation: That the Board of Directors approve Progress Payment No. 9 in
the net amount of $27,324.00 to Pacific Hydrotech Corporation for construction of
the Highland Booster Pump Station Project, Job No. 200814.
9. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
9.1. Support Services for Computerized Maintenance and Management System Project
Recommendation: That the Board of Directors authorize the General Manager to
approve Task Release No. 2 for the Professional Services Agreement (PSA)
between the Yorba Linda Water District and Westin Engineering.
9.2. Reclassification of Limited-Term Sr. Project Manager Position
Recommendation: That the Board of Directors consider and approve
reclassification of the limited-term Sr. Project Manager position to a regular full-time
District position, effective July 1, 2012.
9.3. Revised Professional Services Agreement with Kidman, Behrens and Tague, LLP
Recommendation: That the Board of Directors consider execution of the revised
professional services agreement with Kidman, Behrens and Tague, LLP.
9.4. MWDOC Board and Member Agency Elected Officials' Forum
Recommendation: That the Board of Directors designate an elected official as the
District's official representative to attend the MWDOC Board and Member Agency
Elected Officials' Forum.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
10.2. Directors' Reports
Yorba Linda Mayor's Prayer Breakfast - October 20, 2011
MWDOC Water Policy Forum - October 20, 2011
10.3. General Manager's Report
• Benefits Fair - October 26, 2011
10.4. General Counsel's Report
10.5. Future Agenda Items and Staff Tasks
11. COMMITTEE REPORTS CONTINUED
11.1. Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Minutes of meeting held October 18, 2011 at 4:00 p.m.
Meeting scheduled November 16, 2011 at 4:00 p.m.
11.2. Finance-Accounting Committee
(Collett/Kiley)
• Minutes of meeting held October 24, 2011 at 4:00 p.m. (To be provided at the next
Board meeting.)
• Meeting scheduled November 28, 2011 at 4:00 p.m.
11.3. Personnel-Risk Management Committee
(Kiley/Beverage)
• Meeting scheduled November 8, 2011 at 4:00 p.m.
11.4. Planning-Engineering-Operations Committee
(Melton/Collett)
• Meeting scheduled November 3, 2011 at 4:00 p.m.
11.5. Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
Minutes of meeting held October 21, 2011 at 3:00 p.m.
Meeting scheduled November 7, 2011 at 4:00 p.m.
11.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Beverage/Hawkins)
• Meeting scheduled November 22, 2011 at 4:00 p.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. YL City Council - October 18, 2011 (Melton)
12.2. MWDOC Board - October 19, 2011 (Melton/Staff)
12.3. OCWD Board - October 19, 2011 (Kiley/Staff)
12.4. YL Planning Commission - October 26, 2011 (Collett)
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from October 28, 2011 - November 30, 2011
14. 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.
14.1. 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: American Security Insurance Company, et al vs. YLWD (OC Superior
Court - Case No. 00348304)
Name of Case: Buc vs. YLWD (OC Superior Court - Case No. 00409755)
Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD (OC
Superior Court - Case No. 00425404)
14.2. Public Employee Performance Evaluation
Pursuant to Section 54957 of the California Government Code
Title: General Manager
15. ADJOURNMENT
15.1. The next regular meeting of the Board of Directors will be held November 10, 2011 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: October 27, 2011
Subject: Citizens Advisory Committee
(Beverage)
• Minutes of meeting held October 24, 2011 at 8:30 a.m. (To be provided at the
Board meeting.)
• Meeting scheduled November 28, 2011 at 8:30 a.m.
ATTACHMENTS:
Name: Description: Type:
102411 - CAC Minutes.doc CAC Mtg Minutes 10/24/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
October 24, 2011
1. CALL TO ORDER
A meeting of the Citizens Advisory Committee was called to order at 8:30 a.m. by
Vice Chair, Cheryl Spencer-Borden. The meeting was held at the District's
Administrative Office at 1717 East Miraloma Avenue, Placentia CA 92870.
COMMITTEE MEMBERS PRESENT
Cheryl Spencer-Borden, Vice Chair Rick Buck Joe Holdren
Modesto Llanos Lindon Baker Bill Guse
Fred Hebein Daniel Mole Greg Myers
YLWD DIRECTORS PRESENT YLWD STAFF PRESENT
Michael Beverage, Director Damon Micalizzi, Public Information Officer
Derek Nguyen, Water Quality Engineer
VISITORS PRESENT
Anne Guse
2. PUBLIC COMMENTS
None.
3. PRESENTATIONS
3.1. Your Water's Taste and Odor
Mr. Nguyen gave a presentation on water taste and odor in light of the
recent algae bloom at Metropolitan's Silverwood Lake in the San
Bernardino Mountains. Mr. Nguyen noted that although the algae bloom
has prompted some customers to call the District about changes in the
taste and odor of their tap water, the issues they may be experiencing do
not pose any health risks. In addition, Mr. Nguyen provided background
and information about water quality and the chemical composition of the
District's water supply and the steps and precautions taken to ensure a
safe potable water source. He also offered recommendations on how to
achieve the best tasting results from your tap water at home.
4. DISCUSSION ITEMS
4.1. Bottled Water Label Contest Finalists
Mr. Micalizzi presented to the Committee the finalists for the District's
Bottled Water Label Contest. The Committee voted and picked a winner.
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4.2. American Water Works Association's (AWWA) QualServe Program
Results
The Committee Discussed the AWWA QualServe Results, with mixed
reviews however most agreed the data provided some useful information.
Mr. Micalizzi explained that the QualServe Results were responsible in
part for the formation of the Employee Productivity Innovation &
Communication (EPIC) Committee that is tasked with ensuring that the
District addresses some of the issues and possible deficiencies identified
in the Survey. In addition, the Employee Safety Committee was
reestablished with Human Resources to address some of the Health and
Safety concerns brought up in the survey. Mr. Beverage also pointed out
that a Safety Consultant will soon be hired by the District to assist in
moving these objectives forward.
4.3. OCWD Ground Water Adventure Tour
Mr. Micalizzi invited the Committee to attend the OCWD Ground Water
Adventure Tour on November 10, 2011. Those interested will let staff
know via e-mail later this week. Mr. Beverage also mentioned to the
Committee that there are some upcoming inspection trips hosted by
Metropolitan that they may be interested in attending if there is availability.
Staff will check on the availability for upcoming trips and extend invitations
to the CAC if seats are available.
4.4. Date for November/December CAC Meeting
The Committee decided to hold its final meeting for the 2011 Calendar
year on Monday, November 28, 2011.
4.5. Future Agenda Items
At this time, Mr. Llanos brought up an item on the District's October 21,
2011 Public Affairs Communication Technology Committee Meeting. Mr.
Llanos voiced concerns that the Summary Page of the Staff Report for
Discussion Item 3.5, titled Draft Strategic Communications Plan, did not
mention the Citizens Advisory Committee. He noted that at the September
CAC Meeting, while discussing the District's adopted Strategic Plan, he
had also pointed out concerns that there was no mention of the CAC in
that document. Mr. Micalizzi reassured everyone that the CAC plays a
vital role in the District's community outreach and that the CAC is
mentioned several times in the Strategic Communications Plan, a
document that will be presented to the CAC at their November meeting.
Other upcoming Discussion Items include:
■ Citizens Advisory Committee Questionnaire Results and Executive
Summary
■ District Public Affairs Efforts
■ Rate Structure and Financial Planning
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5. ADJOURNMENT
5.1. The Committee adjourned at 10:22 a.m. The next meeting of the Citizens
Advisory Committee will be held Monday, November 28, 2011 at 8:30 a.m.
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ITEM NO. 8.1
AGENDA REPORT
Meeting Date: October 27, 2011
Subject: Minutes of the Board of Directors Regular Meeting Held October 13, 2011
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Narne: Description: Type:
101311 BOD - Minutes.doc BOD Mtg Minutes 10/13/11 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
PH/RC 5-0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
October 13, 2011
1. CALL TO ORDER
The October 13, 2011 Regular Meeting of the Yorba Linda Water District Board
of Directors was called to order by President Beverage at 8.32 a.m. The meeting
was held in the Board Room at the District's Administrative Building located at
1717 East Miraloma Avenue in Placentia, California 92870.
2. PLEDGE OF ALLEGIANCE
Director Kiley led the pledge. {
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Michael J. Beverage, President Ken Vecchiarelli, General Manager
Phil Hawkins, Vice President Steve Conklin, Engineering Manager
Ric Collett Stephen Parker, Finance Manager
Robert R. Kiley Gina Knight, Human Resources Manager
Gary T. Melton Art Vega, Interim IT Manager
John DeCriscio, Chief Plant Operator
Ken Mendum, Water Maintenance Superintendent
Steve Clayton, Plant Operator II
Freddie Ojeda, Plant Operator II
Diane Dalton, Senior Maintenance Dist Operator
Scott Coffman, Maintenance Dist Operator III
Jorge Lopez, Maintenance Dist Operator II
Nick Hollon, Maintenance Worker
Nick Isbell, Maintenance Worker
Damon Micalizzi, Public Information Officer
Annie Alexander, Executive Secretary
ALSO PRESENT
Brett Barbre, Director, Municipal Water District of Orange County
Nancy Rikel, Mayor, City of Yorba Linda
Art Kidman, General Counsel, Kidman Behrens & Tague LLP
Eddie Beltran, Senior Associate, Kidman, Behrens & Tague LLP
Carl Boznanski, Chair, Citizens Advisory Committee
Bob King, King Family Trust/Yorba Linda Outpost Development LLC
Gordon Thomson, Thomson and Associates Real Estate
4. ADDITIONS/DELETIONS TO THE AGENDA
President Beverage announced that Item No. 14.1. would be removed from the
agenda as it was no longer needed and that Item No. 14.2. would be continued
to the next regular Board meeting. Mr. Vecchiarelli stated that Item No. 6.1.
would also be postponed until the next meeting.
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Item No. 5. was taken following Item No. 7.1.
6. SPECIAL RECOGNITION
Item No. 6.1. was continued to the next Board meeting.
6.1. Recognition of OCWA Annual Hot Tap and Horseshoe Competition
Participants
6.2. Recognition of Staff for Outstanding Customer Service Compliments
Mr. Vecchiarelli played a recorded message from a customer commending
District staff for their assistance. Mr. Vecchiarelli then introduced Mrs.
Dalton and Messrs. Coffman, Hollon, Isbell and Lopez after which
President Beverage presented them with a memo recognizing their
exceptional customer service.
Mr. Vecchiarelli then introduced Messrs. Clayton and Ojeda who were
attending the Board meeting to fulfill a requirement for the ACWA/JPIA
Certification Program.
7. COMMITTEE REPORTS
7.1. Citizens Advisory Committee a ~(Beverage)
Minutes of the meeting held September 26, 2011 were provided in the
agenda packet. Director Beverage attended. Mr. Boznanski provided a
brief report regarding matters discussed during the meeting including- Elk
Mountain Reservoir Practice Field Project Update; 2011/12 Budget &
Strategic Plan; and Citizens Advisory Committee Questionnaire.
Meeting scheduled October 24, 2011 at 8.30 a.m.
5. PUBLIC COMMENTS
None.
8. CONSENT CALENDAR
President Beverage announced that he would like to remove Item Nos. 8.3. and
8.5. from the Consent Calendar. These items were then removed for separate
action.
Director Hawkins made a motion, seconded by Director Kiley, to approve the
remainder of the Consent Calendar. Motion carried 5-0.
8.1. Minutes of the Board of Directors Regular Meeting Held September 22, 2011
Recommendation. That the Board of Directors approve the
minutes as presented.
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8.2. Minutes of the Board of Directors Special Meeting Held October 4, 2011
Recommendation. That the Board of Directors approve the
minutes as presented.
8.4. Progress Payment No. 2 for Construction of the 2010 Waterline
Replacement Project, Phase 1 - Plumosa Drive
Recommendation. That the Board of Directors approve Progress
Payment No. 2 in the net amount of $141,998.40 to Kana Pipeline,
Inc. for construction of the Plumosa Drive Pipeline Project, Job No.
201012.
8.6. Construction Contract for Fairmont Reservoir Valve Replacements
Recommendation. That the Board of Directors award a
construction agreement in the amount of $203,800.00 to Pascal &
Ludwig Constructors, Inc., for installation of replacement valves at
the Fairmount Reservoir.
8.7. Easement Quitclaim for Sewer System Transfer
Recommendation: That the Board of Directors authorize the
General Manager to execute the Quitclaim Deed relating to Parcel
1 in the Deed of Easement recorded on March 25, 1991 as
Instrument No. 91-134888, to quitclaim to the City of Yorba Linda
the Brush Canyon Chlorination Building site.
8.8. Letter of Understanding for Yorba Linda Blvd Booster Station Project
Recommendation: That the Board of Directors authorize the
General Manager to submit a Letter of Understanding to the City of
Yorba Linda for the District's Yorba Linda Blvd Booster Station and
Pipeline Project.
8.9. Agreement Amendment with Total Compensation Systems
Recommendation. That the Board of Directors authorize the
General Manager to amend the current professional services
agreement with Total Compensation Systems, Inc. to complete a
"roll-over" valuation for the years 2012 and 2013 at a cost not to
exceed $1,400.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
Staff responded to questions from President Beverage regarding payment being
made for the 2003 and 2008 Certificates of Participation and plans for upgrading
the Districts existing pressure regulating stations.
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Director Beverage made a motion, seconded by Director Hawkins, to approve
Item Nos. 8.3. and 8.5. Motion carried 5-0.
8.3. Payments of Bills, Refunds and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of $4,216,037.85.
8.5. Engineering Services for Pressure Regulating Stations Upgrade Project
Recommendation. That the Board of Directors authorize execution
of a Professional Services Agreement with Hall & Foreman, Inc. in
the amount of $82,400 to prepare engineering design, and provide
bidding support and construction management services for the
Pressure Regulating Stations Upgrade Project.
9. ACTION CALENDAR
9.1. Terms & Conditions for Water & Sewer Service for King Family Trust,
Tract 16488
Mr. Conklin introduced Messrs. King and Thomson, representatives for the
King Family regarding this matter. Mr. Conklin then provided an overview
of the project and along with Mr. Vecchiarelli, responded to questions from
the Board regarding additional water storage, fire flow requirements, and
water pressure for the proposed development.
Following further discussion, Mr. Vecchiarelli suggested that the Board
consider amending No. 49 of the Terms & Conditions as follows:
The applicant 3 f f:_` install individual water pumps with
approved backflow prevention assemblies, comply with Terms and
Conditions No. 32 for such assemblies and shall execute a
Declaration of Restrictive Covenants noticing buyers of possible
low pressure conditions and the existence of private pressure pump
systems L
Mr. Kidman stated that he agreed with Mr. Vecchiarelli's suggestion.
Mr. Thomson addressed the Board and stated that he also agreed with the
amended condition. Messrs. Thomson and King then responded to
questions from the Board regarding property disclosures and the number
of pads being reserved for the King family.
Director Hawkins made a motion, seconded by Director Collett, to approve
the Terms and Conditions for Water and Sewer Service for the King
Family, Trust, Tract No. 16488, for development of 11 residential lots as
amended. Motion passed 5-0.
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9.2. Standing List of Vendors for Provision of Temporary Personnel Services
Mrs. Knight explained the purpose of developing a standing list of vendors
for temporary personnel services. Mrs. Knight and Mr. Kidman then
responded to questions from the Board regarding the process of adding
additional vendors to the standing list and competitive bid requirements.
Director Kiley made a motion, seconded by Director Melton, to authorize
development of a standing list of vendors for the provision of temporary
personnel services, on an as-needed basis, and execution of Professional
Services Agreements with these vendors, subject to approval as to form
by General Counsel, and providing Certificates of General Liability and
Workers' Compensation insurance coverage to the District on an on-going
basis along with waivers of subrogation for our files. Motion passed 5-0.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
President Beverage commented on the current process for providing
Committee meeting minutes to the Board and requested that staff prepare
a discussion item regarding the matter for the next Executive-
Administrative-Organizational Committee meeting.
10.2. Directors' Reports
Director Melton encouraged the Board to attend the Yorba Linda Mayor's
Prayer Breakfast on October 20, 2011. Brief discussion followed.
Director Hawkins made a motion, seconded by Director Melton, to add the
event to the agenda as Item No. 13.2. for the Board of Directors to
authorize Director attendance as there was a need to take immediate
action and the event notice was received by staff subsequent to the
agenda being posted. Motion passed 5-0.
10.3. General Manager's Report
■ Benefits Fair - October 26, 2011 at 11:30 a.m.
■ AB1825 Training - December 6, 2011 at 9:30 a.m.
■ AB1234 Training - March 12, 2012 at 9:00 a.m.
Mr. Vecchiarelli reported that the Human Resources Department will
be sponsoring a benefits fair at the end of October. Flu shots and
information regarding health benefits will be provided at the event. Mr.
Vecchiarelli further reported that the HR Department had also
scheduled two trainings in December 2011 and March 2012 to meet
the AB1825 and AB1234 requirements.
10.4. General Counsel's Report
Mr. Kidman reported that the District settled an employment dispute with
its former Assistant General Manager, Pat Grady. The parameters of the
settlement were approved by the Board in Closed Session on September
8, 2011 and a final settlement agreement was executed by both parties on
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September 20, 2011. The executed agreement is a public record while
Mr. Grady's personnel file remains confidential. Mr. Kidman further
reported that Mr. Grady submitted a formal letter of resignation and
released all employment related claims against the District. The District
paid a lump sum settlement payment of $27,500 to Mr. Grady. Neither
side admitted any wrongdoing in the employment of Mr. Grady or the
disputes related to his employment. Mr. Grady agreed to indemnify the
District against any employment taxes applicable to the settlement
payment. Mr. Kidman then stated that this announcement was in
compliance with Section 54957.1 (a)(3)(B) of the California Government
Code.
Mr. Kidman then commented on the status of a few pieces of legislation
including AB 22, AB 938, SB 215, AB 1344, and AB 23. Mr. Beltrans will
provide a more detailed report to staff at a later date.
10.5. Future Agenda Items and Staff Tasks
None.
11. COMMITTEE REPORTS
11.1. Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Minutes of the meeting held October 6, 2011 were provided in the agenda
packet. Directors Beverage and Hawkins attended. The only matter
discussed at the meeting was the discontinuation of the Elk Mountain
Reservoir Practice Field Project.
Meeting scheduled October 18, 2011 at 11:00 a.m.
11.2. Finance-Accounting Committee
(Collett/Kiley)
Minutes of the meeting held September 26, 2011 were provided in the
agenda packet. Directors Collett and Kiley attended. Matters discussed
during the meeting included: Contract Extension with Total Compensation
Systems; Audit Update; July 2011 and August 2011 Budget to Actual
Results; Investment Reports through August 2011; and Status Report on
Committee Specific Strategic Plan Initiatives.
Meeting scheduled October 24, 2011 at 4:00 p.m.
11.3. Personnel-Risk Management Committee
(Kiley/Beverage)
Minutes of the meeting held October 11, 2011 were provided at the
meeting. Directors Kiley and Beverage attended. Matters discussed
during the meeting included: Reclassification of a Limited-Term Sr.
Project Manager Position to a Regular Budgeted Position; Status of
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Human Resources and Risk Management Activities; Status of
Recruitments and Budgeted Positions; and Status of Committee Specific
Strategic Plan Initiatives.
Meeting scheduled November 8, 2011 at 4:00 p.m.
11.4. Planning-Engineering-Operations Committee
(Melton/Collett)
Minutes of the meeting held October 6, 2011 were provided in the agenda
packet. Directors Melton and Collett attended. Matters discussed during
the meeting included: Engineering Services for Pressure Regulating
Stations Upgrade Project; Construction Contract for Valve Replacement at
Fairmont Reservoir; Letter of Understanding for Yorba Linda Blvd Booster
Station Project; Report on Potential Second Lower Cross Feeder Project;
Monthly Preventative Maintenance Program Report; Monthly Groundwater
Production & Purchased Import Water Report; Groundwater Producer
Meeting Report; Status Report on Capital Projects in Progress; and Status
Report on Committee-Specific Strategic Planning Initiatives.
Meeting scheduled November 3, 2011 at 4:00 p.m.
11.5. Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
Meeting scheduled October 10, 2011 at 4:00 p.m. was cancelled and
rescheduled to October 21, 2011 at 3:00 p.m.
11.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Beverage/Hawkins)
Minutes of the meeting held September 27, 2011 were provided in the
agenda packet. Directors Beverage and Hawkins attended. Matters
discussed during the meeting included: MWD Labor Negotiations; Status
of Southern California Water Supply; Replenishment Studies; MWDOC's
60th Anniversary Commemoration; Status of Groundwater Basin; MWD
Replenishment Water Program; and Annexation of YLWD to OCWD.
Meeting scheduled November 22, 2011 at 4:00 p.m. Mr. Vecchiarelli
stated that he was not going to be able to attend this meeting and that Mr.
Conklin would be attending in his place.
12. INTERGOVERNMENTAL MEETINGS
12.1. WACO - September 9, 2011 (Hawkins)
Director Hawkins did not attend this meeting.
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12.2. YL City Council - September 20, 2011 (Melton)
Director Melton attended and commented on a resolution extending a two
year extension for certain Conditional Use Permits which was adopted at
the meeting.
12.3. MWDOC Board - September 21, 2011 (Melton/Staff)
Director Melton attended and commented on the Orange County Water
Summit and ACWA Committee appointments which were discussed at the
meeting.
12.4. OCWD Board - September 21, 2011 (Kiley/Staff)
Director Kiley attended but did not have any new business to report.
12.5. YL Planning Commission - September 28, 2011 (Collett)
Director Collett attended and commented on a proposed lot split which
was discussed during the meeting.
12.6. ISDOC -September 29, 2011 (Hawkins/Kiley)
Directors Hawkins and Kiley attended. Director Hawkins commented on
two presentations provided at the meeting regarding California's legislative
and congressional redistricting plan and the accomplishments of CSDA.
12.7. YL City Council - October 4, 2011 (Hawkins)
Director Hawkins attended but did not have any new business to report.
12.8. MWDOC/MWD Workshop - October 5, 2011 (Melton/Staff)
Director Melton attended and commented on MWD's Local Resource
Development Strategy Task Force, conservation goals and impacts on
revenue, and MWD's Labor MOU which were discussed during the
' meeting.
12.9. OCWD Board, October 5, 2011 (Kiley/Staff)
Director Kiley attended and commented on a license agreement with the
City of Anaheim for a drain pipe from the Linda Vista Reservoir which was
approved at the meeting.
12.10. WACO -October 7, 2011 (Hawkins)
Director Hawkins attended and commented on a presentation regarding
SCWD's Groundwater Recovery Facility which was provided at the
meeting.
12.11. YL Planning Commission - October 12, 2011 (Kiley)
Director Kiley attended and commented on a lot split and extension for a
Conditional Use Permit for Verizon Wireless which were discussed during
the meeting.
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13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from October 14, 2011 - November 30, 2011
The Board reviewed the listed meetings. Director Hawkins stated that the
Executive-Administrative-Organizational Committee meeting in November
had been rescheduled to November 16, 2011 at 4:00 p.m.
13.2. Yorba Linda Mayor's Prayer Breakfast - October 20, 2011
Directors Collett and Melton have already registered for this event.
Directors Hawkins and Kiley expressed an interest in attending as well.
Director Collett made a motion, seconded by Director Hawkins, to
authorize Director attendance at this event. Motion passed 5-0.
14. CLOSED SESSION
Item No. 14.1. was removed from the agenda and Item No. 14.2. was continued to the
next regular Board meeting.
14.1. 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)
a4
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: American Security Insurance Company, et al vs.
YLWD (OC Superior Court - Case No. 00348304)
Name of Case: Buc vs. YLWD (OC Superior Court - Case No.
00409755)
9
Name of Case: Interinsurance Exchange of the Automobile Club vs.
YLWD (OC Superior Court - Case No. 00425404)
14.2. Public Employee Performance Evaluation
Pursuant to Section 54957 of the California Government Code
Title: General Manager
15. ADJOURNMENT
15.1. The meeting was adjourned at 10:58 a.m. The next regular meeting of the
Board of Directors will be held October 27, 2011 at 8:30 a.m.
Kenneth R. Vecchiarelli
Board Secretary
r
a.
10
ITEM NO. 8.2
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
Total Budget: N/A
To: Board of Directors Cost Estimate: $828,843.01
Funding Source: All Funds
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Stephen Parker, Finance Dept: Finance
Manager
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 $828,843.01.
DISCUSSION:
The wire and major item on this disbursement list are as follows: A wire of $98,563.03 to ACWA-
HBA for November 2011 health premium; and a check of $98,694.90 to Mamco Construction for
Ohio Street pipeline replacement September 2011 progress payment. The balance of $396,516.17
is routine invoices. The Accounts Payable check register total is $593,774.10; Payroll No. 21 total is
$235,068.91; and, the disbursements of this agenda report are $828,843.01. 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:
Narne: Description: Type:
CkReg102711_BOD.pdf Check Register Backup Material
11-CS 1027.doc Cap Sheet Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
PH/RC 5-0
RC abstained from voting on Check No.
57624 as he has a financial interest with the
vendor.
Yorba Linda Water District
Check Register
For Checks Dated: 10/'14/2011 thru 1012712011
Check No. Cate Vendor Name Amount description ($10k orgreater}
57647 10/27/2011 1st Enterprise Bank 3.036.00
57544 10/27/2011 Abbott Staffing Croup 4,080.00
57545 10/27/2011 ACWA/JPIA 28,995.00 Workers' Comp Prem Jul-Sep
57546 1012712011 ACWA-Assn Of Ca Water Agencies 635-00
W102711 10/27/7011 ACWA HBA 96,563.03 Health premium November
57547 10/27/2011 Albert A. Webb Associates 3.520.00
57548 10/27/2011 Alhambra Foundry Company 3:338.57
57549 10/27/2011 Anixter Inc. 177.71
57550 10/27/2011 Answer One Communications 555-04
57551 10/27/2011 Apollo Technologies Inc. 410.00
57552 1012712411 Aqua-Metric Sales Co. 457.29
57553 10/27/2011 Aramark 68224
57574 1012712011 ARC 900-39
57554 10/27/2011 Arrow Hardware 181.85
57555 10/27/2011 Associated Laboratories 2,869.14
57558 10/27/2011 AT & T 44.95
57556 1012712011 AT & T - Calnet2 3.33$.77
57557 10/27/2011 AT & T Mobility 240.87
57559 10/27/2011 Autoscribe Corporation 97.75
57560 10/27/2011 AW Direct Inc. 531.03
57563 10/27/2011 B & M Lawr and Garden Inc 8.60
57561 10/27/2011 Battery Systems 115.42
57562 10/27/2011 Bee Gone 95.03
S757G 10/27/1011 C. Wells Pipeline 117.45
57564 10/27/2011 Calif Water Environ Assn (CWEA) 144.00
57565 10/27/2011 CALPELRA 695.00
57566 1012712011 CAW Government, Inc 8.006-83
57567 10/27/2011 City Of Anaheim 962.34
57565 10/27/2011 City Of Placentia 649.70
57569 10/27/2011 City Of Placentia 4,661.87
57570 10/27/2011 CIVILTEC Englneering, Inc 1,334,93
57571 10/27/2011 Clinical Lab. Of San Bern. 1.940-00
57572 10/77/2011 Coast Surveying, Inc. 494.00
57573 10/27/2011 Cobra Solutions, Inc 395.00
57596 10/27/2011 Costco Online 489.87
57575 10/27/2011 Culligan 1,523.50
57577 10/27/2011 Datalok Orange County 288.55
57578 10/27/2011 Dell Marketing L.P. 3.294.36
57580 10/27/2011 Delta Wye Electric, Inc. 710.95
57579 10/27/7011 De[ta,Care USA 32094
57581 10/27/2011 Derek Nguyen 317.73
57582 10/27/2011 Eisel Enterprises, Inc. 1,253.69
57583 10/27/2011 Elite Equipment Inc 2,396.95
57584 10/27/2011 Elk Grove Ford 20,666.60 2012 Ford E<scpe/Repl Eng Veh
57587 1012712011 EyeMed 1,477-64
57585 10/270011 Fairway Ford Sales, Inc. 241.70
57586 10/27/2011 Federal Express 115.52
57588 10/27/2011 Fleet Services, Inc 10.84
57589 10/27/2011 Flex Advantage 117.00
57590 10/27/2011 Fry's Electronics 53.93
57591 1.0/27/2011 Grainger 445.29
57592 10/27/2011 Graybar Electric Co 7,636.96
57593 10/27/2011 Haaker Equipment Co. 2,105.80
57594 10/27/2011 Harrington Industrial 430.08
57595 10/27/2011 Home Depot Credit Services 550.58
57597 10/27/2011 Industrial Technical Services 245.00
57598 10/27/2011 Infosend Inc. 8,351.54
57601 10/27/2011 J. Todd Howard 87.97
57599 10/2'/,12011 Jackson's Auto Supply - Napa 66571
57600 10/27/2011 John Force Racing Inc 570.00
57610 10/27/2011 K]dman, Behrens, & Tague, _LP 31,303.41 Legal services September
57602 10/27/2011 Konica Minolta Business 1,301.39
57603 10/27/2013 Konica Minolta Business 103.66
57604 1012712011 Lee & Ro, Inc. 39.502.22 Palm Ave upgrades Sept svcs
576075 1012712011 Leighton Consulting, Inc. 14.992.40 Ohio St Repl Jun-Aug svos
57606 1012712011 Light Bulbs Etc 262.80
57496 10118/2011 Lynn Nuzman (120.00)
W101811 10/18/2011 Lynn Nuzman 120.00
57607 1012712011 Malcolm Pirnie, Inc. 688.40
57608 3.0/27/2011 Mamco Construction 98.694.90 Ohio St Rep] prog pay Sept
57609 10/27/2011 Marina Landscape, Inc 3,607.27
57611 10/27/2011 Mc Fadden-Dale Hardware 80-60
57612 107/27/2011 Mc Fadden-Dale Hardware 311.16
57613 10/27/2011 Merchants Building Maintenance LL[ 5,993.13
57614 10/27/2911 Michael J. Beverage 14.10
57615 10/27/2011 MWH Americas, Inc. 11,980.00 Highland Booster upgrade Aug
57616 10/27/2011 Nicole Dalton 80.00
57617 10/27/2011 One Source Distributors, LLC 339.50
57618 10/27/2011 ONLINE Information Services, Inc. 105.00
57614 10/27/2011 Orange County - I W M D 1,346.64
57620 10/27/2011 Orange County Register 198.00
57621 10/27/2011 Orange County Sanitation District 669-73
57622 10/27/2011 Pacific Hydrotech Corporation 27,324.00 Highland Booster prog pay Sep
5/623 10/27/2011 Peck Road Truck Center 44.39
57624 10/27/2011 Placentia Disposal #676 469.58
57625 10/27/2011 Powerstride Battery 427.22
57626 10/27/2011 Praxair Distribution 55.035
57627 10/27/2011 Priority Mailing Systems LLC 509.00
57630 1012712011 R J Services, Inc 1,056.77
57628 1012712011 Raftelis Financial Consultants, Inc_ 14,060.93 Consulting Sep-WtrRVSwr Fin
57629 10/27/2011 RBF Consulting 10,116.54 Pipeline Rep] August svgs
57631 1012712011 RKI Engineering, LLC 3.800.00
57632 1012717011 RMJ Technologies 19,479.40 Monitoring ServiceAiehicles
57633 10/27/2011 Sanders Paving, Inc. 17,525.00 Asphalt repair YL,Plac,Anaheim
57634 10/27/2011 South Coast AQMD 1,934.21
W101711 10/17/2011 Southern Calif Edison Co. 29,52325 Electrical all sites September
57635 1012712011 Southern Calif Gas Co. 9,676.60
57636 10/2712011 Southwest Valve 943.89
57641 1012712011 St-Jude Hospital Yorba Linda 105.00
57637 10/27/2011 Staples Business Advantage 1,171.76
57638 10/27/2011 Stater Bros. Markets 25.61
57640 1012712011 Stephen Parker/ Petty Cash 215.29
57639 10/27/2011 Steven Enterprises 202.50
57642 10/27/2011 Sunrise Medical Group 95.00
51643 10/27/2011 Time Warner Cable 447.22
57644 10/27/2011 Townsend Public Affairs, Inc. 3,000.00
57645 10/27/2011 Underground Service Alert 138.00
57646 10/27/2011 United Industries 1,340.31
57648 10/27/201.1 Wells Supply Co 9,274.65
57650 10/27/2011 Westin Engineering, Inc. 1,962.00
57649 1012712011 Westside Building Material 473.63
57651 10/27/2011 Yorba Linda Hardware 73.36
57541 10/17/7011 Yorba Linda Prayer Breakfast 25.00
57542 10/17/2011 Yorba Linda Prayer Breakfast 25-00
57543 10/17/2011 Yorba Linda Prayer Breakfast 25-00
Total $593,774.10
October 27, 2011
CHECK NUMBERS:
Void Check 57496 $ (120.00)
Manual Checks 57541-57543 $ 75.00
Computer Checks 57544-57651 $ 465,612.82
$ 465, 567.82
WIRES:
W-101711 Southern Cal Edison $ 29,523.25
W-101811 Lynn Nuzman $ 120.00
W-102711 ACWA-H BA $ 98, 563.03
$ 128,206.28
TOTAL OF CHECKS AND WIRE $ 593,774.10
PAYROLL NO. 21:
Void Check 4786
Computer Checks 5070- 5075
Manual Checks 5076- 5085 $ 235,068.91
DISBURSEMENT TOTAL: $ 828,843.01
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF OCTOBER 27, 2011
ITEM NO. 8.3
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
Total Budget: $1,750,000
To: Board of Directors Cost Estimate: $1,750,000
Funding Source: Water Capital
Reserves
From: Ken Vecchiarelli, General Account No: 1-0010-2700
Manager
Job No: J-201006
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt
Subject: Progress Payment No. 3 for Construction of the Ohio St. and Oriente Dr.
Pipeline Replacement
SUMMARY:
Construction is proceeding on the Ohio Street and Oriente Drive Pipeline Project, which includes
installation of approximately 4,500 feet of 16-inch diameter ductile iron pipe, 2,200 feet of 8 to 12-
inch diameter PVC pipe, miscellaneous valves, hydrants and water service connections.
STAFF RECOMMENDATION:
That the Board of Directors approve Progress Payment No. 3 in the net amount of $98,694.90 to
Mamco Construction for the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006.
DISCUSSION:
In accordance with the contract documents, Mamco Construction submitted a request for Progress
Payment No. 3, in the amount of $109,661.00 for completed work through September 30, 2011.
During this period, the contractor installed approximately 1,540 feet of pipeline in Ohio Street and
Oriente Drive, including miscellaneous valves and base paving. The contractor also installed
various valves and services. The status of the construction contract with Mamco Construction is as
follows:
. The current contract is $1,389,089.00 and 210 calendar days starting May 23, 2011.
. If approved, Progress Payment No. 3 is $109,661.00 (7.9% of the total contract amount), less
10% retention of $10,966.10 for a net payment of $98,694.90.
. Total payments to date including proposed Payment No. 3 and retention would be
$1,038,297.00 (74.7% of the total contract amount).
. As of September 30, 2011, 131 calendar days were used (62.4% of the contract time).
Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress
Payment No. 3 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
A construction contract in the amount of $1,389,089 was awarded to the low bidder, Mamco
Construction on April 14, 2011. The Board of Directors has approved two progress payments to
date for this project, the most recent at the meeting on September 22, 2011.
ATTACHMENTS:
Nan e: Description: ype:
MAMCO PPR 3.pdf Mamco Progress Payment 3 for Ohio Pipeline Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
PH/RC 5-0
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Ohio I Oriente Pipeline Project PROGRESS PAY REQUEST NO. 003
LOCATION Yorba Linda, CA PROJECT NO. 201006 PAGE 1 OF 1 PAGES
CONTRACTOR Mamco Construction DATE 10111111
rORIGINAL CONTRACT AMOUNT: $ 1,389,089.00
AU FHORIZED CHANGE ORDERS: $ -
REVISED CONTRACT AMOUNT: $ 11389,089.00
PROGRESS PAY ESTIMATE FOR PERIOD September 1, 2011 TO September 30, 2011
PREVIOUS THIS MONTH TO DATE
VALUE OF WORK COMPLETED $ 928,636.00 Is 109,661.00 $ 1,038,297.00
CHANGE ORDER WORK COMPLETED $ - $ - $ -
TOTAL VALUE OF WORK COMPLETED $ 928,636.00 $ 109,661.00 $ 1,038,297.00
LESS RETENTION 10% $ 835,772,40 S 98,694.90 $ 934,46730
LESS OTHER DEDUCTIONS Electronic Wire Fees
NET EARNED TO DATE $ 934,467.30
LESS AMOUNT PREVIOUSLY PAID $ 835,772.40
BALANCE DUE THIS ESTIMATE $ 98,694.90
NOTICE TO PROCEED May 23, 2011
COMPLETION TIME 210 CALENDAR DAYS
APPROVED TIME EXTENSIONS 0 CALENDAR DAYS
TOTAL CONTRACT TIME 210 CALENDAR DAYS
TIME EXPENDED TO DATE 131 CALENDAR DAYS
TIME REMAINING 79 CALENDAR DAYS
REQUESTED BY: DATE:
Rumzi b s Project Manager, MAMCO
RECOMMENDED: e DATE:
Joe Pclimino, Project Engineer: YLWD
st
APPROVED BY: DATE:
Steve Conklin, Engineering Manager, YLWD
ITEM NO. 8.4
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
Total Budget: $5.5 M
To: Board of Directors Cost Estimate: $5.5 M
Funding Source: Water Revenue Bond
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: J-200814
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND
Subject: Progress Payment No. 9 for Construction of the Highland Booster Pump
Station Project
SUMMARY:
Work is proceeding on construction of the Highland Pump Station Project that includes a new
building, three electric motor driven pumps, two natural gas engine driven pumps, various piping, a
surge tank and a new access road.
STAFF RECOMMENDATION:
That the Board of Directors approve Progress Payment No. 9 in the net amount of $27,324.00 to
Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job
No. 200814.
DISCUSSION:
In accordance with the contract documents, Pacific Hydrotech Corporation submitted a request for
Progress Payment No. 9, in the amount of $30,360.00 for completed work through September 30,
2011. During this period, the contractor completed installation of the structural roof beams and
metal decking. The contractor also continued work inside the building, installing electrical lighting
and concrete pads in the control room. The status of the construction contract with Pacific
Hydrotech Corporation is as follows:
. The current contract is $4,655,065.72 and 352 work days (includes Change Order No. 1 & 2
which added 66 work days and $129,265.72) starting November 1, 2010.
. If approved, Progress Payment No. 9 is $30,360.00 (0.7% of the total contract amount), less
10% retention of $3,036.00 for a net payment of $27,324.00.
. If approved, total payments to date including retention will be $2,358,860.00 (50.7% of the
total contract amount).
. As of September 30, 2011, 231 work days were used (65.6% of the contract time). Staff is
negotiating with the contractor regarding adding work days to the contract due to additional
field orders, subject to Board approval.
Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress
Payment No. 9 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
A construction contract in the amount of $4,525,800 was awarded to the low bidder, Pacific
Hydrotech Corporation on August 12, 2010. The Board has approved eight progress payments to
date for this project, the last of which was approved on September 22, 2011.
ATTACHMENTS:
Name: Description: Type:
PHC Progress Pay 9 for Highland PS.pdf Highland Pump Station Progress Payment No. 9 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
PH/RC 5-0
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Highland Booster Station Replacement PROGRESS PAY REQUEST NO. 009
LOCATION Yorba Linda, CA PROJECT NO. 200814 PAGE 1 of 1 PAGES
CONTRACTOR Pacific Hydrotech Corporation DATE 10111/11
ORIGINAL CONTRACT AMOUNT: $ 4,525,800.00
AUTHORIZED CHANGE ORDERS: $ 129,265.72
REVISED CONTRACT AMOUNT: $ 4,655,065.72
PROGRESS PAY ESTIMATE FOR PERIOD September 1, 2011 TO September 30, 2011
PREVIOUS THIS MONTH TO DATE
VALUE OF WORK COMPLETED $ 2,328,540.00 $ 30,360-00 $ 2,358,860.44
CHANGE ORDER WORK COMPLETED $ - $ - $ -
TOTAL VALUE OF WORK COMPLETED $ 2.328,500.00 $ 30,360,00 $ 2,358,860.44
LESS RETENTION 10% $ 235,886.00
LESS OTHER DEDUCTIONS Electronic Wife Fees $ -
NET EARNED TO DATE $ 2,122,974.00
LESS AMOUNT PREVIOUSLY PAID $ 2,095,650.00
BALANCE DUE THIS ESTIMATE $ 27,324.00
NOTICE TO PROCEED November 1, 2010
COMPLETION TIME 286 WORK DAYS
APPROVED TIME EXTENSIONS 66 WORK DAYS
TOTAL CONTRACT TIME 352 WORK DAYS
TIME EXPENDED TO DATE 231 WORK DAYS
TIME REMAINING 121 WORK DAYS
REQUESTED BY. DATE: 10/11/2011
Ronald-Wiebe, Project Caordi'nator, Pacific Hydrotech Corporation
RECOMMENDED: RATE:
Joe Polirrnno, Project Engineer, YLWD
APPROVED BY: DATE:
Steve Conklin, Engineering Manager, YLWD
ITEM NO. 9.1
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
Total Budget: $300,000
To: Board of Directors Cost Estimate: $248,626
From: Ken Vecchiarelli, General
Manager
Job No: 200915
Presented By: Art Vega, Acting IT Manager Dept: Information
Technology
Reviewed by Legal: Pending
Prepared By: Art Vega, Acting IT Manager CEQA Compliance: N/A
Subject: Support Services for Computerized Maintenance and Management System
Project
SUMMARY:
On July 22, 2010, the Board authorized the General Manager to execute a Professional Services
Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized
Maintenance & Management System (CMMS) software and implementation services. The software
proposed by Westin Engineering was Azteca's CityWorks software solution.
STAFF RECOMMENDATION:
That the Board of Directors authorize the General Manager to approve Task Release No. 2 for the
Professional Services Agreement (PSA) between the Yorba Linda Water District and Westin
Engineering.
COMMITTEE RECOMMENDATION:
The Public Affairs-Communications-Technology Committee discussed this item at its meeting held
October 21, 2011 and supports staffs recommendation.
DISCUSSION:
District IT staff assessed the status, schedule and expenditures to date with regard to the Westin
Engineering agreement. The District has paid Westin Engineering $242,501.94 (98%) of the
$248,626.00 professional services contract to date for development, installation and initial training
on the CityWorks CMMS software system.
Two groups consisting of the hydrant crew and the production crew have been using a live pilot of
the CityWorks work order and maintenance management system. The hydrant crew is satisfied with
the initial work order system. However, the production crews have expressed the need for some
work order set up and process flow changes, which are currently being evaluated by the Chief Plant
Operator and are in the process of being reconfigured.
As discussed in the last PACT Committee meeting, the District will need to bring in resources to
continue to improve and build on this project. At the request of staff, Westin submitted an additional
support services proposal titled "Task Release No. 2" for the PSA between the Yorba Linda Water
District and Westin Engineering. The proposal provides additional services supporting the CMMS
implementation project. These services will be utilized on an on-call, as-needed basis to assist with
CMMS programming and set up issues that can be resolved more efficiently by the consultant. The
proposed term is for a 12 month period beginning November 1, 2011 and ending on October 31,
2012. The total cost for this Task Order shall not exceed $38,000 and averages approximately 12
hours per month. At the end of the term of this contract the need to extend the contract will be
evaluated.
ATTACHMENTS:
Name: Description: Type:
YLWD IT Support Services - Westin.pdf Westin PSA Amendment Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
RK/PH 5-0
■
September 30, 2011 Westin
Letter of Transmittal
Mr. Art Vega, Director of Information Technology
Yorba Linda Water District
1717 Mira Loma Ave.
Placentia, CA 92870
Re: Scope of Work for Information Technology Support Services, October 2011
Dear Mr. Vega;
Westin is pleased to submit the attached Scope of Work for Information Technology Support Services, as
Task Release #2 under the current Professional Services Agreement.
The Yorba Linda Water District has stated a need to augment its own internal capabilities with those of
outside resources who have specific knowledge and expertise about YLWD's systems and custom
integration. Some of these capabilities involve the day-to-day support, operations, and troubleshooting of
the District's desktops, servers, and networking systems. Others include specialized support and training
related to the District's new enterprise GIS and CMMS and the custom integration recently developed by
Westin. Westin's strong service management approach assists in consistently improving business
processes.
Westin's Senior IT Consultant and Project Manager for this engagement will be Mr. Glenn Wolf, CISSP.
In 2011, Glenn led the District's successful Cityworks implementation and developed the custom
integration for the District.
It is a privilege for Westin to offer its technical expertise to the District. If you have any questions or wish
to discuss our qualifications further, please call me at (805) 340-5513 or Glenn Wolf at (541) 435-0055, or
send an e-mail to glenn.wolf@we-inc.com.
Sincerely,
Albair Hanna
West Region Consulting Practice Manager
Westin Engineering, Inc.
2000 E. 4th Street, Suite 300
Santa Ana, CA 92705
P11-234
■
September 30, 2011 Westin
YORBA LINDA WATER DISTRICT
IT/CITYWORKS/GIS SUPPORT
Information Technology Support Services
Task Release No. 2
Information Technology Support Services - Scope of Work
November 1, 2011 - October 31, 2012
Professional Services Agreement
"Professional Services Agreement Between the
Yorba Linda Water District and Westin Engineering, Inc."
July 22, 2010 - JOB 2009-15
SCOPE OF SERVICES
As approved and directed by DISTRICT, WESTIN will provide the following services under this Task
Release No. 2:
DETAIL WORK PLAN TASKS
WESTIN is proposing to perform the following services related to this scope of work:
1. Information Technology Support: WESTIN will provide services to support maintenance and
operations of CityWorks system beyond day-to-day tasks that the DISTRICT will handle (e.g., user
account maintenance, minor troubleshooting) including but limited to consulting on system configuration,
troubleshooting, server tuning (e.g., database performance, index optimization), software upgrades and
non-routine troubleshooting beyond the training and capabilities of DISTRICT staff. Services also include
database administration, advanced application training and assistance (including ESRI ArcGIS and
Azteca Cityworks), custom integration support and enhancements (including integration with Cogsdale
CSM and Microsoft Great Plains), and installation assistance.
2. Project Assumptions: Support will be on an on-call basis to assist with issues that cannot be
resolved by DISTRICT staff. Westin will train DISTRICT staff to do recurring tasks, such as server
upgrades, geodatabase maintenance, and software installation. Not part of this scope are any technical
support issues covered by extended or enhanced technical support agreements purchased for
department specific applications or hardware or for items where other agreements provide support. It
also does not include support for SCADA software or hardware, which may be covered under separate
agreements.
A significant portion of this work will be done off-site to reduce travel costs. WESTIN will require VPN or
equivalent remote access into the DISTRICT'S network and applicable servers to perform various tasks.
WESTIN will need administrative rights to the DISTRICT'S machines that we are working with. We will
need the SA password for any SQL servers being maintained.
3. Total Costs: Services will be provided and billed for on a time and materials basis. We estimate
that it will take on average approximately 12 hours per month to support the District's needs. Total cost
for Task Order No. 2 shall not exceed $38,000.
PROJECT SCHEDULE
This task order is to cover a 12 month period. The schedule is to begin on November 1, 2011 and end on
October 31, 2012. The District will have the option to issue new task order to cover needed services
beyond October 2012.
SCHEDULE OF RATES (2010)
P11-234
Westin ■
Westin is offering a 5% discount on our standard rate sheet, below are the discounted rates
Senior Principal Consultant $245 per hour
Senior Consultant II $215 per hour
Project Assistant $85 per hour
NOTE 1: The above labor rates do not include sales or service taxes, if any.
NOTE 2: The following receipted outside direct expenses will be billed at cost, plus 10% handling: travel
& expenses, expedited mail/shipping, outside printing & binding, subcontractor charges, project
equipment / software procurement.
NOTE 3: These rates will remain in effect until the termination of this task order on October 31, 2012.
P11-234
ITEM NO. 9.2
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
To: Board of Directors
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Steve Conklin, Engineering Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Gina Knight, HR/Risk Manager CEQA Compliance: N/A
Subject: Reclassification of Limited-Term Sr. Project Manager Position
SUMMARY:
In August 2009, following Board approval, the position of Senior Project Manager was filled in the
Engineering Department, as a three-year, limited-term position. Mr. Anthony Manzano was hired on
August 17, 2009, and has demonstrated to be a valuable and productive employee since that time.
He is providing critical services and there is an evident need for the long-term for his continuing
services in the Engineering Department. Accordingly, staff is requesting that the Board of Directors
consider and approve the reclassification of the limited-term Senior Project Manager position to a
regular full-time District position on or before the current limited term contract expires in August
2012.
STAFF RECOMMENDATION:
That the Board of Directors consider and approve reclassification of the limited-term Sr. Project
Manager position to a regular full-time District position, effective July 1, 2012.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this item at their meeting on October 13,
2011 and recommends that the Board of Directors approve reclassification of the limited-term Sr.
Project Manager position to a regular full-time District position.
DISCUSSION:
During FY 2007/2008, the District experienced great difficulty filling two (2) vacant Sr. Project
Engineer positions. After several unsuccessful recruitments, staff conducted a salary survey for this
position. Results from the survey indicated that the District's salary range was significantly lower
than the median salary for this position. At the September 22, 2008, Personnel-Risk Management
Committee meeting staff presented a proposal to eliminate one of the vacant Sr. Project Engineer
positions and reclassify the second vacant Sr. Project Engineer position to a Sr. Project Manager.
Included in the reclassification was a salary upgrade as well as adding specific requirements to the
job description such as a Bachelor's degree from a four year college/university with major
coursework in civil engineering and possession of a valid certificate of registration as a Professional
Engineer issued by the State of California.
In early March of 2009 the Board of Directors, directed the General Manager to institute a
temporary cessation of recruitments and promotions until the budget process was completed for FY
2009/2010 due to the existing troubled economic climate. However, the General Manager could
request approval of the Board of Directors to fill certain positions deemed necessary and critical to
continue with the operations of the District if a vacancy occurred to an existing filled position.
During a Budget workshop held on June 2, 2009 and comprised of the District's Board of Directors,
General Manager, Assistant General Manager and Department Heads, it was determined by the
Board that all vacant positions would remain unfilled and would not be funded during FY 2009/2010
with the exception of the Sr. Project Manager position, which the Board of Directors agreed to fill as
long as it was established as a limited (three-year) term position.
Another recruitment was conducted for this position resulting in the hiring of Anthony Manzano as
the District's limited-term Sr. Project Manager on August 17, 2009.
Mr. Manzano possesses a Master of Science degree in Civil Engineering, a valid certificate of
registration as a Professional Engineer and has over twenty (20) years of combined experience in
private consulting engineering and public sector engineering. Over the past two (2) years Anthony
has demonstrated to be a valuable and productive employee receiving job performance evaluation
ratings of "exceeding requirements" overall. He is a major asset to the Engineering Department and
to the District.
Immediately after joining the District, Anthony was assigned multiple, challenging projects with
established budgets and scheduled deadlines to meet. The assigned projects include the following:
. Project Manager for the Well Rehabilitation Project for Wells #1, #5, #11 and #12
. Project Manager for the design of the Plumosa Drive Waterline Replacement Project
. Project Manager for the design of the Ohio/Oriente Pipeline Project
. Project Manager for the Drilling of the Well #20 Project
. Project Manager for the Equipping of the Well #20 Project
. Project Manager for the Camino de Bryant Reservoir Mixer Project
. Engineering oversight for the Rehabilitation of Well #15 Sodium Hypochlorite Generation
System
. Project Manager for the 2010 Sewer Master Plan Project
. Oversight for the nearly completed Water System Hydraulic Model conversion to GIS base
. Preparation of bid documents and bid oversight for various small to mid-size Construction
Projects including the on-going Fairmont Reservoir Valve Replacement Project
In addition to the above, in April 2010 Anthony was tasked to actively supervise the Planning and
Design sections of the Engineering Department. In this capacity, he directly oversees the job
performance of one (1) Project Engineer and two (2) Engineering Technicians. Anthony is the
second-in-command when the Engineering Manager is away from the office either at meetings or
on vacation.
Anthony's services and capabilities go beyond managing projects and his staff. For the Engineering
Department and the District he also:
. Performs administrative contract work by developing specifications, RFPs, bid documents,
agreements, insurance paperwork, etc.
. Assists the Operations Department with preparation of front-end bid documents and
assistance with soliciting bids, all performed internally without outside assistance or
consultants. Examples include the Fairmont Reservoir Valve Replacement Project and the
recently completed Village Center Drive Valve Replacement. For the latter, he worked with the
contractor and our Operations Department field crew to minimize down-time for our
customers.
. Completes other outside tasks including Public Outreach. In this regard, Anthony has talked
with many of our residents regarding design and impending construction, as well as
addressing concerns regarding potential water service disruptions and water quality issues
while handing out door hangers.
. Has worked closely with City of Yorba Linda and School District representatives on a variety
of projects, including the Plumosa Pipeline project nearing completion.
The District's approved Budget for FY 2011/2012, indicates a Capital Improvement Project (CIP)
Budget of $11.8 million for FY 2011/2012, $10.4 million for FY 2012/2013, $7.3 million for FY
2013/2014 and $3.5 million for FY 2014/2015. The Engineering Department would not be able to
continue to complete these budgeted CIP projects without the services of the entire department,
including the services provided by Anthony Manzano.
Mr. Manzano has devoted extensive time and effort to further enhance his skills and capabilities to
the benefit of the District. In the two years he has been on staff, Anthony has obtained his D-2
certification for Water Distribution from the State of California, and is progressing to obtain
sequentially his D-3, D-4 and D-5 certificates. He is actively working to complete the last of his
courses for the Supervisory Certificate program from ACWA/JPIA. Anthony is also completing his
application for national Board Certification as an Environmental Engineer.
Staff recommends the Board of Directors reclassify the limited-term Sr. Project Manager position to
a regular full-time District position before the current term expires in August of 2012. If approved,
the authorized positions in the FY 2012-13 Budget would reflect this change.
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
RK/GM 5-0
ITEM NO. 9.3
AGENDA REPORT
Meeting Date: October 27, 2011 Budgeted: Yes
To: Board of Directors
Funding Source: Operating Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Board of Directors
Manager
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Revised Professional Services Agreement with Kidman, Behrens and Tague,
LLP
SUMMARY:
As the last Professional Services Agreement (PSA) with District counsel was signed more than four
years ago, counsel has since changed the name of the firm, and the Board of Directors has
requested a review of all current contracts and agreements, Kidman Behrens and Tague, LLP has
proposed a revised Professional Services Agreement for the Board's consideration.
STAFF RECOMMENDATION:
That the Board of Directors consider execution of the revised professional services agreement with
Kidman, Behrens and Tague, LLP.
COMMITTEE RECOMMENDATION:
The Executive-Administrative-Organizational Committee recommends the Board of Directors
execute the revised Professional Services Agreement with Kidman, Behrens and Tague, LLP.
DISCUSSION:
Art Kidman has provided legal counsel to the Yorba Linda Water District for over 37 years, originally
through the firm of Rutan & Tucker and later through the partnership of McCormick, Kidman and
Behrens, which was renamed in 2011 as Kidman, Behrens and Tague, LLP. Mr. Kidman offers
decades of focused legal expertise specific to the water industry and invaluable historical
knowledge specific to the Yorba Linda Water District.
Mr. Kidman has provided the District with an updated Professional Services Agreement, using the
District's current PSA form, along with a revised Exhibit "A", Scope of Work and Fee Schedule.
Within the revised scope of work, language regarding the authorization of non-retainer work was
altered, however, the costs associated with the retainer and non-retainer fee schedules have
remained the same from the 2007 agreement.
PRIOR RELEVANT BOARD ACTION(S):
The last professional services agreement that the Board executed with Kidman, Behrens and
Tague, LLP (McCormick, Kidman and Behrens) was in 2007.
ATTACHMENTS:
Name: Cles c iptlom TV!"e.
2011 KBT YLWD Professional Services Agreement.docx 2011 Revised PSA Kidman, Behrens and Tague, LLP Backup Material
Clean _Exhibit _A for 2011 KBT_ YLWD_Fee_Agreement.docx Clean Exhibit A Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
GM/RC 5-0
ITEM NO. 9.4
AGENDA REPORT
Meeting Date: October 27, 2011
To: Executive-Administrative-
Organizational Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Board of Directors
Manager
Prepared By: Damon Micalizzi, Public
Information Officer
Subject: MWDOC Board and Member Agency Elected Officials' Forum
SUMMARY:
The Executive-Adminstrative-Organizational Committee recommends Director Hawkins be designated
as the District's official representative to attend the MWDOC Board and Member Agency Elected
Officials' Forum.
STAFF RECOMMENDATION:
That the Board of Directors designate an elected official as the District's official representative to attend
the MWDOC Board and Member Agency Elected Officials' Forum.
COMMITTEE RECOMMENDATION:
The Executive-Adminstrative-Organizational Committee recommends Director Hawkins be designated
as the District's official representative to attend the MWDOC Board and Member Agency Elected
Officials' Forum.
DISCUSSION:
The Municipal Water District of Orange County (MWDOC) approved an agreement with its member
agencies which includes a requirement to conduct an elected officials' meeting semi-annually to
increase officials' knowledge of activities and services and to provide a forum for input to MWDOC. The
second such meeting is scheduled to be held on November 3, 2011 at 7:00 p.m. MWDOC has
requested that the YLWD Board of Directors designate an elected official to attend the meeting as the
District's official representative. Other officials and District staff are welcome to attend as well.
ATTACHMENTS:
Name: Description: Type:
MWDOC Elected Officials Forum.pdf Event Flyer Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
10/27/2011
RC/GM 5-0
Designating Director Hawkins as the District's
official representative to attend the event.
MUNICIPA
WATER L RECEIVED
DISTRICT October 7, 2011 {~(+T 10 Zo1i
ORANGE
COUNTY The Honorable Michael Beverage fll.
5tmetaddress. Board President YORBA LINDA WATER DISTRICT
18700 Ward Street Yorba Linda Water District
Fountain Valley, California 92708 P.O. Box 309
MarttngAddress., Yorba Linda, CA 92885
P.O. Box 20895
Founts€n Valley, CA 92728.0895 Dear President Beverage:
(714) 963-3058 Subject: MWDOC Board and Member Agency Elected Officials' Forum
Fax: (714) 954-9389
awew.mwdoc.com November 3, 2011 - 7:00 to 9:00 pm
Joan C. Finnegan The Municipal Water District of Orange County (MWDOC) is the wholesale
President water provider and regional planning agency for twenty-seven water retailers and
Jettery M. Thomas
vice President the Orange County Water District. Our activities include Metropolitan
Brett R. Barbre representation, Metropolitan policy and rate development and implementation,
Director water use efficiency, water resource planning, Federal and State grant
Wayne A. Clark procurement, governmental relations and public information and education in
Director
Larry D. Dick support of our member agencies. We recently completed an agreement with our
Director member agencies changing how we operate and finance the activities of the
Susan Hinman District. We cordially invite you to participate in our 2nd semi-annual Elected
Drector Officials' Forum..
Ed Royce, Sr.
Director
Kevin P. Hunt, P.E. This 2nd meeting is designed to both educate and receive input on key issues
General Manager facing the County. It will be held on Thursday, November 3, 2011 from 7:00 pm
to 9:00 pm at MWDOC, 18700 Ward Street, Fountain Valley, CA 92708 in the
Board-room. The agenda (draft attached) includes an overview of water
MEMBER AGENCIES conditions, briefings by local agencies on water reliability projects underway, an
city of Brea overview of Metropolitan Water District issues, and, most importantly, an
City of Buena Park overview and discussion of factors affecting water rates in Orange County.
East Orange County Water District
El Toro Water District We request that each City and water district designate an elected official to attend
Emerald Bay Service District the meeting as their official representative. Other elected officials or staff are, of
City of Fountain Valley
City of Garden Grove course, welcome. Because of the hour, we will provide a modest meaI of
Golden Slate Water cc. sandwiches and salads.
City of Huntington Beach
Irvine Ranch Water District Thank you for your participation in this event. In order to provide name plates
Laguna Beach County Water District and sufficient seating, please notify Pat Meszaros at 7141593-5025 or via email at
City of La Hahn pmeszaros@mwdoc.com of your official designee and persons attending.
City of La Palma
Mesa Consolidated Water District please do not hesitate to call our General Manager, Kevin Hunt at 7141593-5026
Moulton Niguel Water District
city of Newport Beach (khunt e,mwdoc.com) should you have any questions or suggestions.
City of orange
orange County Water District Sincerely,
City of San Clements
City of San Juan Capistrano '
Santa Margarita Water District
City of Seal Beach
Serrano Water District Joan C. Finnegan
South Coast Water District President
Trabuco Canyon Water District
City of Tusbn
City of Westminster cc: Ken Vecchiarelli
Yorba Linda Water District
MWDOC Board and Elected Officials' Forum
November 3, 2011
7:00 - 9:00 pm
DRA FT A GENDA
1. Welcome and Introductions
2. Additions to the Agenda
3. Key Issues at Metropolitan
4. Current Water Supply Conditions
5. Upcoming Water Reliability Projects in
Orange County
6. Key Topic - Water Rate Pressures in
Orange County
7. Open Discussion
8. Closing and Topics for Next Time
ITEM NO. 11.1
AGENDA REPORT
Meeting Date: October 27, 2011
Subject: Executive-Administrative-Organizational Committee
(Beverage/Hawkins)
Minutes of meeting held October 18, 2011 at 4:00 p.m.
Meeting scheduled November 16, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
101811 EAO - Minutes.doc EAO Mtg Minutes 10/18/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
October 18, 2011
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Beverage 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 Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins Damon Micalizzi, Public Information Officer
OTHER ATTENDEES
Art Kidman, General Counsel, Kidman, Behrens & Tague LLP
Eddy Beltran, Senior Associate, Kidman, Behrens & Tague LLP
Heather Stratman, Townsend Public Affairs
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. MWDOC Board and Member Agency Elected Officials' Forum -
November 3, 2011
Director Hawkins volunteered to attend as the District's official
representative to the MWDOC Board and Member Agency Elected
Officials' Forum. This item will be considered by the Board of Directors at
their next meeting on October 27, 2011.
3. DISCUSSION ITEMS
Items 3.4 & 3.5 were taken out of order to accommodate attendee's schedules.
3.4. Committee Meeting Minutes (Verbal Discussion)
The Committee discussed the process in which Standing Committee
meeting minutes are delivered and reported on at Board meetings. To
help expedite meetings and ensure Directors have ample time to review
the minutes before a Board meeting, the Committee suggested that
Committee meetings occurring the same week and prior to a Board
meeting should not be reported on until the following Board meeting,
unless the minutes can be delivered ahead of time. This way, instead of
seeing the minutes for the first time the day of the Board meeting, Board
members will have had time to review the minutes in advance and the
1
Director reporting on those minutes can simply answer any questions the
other Directors may have regarding those minutes. Also, the Board
Agenda should not have action or consent items on it that had just been
considered by a Committee the same week as the Board meeting. Staff
was asked to look into the Committee Meeting schedules and plan the
work flow accordingly to avoid this activity. Furthermore, the Committee
decided that Directors need not give detailed reports on standing meetings
they attend that do not have business on the agendas pertaining to the
District.
3.5. Status of Strategic Plan Initiatives
The Committee reviewed the report outlining the Strategic Plan Initiative
progress. Mr. Micalizzi made mention of the District's Bottled Water
Program's success during its first year. The Committee noted that the
EPIC Committee had not met in some time due to busy schedules of
several Committee members.
Heather Stratman joined the meeting at this time. Christopher Townsend then also
joined via conference call.
3.1. Legislative Affairs Update (Verbal Report)
Ms. Stratman presented to the Committee a Draft outline for government
advocacy and grants funding plan for the coming year. Mr. Townsend
discussed proposed strategies for dealing with two specific items that the
District is seeking an accord with two other agencies. TPA will work with
staff to prepare reports and speaking points for these matters. Due to the
sensitive legal issues encompassing these items, Mr. Kidman suggested
minimal engagement by Board Members until these matters progress
further, to ensure a cohesive effort on behalf of the District and its
interests.
Ms. Stratman left the meeting at this time. Mr. Townsend also ended his call.
3.2. Revised Professional Services Agreement with Kidman, Behrens and
Tague, LLP (Verbal Report)
Mr. Kidman discussed proposed changes to the process for task approval
and billing procedures for the Professional Services Agreement (PSA) with
Kidman, Behrens and Tague (KBT).
3.3. General Counsel's Monthly Summary Report
The Committee reviewed the summary report noting that the simplified
matrix was easier to read and understand. The Committee also suggested
that Mr. Kidman identify Capital Improvement Projects on the matrix and
provide other short descriptions to clarify connections between the legal
efforts and identifiable District interests.
2
3.6. Future Agenda Items and Staff Tasks
Mr. Vecchiarelli mentioned that the Committee may want to revisit a
proposed tablet purchasing policy.
4. ADJOURNMENT
4.1. The Committee adjourned at 5:54 p.m. The next meeting of the Executive-
Administrative-Organizational Committee will be held November 16, 2011
at 4:00 p.m.
3
ITEM NO. 11.5
AGENDA REPORT
Meeting Date: October 27, 2011
Subject: Public Affairs-Communications-Technology Committee
(Hawkins/Melton)
Minutes of meeting held October 21, 2011 at 3:00 p.m.
Meeting scheduled November 7, 2011 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
102111 PACT - Minutes.doc PACT Mtg Minutes 10/21/11 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
October 21, 2011
A meeting of the Public Affairs-Communications-Technology Committee was called to
order by Director Hawkins at 3:00 p.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Phil Hawkins, Chair Art Vega, Interim IT Manager
Director Gary T. Melton Damon Micalizzi, PI Officer
John DeCriscio, Chief Plant Operator
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Computerized Maintenance and Management System Project Status
Mr. Vega informed the Committee that there are only a few hours left in
the current contract with Westin Engineering. Staff has modified the
original work order templates created by Glenn from Westin for both
hydrant replacements and hydrant repairs based on Operations staff
feedback. The hydrant crew is now using these work orders in CityWorks.
Mr. DeCriscio added that to date there have been 255 hydrant PM's, 10
hydrant repairs and 7 hydrant replacement work orders completed and
tracked within CityWorks.
The Committee reviewed and discussed staff's recommendation regarding
Task Release No. 2. The Committee approved staff's recommendation for
the Board to authorize the General Manager to approve Task Release No.
2 for the PSA between YLWD and Westin Engineering.
Mr. DeCriscio left the meeting following this discussion.
3. DISCUSSION ITEMS
3.1. Dynamics GP Consultant Status (Verbal Report)
Mr. Vega informed the Committee that 2 hours identified in the Scope of
Work with NeuLogics for Smartlist Training was used for fiscal year end
training for the Finance Department. Mr. Vega also mentioned that Tom
Santorro from NeuLogics has extended his stay in Guam and will not be
able to assist the District until mid November with regards to the HR
module of Dynamics GP.
1
3.2. Status Report on Committee Specific Strategic Plan Initiatives
The Committee reviewed the Strategic Plan Status Report and inquired as
to whether the Public Affairs interns would be hired before the end of the
Calendar year. Staff believes they will.
3.3. Fall Newsletter Contest
The Committee reviewed staff's proposed content for the Fall Newsletter
which is targeted to go to print before Thanksgiving. All of the content was
approved by the Committee.
3.4. Bottled Water Label Contest
The Committee reviewed the Top Five Contestants and narrowed the Top
Five to a Top Two. The label printer will let us know which of the two will
appear better on the bottle.
3.5. Draft Strategic Communications Plan
The Committee reviewed the Draft Strategic Communications Plan with
positive remarks. The Plan will serve as the foundation for the Division
and will be distributed to the Board of Directors at the November 14th
Public and Legislative Affairs Workshop.
3.6. Video of Board Meetings Online (Verbal Report)
The Committee was updated on the quality of Board Meeting Video and
staff's plan to make the video available with an archive once the website
redesign is completed by the end of the calendar year. To date there
have been no requests for copies of Board Meeting videos from the
Public.
3.7. Public and Legislative Affairs Workshop (Verbal Report)
The Committee discussed staff's plan for the upcoming Public &
Legislative Affairs Workshop scheduled for November 14t". The
Workshop will open with the Legislative Affairs Presentation and
Discussion so that representatives from Townsend Public Affairs can
leave after they conclude. Staff will then present to the Board a
PowerPoint outlining achievements, initiatives currently underway and the
proposed plans for the future.
3.8. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The meeting was adjourned at 4:45 p.m. The next meeting of the Public
Affairs-Communications-Technology Committee will be held November 7,
2011.
2
ITEM NO. 13.1
AGENDA REPORT
Meeting Date: October 27, 2011
Subject: Meetings from October 28, 2011 - November 30, 2011
ATTACHMENTS:
Name: Dosciiption: a ype:
BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
November 2011
Yorba Linda City Council Tue, Nov 1 6:30PM Hawkins
MWDOC/MWD Workshop Wed, Nov 2 8:30AM Melton/Staff
OCWD Board Wed, Nov 2 5:30PM Kiley/Staff
Planning-Engineering-Operations Committee Meeting Thu, Nov 3 4:OOPM Melton/Collett
MWDOC Elected Officials' Forum Thu, Nov 3 7:OOPM
WACO Fri, Nov 4 7:30AM Hawkins
Pub Affairs-Communications-Tech Committee Meeting Mon, Nov 7 4:00PM Hawkins/Melton
Personnel-Risk Management Committee Meeting Tue, Nov 8 4:OOPM Kiley/Beverage
Yorba Linda Planning Commission Wed, Nov 9 7:OOPM Kiley
Board of Directors Regular Meeting Thu, Nov 10 8:30AM
Holiday Fri, Nov 11 7:30AM District Offices Closed
Board of Directors Workshop Meeting Mon, Nov 14 5:OOPM
Yorba Linda City Council Tue, Nov 15 6:30PM Melton
MWDOC Board Wed, Nov 16 8:30AM Melton/Staff
Exec-Admin-Organizational Committee Meeting Wed, Nov 16 4:OOPM Beverage/Hawkins
OCWD Board Wed, Nov 16 5:30PM Kiley/Staff
Joint Committee Meeting with MWDOC and OCWD Tue, Nov 22 4:OOPM Beverage/Hawkins
Board of Directors Regular Meeting Wed, Nov 23 8:30AM
Yorba Linda Planning Commission Wed, Nov 23 7:00PM Collett
Holiday Thu, Nov 24 7:30AM District Offices Closed
Holiday Fri, Nov 25 7:30AM District Offices Closed
Citizens Advisory Committee Meeting Mon, Nov 28 8:30AM Beverage
Finance-Accounting Committee Meeting Mon, Nov 28 4:00PM Collett/Kiley
10/24/2011 10:01:34 AM