HomeMy WebLinkAbout2012-02-23 - Board of Directors Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, February 23, 2012, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Phil Hawkins, President
Gary T. Melton, Vice President
Michael J. Beverage
Ric Collett
Robert R. Kiley
4. ADDITIONS/DELETIONS TO THE AGENDA
5. PUBLIC COMMENTS
Any individual wishing to address the Board is requested to identify themselves and state the matter on which
they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment
when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited
to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five
minutes.
6. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
6.1. Minutes of the Board of Directors Regular Meeting Held February 9, 2012
Recommendation: That the Board of Directors approve the minutes as presented.
6.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of$1,601,370.41.
6.3. Progress Payment No. 13 for Construction of the Highland Booster Pump Station Project
Recommendation: That the Board of Directors approve Progress Payment No. 13 in
the net amount of$388,853.22 to Pacific Hydrotech Corporation for construction of
the Highland Booster Pump Station Project, Job No. 200814.
6.4. Change Order No. 1 for Well No. 20 Wellhead Equipping Project
Recommendation: That the Board of Directors approve Change Order No. 1 in the
amount of$0.00 (a no cost time extension) and 74 additional calendar days to
Pascal and Ludwig Constructors for construction of the Well No. 20 Well Head
Equipping Project, Job No. 200711.
6.5. Declaration of Restrictive Covenants with Gary and Karen Dickinson
Recommendation: That the Board of Directors authorize the President and
Secretary to execute the Declaration of Restrictive Covenants with Gary and Karen
Dickinson, subject to approval as to form by General Counsel.
6.6. Purchase of Valve Truck Assembly
Recommendation: That the Board of Directors authorize the General Manager to
execute a purchase order for the cab & chassis assembly for the Valve
Maintenance Truck and further authorize the General Manager to execute
additional purchase orders for all other equipment required to assemble this utility
vehicle, provided the aggregate purchase does not exceed the total budgeted
amount.
6.7. Sewer Facilities Document Conversion
Recommendation: That the Board of Directors authorize execution of a
Professional Services Agreement with Nobel Systems in the amount of$20,960.00
to provide professional services to covert existing PDF and TIF sewer facility
drawings to GIS.
6.8. Claim Filed by Glenn Yothers
Recommendation: That the Board of Directors reject and refer the claim of Glenn
Yothers to ACWA/JPIA.
6.9. Claim Filed by Melanie Schlotterbeck
Recommendation: That the Board of Directors reject and refer the claim of Melanie
Schlotterbeck to ACWA/JPIA.
6.10. Claim Filed by Professional Community Management on Behalf of the Kellogg Terrace
Condominium Association
Recommendation: That the Board of Directors reject and refer the claim filed on
behalf of the Kellogg Terrace Condominium Association to ACWA/JPIA.
7. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
7.1. Claim Filed by Mamco Construction
Recommendation: That the Board of Directors deny the $423,239.84 claim
submitted by Mamco Construction for the Ohio Street and Oriente Drive Pipeline
Replacement Project.
7.2. 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan
Update
Recommendation: That the Board of Directors adopt Resolution No. 12-03
Adopting the 2012 Orange County Regional Water and Wastewater Multi-Hazard
Mitigation Plan Update, subject to approval as to form by District legal counsel.
7.3. District of Distinction Accreditation
Recommendation: That the Board of Directors support a direction and commitment
toward achieving the "District of Distinction"accreditation.
7.4. California Urban Water Conservation Counsel Signatory
Recommendation: That the Board consider the District's participation and
commitment in becoming a signatory of the California Urban Water Conservation
Council's Memorandum of Understanding.
8. DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the
Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for
which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the
District's interest to discuss these more complex matters at one meeting and consider formal action at another
meeting. This portion of the agenda may also include items for information only.
8.1. Capital Improvement Projects Budget (v 1 .0)
9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.1. President's Report
9.2. Directors' Report
• AB1234 Training - February 16, 2012 (Beverage)
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
(Hawkins/Melton)
Minutes of meeting held February 8, 2012 at 4:00 p.m.
Meeting scheduled March 14, 2012 at 4:00 p.m.
10.2. Finance-Accounting Committee
(Kiley/Hawkins)
• Meeting scheduled February 27, 2012 at 4:00 p.m.
10.3. Personnel-Risk Management Committee
(Beverage/Collett)
Minutes of meeting held February 14, 2012 at 4:00 p.m.
Meeting scheduled March 6, 2012 at 4:00 p.m.
10.4. Planning-Engineering-Operations Committee
(Collett/Kiley)
Minutes of meeting held February 7, 2012 at 11 :00 a.m.
Meeting scheduled March 1 , 2012 at 4:00 p.m.
10.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage)
Minutes of meeting held February 6, 2012 at 4:00 p.m.
Meeting scheduled March 5, 2012 at 4:00 p.m.
10.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage)
• Meeting scheduled March 27, 2012 at 4:00 p.m.
10.7. Citizens Advisory Committee
(Beverage)
• Meeting scheduled February 27, 2012 at 8:30 a.m.
11. INTERGOVERNMENTAL MEETINGS
11.1. MWDOC Board - February 15, 2012 (Staff)
11.2. OCWD Board - February 15, 2012 (Kiley/Staff)
11.3. YL Planning Commission - February 15, 2012 (Collett)
11.4. YL City Council - February 21 , 2012 (Melton)
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from February 24, 2012 - March 31 , 2012
13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events.
13.1. Children's Water Education Festival - March 28-29, 2012
Recommendation: That the Board of Directors authorize Director attendance at this
event if desired.
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)
Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania,
et al (OC Superior Court - Case No. 00486884)
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 March 8, 2012 at 8:30
a.m.
Items Distributed to the Board Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for
public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870,
during regular business hours. When practical, these public records will also be made available on the District's internet
website accessible at http://www.ylwd.com/.
Accommodations for the Disabled
Any person may make a request for a disability-related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. 6.1
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Minutes of the Board of Directors Regular Meeting Held February 9, 2012
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
,\1-,I I e: Description: Type:
020912 BOD - Minutes.doc BOD Mtg Minutes 02/09/12 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
February 9, 2012
1. CALL TO ORDER
The February 9, 2012 Regular Meeting of the Yorba Linda Water District Board
of Directors was called to order by President Hawkins at 8:01 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 Hawkins led the pledge.
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Phil Hawkins, President Ken Vecchiarelli, General Manager
Gary T. Melton, Vice President Steve Conklin, Engineering Manager
Michael J. Beverage Lee Cory, Operations Manager
Ric Collett Gina Knight, Human Resources Manager
Robert R. Kiley Stephen Parker, Finance Manager
Art Vega, Interim IT Manager
Damon Micalizzi, Public Information Officer
Annie Alexander, Executive Secretary
ALSO PRESENT
Brett Barbre, Director, Municipal Water District of Orange County
Art Kidman, General Counsel, Kidman Law LLP
Andrew Gagen, Partner, Kidman Law LLP
Linda Bauermeister, Attorney, Barber & Bauermeister
4. ADDITIONS/DELETIONS TO THE AGENDA
None.
5. PUBLIC COMMENTS
None.
1
6. CLOSED SESSION
The meeting was adjourned to Closed Session at 8:02 a.m. All Directors were
present. Also present were Messrs. Vecchiarelli, Kidman, and Gagen and
Messes. Knight and Bauermeister.
6.1. 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)
Name of Case: ACWA/JPIA, et al vs. Insurance Company of the
State of Pennsylvania, et al (OC Superior Court —
Case No. 00486884)
Mrs. Bauermeister left the meeting at 8:54 a.m.
The Board reconvened in Open Session at 9:25 a.m. President Hawkins
announced that no action was taken during Closed Session that was required to
be reported under the Brown Act.
2
5. PUBLIC COMMENTS CONTINUED
President Hawkins opened the meeting to public comments again at this time.
None were provided.
7. CONSENT CALENDAR
Director Beverage made a motion, seconded by Director Collett, to approve the
Consent Calendar. Motion carried 5-0.
7.1. Minutes of the Board of Directors Regular Meeting Held January 26, 2012
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$1,088,947.82.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
None.
8.2. Directors' Reports
■ MWDOC Water Policy Forum & Dinner — February 2, 2012
(Hawkins/Kiley/Melton)
Directors Kiley and Melton briefly reported on their attendance at
this event.
8.3. General Manager's Report
■ CSMFO Budget Award Notification
Mr. Vecchiarelli reported that the District received the Excellence in
Budgeting Award from the California Society of Municipal Finance
Officers for its FY 2011/12 Budget. Staff involved with the project
will be recognized at a future Board meeting.
8.4. General Counsel's Report
Mr. Kidman commented on a recent Supreme Court ruling abolishing
redevelopment agencies.
8.5. Future Agenda Items and Staff Tasks
None.
3
9. COMMITTEE REPORTS
9.1. Executive-Administrative-Organizational Committee
(Hawkins/Melton)
Minutes of the meeting held February 8, 2012 at 4:00 p.m. will be provided
at the next Board meeting.
Next meeting is scheduled March 14, 2012 at 4:00 p.m.
9.2. Finance-Accounting Committee
(Kiley/Hawkins)
Minutes of the meeting held January 23, 2012 were provided in the
agenda packet.
Next meeting is scheduled February 27, 2012 at 4:00 p.m.
9.3. Personnel-Risk Management Committee
(Beverage/Collett)
Next meeting is scheduled February 14, 2012 at 4:00 p.m.
9.4. Planning-Engineering-Operations Committee
(Collett/Kiley)
Minutes of the meeting held February 7, 2012 at 11:00 a.m. will be
provided at the next Board meeting.
Next meeting is scheduled March 1, 2012 at 4:00 p.m.
9.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage)
Minutes of the meeting held January 19, 2012 at 4:00 p.m. were provided
in the agenda packet.
Minutes of the meeting held February 6, 2012 at 4:00 p.m. will be provided
at the next Board meeting.
Next meeting is scheduled March 5, 2012 at 4:00 p.m.
9.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage)
Minutes of the meeting held January 24, 2012 at 4:00 p.m. were provided
in the agenda packet.
Next meeting is scheduled March 27, 2012 at 4:00 p.m.
4
9.7. Citizens Advisory Committee
(Beverage)
Next meeting is scheduled February 27, 2012 at 8:30 a.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. MWDOC/MWD Workshop — February 1, 2012 (Melton/Staff)
Director Melton attended and commented on the budget and rates which
were discussed during the meeting.
10.2. OCWD Board — February 1, 2012 (Kiley/Staff)
Director Kiley attended but did not have any District related business to
report.
Director Melton announced that he would be unable to attend the
MWDOC Board meeting on February 15, 2012.
10.3. WACO — February 3, 2012 (Hawkins/Kiley)
Director Hawkins and Kiley attended. Both Directors commented on a
presentation regarding new developments in employment law and
pensions which was provided at the meeting.
10.4. YL City Council — February 7, 2012 (Hawkins)
Director Hawkins attended and reported that the majority of the meeting
was spent discussing a new ordinance identifying high fire hazard severity
zones throughout the community.
10.5. YL Planning Commission — February 8, 2012 (Kiley)
This meeting was rescheduled to February 15, 2012. Due to a schedule
conflict, Director Collett will attend this meeting and Director Kiley will
attend the meeting scheduled February 29, 2012.
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from February 10, 2012 — March 31, 2012
The Board reviewed the listed meetings and made no additional changes.
12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
12.1. WACO — February 3, 2012 (Ratify additional Board member attendance.)
Children's Water Education Festival — March 28-29, 2012
Director Beverage made a motion, seconded by Director Collett, to ratify
Director Kiley's attendance at the WACO meeting on February 3, 2012.
Motion carried 5-0.
5
As attendance at the Children's Water Education Festival was overlooked,
this event will be placed on the next Board meeting agenda for
consideration.
13. ADJOURNMENT
13.1. The meeting was adjourned at 9:42 a.m. The next regular meeting of the
Board of Directors will be held February 23, 2012 at 4:00 p.m.
Kenneth R. Vecchiarelli
Board Secretary
6
ITEM NO. 6.2
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: Yes
To: Board of Directors Cost Estimate: $1,601 ,370.41
Funding Source: All Funds
From: Ken Vecchiarelli, General Manager
Presented By: Stephen Parker, Finance Manager Dept: Finance
Prepared By: Maria Trujillo, Accounting Assistant
I
Subject: Payments of Bills, Refunds, and Wire Transfers
SUMMARY:
Section 31302 of the California Water Code says the District shall pay demands made against it when they
have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of
disbursements for Board of Directors' approval.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $1,601,370.41 .
DISCUSSION:
The wire and major items on this disbursement list are as follows: A wire of $632,670.46 to MWDOC for
December 2011 water purchase; a check of $66,811.25 to Kana Pipeline for Pipeline Replacement
retention release; a check of $43,031.85 to Kidman Law for January legal services rendered; a check of
$388,853.22 to Pacific Hydrotech Corporation for Highland Booster Pump Station Upgrades January
progress payment; and, a check of $43,205.91 to 1 st Enterprise Bank for Highland January retention. The
balance of $189,344.95 is routine invoices.
The Accounts Payable check register total is $1,363,917.64; Payroll No. 3 total is $237,452.77; and, the
disbursements of this agenda report are $1,601,370.41. A summary of the checks is attached.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi-monthly.
ATTACHMENTS:
Name Description: Type:
CkRea22312 BOD.odf Check Register Backup Material
12-CS 223.doc Cap Sheet Backup Material
Approved by the Board of Directors of the Yorba
Linda Water District
2/23/2012
MB/RK 5-0
RC abstained from voting on Check No.58477
as he has a financial interest with the vendor.
Yorba Linda Water District
Check Register
For Checks Dated: 2/10/2012 thru 2/23/2012
Check No. Date Vendor Name Amount Description
58496 02/23/2012 1st Enterprise Bank 43,205.91 HGHLD RETENTION JAN
58404 02/23/2012 ANTHONYTRAN 187.61 CUST REFUND
58409 02/23/2012 Apollo Technologies Inc. 410.00 WTR TRTMT SVC/CLSD LOOPS
58410 02/23/2012 Applied Best Practices LLC 1 ,111 .50 CONTINUING DISCLOSURE JAN
58411 02/23/2012 Aqua-Metric Sales Co. 10,962.52 WHS STOCK
58412 02/23/2012 Aramark 1,350.67 UNIFORMS
58424 02/23/2012 ARC 72.00 DOCUMENT MGT FEES
58414 02/23/2012 AT & T 45.19 CIRCUIT 33984101725899 FEB
58413 02/23/2012 AT & TMobility 134.04 IPHONEJANUARY
58415 02/23/2012 Autoscribe Corporation 157.25 TRX/PYMT VISION GATEWY JAN
58416 02/23/2012 B & M Lawn and Garden Inc 300.61 UNIT E190 HAND BLOWER
58426 02/23/2012 C. Wells Pipeline 206.88 MUELLER SPLIT RINGS
58418 02/23/2012 CDW Government, Inc 2,176.00 HARD DRIVE,CISCO 16XX/36XX
58419 02/23/2012 City Of Anaheim 1,631.95 LAKEVIEW,RICHFELD JAN
58420 02/23/2012 City Of Placentia 736.95 ROW PERM
58421 02/23/2012 City Of Placentia 3,689.27 SEWER FEES/PLACENTIA JAN
58422 02/23/2012 CIVILTEC Engineering, Inc 698.00 J0711 CONSULTING JANUARY
58423 02/23/2012 Clinical Lab. Of San Bern. 2,070.00 LAB ANALYSES JANUARY
58425 02/23/2012 Culligan 9.30 WATER SOFTENER SVC
58406 02/23/2012 CYNTHIA C CRAIG 10.31 CUST REFUND
58427 02123/2012 Datalok Orange County 298.69 DATA STORAGE
58428 02/23/2012 Dell Marketing L.P. 175.50 CMMS/ DELL 90W TRVL ADAPTER
58429 02/23/2012 DeltaCare USA 399.41 DELTA DENTAL FEBRUARY
58430 02/23/2012 Derek Nguyen 287.98 REIMB/DUES,MILEAG NGUYEN,D
58431 02/23/2012 Don Wolf & Associates Inc. 37.04 PROBE HANDLE/STEM NUT
58433 02/23/2012 E. H. Wachs Company 209.48 UNIT 180 VALVE TURNER BATT
58432 02/23/2012 Edgar Araujo 141.24 BOOT ALLOW ARAUJO
58434 02/23/2012 Eisel Enterprises, Inc. 123.16 J0702 438 METER BOX ETC
58435 02/23/2012 Energy Environmental Soln, Inc 2,200.00 VALLEY VIEW ICE TESTING
58436 02/23/2012 Equarius Waterworks 2,057.58 METER R900i
58437 02/23/2012 Eyelved 1 ,387.08 VISION FEBRUARY 2012
58438 02/23/2012 Firefold 167.54 NETWORK PATCH
58439 02/23/2012 Fleet Services, Inc 54.90 UNIT 168 SMOKE TEST
58440 02/23/2012 Flex Advantage 117.00 FLEX A/C PROCESSING DEC 2011
58441 02/23/2012 Frazier Auto Upholstery 558.83 UNIT 152,156 REPAIR SEAT
58442 02/23/2012 Fry's Electronics 1,495.26 IT SUPPLIES
58443 02/23/2012 Fullerton Paint & Flooring 274.21 MARKS BLUE CAUTION,STRP PNT
58444 02/23/2012 GO Construction Inc. 1 ,977.01 WILLOW WOODS INT.SOLAR
58402 02/23/2012 GEOFF WILLIAMS 52.35 CUST REFUND
58401 02/23/2012 GERALDINE FOSTER 79.48 CUST REFUND
58445 02/23/2012 Golden Bell Products 409.45 ISO 68 FOOD GRADE
58446 02/23/2012 Government Finance Officers 150.00 GFOA DUES 2012 PARKER
58447 02/23/2012 Graybar Electric Cc 957.24 SCADA COMPONENTS
58448 02/23/2012 Haaker Equipment Co. 1 ,548.75 UN.168 NZLASSY,UN.136 DIR.VAL
58449 02/23/2012 Hall & Foreman, Inc 13,155.00 FRS UPGRD CONSULT JAN
58450 02/23/2012 Home Depot Credit Services 839.51 MAINT,LANDSCP SUPPLIES
58451 02/23/2012 Infosend Inc. 5,677.55 BILL MAILING,E-BILL PROCESS
58452 02/23/2012 Jackson's Auto Supply - Napa 32.20 OIL FILTER
58453 02/23/2012 Jahn Bogosian 384.40 SHOP TOOLS
58454 02/23/2012 Kana Pipeline, Inc 66,811.25 PIPELINE REPL REL RETENTION
58455 02/23/2012 Karen Shea 165.29 FIRST AID KIT SUPPLIES
58403 02/23/2012 KELLY MCGUIRE 76.53 CUST REFUND
58456 02/23/2012 Kenneth R. Vecchiarelli 255.00 REIMB/ASCE DUES 2012 KRV
58457 02/23/2012 Kidman Law 43,031.85 LEGAL FEES JANUARY
58405 02/23/2012 KIM TRAN 53.99 CUST REFUND
58458 02/23/2012 Konica Minolta Business 524.60 COPY CHARGE C220,C552
58459 02/23/2012 Konica Minolta Business 849.25 BIZHUB C220,C552/81
58460 02/23/2012 Lancab, Inc. 1,644.43 Nil NEW CABLE INSTALLATION
58461 02/23/2012 Light Bulbs Etc 30.94 LIGHT BULBS
58462 02/23/2012 Marina Landscape, Inc 9,666.57 QTRLY MAINT JANUARY 2012
58463 02/23/2012 Mc Fadden-Dale Hardware 860.51 PURCH JAN, FEB 2012
58464 02/23/2012 Merchants Building Maintenance LU 5,99113 JANITORIAL FEBRUARY
58465 02/23/2012 Minuteman Press 196.86 COUNTER RECEIPTS-C/S
W21412 02/14/2012 Municipal Water District 632,670.46 WATER PURCH DECEMBER
58466 02/23/2012 National Notary Association 130.00 NNA DUES/MATL 2012 CLOONAN
58467 02/23/2012 Nickey Petroleum Co 8,868.25 MOTOR OIL, FUEL JANUARY
58468 02/23/2012 Novusolutions 500.00 NOVUS/ITEM DETAIL CHANGES
58469 02/23/2012 Office Solutions 2,765.13 LASER CKS ,TONER,CASH BX
58470 02/23/2012 Orange County - I W M D 2,309.91 REFUSE DISPOSAL JANUARY
58472 02/23/2012 Orange County - Tax Collector 771 .00 PERM FEES/INSP-PLN CK LABOR
58471 02/23/2012 Orange County Register 1 ,258.00 PALM BPS UPGRD PUB.NOT.JAN
58473 02/23/2012 Orange County Water District 100.00 WEST WELLFLD-DEP/LOCK-KEY
58474 02/23/2012 Orvac Electronics 109.22 Nil ADAPTER PANEL
58481 02/23/2012 P.T.I. Sand & Gravel, Inc. 2,507.01 CLS II BASE, COLD MIX A/C
58475 02/23/2012 Pacific Hydrotech Corporation 388,853.22 HIGHLND BPS PROS PAY JAN
58476 02/23/2012 Pacific Safety Council 89.00 PSC 2012 CONF KNIGHT
58477 02/23/2012 Placentia Disposal #676 469.58 DISPOSAL JANUARY 2012
58478 02/23/2012 Powerstride Battery 221.46 BATTERY
58479 02/23/2012 Praxair Distribution 317.09 CYL RENTAL,PARTS,WELD SUPP
58480 02/23/2012 Professionals in Human Res Assn 125.00 PHRA DUES 2012 KNIGHT
58482 02/23/2012 Raftelis Financial Consultants, Inc. 2,962.50 WTR RATE STUDY CONSULT JAN
58483 02/23/2012 Refrigeration Supplies 303.86 BLDG 4/PLEATED FILTERS
58484 02/23/2012 Security Solutions 1,440.00 PLUM,RCHFLD ALARM MONITOR
58485 02/23/2012 Severn Trent Services 2,186.68 ANALOG OUTPUT CARD
58408 02/23/2012 SHIMMICKOBAYASHIJV DIEMER 851.54 CONSTRUCTION METER
58486 02/23/2012 SimplexGrinnell LP 785.00 FIRE ALARM SYSTEM
58487 02/23/2012 South Coast AQMD 1 ,032.51 EMISS/JAN-DEC/094677-2011 AER
W22012 02/20/2012 Southern Calif Edison Co. 38,996.06 ELECTRICAL CHGS JAN 2012
58488 02/23/2012 Southern Calif Gas Co. 22,826.34 RICHFIELD,LKVW DEC-JAN
58489 02/23/2012 Staples Business Advantage 186.39 INK CART, LABELS ETC
58417 02/23/2012 State of Ca-Board of Equalization 2,000.00 J1 104S SEE FEErfAS SIN MIC59
58492 02/23/2012 Stephen Parker/ Petty Cash 117.02 PETTY CASH/OFFICE
58490 02/23/2012 Steven Andrews Engineering 6,918.00 CONSULTING ANA INTERTIE
58491 02/23/2012 Steven Engineering 141.97 CUSTOM ENGRAVING
58493 02/23/2012 Terminix Processing Center 185.00 PEST CONTROL JANUARY
58407 02/23/2012 Liven Enterprises Inc Dba Chri 827.18 CONSTRUCTION METER
58494 02/23/2012 Underground Service Alert 127.50 NEW TICKETS JANUARY
58495 02/23/2012 United Industries 66.62 SAFETY GLOVES
58497 02/23/2012 Verizon Wireless 644.55 MOBILE BROADBAND JAN
58498 02/23/2012 Wells Supply Co 2,100.85 MISC PARTS,SUPPLIES
58499 02/23/2012 Westin Engineering, Inc. 1 ,195.00 CMMS CONSULTING JANUARY
S8500 02/23/2012 William S Worthington 1,309.47 DMGS/CLNG-BEECHAVNJSW
58501 02/23/2012 Yorba Linda Hardware 75.27 PURCH JANUARY
Total $1 ,363,917.64
February 23, 2012
CHECK NUMBERS:
Computer Checks 58401-58501 $ 692,251.12
WIRES:
W-21412 MWDOC $ 632,670.46
W-22012 Southern Cal Edison $ 38,996.06
$ 671,666.52
TOTAL OF CHECKS AND WIRES $ 1,363,917.64
PAYROLL NO. 3:
Employee Checks/
Direct Deposits 5184-5187 $ 151,313.40
Third Party Checks 5188-5196 $ 44,878.23
Payroll Taxes $ 41,261.14
TOTAL OF PAYROLL $ 237,452.77
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 1,601,370.41
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF FEBRUARY 23, 2012
------------------------------------------------------------------
------------------------------------------------------------------
ITEM NO. 6.3
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: Yes
Total Budget: $5.5 M
To: Board of Directors Cost Estimate: $5.5 M
Funding Source: Water Capital
Reserves
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: J-200814
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND
Subject: Progress Payment No. 13 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. 13 in the net amount of $388,853.22 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. 13, in the amount of $432,059.13 for completed work through January 31 ,
2012. During this period, the contractor continued work inside the building with electrical
installations, piping to the new pumps and set the bridge crane in place. They also continued yard
piping and poured the concrete roof of the building. The contractor also completed some fine
grading for the new vee ditches. 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. 13 is $432,059.13 (9.3% of the total contract amount),
less 10% retention of $43,205.91 for a net payment of $388,853.22.
• If approved, total payments to date including retention will be $3,875,901 .44 (83.3% of the
total contract amount).
. As of January 31 , 2012, 312 work days were used (88.6% of the contract time).
Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress
Payment No. 13 is attached for your reference.
STRATEGIC PLAN:
SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with
adopted amendments
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 twelve progress payments to
date for this project, the last of which was approved on January 26, 2012.
ATTACHMENTS:
Name: Description: Type:
PHC Proaress Pay 13 for Hiahland PS.r)df Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Highland Booster Station Replacement PROGRESS PAY REQUEST NO. 013
LOCATION Yorha Linda, CA PROJECT NO. 200814 PAGE 1 OF 1 PAGES
CONTRACTOR Pacific Hydrotech Corporation DATE 2/8/2012
ORIGINAL CONTRACT AMOUNT: $ 4,525,000.00
AUTHORIZED CHANGE ORDERS: $ 129,265.72
REVISED CONTRACT AMOUNT: $ 4,665,065.72
PROGRESS PAY ESTIMATE FOR PERIOD January 1, 2012 TO January 31, 2012
PREVIOUS THIS MONTH TO DATE
VALUE OF WORK COMPLETED $ 3,331,550.00 $ 429,200.00 $ 3,760,750.00
CHANGE ORDER WORK COMPLETED $ 112,292.31 $ 2,859.13 $ 115,151.44
TOTAL VALUE OF WORK COMPLETED $ 3,443,642.31 $ 432,059.13 $ 3,875,901.44
LESS RETENTION 100/6 $ 387,590.14
LESS OTHER DEDUCTIONS Electronic Wire Fees $
NET EARNED TO DATE $ 3,488,311.30
LESS AMOUNT PREVIOUSLY PAID $ 3,099,458.08
BALANCE DUE THIS ESTIMATE $ 388,853.22
NOTICE TO PROCEED November 1, 2010
COMPLETION TIME 286 WORKDAYS
APPROVED TIME EXTENSIONS 66 WORKDAYS
TOTAL CONTRACT TIME 352 WORKDAYS
TIME EXPENDED TO DATE 312 WORKDAYS
TIME REMAINING j 40 WORKDAYS
REGUEST /ED BY: Imo—"' v\ 01,zf, DATE: 2/6/2012
Rm Wiebe, Pro inabr, Pacific Hydrotecb COryo Wn
RECOMMENDED: 1 , `' —` DATE: - / 3 b 21
Joe Polhino, Project Dglneer, YLWD
APPROVED BY: DATE:
Slave Conidin, Englra nng Manager, YLWD
ITEM NO. 6.4
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: Yes
Total Budget: $1 ,500,000
To: Board of Directors Cost Estimate: $1 ,134,109
Funding Source: Water Capital
Reserves
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: 200711
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt
Subject: Change Order No. 1 for Well No. 20 Wellhead Equipping Project
SUMMARY:
Work is proceeding on construction of the Well No. 20 Well Head Equipping Project. It includes
installation of a new well head, pump and electric motor, electrical controls and equipment, a
concrete well pad, various yard piping and new paving at the well site. Pascal and Ludwig
Constructors has put in a request for Change Order 1 , for $0.00 (no cost) and 74 calendar days as
described below.
STAFF RECOMMENDATION:
That the Board of Directors approve Change Order No. 1 in the amount of $0.00 (a no cost time
extension) and 74 additional calendar days to Pascal and Ludwig Constructors for construction of
the Well No. 20 Well Head Equipping Project, Job No. 200711 .
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this item at its meeting held February
7, 2012 and supports staff's recommendation.
DISCUSSION:
In accordance with the contract documents, and following discussions with District staff, Pascal and
Ludwig Constructors (P&L) submitted a request for Change Order No. 1 , for an increase in the
contract time of 74 calendar days. The additional time requested is based on the second bullet item
below, since it is the longest lead item. P&L has provided documentation to the District for these
delays and upon review by District staff, the documentation provided supports their request. All of
the requested additional time is related to delays in material and equipment manufacturing and
corresponding delivery to the project, as detailed below:
P&L is requesting 29 calendar days for a conflict between the new pipeline and existing
utilities. This resulted in a delay in order for the engineer to re-design the pipeline alignment.
This caused a later delivery of the new pipe and an overall delay to the original schedule.
• P&L is requesting 74 calendar days for the MCC (electrical) gear, which was stated to be a
long lead item in the pre-construction meeting. At that time, it was estimated to have an 8-
week manufacturing time by FM Electric, P&L's electrical sub-contractor. Confirmation of this,
however, was never provided by the manufacturer, and only after the submittal was approved
and received by them, did they state an actual shipping date of March 26, 2012. P&L and FM
Electric will then need an additional two weeks to install the MCC gear and finish all
corresponding work including startup and testing. This is the longest lead item and is the basis
of the total calendar days being requested in this change order request.
• P&L is requesting 66 calendar days for delays in manufacturing the pump control valve, as
recently notified by the manufacturer. This is due to the special 316 stainless steel disc guide
for the specified valve. Work on the associated piping can not be completed, hydrotested or
disinfected until the control valve is installed, which is approximately 21 days of work.
The status of the construction contract with Pascal and Ludwig Constructors is as follows:
• The current contract is $1 ,134,109.00 and 120 calendar days starting September 29, 2011 .
• If approved, Change Order No.1 adds 74 calendar days (61 .7% of the original contract).
• If approved, Change Order No. 1 increases the total contract calendar days to 194 calendar
days.
The Engineering Manager and Staff have reviewed the contractor's request for Change Order No. 1
and recommend approval. A copy of Change Order No. 1 is attached for your reference.
STRATEGIC PLAN:
SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with
adopted amendments
PRIOR RELEVANT BOARD ACTION(S):
The Board has approved three progress payments to date for this project, the last which was
approved January 26, 2012.
ATTACHMENTS:
Name: Description: Type:
P L CO No. 1 Time Request Well 20.odf P&L Letter Requesting Time Extension Well 20 Backup Material
P L Signed CO 1 Well 20 Proiect.odf P&L Signed CO No. 1 Well 20 Project Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
PASCAL & LUDWIG CONSTRUCTORS TELEPHONE
(909) 947 1631
2019 EAST FRANCIS STREET FAX: (909) 947-4722
ONTARIO. CALIFORNIA 91761
January 16. 2012
Yorba Linda Water District
1717 H. Miraloma Ave.
E Placentia. CA 92870
N
G Attention: Joe Pulimino
I Relcrence: Wellhead [ 'quipping of Well No.20
N Subjecl: CORN ( - Request rim l inle Fxtension
E
E Dear Joe:
R As discussed preciously. the current Contract scheJulr has been impacted by delays
S beyond the Contractor's control. The three major delays consist of piping changes due to
olubleseen below ground obstructions. material fabrication delays for the MCC gear mid
& the I -1° control valve WLA-VAL).
C Dekn ,4-- 1 - Pursuant to RPI 2 & ii& the proposed below ground CML&C piping system
O was modified to avoid existing utilities not shown on the plans. RFI C was submitted on
N 10/31 /11 to the Lngincer s Rir review and returned to the Contractor on 11 /29/11 for final
S direction on piping changes. "Phis change condition has a direct delay impact to the
T contract schedule of 29 calendar days
R
U DelavE' - As stated in file preconsit'uction meeting, the M( '( gearw'as anticipated to be
C a long lead item. During. the meeting, the lead time for the artr was estimated at 8 weeks
T by The subcontractor (I:M Electric) wilh no confirmation from the gear vendor or
p manufacturer. According to the gear vendor (One Source). the manufacturer is stating a
R 12-I6 %cock lead time after ()"net approval. -the MC'(' subniimd was returned front the
S Gngincei ( "Make corrections noted") on 11 " 1.`11 . -I he submittals were then processed
and sent to I'M Gectrie to proceed. file current ship date liuni the factor_\ is 3' 12'11.
The gear will be delivered to a third pang tiro die Aenta 3R %c rap (approx. 2-weeks) and
then delivered and installed by 3/26/12. -Ihc balance of field work to pull wire. loop
check and lest / startup is approximately Iwo weeks 14!10/12). The total tittle impact for
this material fabrication delay is 74 calendar days.
Delw::+ - Pascal & Ludwig was recently notitied by the control cahe condor l Ferguson
Waterworks) that the fabrication of the 11" ('1 .:\-VAL control calve has been on hold
awaiting the foundry to cast it special 11 16 SS disc guide for the specified control valve.
According to CLA-VAI. the current ship Jute Ibr the valve is 3/5/12 with a jobsile
delivery Jme of 3/12/ 12. .Alter the vahe arrhes. Pascal & Ludwig will need to install the
balance of above gmund piping, compktc wire tenninalions. lest the equipment. hydro
test the piping. disinfect the %%ell and discharge piping as a complete unit and startup
(approx. 21 (lays). The total little inipacl aim his material Iabrication delay is 66 calendar
days.
The three major delays mention above are concurrent delays with each other with the
MCC delay having the longest delay impact of 74 calendar days. 'I he current completion
date for this project is 127112. the requested time extension of 74 calendars days would
change the current completion date to a revised completion date of 4110!12.
Please find attached all of the necessary backup material titer your rcyiew. If you have
any questions. please contact me at (909) 706-7665.
Respectrully.
/ rySKa Pmjger
Pascal R Ludwig Constructors
YOREIA LINDA WATER DISTRICT CHANGE ORDER NO. 1
DATE 1/1712012
_-Page 1 of 1
CONTRACT NAME: _ Well No. 20 Well Head Equipping Project CONTRACT AMT.:
$1.174,109 DAYS: 120
CONTRACTOR: Pascal and LuCwig Constructors THIS CHANGE: $0.00 DAYS: 74
(00.0%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $1,174,109 _ DAYS: 194
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct. furnish equpment and materials, and
perform all was as necessary or required to complete the Charge Order items for a lump sum prim agreed upon beMraen the Contractor and Yorba
Linda Water District otherwise referred to as Owner.
DESCRIPTION OF CHANGES CNIREASE RCONTRACT
TIME
OR
•EJ(TENSION
-
DECREAS= IN I R -
CONTRACT REDUCTION
AMOUNT (DAYS)
(S)
Item No. 1) Delay in manufacturing, delivery and complete installation of yard piping
due to a conflict with existing utilities (RFI #2 and R6) 29 calendar days requested,
su rseded by Item No. 2, so 0 days given for this item. 0 _ 0
Item No. 2) Delay in manufacturing, Name 3R wrap, delivery and complete installation
of MCC ear, balance of Bald vrork to pull wjre, loop check, testing and startup. 0 74
Item No. 3) Delay in manufacturing, delivery and complete installation of CLA-VAL
I control valve, above ground piping, testing and disinfection. and startup. 66 Calendar
days requestetl supersetled by Item No, 2, so 0 days given for this item. 0 0
NETCHANGE
0 74
REVISED CONTRACT AMOUNT AND TIME —
$1,134,109 194 _
no amount at the contract will be increased �easeN by Ile sum of $0 and the contrad time shall be increased -danaawdx by74
calendar days. The undersigned Contractor approves the foregoing Change Order as to the changce, if any, in the conrad prim speared far
each item inc7mmg any antl all supervision costs and other miWxllareous costs retaking la the change in work, and as to the extension of time
aemved, if any, for completion of the entire walk on account of said Change Order. The Contractor agrees to funmet all labor and materials and
pertonn all other necessary work, inclusive of that Readily or indirectly reteled to the approved time "amoun, required to complete the Change
Order items. This document will become a supplement of the contract and as provisions will apply hereto. It is understood then the Charge Order
shall be e0edlve when approved by the Owned. This Change Order muddiness mess full, final, and complete compensation to like Contractor for all
costs, expenses, Overhead, pmrn, and any damages of every kind that the Contractor tray tncur in mmpeason with the above referenced
changes in Inn went. indwmg any impact On fire referenced work of any other work under the mntrad, any changes m the sequences of any
walk, any delay m any work, any disruption of any was, any rescheduling of any wank, and any other effect on any of the was under this
contact By Ile execution of the Change Order, the Contractor accepts the mmmd pnm change and the contract completion date change. A
any. and expressly waives any daces tar any additional compensated. damages or fvne extensions, in connection with the shove eferemmd
charges.
RECOMMENDED: ( �,r/I/ (ENGINEER OR DATE:
�/ TeNT-
� �l ' -�
Joe P mina, Project Engineer, YLWD
ACCEPTED: DATE:
__ (CONTRACTOR �! yO 42
else , Prdj6ct Manager
as land dwig Constructors
APPROVED: DATE:
OWNER
Kenneth R.
General Manager,ager, YLW LWD
ITEM NO. 6.5
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: N/A
To: Board of Directors
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Pending
Prepared By: Ricardo Hipolito Jr., Engineering CEQA Compliance: N/A
Tech II
Subject: Declaration of Restrictive Covenants with Gary and Karen Dickinson
SUMMARY:
The District has a dedicated sewer easement within 5102 Via Marcos. The property owners, Gary
and Karen Dickinson, are requesting to construct a concrete spa and replace an existing fiberglass
spa within and near the easement. District staff reviewed the request and recommends approval
subject to the execution of a Declaration of Restrictive Covenants. District General Counsel has
reviewed the Declaration and indicated his acceptance.
STAFF RECOMMENDATION:
That the Board of Directors authorize the President and Secretary to execute the Declaration of
Restrictive Covenants with Gary and Karen Dickinson, subject to approval as to form by General
Counsel.
DISCUSSION:
The Dickinson's requested District permission to construct a concrete spa, pool equipment and
landscaping, and retain existing improvements that include wrought iron fence and planter areas
within and along a dedicated sewer easement at 5102 Via Marcos. The improvements run parallel
and across the sewer pipeline within the easement, as shown on the enclosed exhibit.
Staff reviewed the applicants' request and determined the improvements would have minimal
impact on operations and maintenance of the District's facilities. To further protect the District's
interest, staff recommends the execution of the attached Declaration of Restrictive Covenants,
subject to approval as to form by General Counsel.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors has authorized execution of similar Declarations of Restrictive Covenants
with various developers and property owners.
ATTACHMENTS:
Description:
DORC.pdf Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
RECORDING REQUESTED BY and when
recorded return to:
Yorba Linda Water District
P.O.Box 309
Yorba Linda,California 92885-0309
This is to certify that this Declaration of
Restrictive Covenants is presented for recording
under the provisions of Gov.Code Sec.27383 by
the Yorba Linda Water District in performance
of an official service thereof.
Kenneth R.Vecchiarelli- Secretary
Space Above This Line for Recorder's Use
DECLARATION OF RESTRICTIVE COVENANTS
(ENCROACHMENT ON DISTRICT EASEMENT)
THIS DECLARATION OF RESTRICTIVE COVENANTS ("Declaration") is made this 23th day
of February, 2012,by and between YORBA LINDA WATER DISTRICT ("YLWD"), a public agency,
created and operating under the authority of Division 12 of the California Water Code, and GARY
DICKINSON AND KAREN DICKINSON("Owner"),with reference to the following recitals of fact:
RECITALS
A. The Owner is the legal owner of that certain real property located at 5102 Via Marcos,
Yorba Linda, California 92886 ("Subject Property"),which is more particularly described as follows:
LOT 19 OF TRACT 10266, IN THE CITY OF YORBA LINDA, COUNTY
OF ORANGE, STATE OF CALIFORNIA, AS SHOWN ON THE
SUBDIVISION OF MAP RECORDED JUNE 29, 1978 IN BOOK 434,
PAGES 44 TO 46 INCLUSIVE OF MISCELLANEOUS MAPS, IN THE
OFFICE OF THE COUNTY RECORDER OF SAID ORNAGE COUNTY.
B. YLWD owns an Easement, as identified on the Tract Map No. 10266, recorded on June
29, 1978, in Book 434, Pages 44 through 46, Official Records of Orange County, California
("Easement"), across a portion of the Subject Property. Within the Easement, YLWD owns and
maintains a 12-inch sewer main("District Facilities").
1
C. The Owner desires to construct a concrete spa with a concrete coping on top and pool
equipment and retain existing low retaining walls,planter areas and decorative concrete stepping stones
walkways (collectively herein referred to as "Improvements") within and along the Easement area
(hereinafter, "Encroachment"), as illustrated in Exhibit "A" attached hereto and incorporated by
reference herewith.
D. YLWD conditionally consents to Encroachment of the Improvements within and along
the Easement area as stipulated in this Declaration. Owner is aware that the Improvements may lead to
problems affecting and/or interfering with YLWD's use of the Easement.
E. Although the construction or existence of walls, structures, and other improvements
within and along the Easement area may interfere or restrict YLWD's Easement rights, the Owner
wishes to construct and use the Improvements within and along the Easement area.
NOW,THEREFORE, incorporating the above recitals,YLWD and Owner declare as follows:
1. Covenant Running with Land. This Declaration constitutes a covenant running with the land as
provided by the California Civil Code Section 1468 and shall benefit, burden, and bind the
successive owners of the Subject Property and the Easement.
2. Successors and Assigns Bound. Since Owner wishes to pursue the Encroachment, this
Declaration obligates the current and future owners of the Subject Property to remedy any future
adverse events and to fund any necessary maintenance costs on the Easement and/or Subject
Property that may arise in full or in part due to the existence, construction, or damages caused by
the Encroachment.
3. Damages to District Facilities. Owner assumes full responsibility, liability and shall pay for any
cost(s) or damage(s)to the District Facilities and appurtenant structures, arising from or related to
the construction, existence, and/or use of the Improvements. YLWD shall not be responsible for
any cost(s) or damage(s) to the District Facilities and appurtenant structures that arise from the
Encroachment.
2
4. Damages to Third Parties. Owner, its successors or assigns, agrees to indemnify and hold
YLWD, its officers, directors, employees, agents and consultants, harmless against any third
party claims related to or arising out of the construction, existence and/or use of the
Improvements.
5. Damages to Improvements. Owner acknowledges that the Improvements may be damaged or
demolished to permit reasonable access to or reasonable work within and under the Easement
area. YLWD, its officers, directors, employees, agents and consultants, shall not be responsible
for any damage(s) to or because of the Improvements which results from YLWD's exercise of
rights under the Easement. Owner, its successors or assigns, waives all known, unknown, and
future claims, liabilities, causes of action, and expenses (including, but not limited to, attorneys'
fees) against YLWD, its officers, directors, employees, agents and consultants, for losses and
damages to the Improvements and from any obligation to protect, preserve, repair, or replace the
Improvements. Construction, use, protection, repair and replacement of the Improvements shall
be entirely the risk and obligation of Owner, its successors or assigns, even if damage is caused
by YLWD.
6. Recording of Agreement. This Declaration shall be recorded in the Office of the Recorder of
the County of Orange, California, and shall constitute notice to all successors and assigns of the
title to the Subject Property of the rights and obligations set forth herein.
3
Approved as to Form: YORBA LINDA WATER DISTRICT:
Kidman Law,LLP
Phil Hawkins
Arthur G. Kidman President
General Counsel
Kenneth R. Vecchiarelli
Secretary
OWNER:
Gary Dickinson
Karen Dickinson
4
EXISTING GARDEN
WALL WITH 4'HIGH
WROUGHT IRON
FENCE ON TOP
% EXISTING GATE TURF
SMH
U
Lup
PROPOSED WATER
O
FEATURE PRE-FAB vy —
STONE BOWLS \
PROPOSED POOL ♦ ��
EQUIPMENT AND 3'-
6"GARDEN WALL
WITH CONCRETE CAP ♦♦ 3
PROPOSED CONCRETE p HOUSE
SPA WITH CONCRETE
CAP �� ♦,
PROPOSED 22"GARDEN
WALL WITH CONCRETE 1 ' ':\ z
CAP y
PROPOSED STEPPING
STONES
PROPOSED PEA GRAVEL----/ `♦♦ \ a
WALKWAY WITH SYNTHETIC ♦♦ \ i i
BOARD ♦ \
EXISTING V HIGH ♦, \ ❑ L
WROUGHT IRON �� \
FENCE ♦ \
♦
EXISTING RAISED ♦�♦ \
PLANTER WITH TREE ° ♦ \
♦
TO REMAIN �A� ♦♦ \ ,
���� ♦�, \\ °D RIVEWAI
10 FEET SEWER EASEMENT \ �♦,
DEDICATED TO THE CITY OF ♦ 5
YORBA LINDA AND \
TRANSFERRED TO YLWD \ ♦♦ \
EXISTING 12"SEWER MAIN \ �♦
♦
♦
VIA MARCOS
,
,
♦♦ SMH
,
LOCATION MAP
PREPARED BY: EXHIBIT"A" SCALE:NO SCALE
YORBA LINDA WATER DISTRICT DECLARATION OF RESTRICTIVE COVENANTS DATE:
FOR
1717 E. MIRALOMA AVENUE 5102 VIA MARCOS 02-23-2012
PLACENTIA, CALIFORNIA 92870 YORBA LINDA, CALIFORNIA 92886 FILENAME:
(714) 701-3000
ITEM NO. 6.6
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: Yes
Total Budget: $82,000
To: Board of Directors Cost Estimate: $79,000
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Account No: 1-0010-2150-00
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: N/A
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Purchase of Valve Truck Assembly
SUMMARY:
It is District policy to submit vehicle and major equipment purchases to the Board of Directors for
approval. The District's purchasing policy outlines the means and methods for procurement of
vehicles, equipment and services with value over $5,000. The Valve Truck is a special-order item
covered by this policy in its entire value and separately in some of its primary components, which
are typically obtained from separate equipment manufacturers with some assembly performed by
District staff.
STAFF RECOMMENDATION:
That the Board of Directors authorize the General Manager to execute a purchase order for the cab
& chassis assembly for the Valve Maintenance Truck and further authorize the General Manager to
execute additional purchase orders for all other equipment required to assemble this utility vehicle,
provided the aggregate purchase does not exceed the total budgeted amount.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this item at its meeting held February
7, 2012 and supports staff's recommendation.
DISCUSSION:
In the adopted budget for FY 2011-12, funds in the amount of $82,000 were included for the
purchase of a Ford F350 Valve Truck to replace a 2000 Ford F250 Valve Truck.
Due to the specialized utility of this vehicle, the suitable and desired end product is custom built
through acquisition of various component parts, which are then assembled in part by District
mechanics. This practice helps reduce the total asset purchase of the vehicle. The component parts
are acquired through several separate purchases. While the purchasing policy provides the
guidelines governing these separate purchases, due to the high value of the aggregate asset, staff
has identified the major components and estimated their individual values.
1 . Cab & Chassis 25,000
2. Flat Bed Body 6,000
3. Vacuum 20,000
4 Water Jet 4,000
System
5. Valve Machine 20,000
6. Arrow Board 3,000
7. Misc Equipment 1 ,000
Total Estimated Cost 79,000
Staff has written the specification for the Cab & Chassis and requested quotes from vendors that
provide this type of truck. Three vendors responded as follows:
Fairway Ford 24,481 .97
Elk Grove Ford 24,722.81
Villa Ford 25,871 .18
Currently staff is communicating with various vendors to receive quotes for the purchase of the
equipment needed to complete the assembly of this vehicle.
PRIOR RELEVANT BOARD ACTION(S):
The Board approved the FY 2011-2012 budget which included $82,000 in the Vehicle & Capital
Outlay section for purchase of a Ford F350 Valve Truck.
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
ITEM NO. 6.7
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: Yes
Total Budget: $100,000
To: Board of Directors Cost Estimate: $30,000
Funding Source: Sewer Capital
Reserves
From: Ken Vecchiarelli, General
Manager
Job No: 201123S
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Pending
Prepared By: Anthony Manzano, Senior CEQA Compliance: N/A
Project Manager
Subject: Sewer Facilities Document Conversion
SUMMARY:
As part of the City of Yorba Linda east side sewer transfer, District staff was aware that facility
records needed to be converted to electronic format. For this necessary work, staff issued a
Request for Proposal and received three consultant proposals. Following an evaluation, staff
recommends award to Nobel Systems for a fee not to exceed $20,960.00.
STAFF RECOMMENDATION:
That the Board of Directors authorize execution of a Professional Services Agreement with Nobel
Systems in the amount of $20,960.00 to provide professional services to covert existing PDF and
TIF sewer facility drawings to GIS.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this item at its meeting held February
7, 2012 and supports staff's recommendation.
DISCUSSION:
On July 1 , 2011 , the City of Yorba Linda (City) transferred sewer facilities, consisting of
approximately 120 miles of sewer line and appurtenances, to the District. Records of the transferred
sewer facilities provided by the City included plans and drawings on paper. Since the District
maintains facility records on a computer-based GIS program, the recently acquired documents need
to be converted to allow for accurate field location for operations, maintenance and future
evaluation. Staff prepared a Request for Proposal to provide engineering services and sent it to five
firms experienced with this work. Three proposals were received.
The District's Review Team evaluated and ranked the proposals based on experience, technical
merit, content and understanding of the project. Following the technical evaluation and ranking,
separate fee envelopes for each proposal were opened.
Results of the ranking and fees are as follows:
Firm Evaluation Score Proposed Fee Staff Hours
Nobel Systems 16.50 $20,960.00 632
PSOMAS 14.14 $48,680.00 964
DCSE 15.53 $48,265.00 2596
Given the discrepancy in proposal fee and staff hours, between Nobel Systems and the other two
firms, references provided in Nobel Systems' proposal were contacted. All references (local public
agencies) stated that Nobel Systems completed its contracts professionally and within budget.
Thereafter, staff contacted Nobel Systems' president, Michael Samuel, who confirmed in writing that
they'll complete all work described in the proposal for a fee of $20,960.00.
Based on the above, the Engineering Review Team recommends award to Nobel Systems. This
firm had the best proposal, best project team and experience, and proposed fee and staff hours
which were reasonable and appropriate based on the scope of work. Funding will be derived from
the $264,314.90 City of Yorba Linda sewer transfer payment.
STRATEGIC PLAN:
SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with
adopted amendments
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
ITEM NO. 6.8
AGENDA REPORT
Meeting Date: February 23, 2012
To: Board of Directors
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Glenn Yothers
SUMMARY:
Glenn Yothers, requests reimbursement for removal of a tree
he claims was killed as a result of a pipeline leak on
STAFF RECOMMENDATION:
That the Board of Directors reject and refer the claim of Glenn Yothers to ACWA/JPIA.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this item at its meeting held February 14,
2012 and supports staff's recommendation.
DISCUSSION:
Mr. Glenn Yothers presented a claim to the District on February 6, 2012.
Mr. Yothers claims that a large, 23 year old, Japanese Black Pine tree on his property at
died because water caused by a District main line leak pooled at the base of the tree for
over six weeks. He states that he reported the leak at (Mr. Yothers' property
fronts on but backs on to the District in mid September 2011 . According to Mr.
Yothers, the repair to the main leak was not completed until the end of October 2011 . According to
District records and reports by staff, it appears the first Customer Service Report occurred on
August 11 , 2011 with final resolution of the main leak taking place on September 26, 2011 .
Mr. Yothers asks the District to pay the $500 estimated amount for removal of the tree. He is
concerned the tree may fall into The estimate from Hugo's Gardening presented with
the claim additionally notes that the value of the Japanese Black Pine to landscape is approximately
$2,000.
District staff reported that several trees in the general area of the Highland Reservoir have been
affected by some form of pest and have died. Staff has communicated with ACWA/JPIA on this
claim and they have recommended we reject and refer it for their review and determination.
ATTACHMENTS:
Name: Description: Type:
SKMBT C5521 202081 1 460.odf Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
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ITEM NO. 6.9
AGENDA REPORT
Meeting Date: February 23, 2012
To: Board of Directors Cost Estimate: $1 ,123.22
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Melanie Schlotterbeck
SUMMARY:
Melanie Schlotterbeck, has requested that the District
reimburse her for damages to her condominium unit that she claims was caused by a break in one
of the District's water lines in
STAFF RECOMMENDATION:
That the Board of Directors reject and refer the claim of Melanie Schlotterbeck to ACWA/JPIA.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this item at its meeting held February 14,
2012 and supports staff's recommendation.
DISCUSSION:
Per Melanie Schlotterbeck's account, on October 1 , 2011 while in the process of preparing for a
contractor to perform renovations to her condominium unit located at
she noticed the carpet was damp in her home office. On October 2, 2011 the
contractor pulled back the carpet in the home office to place plastic on the floor in an effort to
determine if additional moisture was present. On October 3, 2011 although the contractor found no
moisture, Ms. Schlotterbeck states the concrete in the center of the room was darker. During this
time, Ms. Schlotterbeck states there was water present and running in
On October 7, 2011 , the carpet in the room was "drenched". Ms. Schlotterbeck notified the Kellogg
Terrance Homeowners' Association property management company, PCM. A repairman was called,
and her unit and neighboring units in the building was checked for water leaks. By Ms.
Schlotterbeck's account, the plumber, Scott English Plumbing, found no leaks in her unit or in
neighboring units that could have caused the amount of water. The soil and grass in front of her unit
was mushy and over saturated. The water continued to flow in the street.
On October 10, 2011 , Scott English Plumbing found no leaks in the laundry drain line. Plumber
stated to Ms. Schlotterbeck that the water was coming up through the slab. 24 Hour Restoration
came in to investigate, and no more water was found. On October 11 , 2011 , YLWD did a temporary
fix to the District line in and on October 12, 2011 , the District completed the repairs in
Melanie Schlotterbeck is claiming $873.22 for carpet replacement and $250.00 for the delay of her
renovation project and additional work performed by The Remodeling Center.
Both Jeff McDonald, Senior Maintenance Distribution Operator, and Scott Coffman, Maintenance
Distribution Operator III, report that the Association has problems with their irrigation system over
watering in varied locations and that there is no way the leak in could have impacted
the unit because of its location in the street and the path of the flow uphill to get to the unit.
Furthermore, they reported no water in the meter box located in the sidewalk on the south side of
the carport, which is closer to the building. The leak in the service line was closer to the street
connection to the main.
Staff has communicated with ACWA/JPIA on this claim and they have recommended we reject and
refer it to them for review and determination.
ATTACHMENTS:
Name: Description: Type:
SKMBT C55212021518241 MSchlotterbeck.i)df Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
'
ITEM NO. 6.10
AGENDA REPORT
Meeting Date: February 23, 2012
To: Board of Directors Cost Estimate: $300.00
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, HR/Risk Manager Dept: Human
Resources/Risk
Management
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel
Technician
Subject: Claim Filed by Professional Community Management on Behalf of the Kellogg
Terrace Condominium Association
SUMMARY:
The Kellogg Terrace Condominium Association through Professional Community Management is
requesting reimbursement for $300.00 spent to investigate the cause of water intrusion into
STAFF RECOMMENDATION:
That the Board of Directors reject and refer the claim filed on behalf of the Kellogg Terrace
Condominium Association to ACWA/JPIA.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee discussed this item at its meeting held February 14,
2012 and supports staff's recommendation.
DISCUSSION:
Professional Community Management requests reimbursement of $300.00 for money expended by
the Kellogg Terrace Condominium Association to investigate water intrusion into the unit located at
In an e-mail on October 1 , 2011 , the Association's Board Secretary reported a water main leak on
Mr. Knack reportedly spoke to a YLWD employee about fixing a leak.
On October 7, 2011 , Melanie Schlotterbeck who resides at
reported to PCM that the carpet in her home office was wet following four days of construction in her
unit. The Association sent Scott English Plumbing to her residence the same day. No cause of the
leak was found in her unit or neighboring units. On October 10, 2011 Scott English Plumbing found
no leaks in the laundry drain line. The Association then sent 24 Hour Restoration to perform thermal
imaging. Normal readings were found in the unit.
PCM notes that a leak in was evident from October 1 . PCM complained of a lack of
responsiveness on the part of the Yorba Linda Water District to numerous calls from PCM regarding
the leak.
Sunset Landscape, the Association's contractor, turned the irrigation lines off for several days, and
they did not report finding any leaks related to the landscape irrigation lines near the building.
On October 11 , the District performed a temporary fix for the leak on the service line in
with a final fix completed on October 12, 2011 . PCM states that since no leaks were found in or
near and Ms. Schlotterbeck's Unit, the water intrusion must be caused by the main line
break on and requests reimbursement of $300.00 for two contractors for plumbing
investigations.
Jeff McDonald, Senior Maintenance Distribution Operator, and Scott Coffman, Maintenance
Distribution Operator III, report that the problems at were not related to the
service line leak, which was closer to the connection point in and further from the meter
box. In their opinion and experience, the leak could not have caused the damages reported
because of the direction of flow, the uphill grade from the main line and the distances involved.
Staff has communicated with ACWA/JPIA on this claim and they have recommended we reject and
refer it for their review and determination.
ATTACHMENTS:
Name: Description: Type:
SKMBT C5521 2021 51 8240KTCA.pdf Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RK 5-0
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
,
ITEM NO. 7.1
AGENDA REPORT
Meeting Date: February 23, 2012
To: Board of Directors Cost Estimate: $423,239.84
From: Ken Vecchiarelli, General
Manager
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Steve Conklin, Engineering
Manager
Subject: Claim Filed by Mamco Construction
SUMMARY:
Construction is essentially complete on the Ohio St. and Oriente Drive Pipeline Replacement
Project. There remain a few items for the contractor, Mamco Construction (Mamco) to complete. On
January 24, 2012, Mamco submitted a claim for $423,239.84 pursuant to Public Contracts Code
Section 20104 et seq. District staff has reviewed the claim and recommends the Board deny it.
STAFF RECOMMENDATION:
That the Board of Directors deny the $423,239.84 claim submitted by Mamco Construction for the
Ohio Street and Oriente Drive Pipeline Replacement Project.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this item at the meeting held February
7, 2012 and supports staff's recommendation.
DISCUSSION:
On April 14, 2011 , the Board awarded the contract for construction of the Ohio Street and Oriente
Drive Pipeline Replacement Project for $1 ,389,089 to Mamco. The Project includes the construction
of 6,700 ft of pipe, valves, hydrants, residential services, laterals and paving. Construction is
essentially complete, with a few punch list items for the contractor to complete. The new pipeline is
in full operation.
Prior to the start of construction, Mamco submitted Change Order Request No. 1 on July 20, 2011 ,
requesting additional time and compensation. District staff reviewed Change Order Request No. 1
and denied it in its entirety. Copies of Change Order Request No. 1 and the District's July 21 , 2011
denial letter are attached. Mamco did not file a written protest to the District's denial as required by
the contract. Therefore, pursuant to the terms of the contract, Mamco is deemed to have waived
any and all objections to the District's denial. In the correspondence accompanying this denial, the
District stated its position that the means and methods used by Mamco to construct the project were
their own determination and that would not be due any compensation or time for these choices. The
District further advised Mamco in July, before they started construction, that the means and method
they selected would be at no cost to the District.
On January 24, 2012, Mamco submitted the subject claim. The cover letter, requesting additional
compensation in the amount of $423,289.84, is attached without the extensive exhibits, which are
available for review, but are not included with this report. District staff reviewed the claim and
determined that it describes the same issues raised in Change Order Request No. 1 with Mamco's
time and material submittals to show how they come up with their compensation request. The
District's contract documents are very specific with regards to the timing of requests for additional
compensation and the fact that Mamco presented these materials and their request at the end of
the project precluded the District from exercising any control over the claimed additional expenses.
As a result, District staff recommends that the Committee recommend the Board of Directors deny
the $423,239.84 claim submitted by Mamco for the Project because the items in the claim were
previously denied by the District and Mamco did not file a written protest to such denial as required
by the contract.
STRATEGIC PLAN:
SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with
adopted amendments
ATTACHMENTS:
Name: Description: Type:
Mamco COR 1 Request.pdf Mamco C0#1 Claim Backup Material
Mamco COR 1 Denial.ndf Mamco CO#1 Denial Backup Material
Mamco Claim Letter.pdf Mamco Claim Letter Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RC 5-0
CA Lic. No. 883649
Mamco Construction
A General Engineering & General Building Contractor
Change Order Request 1
To: Date: I COR No.: Project Manager:
Yorba Linda Water District 7/20/2011 1138-13 Rumzi AlAbbasi
Attn:Joe Polimino
Construction Manager Project: Ohio Street and Oriente Drive Pipeline Replacement
1717 E. Miraloma Avenue Contract 1201006
Placentia California 92870
Description and Reasoning of Request:
As per The Districts response to Mamco's request for information dated July 18, 2011 and numbered 1181-1, Mamco will
proceed in installing the mainline and all appurtenant structures without the use of track excavators. In Mamco's
experience, it is often difficult to achieve compaction without the use of a 30 ton excavator so we will instead slurry backfill
the line and cover the trench with steel plates at the end of each work day.This change in construction method will cause
Mamco to incur substantial delays and damages for several reasons. First,we anticipate a significant delay in production by
about 35%due to the fact that backhoes will not be able to excavate the same amount of trench per day.Secondly,
Mamco had originally intended to pulverize the existing AC Pavement and use it as backfill material, but now Mamco will
be forced to haul off and dispose of all AC Pavement.Third, Mamco will be required to haul off all dirt in the trench and
import a cement slurry for use as backfill. Lastly, Mamco had originally planned to repair the trench at the end of each
work day, but Mamco is now forced to rent steel plates and pave backfill the trench the following day.We propose that all
of these changes to Mamco's contract be performed on a force account basis and be kept track of daily by your onsite
inspector and our onsite foreman.we also request that an additional 10 working days be added to our contract for the
slow down of production that is anticipated.
Total Amount of Change Order
To Be Determined
Additional Working 10
Days Requested:
16810 Van Buren Boulevard#200, Riverside, CA 92504 Phone (951)776-9300 Fax(951)776-0404
www.alabbasi.biz
Yorba Linda
Water District
Reliable and Trusted Service
for More Than 100 Years
July 21, 2011
MAMCO
16810 Van Buren Boulevard #200
Riverside, CA 92504
Attn: Rumzi AlAbbasi
Re: Ohio StreettOriente Drive Pipeline Replacement — J2010-06
Change Order Request 1, District Response
Description of Request by MAMCO with Response by District:
MAMCO: "As per the District's response to Mamco's request for information dated July 18,
2011 and numbered 1181-1, Mamco will proceed in installing the mainline and all appurtenant
structures without the use of track excavators."
District Response: This "means and methods" decision is being made by MAMCO, and was not
directed by the District.
MAMCO: "In Mamco's experience, it is often difficult to achieve compaction without the use of
a 30 ton excavator so we will instead slurry backfill the line and cover the trench with steel plates
at the end of each work day."
District Response: This "means and methods" decision is being made by MAMCO, and was not
directed by the District. The proposed slurry mix must be submitted for approval, and is
understood that it is being provided at no extra cost to the District.
MAMCO: "This change in construction method will cause Marren to incur substantial delays
and damages for several reasons. First, we anticipate a significant delay in production by about
35% due to the fact that backhoes will not be able to excavate the same amount of trench per
day-"
District Response.: The decision to change the method of construction was made by MAMCO
and was not directed by the District; therefore, the District is not responsible for any delay in
production regarding this decision.
MAMCO: "Secondly, Marino had originally intended to pulverize the existing AC Pavement
and use it as backfill material, but now Maraca will be forced to haul off and dispose of all AC
Pavement."
District Response. Removal of the AC pavement is part of the project; all bidders would have
been required to do so- Also, MAMCO made the decision to change their construction method
and was not directed by the District.
1717 E. Miraloma Avenue Placen8a, CA 92870 714-701-3100 714-701-3108 Fax
IYorba Linda
Water District
MAMCO: "Third, Mamco will be required to haul off all dirt in the trench and import cement
slurry for use as backfill."
District Response: This "means and methods " decision is being made by MAMCO, and was not
directed by the District.
MAMCO: "Lastly, Mamco had originally planned to repair the trench at the end of each work
day, but Mamco is now forced to rent steel plates and pave backfill the trench the following
day „
District Response: This "means and methods" decision is being made by MAMCO and was not
directed by the District.
MAMCO: "We propose that all of these changes to Mamco's contract be performed on a force
account basis and be kept track of daily by your onsite inspector and our onsite foreman. We also
request that an additional 10 working days be added to our contract for the slowdown of
production that is anticipated."
District Response: The District views none of the above items as a change to the MAMCO
Contract, therefore this change order is rejected
Total Amount of Change Order Requested by MAMCO: To Be Determined
Additional Working Days Requested by MAMCO: 10
Sincerely,
Joe Polimino
Construction Manager
YLWD
Page 1 of 3
CA Lic. No.883649
M Mamco Construction
A General Engineering & General Building Contractor
Emailed Prior to
Certified Mailing
January 24, 2012
Cor. # 1181-7
Yorba Linda Water District
ATTN: Anthony Manzano, PE
Senior Project Manager
1717 E. Miraloma Avenue
Placentia, California 92870
RE: Ohio Street and Oriente Drive Pipeline Replacement
Contract J201006
Claim for Additional Compensation
Dear Mr. Manzano:
Please accept this letter as Mamco Inc.'s (hereinafter "Mamco") official claim for additional
compensation, as per Section 20104 of California's Public Contract Code, against Yorba Linda Water
District (hereinafter "the District"). It is our belief that Mamco is entitled to additional compensation
and working days for unforeseeable changes in the permitting agency's requirements that have caused
Mamco to incur substantial additional costs and delays over the life of the Ohio Street and Oriente Drive
Pipeline Replacement Project (hereinafter"the Project").
In general, the costs and delays that were encountered stem from changes in the permitting
agency's requirements that forced Mamco to construct the waterline in an inefficient manner that is not
consistent with industry standards for constructing like projects and was therefore not foreseeable by
Mamco. We believe three key changes by the permitting agency caused Mamco to incur substantial
additional costs. Firstly, the permitting agency prohibited Mamco from using any private or public
property along or near the Project's site as a construction yard. Secondly, the permitting agency
prohibited Mamco from using large track excavators (30,000 LBS and over) on the Project. Lastly, the
permitting agency prohibited Mamco from temporarily placing any excavated spoils on the City's streets
while work was in progress. Each of these issues will now be elaborated on further.
The first change in the permitting agency's requirements was communicated to Mamco in an
email received by Mr. Manzano on July 13, 2011 (please see email and attachment attached as "EXHIBIT
A"). In the email, Mr. Manzano states, "Using a property zoned for residential use is not permitted."
16810 Van Buren Boulevard#200, Riverside,CA 92504 •Phone(951)776-9300 •Fax(951)776-0404 •www.alabbasi.biz
Page 2 of 3
Attached to the email was a copy of chapter 18.40 of the permitting agency's Zoning Ordinance. Chapter
18.40.030 Property Maintenance subparagraph "L", clearly contradicts the assessment that Mamco
should not be allowed to use this yard.This paragraph provides a list of unacceptable uses of residential
property and it states, "Construction equipment, supplies, materials, or machinery of any type or
description parked or stored in any zone other than the M-1 manufacturing district, except while
excavation construction or demolition operations covered by an active building permit are in progress
on the subject property or an adjoining property." This ordinance makes it exceptionally clear that use
of residential property as a temporary construction yard would be acceptable in so long as work is taking
place on the subject property or on an adjoining property. Mamco had entered into an agreement with
the property owner of 4731 Ohio Street to use his property as a construction yard. This property was
adjoining the project site and would therefore be acceptable for use as a temporary construction yard
by definition. Lastly, regardless of the interpretations made of the permitting agency's codes, the District
should have communicated the fact that setting up a construction near the project site would not be
acceptable prior to bid time so the extra costs could be included in all bids that were submitted to the
District.
This change in the permitting agency's requirements caused Mamco to incur substantial
additional costs because of the distance of the yards available to Mamco for use. At the beginning and
end of each day, Mamco was forced to haul all materials and move all equipment to and from the
jobsite. We very conservatively estimate that this caused Mamco to incur one hour of delay for its entire
crew while work was in progress. All in all, we estimate a total of $116,833.63 of costs were incurred
and subsequently request payment in this amount. Additionally, we request that an additional 13
working days be added to the life of the contract. Please see "EXHIBIT B" which is attached hereto and
provides a detailed breakdown of all costs that were incurred along with supporting invoices.
The next change in the permitting agency's requirements was that the agency prohibited
Mamco from using any large track excavators on the project site. The agency had indicated to both
Mamco and the District in several conversations that it did not want large track excavators used on the
project as they were "noisy' and because in their opinion the excavators would likely damage the
streets. These justifications are untenable. There is no evidence that Mamco violated any noise
ordinance to justify this change. Per contract, Mamco was to cold mill and pave back the entire width of
the lane where the waterline was to be installed. Additionally, the excavators would only be used during
working hours-during which "noisy' work should be anticipated. The use of excavators to install utilities
in public streets is a common practice and was the means and methods chosen to complete the work by
Mamco. We believe that since it was not disclosed prior to bid time that the use of large track
excavators would not be permitted, additional compensation is warranted.
The fact that track excavators were not permitted effected Mamco in several ways. First,
Mamco was forced to use a much smaller excavator than was originally planned. Mamco had originally
planned to utilize its owned JS20OLC JCB 30,000 pound excavator for excavation and a rented equivalent
for compaction. Instead, Mamco had to use its owned John Deere 135C 15,000 pound excavator for
excavation. We believe the change from a 30,000 pound excavator to a 15,000 pound excavator greatly
hampered production for several reasons. To briefly list a few of the reasons: The small excavator
utilizes a smaller bucket and is thus not capable of excavating the same amount of dirt per scoop, the
smaller excavator has less torque and is not able to excavate through the hard soil that was encountered
as fast as the larger excavator, and lastly the smaller excavator has less horsepower and is not able to
turn or move as fast as the larger exactor. We conservatively estimated that this change alone slowed
16810 Van Buren Boulevard#200, Riverside,CA 92504 •Phone(951)776-9300 •Fax(951)776-0404 •www.alabbasi.biz
Page 3 of 3
production by about 15%, or roughly 1 hour per day for our entire crew during the mainline installation
operations.
It is also in Mamco's experience that the utilization of any excavator less than a 30,000 pound
excavator with sheep foot compaction wheel to obtain compaction would not be feasible. The depth of
our trenches varied between 8 and 12 feet and no backhoes or excavators would be able to compact the
dirt in an efficient enough manner to keep up with the pipe laying operations. For this reason, Mamco
was forced to slurry backfill all trenches and steel plate them at the end of each work day. The closest
dump site that Mamco found required that all asphalt grindings and debris be removed from the dirt
prior to dumping the dirt.This forced Mamco to double handle all excavated dirt, as the dirt first had to
be taken to the yard and be separated prior to delivering it to the dumpsite. It is also Mamco's belief
that having to handle all trench plates slowed production by roughly .5 hours per day. All in all, we
estimate a total of $306,406.21 of costs were incurred and subsequently request payment in this
amount. We request that an additional 11 working days also be added to the life of the contract. Please
see "EXHIBIT U which is attached hereto and provides a detailed breakdown of all costs that were
incurred.
The last change is the permitting agency's requirements was that it prohibited Mamco from
placing any spoils in the public right of way during construction working hours. The permitting agency
required that all spoils be directly loaded into dump trucks. This forced Mamco to slurry backfill the
entire trench, and all dirt was directly loaded into dump trucks. Although this change was extremely
costly, all costs are accounted for as a part of the costs of the slurry and the exportation of the spoils.
Although Mamco has not directly tied any costs to this change, it should however serve as additional
reasoning as to why Mamco elected to slurry backfill the entire trench.
Mamco requests that The District evaluate and consider the above claims totaling $423,239.84.
If any further documentation or backup information is needed, please send your request in writing and
we will respond to your requests in a timely fashion. We appreciate your cooperation in regards to this
matter and hope that we can maintain a positive relationship with The District in spite of this claim.
Sincerely,
i�o��-
Rumzi AlAbbasi,
Project Manager
CC: Marwan AlAbbasi, Mamco, Inc.
Rami AlAbbasi, Mamco, Inc.
Joe Polimino, Yorba Linda Water District
16810 Van Buren Boulevard#200, Riverside,CA 92504 •Phone(951)776-9300 •Fax(951)776-0404 •www.alabbasi.biz
ITEM NO. 7.2
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: N/A
To: Board of Directors
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Hank Samaripa, Project CEQA Compliance: N/A
Engineer
Subject: 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation
Plan Update
SUMMARY:
The Orange County Regional Water and Wastewater Multi-Hazard Mitigation (Hazmit)Plan was
approved in February 2007 and is required to be updated every five years for continued eligibility of
Hazard Mitigation funding. The Municipal Water District of Orange County (MWDOC) staff and
Water Emergency Response Organization of Orange County (WEROC) representatives have been
working with twenty water and wastewater agencies in the County to complete the Hazmit Update
Plan. YLWD staff participated in the update process to ensure that the District qualifies for any
future FEMA Mitigation grant money.
STAFF RECOMMENDATION:
That the Board of Directors adopt Resolution No. 12-03 Adopting the 2012 Orange County Regional
Water and Wastewater Multi-Hazard Mitigation Plan Update, subject to approval as to form by
District legal counsel.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee discussed this item at its meeting held February
7, 2012 and supports staff's recommendation.
DISCUSSION:
The Federal Disaster Mitigation Act of 2000 requires that all governmental agencies have disaster
preparedness plans to help ensure the safety of its citizens in the event of an emergency, to prevent
or mitigate disaster impacts, and to qualify for future funding should a disaster occur. In February
2007, the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan was
approved with YLWD input. The Hazmit Update Plan is now being updated by each member agency
to reflect their added facilities, new risks, and/or new goals. The adoption of the updated plan by
MWDOC and other local jurisdictions clears the way for hazard mitigation projects to move forward
when and if specifically approved and funded by the sponsoring jurisdictions. Failure to adopt the
plan by any entity does not affect adoption of the plan by the remaining entities.
In order for YLWD to be eligible for potential grant funding, the YLWD Board must adopt the Plan in
February 2012, which includes the attached Resolution No. 12-03 and letter to WEROC.
STRATEGIC PLAN:
SR 1-D: Strengthen Existing Emergency Operations Partnerships
PRIOR RELEVANT BOARD ACTION(S):
None
ATTACHMENTS:
Name: Description: Type:
Final Resolution No 12
03 Adopting Hazmit Plan Update 020812.docx Resolution Backup Material
Adoption of HAZ MIT Plan BOD ExhibitA FinalLetter022312.doc Adopt Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
RC/MB 5-0 Roll Call
RESOLUTION NO. 12-03
RESOLUTION OF THE BOARD OF DIRECTORS
OF YORBA LINDA WATER DISTRICT
ADOPTING THE ORANGE COUNTY REGIONAL WATER AND WASTEWATER
MULTI-HAZARD MITIGATION (HAZMIT) PLAN UPDATE
WHEREAS, the Yorba Linda Water District (District) recognizes the natural and manmade
hazards that can affect the Orange County water and wastewater community
and the potential effects those disasters can have on its ability to provide
services to its customers, and
WHEREAS, the District provides retail water and sewer services to residents in most of
the City of Yorba Linda, portions of the Cities of Placentia, Brea and Anaheim,
and certain unincorporated areas of Orange County, and
WHEREAS, the District's mission is to provide reliable, high quality water and sewer
services in an environmentally responsible manner, and
WHEREAS, the 2012 HAZMIT Plan is an update to the 2007 HAZMIT Plan adopted by
Resolution No. 06-11 on October 26, 2006, and
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water
District finds and determines as follows:
Section 1. The District determines it is of benefit to participate in the Orange County
Regional Water and Wastewater Multi-Hazard Mitigation Plan Update.
Section 2. The District hereby declares that it adopts the Orange County Regional Water
and Wastewater Multi-Hazard Mitigation Plan Update, subject to incorporation
of comments, if any, by the State Office of Emergency Services and the
Federal Emergency Management Agency upon completion of their review.
Section 3. The District hereby rescinds Resolution No. 06-11, as adopted on October 26,
2006.
Section 4. The District staff shall prepare a letter to the Water Emergency Response
Organization of Orange County certifying adoption, substantially in the form of
Exhibit A.
Resolution No. 12-03 Adopting the 2012 OC Regional Water and Wastewater Multi-Hazard Mitigation Plan Update 1
PASSED AND ADOPTED this 23rd day of February 2012 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Phil Hawkins, President
Yorba Linda Water District
ATTEST:
Kenneth R. Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by Legal Counsel:
Arthur G. Kidman,
Kidman Law Group LLP
Resolution No. 12-03 Adopting the 2012 OC Regional Water and Wastewater Multi-Hazard Mitigation Plan Update 2
Exhibit A
February 23, 2012
Kelly Hubbard, Coordinator
Water Emergency Response Organization of Orange County
Municipal Water District of Orange County
10500 Ellis Avenue
Fountain Valley, CA 92728
Re: Adoption of the Orange County Regional Water and Wastewater Multi-
Hazard Mitigation Plan Update
Dear Ms. Hubbard,
The Yorba Linda Water District recognizes the natural and manmade hazards
that can affect the Orange County water and wastewater community. Due to the
potential effects those disasters can have on our ability to provide (water and/or
wastewater) services to our customers we determined it was of benefit to
participate in the Orange County Regional Water and Wastewater Multi-Hazard
Mitigation Plan Update.
Yorba Linda Water District participated with the Hazard Mitigation Working
Group to identify additional critical infrastructure that is vulnerable to natural
hazards. Based on the information developed, both regional and individual
agency goals, objectives and actions were prepared. The Pre-Draft Hazard
Mitigation plan was advertised and shared with the public at two meetings- one
held in the north Orange County City of Buena Park and one at Moulton Niguel
Water District offices in south Orange County.
The final draft plan was presented to Yorba Linda Water District's Board of
Directors for review and adoption as our official agency hazard mitigation plan
update. It is recognized that this plan is adopted in coordination with Malicious
Event Vulnerability Assessment and Emergency Response Plan. Staff will
utilize both documents as a guideline for future hazard mitigation actions,
projects and grant proposals.
This letter serves to document that the Board of Directors of Yorba Linda Water
District adopted the OC HAZMIT plan on February 23, 2012 with the
recognition that the State Office of Emergency Services and the Federal
Emergency Management Agency may suggest required changes to the plan,
which will be incorporated.
Sincerely,
Kenneth Vecchiarelli, PE
General Manager
Yorba Linda Water District
Attachment: Certified Copy of YLWD Resolution No. 12-03
ITEM NO. 7.3
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: No
To: Board of Directors Cost Estimate: $1 ,000
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-2020-0640-00
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: District of Distinction Accreditation
SUMMARY:
The Special District Leadership Foundation (SDLF) is a non-profit organization that provides
professional development opportunities for special districts, including the "District of Distinction"
accreditation, and has partnered with both the Association of California Water Agencies (ACWA)
and the California Special District Association (CSDA). The "District of Distinction" accreditation
recognizes an agency's commitment to operating in a sound, responsible manner, and requires that
financial audits, policies and procedures and training certifications are provided as part of the
application.
STAFF RECOMMENDATION:
That the Board of Directors support a direction and commitment toward achieving the "District of
Distinction" accreditation.
COMMITTEE RECOMMENDATION:
The Executive-Administrative-Organizational Committee discussed this matter at their meeting on
February 8 and supports staff's recommendation.
DISCUSSION:
The following are the specifics of what the District of Distinction accreditation application should
include:
. Copies of the 3 most recent financial audits
. Complete policy and procedures manual, with minute action adopting or reviewing polices
from within the past year.
. Proof of Training for Board Members and Executive Staff in the areas of Governance (6 hours)
& Ethics (AB1234)
. $1 ,000 application fee
The "District of Distinction" accreditation is, overall, a generalized review of policies, procedures and
training that provides for excellence in governing a special district, regardless of the type of special
district. The focus is on transparency and solid public governance practices. Staff anticipates few
difficulties in gathering the information for inclusion in the application, with the exception of
compiling and updating a complete policy and procedures manual for review and adoption by the
Board.
STRATEGIC PLAN:
CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
RK/GM 5-0
ITEM NO. 7.4
AGENDA REPORT
Meeting Date: February 23, 2012 Budgeted: No
To: Board of Directors Cost Estimate: $1 ,275
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 1-2020-0580-55
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: California Urban Water Conservation Counsel Signatory
SUMMARY:
The District's FY 2011/13 Strategic Plan identifies consideration of participating in the California
Urban Water Conservation Council's (CUWCC) Best Management Practices (BMPs) as Strategic
Plan Strategy CP 2-C. This strategy is intended to meet the requirements of initiative CP 2: Increase
Public Awareness of Water and Wastewater Related Items, of the Community Partnership goal.
STAFF RECOMMENDATION:
That the Board consider the District's participation and commitment in becoming a signatory of the
California Urban Water Conservation Council's Memorandum of Understanding.
COMMITTEE RECOMMENDATION:
That Executive-Administrative-Organizational Committee discussed this matter at their Meeting on
February 8 and supported staff's recommendation not to commit to becoming a signatory of the
California Urban Water Conservation Council's Memorandum of Understanding at this time.
DISCUSSION:
The Californian Urban Water Conservation Council (CUWCC) was created to increase efficient
water use statewide through partnerships among urban water agencies, public interest
organizations, and private entities. The Council's goal is to integrate urban water conservation Best
Management Practices (BMPs) into the planning and management of California's water resources,
through the commitment of signatories of the Memorandum of Understanding to implementation of
the five BMPs. District staff reviewed the BMPs against what the District is already doing and found
the following:
BMP 1 : Utility Operations Programs- ALL CRITERIA MET
• Conservation Coordinator
• Metering of all accounts
• Regulations to prohibit water waste with other agencies
• Conservation pricing for water and wastewater (Encouraged - Not Required)
BMP 2: Education Programs- ALL CRITERIA MET
• Social Marketing
• Conservation Collateral
• School Education (Supported by MWDOC)
. Adult Education (Public education thru website, telephone, etc.)
BMP 3: Residential- NOT MET
• ADDITIONAL RESOURCES REQUIRED TO ACHIEVE
• Rebates on washers & toilets
• Residential audits--- 28/mo for 10 yrs
• Conduct a conservation survey
• Provide Tips at audit
• Provide/aerators at audit
BMP 4: Commercial, Industrial & Institutional- NOT MET
• Includes City buildings- MWDOC can assist YLWD
• 9% usage reduction over the next 10 yrs from 2008 yearly usage (500,000 units)
• At the end of Yr 2 (total of .5%): 2,500 units LESS
• At the end of Yr 4 (total of 2.4%): 12,000 units LESS
• At the end of Yr 6 (total of 4.3%): 21 ,500 units LESS
• At the end of Yr 8 (total of 6.4%): 32,000 units LESS
• At the end of Yr 10 (total of 9%): 45,000 units LESS
BMP 5: Landscape- NOT MET
• ADDITIONAL RESOURCES REQUIRED TO ACHIEVE
• Determine budgets of 70% of ETo to all accts- 5/mo for 10 yrs
• Provide notices on budget vs actual each month on bills
• Offer technical assistance to those 20% over budget- 90% of ETo
In addition to signing the Memorandum of Understanding and committing to implementing the five
BMPs, CUWCC membership also requires yearly dues. The dues are as follows:
• Administration Fee- $2,321 (currently MWDOC is paying for each agency)
• Connection Charge- $.0260 x (23,800 Connections) _ $618.80
• Volumetric Charge- $.0325 x (-20,OOOAF/year) _ $650
The full Memorandum of Understanding can be found at: http://www.cuwcc.org/mou-main-
page.aspx?ekmensel=b86195de 24 0 7872 5, or at www.cuwcc.orcl, under the Resource Center
tab, on the left hand side.
STRATEGIC PLAN:
CP 2-C: Consider Participation in the California Urban Water Conservation Council's Best
Management Practices
PRIOR RELEVANT BOARD ACTION(S):
The District has never been a CUWCC signatory.
ITEM NO. 8.1
AGENDA REPORT
Meeting Date: February 23, 2012
To: Board of Directors
From: Ken Vecchiarelli, General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Reviewed by Legal: N/A
Prepared By: Stephen Parker, Finance
Manager
Subject: Capital Improvement Projects Budget (v 1 .0)
SUMMARY:
Version 1 .0 of the CIP Budget for FY 2012/13 and the financial impacts.
DISCUSSION:
In the January Water Rate Study and Financial Planning Workshop, staff presented a financial plan
model that showed the District on pace to spend down all its reserves in the next few years primarily
due to significant Capital Improvement Project (CIP) spending.
Per the Board's request, staff has made some preliminary adjustments to the current CIP Budget.
These changes have resulted in a reduction of over $2.7 million over the current and next five
budget years. In addition, the revised CIP list has excluded the Meter Replacement Program -
previously identified as a $2.85 million project - as staff gathers information to support the projected
revenue increases that the project's completion should accomplish.
To show the impact of the adjusted CIP schedule, staff has attached screen shots from our water
financial model for the CIP lists as well as the financial impact under both scenarios.
In addition, another screen shot has been presented that shows the revised CIP with two
assumption changes that seem possible for FY 12/13 - 0% in Personnel and Construction inflators.
These changes affect future years positively as the financial model assumes a 3.5% increase in
personnel costs and 3.0% increase in construction costs annually.
A laptop with the financial model will be available at the Board meeting. If the Board desires, the
effects of other potential changes to the current budget year could be shown during this discussion
item.
ATTACHMENTS:
Name: Description: Type:
CIP Print Screens.odf Financial Model Print Screens Backup Material
CIP List - January Workshop
FY FY FY FY FY FY FY FY
Line No Description 2011 , , 13 2014 2015 2016 2017 ,
Estimated Budgeted Projected Projected Projected Projected Projected Total
1 Capital Improvement Plan (Uninflated)
2 Highland BPS Upgrade $1,799,871 $31635,000 $D $0 $0 $3,635,000
3 Ohio St/Oriente Or Pipeline Rep[ $274,510 $11261,000 $0 $0 $0 $1,261,000
4 2010 Waterline Project $219,721 $1,7700000 $0 $0 $0 $1,770,000
5 Well No. 20 $99,736 $1,349,000 $0 $0 $0 $11349,000
6 yL Blvd Booster Station $150,426 $500,000 $3,250,000 $1,595,000 $0 $5,3450000
7 Elk Mountain Site Imp $35,000 $165,000 $0 $0 $0 $165,000
8 Non-Pot Water Study for brig Use $70,274 $42,000 $0 $0 $0 $42,000
9 Well No. 21 $9,711 $250,000 $1,250,000 $1,500,000 $0 $3,000,000
10 Computerized Maint & Mgmt. Syst. $2001330 $66,000 $0 $0 $0 $66,000
11 Fairmont Res., BPS & Site Imp $13,816 $450,000 $2,000,000 $3,500,000 $0 $5,950,000
12 2012 Pipeline Project $0 $0 $1,335,000 $1,220,000 $0 $2,5550000
13 Lakeview Grade $45,000 $1557000 $500,000 $0 $0
$655,000
14 Lakeview Fencing $0 $0 $50,000 $0 $0 $50,000
15 Green Crest Dr. Sewer Lift Stn Upgr $0 $175,000 $0 $0 $0 $175,000
16 Press. Reg. Stations Upgrade $0 $500,000 $500,000 $0 $0 $1,000,000
17 Disinf. Bstr. Sta. at Hidden Hills Res $0 $0 $200,000 $0 $0 $200,000
18 Meter Replacement Program $0 $0 $575,000 $575,000 $575,000 $575,000 $575,000 $2,875,000
19 GIS - Phase II $0 $0 $55,667 $41,564 $0 $97,231
20 GIS - Phase 11 - Sewer $0 $0 $20,333 $15,436 $0 $35,769
21 Well No. 22 $0 $0 $0 $750,000 $1,250,000 $1,000,000 $3,000,000
22 Annual Routine Capital R&R• $0 $0 $0 $0 $1,7891000 $11165,000 $2,874,000 $5,828,000
23 Total CIP $2,918,395 $10,318,000 $9,736,000 $9,1971000 $3,614,000 $2,740,000 $3,449,000 $39,054,000
CIP List - Revised, No Meters
FY FY FY FY FY FY FY Y
Line No Description 2012 2012 2013 2024 2015 2016 2017 Estimated Budgeted Projected Projected Projected Projected Projected lotdi
2012 2017
1 Capital Improvement Plan (Uninflated)
2 Highland BPS Upgrade $1,799,871 $3,900,000 $0 $0 $0 $3,900,000
3 Ohio St/Oriente Dr Pipeline Rep] $274,510 $1,261,000 $0 $0 $0 $1,261,000
4 2,010 Waterline Project $219,721 $900,000 $0 $300,000 $0 $1,200,000
5 Well No. 20 $99,736 $1,349,000 $0 $0 $0 $1,349,000
6 YL Blvd Booster Station $150,426 $400,000 $2,590,000 $1,900,000 $0 $4,8901000
7 Elk Mountain Site Imp $35,000 $3,500 $0 $0 $0 $3,500
8 Non-Pot Water Study for brig Use $70,274 $42,000 $0 $0 $0 $42,000
9 Well No. 21 $9,711 $20,000 $1,000,000 $1,200,000 $0 $2,220,000
10 Computerized Maint & Mgmt. Syst. $200,330 $66,000 $0 $0 $0 $66,000
11 Fairmont Res., BPS & Site Imp $13,816 $250,000 $20000,000 $31500,000 $o $5,750,000
12 2012 Pipeline Project $0 $0 $1,335,000 $1,220,000 $0 $2,555,000
13 Lakeview Grade $45,OD0 580,000 $500,000 $0 $0 $580,000
14 Lakeview Fencing $0 $0 $0 $0 $0 $0
15 Green Crest Dr. Sewer Lift Stn Upgr $0 $175,000 $0 $0 $0 $175,000
16 Press. Reg. Stations Upgrade $0 $500,000 $500,000 $0 $0 $10000,000
17 Disinf. Bstr. Sta. at Hidden Hills Res $0 $0 $0 $0 $0 $0
18 Meter Replacement Program $0 $0 $0 $0 $0 $0 $0 $0
19 GIS - Phase 11 $0 $o $55,667 $41,564 $0 $97,231
20 GIS - Phase ll - Sewer $0 $o $20,333 $15,436 $0 $35,769
21 Well No. 22 $0 $0 $0 $250,000 $1,000,000 $1,250,000 $2,500,000
22 Annual Routine Capital R&R' $0 $0 $0 $o $1,7890000 $1,165,000 $2,874,000 $5,828,000
23 Total CIP $2,918,395 $8,946,500 $8,001,000 $8,427,000 $2,789,000 $2,415,000 $2,874,000 $33,452,500
January Workshop - No Rate Increase
Chart 1 - Revenue Adjustments & Coverage Chart Chart 2 - Operating Financial Plan
100.0% 200% m $30
r=
80.0% o
~ _ +. . - - r .. _ . 104% 150% _ $20
60.0% =•8%
$10
40.0% 100%
20.0% 50% $0 -- .
000/ 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0% -$10 2012 2013 2014 2015 2016 2017
2012 2013 2014 2015 2016 2017
Rev Adj Coverage
VLWD 0&M Water Cost Debt Service Non-Operating
.... Rev Adj > Coverage Ratio Required Coverage Alert Coverage Res Funding - Current Rev - Proposed Rev
Millions Chart 3 - Total Reserve Chart Chart 4 - CIP and Funding Sources
$20 $15
o Select CIP Options
$10 -
a- -$1 _ ff��_��JJ $10
$0 T T $9
'$10 -$14 $5
OWN
-$20 $0
2012 2013 2014 2015 2016 2017 2012 2013 2014 2015 2016 2017
iiii Ending Balances • Target Alert Balances a Debt Funding _ Payc3o
KEY VARIABLES Increments IFY Select No of Yr Zero Selected Variables Select Displayed Reserves) Pass-thru Water &
Power Costs?
2011 FY 2022 r r 14 FY 2015 IFY 2016 r r 18 FY 2019 FY 2020
Rev Adj 1.0% 4 ► 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
Debt Issues $1,0000000 4 ► $0 $0 $0 $0 $0 $0 $0 $0
Est Water Sales (AF) 18,043 19,000 19,079 19,158 19,237 19,316 19,395 19,474 19,553 19,632
RFC OCV/D % - Annex 48.1% 48.1% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0%
OCWD % - No Annex 48.1% 48. 1% 48.1% 48.1% 48.1% 48.1% 48.1% 48.1% 48.1%
Est Water Sales (AF) 100
High sales 18,043 21,166 21,254 21,342 21,430 21,518 21,606 21,694 21,782 21,870
Low sales 18,043 19,000 19,079 1%158 19,237 19,316 19,395 19,474 19,553 19,632
W1
Revised CIP - No rate increase
Chart 1 - Revenue Adjustments & Coverage Chart Chart 2 - Operating Financial Plan
1100.0% 2009/ c $30
80.0% 0
♦ __ _. �. __ 150% `- $20
100°%
j 60.0% - � _ �� 84%
100% $10
40.0%
20.0% 50% $0
I
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0% $10 1 2012 2013 2014 2015 2016 2017
2012 2013 2014 2015 2016 2017
Rev Adj Coverage OYLWDO&M iiiiim Water Cost =-- Debt Service - Non-Operating
Rev Adj Coverage Ratio - -- Required Coverage Alert Coverage ..r Res Funding - Current Rev - Proposed Rev
s
Millions Chart 3 - Total Reserve Chart Chart 4 - CIP and Funding Sources
$30 N $10
Select CIP Options
$20 $B
$10 $6
. m� _. _ $0 • - $4 4
50 ......... __. .... .. -_ $9 $
-$10 � ..... $0
2012 2013 2014 2015 2016 2017 2012 2013 2014 2015 2016 2017
iiiim Ending Balances Target • Alert Balances ADebt Funding PayGo
Select No of Yr Zero Selected Variables Select Displayed Reserves) Pass-thru Water &
KEY VARIABLES Increments FY 2011 FY Power Costs?
2012 FY 2013 • t 15 FY 2016 FY 2017 t r 2020
Rev Adj 1.0% ► 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
Debt Issues $1,0000000 ► $0 $0 $0 $0 $0 $0 $0 $0
Est Water Sales (AF) 18,043 19,000 19,079 19,158 19,237 1%316 190395 1%474 19,553 19,632
RFC OCWD % - Annex 48.1% 48.1% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0%
OCWD % - No Annex 48.1% 48.1% 48.1% 48.1% 48. 1% 48.1% 48. 1% 48.1% 48.1%
Est Water Sales (AF) 100
dHigh sales 18,043 21,166 21,254 21,342 21,430 21,518 21,606 21,694 21,782 21,870
Low sales 18,043 190000 19,079 19,158 19,237 1%316 19,395 19,474 19,553 19,632
Revised CIP, 0 Personnel/Construction Inflators for 2013 - No rate increase
Chart 1 - Revenue Adjustments & Coverage Chart Chart 2 - Operating Financial Plan
1100.0% 200% m $30
i
80.0%
r - - -♦- . _ _. _ 150% _ $20
60.0% ♦ _ ' • 98
400% -♦ 100% $10
2 50% $0
0.0% .. _ -
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 2012 2013 2014 2015 2016 2017
0.0% 0% -$10
2012 2013 2014 2015 2016 2017
t .Rev Adj Coverage
G - VLWD O&M Water Cost C- Debt Service L-: Non-Operating
Rev Adj Coverage Ratio Required Coverage • Alert Coverage Res Funding - Current Rev - proposed Rev
Millions Chart 3 - Total Reserve Chart Chart 4 - CIP and Funding Sources
$30 $10
$20
$8 Select CIP Options
$10 $4 $6
- $2 $1 -_ - $4
$0 _ _.-..... ..... ......._ � _.-.., ..-. all ....... -.. ___ $3
$2
-$10 $p
2012 2013 2014 2015 2016 2017 2012 2013 2014 2015 2016 2017
Ending Balances • Target • Alert Balances ■ Debt Funding MW PayGo
Select No of Yr Zero Selected Variables Select Displayed Reserves) Pass-thru Water &
Power Costs?
KEY VARIABLES Increments FY 2011 IFY 2012 r r 14 IFY 2015 FY 2016 r r r • FY 2020
Rev Adj 1.0% 4 ► 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
Debt Issues $1,000,000 4 ► $0 $0 $0 $0 $0 $0 $0 $0
Est Water Sales (AF) 180043 19,000 19,079 19,158 19,237 19,316 19,395 19,474 19,553 19,632
RFC OCWD % - Annex 48. 1% 48.1% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0% 65.0%
. :_ OCWD % - No Annex 48.1% 48.1% 48.1% 48.1% 48. 1% 48.1% 48. 1% 48.1% 48.1%
Est Water Sales (AF) 100
J High sales 18,043 21,166 21,254 21,342 21,430 21,518 21,606 21,694 21,782 21,870
Low sales 18,043 19,000 19,079 190158 19,237 19,316 19,395 19,474 19,553 19,632
ITEM NO. 10.1
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Executive-Administrative-Organizational Committee
(Hawkins/Melton)
Minutes of meeting held February 8, 2012 at 4:00 p.m.
• Meeting scheduled March 14, 2012 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020812 EAO - Minutes.doc EAO Mtg Minutes 02/08/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
February 8, 2012
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Hawkins 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 Phil Hawkins, Chair Ken Vecchiarelli, General Manager
Director Gary T. Melton Cindy Botts, Management Analyst
COMMITTEE
Heather Stratman, Senior Director, Townsend Public Affairs
Art Kidman, Attorney, Kidman Law LLP
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Staff Travel Expense Reimbursement and Ethics Training Policy
Mr. Vecchiarelli presented the Staff Travel Expense Reimbursement and
Ethics Training policy and explained the changes made between the
previously approved Board Expense Reimbursement policy and the
presented staff policy. Historically, the policies have been the same;
however, staff felt that in the current economic times it was prudent to
bring a more conservative policy to the Committee. The changes involved
reimbursement for meals. The Committee supported the policy and this
item will be brought before the full Board at their meeting on February 23,
2012.
2.2. California Urban Water Conservation Council (CUWCC) Signatory
Mr. Vecchiarelli brought this item to the Committee because consideration
of CUWCC membership is a strategic initiative (CP 2-C). Mr. Vecchiarelli
presented staff's cost benefit analysis of membership and the Committee
suggested that the District not pursue official signatory status, but remain
committed to the Best Management Practices it is already participating in.
This item will be brought before the full Board at their meeting on February
23, 2012.
1
2.3. Authorizing Additional Director Attendance at Intergovernmental Meetings
Mr. Vecchiarelli presented information on pre-authorizing and
compensating a maximum of two Board members to attend WACO,
ISDOC and LAFCO intergovernmental meetings as opposed to the
currently authorized one Board member. This pre-authorization would
facilitate additional Board participation and support current strategic plan
initiatives (CP 1-C). The Committee supported this suggestion. This item
will be brought before the full Board at their meeting on February 23, 2012
or March 9, 2012.
2.4. District of Distinction Accreditation
Mr. Vecchiarelli presented information on the California Special District
Association's (CSDA) District of Distinction Accreditation and suggested
that the District work towards this accreditation, which is in line with the
District's vision statement of becoming a premier agency. The Committee
supported this suggestion. This item will be brought before the full Board
at their meeting on February 23, 2012.
3. DISCUSSION ITEMS
3.1. Board Tablet PC Policy (Verbal Report)
The Committee discussed possible logistics of moving towards a
paperless agenda process and requested that staff bring a cost benefit
analysis and proposed policy to a future meeting.
3.2. Legislative Affairs Update (Verbal Report)
The Committee discussed the status of legislative objectives and
strategies for interagency communications. Ms. Stratman left after the
conclusion of this discussion at approximately 4:30 p.m.
3.3. General Counsel's Monthly Summary Report
The Committee reviewed the December 2011 monthly report with Mr.
Kidman providing comments, clarification and additional information
regarding the legal resources applied to the various accounts and
explaining the focus and purpose of these efforts. The January 2012
monthly report was handed out at the meeting and discussed as well.
3.4. Directors and General Manager Fees & Expenses (October-December 2011)
There were no changes or questions regarding this report.
3.5. Status of Strategic Plan Initiatives
The Committee noted the activity level had picked up again and was
please to see that the EPIC Committee had met, reorganized and was
pursuing objectives.
2
3.6. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The Committee adjourned at 5:35 p.m. The next meeting of the
Executive-Administrative-Organizational Committee will be held March 14,
2012 at 4:00 p.m.
3
ITEM NO. 10.3
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Personnel-Risk Management Committee
(Beverage/Collett)
Minutes of meeting held February 14, 2012 at 4:00 p.m.
• Meeting scheduled March 6, 2012 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
021412 PRM - Minutes.doc PRM Mtg Minutes 02/14/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
February 14, 2012
A meeting of the Personnel-Risk Management 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 Ric Collett Gina Knight, Human Resources Manager
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Claim Filed by Glenn Yothers
The Committee discussed the claim filed by Glenn Yothers. The
Committee will recommend to the Board of Directors to reject and refer the
claim at the February 23, 2012 Board Meeting.
2.2. Claim Filed by Melanie Schlotterbeck
The Committee discussed the claim filed by Melanie Schlotterbeck. The
Committee will recommend to the Board of Directors to reject and refer the
claim at the February 23, 2012 Board Meeting.
2.3. Claim Filed by Professional Community Management on Behalf of the
Kellogg Terrace Condominium Association. The Committee discussed
this claim and will recommend to the Board of Directors to reject and refer
the claim at the February 23, 2012 Board Meeting.
3. DISCUSSION ITEMS
3.1. Certificate of Achievement from CHP for District's Biennial Inspection of
Terminals Program
Staff informed the Committee that the District received a Certificate of
Achievement from the California Highway Patrol for its Biennial Inspection
of Terminals (BIT) program. The Committee recommended that the
employees responsible for the maintenance of the BIT program be
recognized at a future Board Meeting.
3.2. Reimbursement for Small Claims Paid by the District
Staff reported that the District received a check from ACWA/JPIA in the
amount of $1,376.65 ($400 administrative fees + $976.65 reimbursement
of paid out claims) for several small claims handled by the District.
1
The Committee discussed this process in depth and asked questions
regarding the impacts if any to our premiums, retention limits and other
coverage factors. Ms. Knight checked into this further following the
meeting and found that as long as ACWA/JPIA agrees with the District's
determinations and that the payments made were appropriate, these small
claims do not affect the District's premium calculations.
3.3. ACWA/JPIA Retrospective Premium Adjustment Stabilization Fund Report
Staff reported on the District's Retrospective Premium Adjustment (RPA).
ACWA/JPIA sends out an annual report. The RPA fund was established
to assist member agencies in stabilizing the fluctuation of premiums
associated with both the Liability and Workers Compensation programs.
Staff informed the Committee that the District would not be receiving a
refund nor would they owe the fund additional monies for this year.
3.4. Student Internship Policy
The Committee reviewed and discussed this draft policy. The Committee
recommended staff to present a final policy at the next Personnel-Risk
Management Committee scheduled for March 6, 2012.
3.5. Status of Human Resources and Risk Management Activities
The Committee reviewed and discussed the updated activities log. Staff
informed the Committee that a background check was being conducted on
the top candidate for the Public Affairs intern position. In addition, staff
informed the Committee that three more Tort claims were paid out since
the last Personnel-Risk Management Committee meeting.
3.6. Status of Recruitments and Budgeted Positions
Staff reported that a separation of employment was conducted on January
5, 2012 due to a voluntary resignation of a Maintenance Worker I. Also
interviews for the Public Affairs Intern position were conducted on
February 1 and 2, 2012.
3.7. Status of Strategic Plan Initiatives
Staff reported that the Strategic Plan Initiative to develop a succession
plan would be placed on hold in order to revise existing District job
classifications to incorporate changes to the essential functions of the job
due to job efficiencies and technology as well as additional duties added
to the job over time.
3.8. AB 646 (Verbal Report)
Staff requested feedback from the Committee regarding future salary
surveys and the agencies to compare with in the near future. The
Committee recommended staff to research agencies that are similar in
Budget, retirement plans, tax base, other revenue sources and
connections and to bring back a suggestion list at a future date.
2
3.9. Organizational Chart (Verbal Report)
Staff was requested to review the organizational chart and any existing
vacancies. Staff expressed interest in filling the vacant IT Manager
position. Director Beverage requested that this matter and other
organizational discussions be brought to the first budget workshop for
discussion with the full Board.
3.10. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The Committee adjourned at 6:35 p.m. The next meeting of the
Personnel-Risk Management Committee will be held March 6, 2012 at
4:00 p.m. An additional meeting is also tentatively scheduled for March
20, 2012 at 4:00 p.m.
3
ITEM NO. 10.4
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Planning-Engineering-Operations Committee
(Collett/Kiley)
Minutes of meeting held February 7, 2012 at 11 :00 a.m.
Meeting scheduled March 1, 2012 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020712 - PEO Minutes.docx PEO Mtg Minutes 02/07/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
February 7, 2012
A meeting of the Planning-Engineering-Operations Committee was called to order by
Director Collett at 11 :00 a.m. The meeting was held at the District's Administrative
Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Robert R. Kiley Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
1. PUBLIC COMMENTS
None.
2. ACTION ITEMS
2.1. Rejection of Claim for Ohio/Oriente Pipeline Project
Mr. Conklin reported that construction is essentially complete and all
facilities are in operation for the subject project. He noted that in July
2011, prior to the start of construction, the contractor, Mamco
Construction, submitted Change Order Request No. 1. That request was
denied by the District. Thereafter, Mamco did not file a written protest to
the District's denial as required by the contract. On January 24, 2012,
Mamco submitted a claim for extra work at the end of the construction
project. District staff reviewed that claim and determined that it described
the same issues raised in Change Order Request No. 1. Following
discussion, the PEO Committee supported the staff recommendation that
the new claim by Mamco be denied by the Board because the items in the
claim were previously denied by the District and Mamco did not file a
written protest to such denial as required by the contract.
2.2. Adopt 2012 Orange County Regional Water and Wastewater Multi-Hazard
Mitigation (Hazmit) Plan Update
Mr. Conklin reported that the five-year update to the subject Hazmit Plan
has been completed through MWDOC. Participation by District staff in the
update makes it possible for the District to remain eligible for FEMA
mitigation funding in the event of a declared emergency. Following
discussion, the Committee supported the staff recommendation that the
Board adopt Resolution No. 12-03 Adopting the Hazmit Plan Update.
1
2.3. Change Order No. 1 for Well No. 20 Wellhead Equipping Project
Mr. Conklin reported that work is proceeding on construction of the subject
project. However, progress has been slowed due to delays in material
and equipment manufacturing and delivery to the project. He described
the equipment and delays, and following discussion, the Committee
supported the staff recommendation that the Board approve Change
Order No. 1 for no additional cost and 74 additional calendar days for
Pascal & Ludwig Constructors for the Well No. 20 Wellhead Equipping
Project.
2.4. Sewer Facilities Document Conversion
Mr. Conklin reported that, as part of the City of Yorba Linda east side
sewer transfer, District staff was aware that facility records needed to be
converted to electronic format. For this necessary work, staff issued an
RFP to five qualified firms and received three proposals. Staff discussed
the proposal evaluation process and the review of the qualifications of the
firm that was both top rated and had the lowest fee. Following discussion,
the Committee supported the staff recommendation that the Board
authorize execution of a PSA with that firm, Nobel Systems, for $20,960 to
provide professional services to convert facility drawings to GIS format.
2.5. Purchase of Valve Truck Assembly
Mr. Cory described the elements of the valve truck assembly and the
process to meet the District's purchasing policy for this specialty truck, to
replace the District's older vehicle. He noted that for various major
elements, cost quotes are separately received for each. Thereafter, the
District mechanics assemble the elements on a truck chassis into the
completed valve truck, at a significant savings over the purchase of a
finished vehicle from a specialty supplier. Following discussion, the
Committee supported the staff recommendation that the Board authorize
the GM to execute a purchase order for the cab and chassis assembly
and further authorize the GM to execute additional purchase orders for all
other equipment required to assemble the utility vehicle.
3. DISCUSSION ITEMS
3.1. Draft Modified CIP Budget
Mr. Conklin reported that, at the January 16 Workshop, the Board
requested that staff review the existing CIP budget, identify priority
projects, and develop a modified implementation schedule to spread the
cost over a longer time frame. In response, staff prepared a first-cut
document, which he discussed with the PEO Committee. Following
discussion, the Committee asked that staff continue to evaluate the CIP
budget and that the various potential modifications be plugged into the
District's financial model for review.
2
3.2. Monthly Preventative Maintenance Program Report
Mr. Cory reported on the status of tasks in the PM Report through January
2012. He noted that work tasks are on target with the exception of sewer
televising. For that task, we are catching up, but he noted that, when
televising, we often find roots that must be cut and cleared before we can
proceed with cleaning and camera work. This slows production, but is
necessary. Mr. Cory indicated that this is more of an issue in the sewer
lines in easement areas for the eastside sewers we accepted from the City
last July. He noted that after we complete our first pass through all of the
new eastside sewers, it should be easier to keep them up, and to our
standard.
3.3. Monthly Groundwater Production and Import Water Report
Mr. Conklin reported that our groundwater use increased to 68% in
January, up from 40% in December. This was due to the loss of import
water for 7 days due to the shutdown of the Diemer Plant, as well as our
scheduled change over to more groundwater due to the January 1 price
increase for import water. He noted that by June 30, we will achieve our
BPP goal of 48% groundwater overall for FY11-12. Mr. Conklin also
pointed out that our water demand for January was 16.5% over our
monthly projection, but for the 7 months through January, we are still 5.7%
under our projection.
3.4. Groundwater Producers Meeting Report
Mr. Conklin reported on the items discussed at the January 11, 2012
meeting.
3.5. Status Report on Capital Projects in Progress
Mr. Conklin reported on the status of capital projects in planning, design
and construction. He noted that the Yorba Linda Blvd Pipeline Project is
out to bid, with bid opening scheduled for February 15. The plan is to
award the construction project in March so that the majority of the work
can be completed this coming summer, when school is out and traffic is
lighter along this very busy corridor.
3.6. Status of Strategic Plan Initiatives
Mr. Conklin reported on the status of strategic planning objectives related
to engineering and construction.
3.7. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The meeting adjourned at 12:10 p.m. The next meeting of the Planning-
Engineering-Operations Committee will be held March 1 , 2012 at 4:00
p.m.
3
ITEM NO. 10.5
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Public Affairs-Communications-Technology Committee
(Melton/Beverage)
Minutes of meeting held February 6, 2012 at 4:00 p.m.
Meeting scheduled March 5, 2012 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
020612 PACT - Minutes.docx PACT Mtg Minutes 02/06/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
February 6, 2012
A meeting of the Public Affairs-Communications-Technology Committee was called to
order by Director Melton 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 Gary T. Melton, Chair Damon Micalizzi, Public Info Officer
Director Michael J. Beverage Art Vega, Interim IT Manager
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Computerized Maintenance and Management System Project Status
Mr. Vega updated the Committee on the status of CMMS. A meeting was
held on January 25 with Glenn Wolf from Westin Engineering to discuss
connectivity issues, creating a new GIS map for the valve crew work
orders, re-ordering of work order fields and adding map layers. Mr. Vega
explained to the Committee what he meant by "connectivity issues".
Discussions have been held with operations staff regarding the valve work
orders. Staff is working on obtaining a demo unit for a laptop vehicle
mount from a new vendor. Mr. Vega reviewed the projected cost estimate
for the CMMS project.
2.2. Dynamics GP Consultant Status
Mr. Vega informed the Committee that Mr. Tom Santoro had completed
his analysis of the HR module setup and recommended additional training
and some workflow changes to resolve the issues staff has been having
with HR. HR & Payroll training was scheduled for Tuesday, February 7
which would include his recommendations on work flow changes between
Payroll and HR. Staff from Finance and all of HR will attend the training.
2.3. Update on District Signs (Verbal Report)
Mr. Micalizzi presented to the Committee photographs of the District's new
signs that were put out earlier in the day. The Committee agreed that the
new signage was easy to see and read.
1
2.4. Meter Correction Customer Outreach (Verbal Report)
Mr. Micalizzi informed the Committee about the upcoming need for
customer outreach regarding a discrepancy with some of the newer
meters. Mr. Micalizzi explained that once all of the information is gathered
the affected customers will receive letters from the District informing them
of the upcoming replacement of their meter and any reimbursements that
may be associated with the inaccurate readings.
2.5. Spring Newsletter Draft Content (To be provided at the meeting.)
Mr. Micalizzi presented to the Committee some draft articles for the
upcoming Spring Newsletter. The Committee reviewed the content and
made some suggestions for some minor edits.
2.6. Public Outreach Activities
The Committee reviewed the District's involvement in various Community
events and the recent history of water donations.
2.7. Status of Strategic Plan Initiatives
The Committee reviewed the Strategic Plan Initiatives Matrix noting that
interviews were conducted and staff was pleased with the candidates for
the soon to be hired Public Affairs Intern Position.
2.8. Future Agenda Items and Staff Tasks
None.
3. ADJOURNMENT
3.1. The meeting was adjourned at 5:06 p.m. The next meeting of the Public
Affairs-Communications-Technology Committee will be held March 5,
2012 at 4:00 p.m.
2
ITEM NO. 12.1
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Meetings from February 24, 2012 - March 31 , 2012
ATTACHMENTS:
Name: Description: Type:
BOD - Activities Calendar.pdf Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
February 2012
District Offices Closed Fri, Feb 24 7:OOAM
Citizens Advisory Committee Meeting Mon, Feb 27 8:30AM Beverage
Finance-Accounting Committee Meeting Mon, Feb 27 4:OOPM Kiley/Hawkins
Yorba Linda Planning Commission Wed, Feb 29 7:OOPM Kiley
March 2012
Planning-Engineering-Operations Committee Meeting Thu, Mar 1 4:OOPM Collett/Kiley
District Offices Closed Fri, Mar 2 7:OOAM
WACO Fri, Mar 2 7:30AM Hawkins
Pub Affairs-Communications-Tech Committee Meeting Mon, Mar 5 4:OOPM Melton/Beverage
Personnel-Risk Management Committee Meeting Tue, Mar 6 4:OOPM Beverage/Collett
Yorba Linda City Council Tue, Mar 6 6:30PM Hawkins
MWDOC/MWD Workshop Wed, Mar 7 8:30AM Melton/Staff
OCWD Board Wed, Mar 7 5:30PM Kiley/Staff
Board of Directors Regular Meeting Thu, Mar 8 8:30AM
District Offices Closed Fri, Mar 9 7:OOAM
Exec-Admin-Organizational Committee Meeting Wed, Mar 14 4:OOPM Hawkins/Melton
Yorba Linda Planning Commission Wed, Mar 14 7:OOPM Kiley
District Offices Closed Fri, Mar 16 7:OOAM
Personnel-Risk Management Committee Meeting Tue, Mar 20 4:OOPM Beverage/Collett
Yorba Linda City Council Tue, Mar 20 6:30PM Melton
MWDOC Board Wed, Mar 21 8:30AM Melton/Staff
OCWD Board Wed, Mar 21 5:30PM Kiley/Staff
Board of Directors Regular Meeting Thu, Mar 22 8:30AM
District Offices Closed Fri, Mar 23 7:OOAM
Citizens Advisory Committee Meeting Mon, Mar 26 8:30AM Beverage
Finance-Accounting Committee Meeting Mon, Mar 26 4:OOPM Kiley/Hawkins
Joint Committee Meeting with MWDOC and OCWD Tue, Mar 27 4:OOPM Hawkins/Beverage
Yorba Linda Planning Commission Wed, Mar 28 7:OOPM Collett
District Offices Closed Fri, Mar 30 7:OOAM
2/15/2012 8:05:46 AM
ITEM NO. 13.1
AGENDA REPORT
Meeting Date: February 23, 2012
Subject: Children's Water Education Festival - March 28-29, 2012
STAFF RECOMMENDATION:
That the Board of Directors authorize Director attendance at this event if desired.
ATTACHMENTS:
Name: Description: Type:
CWEF.pdf Event Flyer Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
2/23/2012
MB/RC 5-0
-ci
20! 1
FOR IMMEDIATE RELEASE FOR INFORMATION, CONTACT: Gina DePinto, (714) 378-3228
gdepinto @ocwd.com
Web Site: www.ocwd.com or www.childrenwaterfestival.com
FREE WATER EDUCATION FIELD TRIP FOR O.C. SCHOOLS
Disneyland Resort is Presenting Sponsor;National Geographic Emerging Explorers are
Featured Presenters
FOUNTAIN VALLEY, Calif.—(Dec. 28, 2011) The Orange County Water District's (OCWD)
Groundwater Guardian Team will present the 16th annual Children's Water Education Festival
March 28-29, 2012, at the Richard Nixon Presidential Library and Museum in Yorba Linda. The
event is the largest field trip of its kind in the nation to educate Orange County's third, fourth and
fifth grade students about water and the environment.
Presented by the Orange County Water District, Disneyland Resort and the Orange County
Water District Groundwater Guardian Team, the mission of the Festival is to educate students
about water-related and conservation issues that correspond to California Science Standards. The
Festival teaches youth to think about our environment and make a difference in protecting our
natural resources for today, tomorrow and future generations.
"Being a part of this event allows us to strengthen our commitment to conservation by
teaching students to think differently about how they use water and inspiring them to make a
difference in their communities," said Frank Dela Vara, Director of Environmental Affairs for the
Disneyland Resort, a Festival sponsor for 16 years.
National Geographic Emerging Explorers Are Featured Presenters
Most of the students attending the Festival will be treated to presentations from two
National Geographic Emerging Explorers. Kevin P. Hand, Ph.D., a planetary
scientist/astrobiologist at NASA's Jet Propulsion Laboratory(JPL), will share his work at
NASA/JPL seeking to find evidence of life beyond Earth by following the water. He will talk
about the conditions that support life on Earth and why scientists believe life could exist in the
vast sub-surface ocean of Europa, Jupiter's fourth largest moon. Zeb Hogan, Ph.D., an aquatic
ecologist, will teach the students about his work identifying and protecting the world's largest
freshwater fish species and the ecosystems that support these "mega fish."
-MORE-
Orange County Water District 118700 Ward Street,Fountain Valley,CA 92708
(714)378-32001 ocwd.com I gwrsystem.com
2012 CHILDREN'S WATER EDUCATION FESTIVAL
ADD 1-1-1
The Festival is provided at no cost to schools, making public and private financial
support crucial to the success of this educational event and its continued growth. While the event
is free, many schools are unable to attend because of transportation costs. Individuals and
organizations in the community can support their neighborhood school by contributing to
transportation costs, which generally runs $300 to $500 per bus. Contributions are tax deductible.
How to Register
Teachers return to the Festival year after year with their classes to engage in this unique
educational opportunity. Space is limited and selections are made on a first-come, first-served
basis. Because of that registration filled up quickly. Educators have until January 31, 2012 to
register their students on a waiting list at www.childrenwaterfestival.com.
The Festival is a fun, environmental education program designed to teach students about
the interdependence of water, soil, plants, trees, animals and humans. Interactive displays and
activities feature topics like the water cycle, groundwater and surface water protection,wetlands
preservation, recycling, pollution prevention and water treatment, distribution and conservation,
and local environmental issues.
Community Involvement
Conducting a Festival of this size requires more than 400 volunteers, staff and presenters,
as well as in-kind and monetary donations. Contributions are tax deductible. Volunteers help with
a range of activities, from staffing registration tables to directing students to their next activity.
The Festival is looking for 200 volunteers to work each day.
In addition to monetary and in-kind donations,presenters are needed to staff the Festival's
interactive booths. Through hands-on activities students learn about the world in which they live
and what they can do in their homes, communities and schools to protect our natural resources.
Many of the activities are taught by industry experts from the community. Festival organizers can
assist presenters with the right tools, activities and partners to staff an activity booth.
To sponsor, donate supplies,present an activity or volunteer, contact Amanda Gavin at
(714) 378-3202 or aavin(a�ocwd.com. To register, go to www.ocwd.com or direct to
www.childrenwaterfestival.com.
-30-
Orange County Water District 118700 Ward Street,Fountain Valley,CA 92708
(714)378-3200 1 ocwd.com I gwrsystem.com