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Home My WebLink About2012-04-12 - Board of Directors Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 12, 2012, 8:30 AM 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. SPECIAL RECOGNITION 6.1. Recognize Ken Mendum, Water Maintenance Superintendent, for Completion of the ACWA/JPIA Operations Certification Program 6.2. Recognize Stephen Parker, Finance Manager, for Completion of the ACWA/JPIA Human Resources Certification Program 6.3. Recognize Staff for Receipt of Excellence Award in Operating Budget for FY 2011/2012 from California Society of Municipal Finance Officers 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) Minutes of meeting held March 26, 2012 at 8:30 a.m. Meeting scheduled April 23, 2012 at 8:30 a.m. 8. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 8.1. Minutes of the Board of Directors Regular Meeting Held March 22, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special Meeting Held April 2, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,573,892.67. 8.4. Progress Payment No. 5 for Well No. 20 Well Head Project Recommendation: That the Board of Directors approve Progress Payment No. 5 in the net amount of$276,323.58 to Pascal& Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 8.5. ACWA/JPIA Property Program Renewal Billing Recommendation: That the Board of Directors approve payment to ACWA/JPIA for the Property Program Renewal for the period 41112012 to 41112013 in the amount of $41,286. 9. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 9.1. Opportunity to Advance Refund the 2003 Certificates of Participation Recommendation: That the Board of Directors approve moving forward with advance refunding of the 2003 Certificates of Participation. 9.2. Change Order No. 3 for Fairmont Reservoir Valve Replacement Project Recommendation: That the Board of Directors approve Change Order No. 3 in the amount of$1,024 and an 11-calendar day time extension to Pascal & Ludwig Constructors, Inc. for the Fairmont Reservoir Valve Replacement Project, Job No. 201011. 9.3. Employee Compensation Letter and Pay Plan for Management Employees for Fiscal Years 2012-2015 Recommendation: That the Board of Directors adopt Resolution No. 12-07, the Employee Compensation and Terms of Employment for Management Employees. 9.4. Employee Compensation Letter and Pay Plan for Supervisory and Confidential Employees for Fiscal Years 2012-2015 Recommendation: That the Board of Directors adopt Resolution No. 12-08, the Employee Compensation and Terms of Employment for Supervisory and Confidential Employees. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report 10.2. Directors' Report Children's Water Education Festival - March 28-29, 2012 (Hawkins/Kiley) MWDOC Elected Officials' Forum - April 5, 2012 (Melton) 10.3. General Manager's Report 10.4. General Counsel's Report 10.5. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS CONTINUED 11.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) • Meeting scheduled April 16, 2012 at 4:00 p.m. 11.2. Finance-Accounting Committee (Kiley/Hawkins) Minutes of meeting held March 26, 2012 at 4:00 p.m. Meeting scheduled April 23, 2012 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of meeting held March 20, 2012 at 4:00 p.m. Minutes of meeting held April 10, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled May 8, 2012 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Collett/Kiley) Revised minutes of meeting held March 12, 2012 at 4:00 p.m. Minutes of meeting held April 9, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled May 3, 2012 at 4:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of meeting held March 19, 2012 at 4:00 p.m. Minutes of meeting held April 9, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled May 7, 2012 at 4:00 p.m. 11.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Minutes of meeting held March 27, 2012 at 4:00 p.m. (To be provided prior to the Board meeting.) • Meeting scheduled May 22, 2012 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. ISDOC - March 29, 2012 (Kiley) 12.2. YL City Council - April 3, 2012 (Hawkins) 12.3. MWDOC/MWD Workshop - April 4, 2012 (Melton/Staff) 12.4. OCWD Board - April 4, 2012 (Kiley/Staff) 12.5. YL Planning Commission - April 11 , 2012 (Kiley) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from April 13, 2012 - May 31 , 2012 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) 15. ADJOURNMENT 15.1. The next regular meeting of the Board of Directors will be held April 26, 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. 6.3 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Recognize Staff for Receipt of Excellence Award in Operating Budget for FY 2011/2012 from California Society of Municipal Finance Officers ATTACHMENTS: Name: Description: Type: CSMFO Certificate.pcif Backup Material Backup Material CaCifornia Society of Mun t c l aCFinance Officers Certificate of Award Excellence Award in Operating Budget Fiscal Year 2011-2012 Presented to the Yorba Linda Water District For meeting the criteria established to achieve the Excellence Award in Operating Budget. February 29, 2012 cott Johnso CSMFO President Chu Thai, Chair Professional Standards and Recognition Committee Dedicated Excellence in Municipal Financial Reporting ITEM NO. 7.1 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Citizens Advisory Committee (Beverage) Minutes of meeting held March 26, 2012 at 8:30 a.m. • Meeting scheduled April 23, 2012 at 8:30 a.m. ATTACHMENTS: Name: Description: Type: 032612 - CAC Minutes.docx CAC Mtg Minutes 03/26/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING March 26, 2012 CALL TO ORDER A meeting of the Citizens Advisory Committee was called to order at 8:30 a.m. by Chair Daniel Mole. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE MEMBERS PRESENT Bill Guse Greg Meyers Carl Boznanski Joe Holdren Cheryl Spencer-Borden Lindon Baker Daniel Mole Oscar Bugarini Fred Hebein Rick Buck YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael J. Beverage, Director Ken Vecchiarelli, General Manager Cindy Botts, Management Analyst Harold Hulbert, Engineering Secretary Cody Peterson, Public Affairs Intern OTHER VISITORS Mike Hooper, Willdan Homeland Solutions Gary Schantz James Scherler Mark Schock 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Introduction of Cody Peterson, Public Affairs Intern Cody Peterson was introduced as the new Public Affairs intern by Ms. Botts to the committee. 2.2. District Emergency Response Planning Mr. Vecchiarelli gave a PowerPoint presentation on the new Incident Command System being adopted by the District with regards to emergency operations. After any questions were answered, the Committee was directed to the Emergency Operations Center and shown how the system would work in the event of an emergency. 1 2.3. Future Agenda Items • Golden State Water Company • District Public Affairs Efforts • YLWD Budget and CIP's • Water Rate Projections 3. ADJOURNMENT 3.1. The Committee adjourned at 10:00 a.m. The next regular meeting of the Citizens Advisory Committee will be held April 23, 2012 at 8:30 a.m. 2 ITEM NO. 8.1 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Minutes of the Board of Directors Regular Meeting Held March 22, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 032212 BOD - Minutes.doc BOD Mtg Minutes 03/22/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/RK 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING March 22, 2012 1. CALL TO ORDER The March 22, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 4:00 p.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 John DeCriscio, Chief Plant Operator Cindy Botts, Management Analyst Annie Alexander, Executive Secretary ALSO PRESENT Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Andrew Gagen, Partner, Kidman Law LLP Eddy Beltran, Senior Associate, Kidman Law LLP Robert Kostrenich, Attorney, Barber & Bauermeister David Ramocinksi Bob Short Kathy Short Mark Schock 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested that Item No. 7. be taken before Item No. 6. President Hawkins agreed. 5. PUBLIC COMMENTS President Hawkins opened the meeting to public comments not related to matters on the agenda. Mr. Schock stated that he would like to address the Board when Item Nos. 6. and 10.4. were discussed. No other comments were provided at this time. 1 7. CONSENT CALENDAR Director Beverage requested to remove Item No. 7.9. from the Consent Calendar. Director Collett stated that he would need to abstain from voting on Check No. 58739 on Item No. 7.2. as has a financial interest with the vendor. Director Beverage made a motion, seconded by Director Kiley, to approve the remainder of the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Regular Meeting Held March 8, 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$1,400,304.13. 7.3. Progress Payment No. 1 for Construction of Green Crest Lift Station Repairs Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $3,715.35 to Pascal & Ludwig Constructors for construction of the Green Crest Lift Station Repairs, Job No. 2011-16S. 7.4. Progress Payment No. 4 for Well No. 20 Well Head Project Recommendation. That the Board of Directors approve Progress Payment No. 4 in the net amount of $116,526.15 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 7.5. Progress Payment No. 14 for the Highland Booster Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 14 in the net amount of $198,360.00 to Pacific Hydrotech Corporation for construction of the Highland Booster Pump Station Project, Job No. 200814. 2 7.6. Final Progress Payment No. 6 for Construction of the Ohio St and Oriente Dr Pipeline Replacement Project Recommendation: That the Board of Directors approve Final Progress Payment No. 6, in the net amount of$148,558.50, to Mamco Construction and 10% retention of $16,506.50; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Ohio Street and Oriente Drive Pipeline Project, Job No. 201006. 7.7. Change Order No. 1 for Fairmount Reservoir Valve Replacement Project Recommendation. That the Board of Directors approve Change Order No. 1 in the amount of $0.00 (a no-cost time extension) and a 37 calendar-day time extension to Pascal & Ludwig Constructors, Inc. for the Fairmont Reservoir Valve Replacement Project. 7.8. Well No. 20 Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. Recommendation. That the Board of Directors authorize approval of Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. for additional services not to exceed $6,730, resulting in a total fee of $103,065. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.9. Award of Construction Contract for Yorba Linda Blvd Pipeline Project Director Beverage requested additional clarification regarding the information provided to staff concerning the performance of Garcia Juarez Construction, Inc. (GJC). Mr. Conklin summarized staff's review process of GJC's bid, references, and supplemental documentation. Director Beverage inquired about the justification for recommending that the contract be awarded to GJC instead of the second lowest responsible bidder. Mr. Kidman explained the legal requirements involved with reviewing bids and awarding public works contracts. Director Collett made a motion, seconded by Director Kiley, to authorize the President and Secretary to execute a construction agreement between Garcia Juarez Construction, Inc. and the Yorba Linda Water District for the Yorba Linda Blvd. Pipeline Project in the amount of$1,681,650, subject to the approval as to form by General Counsel. Motion carried 4-1 with Director Beverage voting No. 3 5. PUBLIC COMMENTS CONTINUED Mr. Schock requested that the Board of Directors consider taking Item No. 10.4. following Item No. 6.1. as the topics were related. President Hawkins agreed. Mr. Shock then addressed the Board regarding some trees near the Hidden Hills booster pump station. Mr. Schock was concerned that they may pose a fire hazard to the structure and stated that he previously requested that the District consider removing them in February, June and October of 2009. Director Beverage requested staff to review the minutes from the Board meetings during these months and report back to the Board regarding this matter. 6. DISCUSSION ITEMS 6.1. Operational Practices During Red Flag Days Mr. DeCriscio provided the Board with a PowerPoint presentation concerning water production operations during red flag/high wind warnings. Mr. DeCriscio and Mr. Vecchiarelli then responded to questions from the Board regarding water quality issues and reserve levels for District reservoirs. Mr. Schock addressed the Board and commented on his attendance at a recent Planning-Operations-Engineering (PEO) Committee meeting and the status of a request for public records he had submitted. Mr. Shock explained that the purpose of his records request was to evaluate the fill levels for District reservoirs on days when a flag warning had been issued. Mr. Schock further stated that he didn't believe that enough detail had been provided in the minutes of the PEO Committee meeting where this matter was previously discussed and that he would be happy to provide staff a copy of his audio recording of the meeting so that the minutes could be revised. Mr. Ramocinski addressed the Board and commented on his attendance at the same PEO Committee meeting. Mr. Vecchairelli then responded to questions from Mr. Ramocinski regarding the method used to pump water up to the Hidden Hills reservoir, upgrades to the Santiago booster pump station since the Freeway Complex Fire, and fill levels of the new Hidden Hills reservoir. Mr. Ramocinski then inquired about the status of the Santiago booster pump station during the Freeway Complex Fire. Mr. Vecchiarelli explained that he could not comment any further as Mr. Ramocinski and other members of the audience were parties in pending litigation related to this matter. Mr. Ramocinksi then asked about the District's priorities in regards to water storage for regular consumption, fire flow, and emergency reserves. Mr. Kidman briefly commented on the District's provision of potable water as its primary service, the provision of fire flow as an auxiliary service, and associated legal concerns. Mr. Ramocinski concluded his comments and expressed concern regarding the fill levels of District reservoirs during red flag warnings. 4 Mr. Short addressed the Board and asked for confirmation that the District was not legally obligated to provide water for firefighting purposes. Mr. Kidman agreed with this statement. Mr. Vecchiarelli summarized staff's efforts to provide fire flow in all of its reservoirs while maintaining water quality. Director Hawkins asked Mr. Schock if he could leave a copy of his audio recording of the PEO meeting with Ms. Alexander. Mr. Schock agreed. Mr. Schock then described the information he was seeking in his initial request for records. Following further discussion, Mr. Vecchiarelli stated that a copy of Mr. Schock's original request and subsequent revised request would be forwarded to the Board and copied to Mr. Schock for their reference. Director Beverage requested that staff prepare a public records request policy for review by the Executive-Organizational-Administrative and Citizens Advisory Committees after which it would be presented to the Board for consideration. Mr. Schock concluded his comments and volunteered his time to assist staff in obtaining the records he was seeking. 8. ACTION CALENDAR 8.1. CSDA Board of Directors Call for Nominations Mr. Vecchiarelli explained that CSDA was seeking nominations for a seat on their Board of Directors. The Board could choose to nominate one of the Directors or the General Manager to serve in this capacity. Following posting and distribution of the agenda, staff also received a request from the Vista Irrigation District to adopt a resolution nominating Jo MacKenzie for this seat. A copy of this request was provided to the Board at the meeting. Mr. Vecchiarelli suggested that the Board consider making a nomination after the District had completed participation in CSDA's District of Distinction program. Following brief discussion, no Directors expressed an interest in making a nomination at this time. 8.2. Training Opportunities for Board and Executive Staff Mr. Vecchiarelli provided an overview of the training needed for the Board and management staff in order for the District to apply for CSDA's District of Distinction accreditation. Director Melton made a motion, seconded by Director Collett, to commence initial training at the District of Distinction level for itself and for management staff, with voluntary additional training in the future towards further recognition, potentially including CSDA's Leadersip Academy and Recognition in Special District Governance. Motion carried 5-0. 5 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report None. 9.2. Directors' Reports MWD San Jacinto Tunnel Inspection Tour— March 15, 2012 (Melton) Director Melton provided a report on his attendance of this tour. WACO Municipal Bond & Debt Financing Workshop — March 21 , 2012 (Hawkins) Director Hawkins provided a report on his attendance at this meeting. 9.3. General Manager's Report None. 9.4. General Counsel's Report None. 9.5. Future Agenda Items and Staff Tasks No other tasks were assigned to staff at this time. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of the meeting held March 14, 2012 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled April 16, 2012 at 4:00 p.m. 10.2. Finance-Accounting Committee (Kiley/Hawkins) Next meeting is scheduled March 26, 2012 at 4:00 p.m. 10.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held March 6, 2012 at 4:00 p.m. were provided in the agenda packet. Minutes of the meeting held March 20, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled April 10, 2012 at 4:00 p.m. 6 10.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of the meeting held March 12, 2012 at 4:00 p.m. were provided in the agenda packet. Director Collett requested staff to revise these minutes using the audio recording provided by Mr. Schock and present them to the Board for review at the next regular meeting. Next meeting is scheduled April 9, 2012 at 4:00 p.m. 10.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of the meeting held March 5, 2012 at 4:00 p.m. were provided in the agenda packet. Minutes of the meeting held March 19, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled April 2, 2012 at 4:00 p.m. (This meeting was subsequently rescheduled to April 9, 2012 at 4:00 p.m.) 10.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled March 27, 2012 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) Next meeting is scheduled March 26, 2012 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council — March 20, 2012 (Melton) Director Melton attended and commented on the contract for police service which was discussed during the meeting. 11.2. MWDOC Board — March 21, 2012 (Melton/Staff) Director Melton and reported that a new Board member had been appointed. 11.3. OCWD Board — March 21, 2012 (Kiley/Staff) Director Kiley attended and commented on the availability of replenishment water and below average rainfall which were discussed during the meeting. 7 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from March 23, 2012 — April 30, 2012 Mr. Vecchiarelli announced that the Board Workshop meeting originally scheduled for Thursday, April 5, 2012 had been rescheduled to Wednesday, April 11, 2012 at 4:00 p.m. Director Collett announced that he would not be able to attend the ISDOC meeting on March 29, 2012. Director Kiley stated that he could attend in Director Collett's place if needed. No other changes were made to the listed meetings. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. MWDOC Elected Officials Forum — April 5, 2012 MWD Spring Green Expo — May 3, 2012 ACWA/JPIA Spring Conference - May 7-8, 2012 ACWA Spring Conference — May 8, 2012 OC Water Summit — May 18, 2012 Director Beverage made a motion, seconded by Director Melton, to authorize Director attendance at the above listed events. Motion carried 5-0. Director Melton was designated to attend the MWDOC Elected Officials Forum as the District's official representative. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 6:11 p.m. All Directors were present. Also present were Messrs. Vecchiarelli, Kidman, Beltrans, and Gagen, and Mrs. Knight. 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) 8 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) Messrs. Vecchiarelli, Kidman, Beltrans, and Gagen left the Closed Session following discussion of this item. 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 6:50 p.m. President Hawkins announced that no action was taken during either Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 6:51 p.m. The next regular meeting of the Board of Directors will be held April 12, 2012 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary 9 ITEM NO. 8.2 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Minutes of the Board of Directors Special Meeting Held April 2, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 040212 BOD - Minutes.doc BOD Mtg Minutes 04/02/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/RK 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING April 2, 2012 1. CALL TO ORDER The April 2, 2012 Special Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 1:01 p.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 Gina Knight, Human Resources Manager Gary T. Melton, Vice President Annie Alexander, Executive Secretary Michael J. Beverage Ric Collett Robert R. Kiley ALSO PRESENT Art Kidman, Partner, Kidman Law LLP Andrew Gagen, Partner, Kidman Law LLP 4. PUBLIC COMMENTS None. 5. CLOSED SESSION The meeting was adjourned to Closed Session at 1:02 p.m. All Directors were present. Also present were Mrs. Knight and Messrs. Kidman and Gagen. 5.1. 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) 1 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) The Board reconvened in Open Session at 2:39 p.m. President Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 6. ADJOURNMENT 6.1. On a motion by Director Kiley, seconded by Director Collett, and unanimously approved by the Board, the meeting was adjourned at 2:40 p.m. The next regular meeting of the Board of Directors will be held April 12, 2012 at 8:30 a.m. Annie Alexander Assistant Board Secretary 2 ITEM NO. 8.3 AGENDA REPORT Meeting Date: April 12, 2012 Budgeted: Yes Total Budget: N/A To: Board of Directors Cost Estimate: $2,573,892.67 Funding Source: All Funds From: Ken Vecchiarelli, General Account No: N/A Manager Job No: N/A Presented By: Stephen Parker, Finance Dept: Finance Manager Reviewed by Legal: N/A Prepared By: Maria Trujillo, Accounting CEQA Compliance: N/A Assistant I Subject: Payments of Bills, Refunds, and Wire Transfers SUMMARY: Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $2,573,892.67. DISCUSSION: The wires and major item on this disbursement list are as follows: A wire of $94,769.40 to ACWA- HBA for April 2012 health premium; a wire of $935,052.26 to U S Bank for 2003 and 2008 Certificates of Participation April interest payment; a wire of $365,259.04 to MWDOC for February water purchase; and, a check of $276,323.58 to Pascal & Ludwig Constructors for February Well 20 progress payment. The balance of $431 ,307.37 is routine invoices. The Accounts Payable check register total is $2,102,711 .65; Payroll Nos. 6 and 7 totals are $230,239.50 and $240,941 .52, respectively; and, the disbursements of this agenda report are $2,573,892.67. 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: CkReg41212 BOD.pdf Check Register Backup Material 12-CS 412.doc Cap Sheet Backup Material 12 CC 412.xls Credit Card Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/RK 5-0 Yorba Linda Water District Check Register For Checks Dated: 3/23/2012 thru 4/12/2012 Check No. Date Vendor Name Amount Description 58872 04112/2012 ACWA/1PIA 41,286.00 PROPERTY INS 4/2012-2013 58873 04/12/2012 ACWA/JPIA 29,068.00 WORKER COMP PREM JAN-MAR 12 W32712 03/27/2012 ACWA-HBA 94,769.40 HEALTH PREMIUM APRIL 58759 04/12/2012 Aljon Graphics, Inc 616.48 YLWD ENVELOPE SUPPLY 58760 04/12/2012 Alternative Hose Inc. 290.76 FAIRMONT #1 HOSE ABBY 58761 04/12/2012 Anaheim Wheel & Tire 232.00 UNIT 174 MOUNT/BAL.TIRES 58762 04/12/2012 Anthem Blue Cross EAP 168.63 ANTHEM BC EAP APRIL 58763 04/12/2012 Aqua-Metric Sales Co. 15,771 .79 WHS STOCK 58764 04112/2012 Aquatic Inspections, Inc. 2,970.00 RESERVOIR INSPECTIONS 58765 04/12/2012 Aramark 730.39 UNIFORM 58766 04/12/2012 Aspen Risk Management Group 6,195.00 SAFETY CONSULTANT 58767 04/12/2012 Associated Laboratories 4,346.70 LAB ANALYSES JANUARY 58771 0411212012 AT & T 45.15 CIRCUIT 33984101725899 MAR 58768 04/1212012 AT & T - Calnet2 3,060.88 COMMUNICATIONS 58770 04/12/2012 AT & T Mobility 155.93 I PHONE MARCH 2012 58769 04/12/2012 AT&T 52.29 LONG DISTANCE 58772 04/12/2012 Autoscribe Corporation 168.50 TRX/PYMT VISION GATEWY FEB 58773 04/12/2012 Ayala Engineering 9,200.00 SWR LINE REPAIR 58776 04/12/2012 B&B Electronics Mfg. Co. 828.57 HIGHLAND BSTR DEVICE SRVR 58774 04/12/2012 Bank Of America 3,355.31 YLWD VISA 58775 04/12/2012 Battery Systems Inc 85.29 UNIT 171 MAINT FREE BATTERY 58777 04/12/2012 Bee Busters, Inc 150.00 COLONY ABATEMENT 58778 04112/2012 Brithinee Electric 4,995.91 SANTIAGO BSTR 3 RPR VSS MTR 58793 04112/2012 C. Wells Pipeline 385.81 CLA VAL DIAPHRAGM 58780 04/12/2012 Calif Water Environ Assn (CWEA) 132.00 CWEA DUES 2012 OSTIZ 58781 04112/2012 Calolympic Safety Co. 102.94 CALIBRATION TEST GAS 58782 04/12/2012 COW Government, Inc 2,598.20 CABLING 58783 04/12/2012 Chambers Group Inc. 579.25 HIDDEN HILLS FEBRUARY SVCS 58784 04/12/2012 Citizen's Business Bank 30,702.62 WELL 20 RETENTION FEB 58785 04/12/2012 City Of Anaheim 1,538.96 LAKEVIEW LID 201148 FEBRUARY 58786 04/12/2012 CIVILTEC Engineering, Inc 386.25 WELL 20 CONSULTING SVCS 58787 04/12/2012 Clinical Lab. Of San Bern. 990.00 LAB ANALYSES FEBRUARY 58788 04/12/2012 Coastal Ignition & Controls 3,442.06 LAKEVW ENG/CATALYST 58789 04/12/2012 Coastline Equipment 101.63 UNIT 139 FLASHERISWITCH 58790 04/12/2012 Cogsdale Services Corporation 31 ,525.00 HLDBK/ORIG SFTWR PURCH 58791 04/12/2012 CPL Systems Ltd. 200.00 PAGE R ENT SUPPORT 58792 04/12/2012 Culligan of Santa Ana 1 ,574.45 WTR SOFTENER SVC 58794 04/12/2012 Datalok Orange County 433.39 DATA STORAGE . 58795 04/12/2012 Dell Marketing L.P. 1 ,885.21 CMMS DELL LATITUDE E6420 ATG 58796 04/12/2012 Delta Wye Electric, Inc. 4,973.00 CTRL ROOM WIREWAY 58797 04/12/2012 Derek.Nguyen 2,442.50 EDUC W2012 PHD NGUYEN,D 58798 04/12/2012 E. H. Wachs Company 17,369.76 AUTO VALVE OPERATOR 58799 04/12/2012 Eisel Enterprises, Inc. 1,946.99 437 2PC CVR,READG LID 58800 04/12/2012 Elite Equipment Inc 1,186.49 TRASH PUMP 58801 04/12/2012 Employee Relations, Inc. 49.55 PRE-EMP BKGRND 58804 04/12/2012 EyeMed 1,355.64 VISION APRIL 2012 58802 04/12/2012 Facility Solutions Group Inc 2,006.91 REPAIR POLE LIGHT FIXTURE 58803 04/12/2012 Federal Express 31.88 FEDEX CHARGES FEBRUARY 58805 04/12/2012 Firefold 71.19 NETWORK PATCH CABLE 58806 04/12/2012 Fleet Services, Inc 286.26 MISC VEHICLE PARTS 58807 04/12/2012 Flex Advantage 108.00 FLEX A/C PROCESSING MARCH 58808 04/12/2012 Fry's Electronics 568.71 BROTHER TONER 58809 04/12/2012 Fullerton Paint & Flooring 387.13 MARKING BLUE CAUTION 58811 04/12/2012 G.M. Sager Construction Co., Inc. 9,700.00 PAVING REPAIR 58810 04/12/2012 Gerardo Huizar, Jr. 70.00 CERT WTR DISTR GR D1 HUIZAR 58812 04/12/2012 Graybar Electric Co 8,242.57 XANTREX BATT CHARGER 58813 04/12/2012 Hacker Equipment Co. 1 ,113.43 UNIT 136 SCROLL SHAFT FOLLOWE 58814 04/12/2012 Hall & Foreman, Inc 18,528.96 PRS UPGRD CONSULTING FEB 58815 04/12/2012 Home Depot 553.67 SOD 58816 04/12/2012 Infosend Inc. 11,528.12 BILL MAILING 58817 04/12/2012 Inland Group 3,476.43 NEWSLETTER PRINT 58818 04/12/2012 Instrument & Valve Service Co 3,339.17 PRESSURE TRANSMITTER BASE 58819 04/12/2012 Jackson's Auto Supply - Napa 612.49 UNIT 97 ALTERNATOR 58820 04/12/2012 John Lent 105.00 CERT DISTRBTN V LENT 58821 04/12/2012 John R Brundahl III 90.00 CERT DISTR III BRUNDAHL 58822 04112/2012 Killingsworth Gear 7,117.71 WELL 7 GEARDRIVE INSPECTION 58823 04/12/2012 Konica Minolta Business 55724 COPY CHARGE C220 58824 04/12/2012 Leighton Consulting, Inc. 6,951.50 OHIO ST PIPL OCT-FEB SVCS 58825 04112/2012 Liebert Cassidy Whitmore 270.00 GENERAL/HR ISSUES FEBRUARY 58826 04/12/2012 Mc Fadden-Dale Hardware 345.93 PURCH MARCH 2012 58827 04/12/2012 McMaster-Carr Supply Co. 116.43 HELICOIL KIT 58828 04/12/2012 MCR Technologies Inc. 456.92 PRS UPGRD SENSOR CABLE 58829 04/12/2012 Measurement Control Systems, Inc 107.76 GAUGE 58830 04/12/2012 Microcom Technologies Inc 1 ,159.23 ANALYZER,EXT ANTENNA 58831 04/12/2012 Minuteman Press 236.94 BOOK II EOP 58832 04/12/2012 Monte Haberman 300.00 MANHOLE HOOKS W41212 04/12/2012 Municipal Water District 365,259.04 WATER PURCH FEBRUARY 58833 04/12/2012 Nextel Of California 1,693.84 NEXTEL FEBRUARY 58834 04/12/2012 Nickey Kard Lock Inc 13,354.93 FUEL MARCH 58835 04/12/2012 Ninyo & Moore 639.25 HIGHLAND BSTR CONSULT FEB 58836 04/12/2012 Nobel Systems 3,020.00 GIS CONVRSN/SWR FACILITIES 58837 04/12/2012 Office Solutions 1,005.47 COFFEEMAKER 58838 04/12/2012 One Source Distributors, LLC 316.64 NV MORNINGSTAR PIMS 58839 04/12/2012 Orange County - Tax Collector 87.50 ROW PERM/INSP LABOR 58840 04/12/2012 Orange County Water Assn.-Dues 50.00 OCWA DUES CORY 58845 04/12/2012 P.T.I. Sand & Gravel, Inc. 1,539.66 ROAD MATERIAL 58562 03129/2012 Pacific Safety Council (1 ,398.00) VOID CHECK 58841 04/12/2012 Pacific Safety Council 255.00 MEMBERSHIP MAY 2012-MAR 2013 58842 04/12/2012 Pascal & Ludwig Constructors, Inc 276,323.58 WELL 20 FROG PAY FEB 58843 04/12/2012 Praxair Distribution 697.85 OXYGEN,ACETYLENE 58480 03/29/2012 Professionals in Human Res Assn (125.00) VOID CHECK 58566 03/29/2012 Professionals in Human Res Assn (250.00) VOID CHECK 58844 04/12/2012 Prudential Group Insurance 2,992.82 L/r DISABILITY APRIL 2012 58846 04/12/2012 Quinn Power Systems Associates 4,210.45 MISC PARTS 58847 04/12/2012 RBF Consulting 3,049.00 2010 WfRLN CONSULT FEB 58848 04/12/2012 Sancon Engineering Inc. 15,600.00 SEWER LINING SVCS 58849 04/12/2012 Severn Trent Services 1,397.48 FLO SVC/RECTIFIER PROBLEM 58850 04/12/2012 Shred-It USA Inc 82.12 CONFIDENTIAL DOC SHRED 58852 04/12/2012 So California Door Masters 1,400.00 SO VEH EXIT/SAFETY LOOP REPAR 58851 04/12/2012 Southern Calif Edison Co. 38,248.59 ELECTRICAL CHGS MARCH 58853 - 04/12/2012 Southern Calif Gas Co. 8,732.97 ALL SITES MARCH SVCS 58859 04/12/2012 St.lude Hospital Yorba Linda 255.00 DOT EXAMS FEBRUARY 58854 04/12/2012 Staples Business Advantage 282.50 OFFICE SUPPLY 58779 04/12/2012 State of CA - Dept of Public Health 8,983.80 WTR SYS 3010037 JUL-DEC 2011 58855 04/12/2012 Stater Bros. Markets 41 .39 SAFETY ORIENTATION 58858 04/12/2012 Stephen Parker/ Petty Cash 391 .04 PETTY CASH/OFFICE 58856 04/12/2012 Steve Clayton 90.00 CERT TREATMENT III CLAYTON 58857 04/12/2012 Steven Engineering 1 ,659.50 PWR SUPPLY ETC 58860 04/12/2012 Sunrise Medical Group 95.00 HEPA B SHOT 58861 04/12/2012 Terminix Processing Center 185.00 PEST CONTROL 58862 04/12/2012 Tetra Tech, Inc. 2,416.00 OHIO ST PIPLN REEL FEB 58863 04/12/2012 Time Warner Cable 447.32 HIGH SPEED OIL 58866 04/12/2012 U S Bank 2,500.00 2008 COP ADMIN FEE W32912 03/29/2012 USBank 935,052.26 2003,2008 COP INTEREST APRIL 58867 04/12/2012 U 5 Postmaster 40.00 PSTG DUE A/C 58864 04112/2012 United Industries 126.71 SIMPLE GREEN CLNR 58865 04/12/2012 USA Blue Book 1 ,788.62 D CHLOR TABLETS 58868 04/12/2012 Village Nurseries 202.73 SOD 58869 04/12/2012 Wells Supply Co 5,729.06 WHS STOCK 58871 04/12/2012 Westin Engineering, Inc. 1,150.00 CMMS FEBRUARY SVCS 58870 04/12/2012 Westside Building Material 208.27 WHEEL CUTOFF METAL Total $2,1029711.65 April 12, 2012 CHECK NUMBERS: Void Checks 58480, 58562, and 58566 $ (1,773.00) Computer Checks 58759-58873 $ 709,403.95 $ 707,630.95 WIRES: W-32712 ACWA-HBA $ 94,769.40 W-32912 U S Bank $ 935,052.26 W-41212 MWDOC $ 365,259.04 $ 1,395,080.70 TOTAL OF CHECKS AND WIRES $ 2,102,711.65 PAYROLL NO. 6: Employee Checks/ Direct Deposits 5222 $ 145,181.73 Third Party Checks 5223-5233 $ 46,715.57 Payroll Taxes $ 38,342.20 PAYROLL NO. 7: Employee Checks/ Direct Deposits 5234-5236 $ 156,452.05 Third Party Checks 5237-5245 $ 43,150.03 Payroll Taxes $ 41,339.44 TOTAL OF PAYROLLS $ 471,181.02 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 2,573,892.67 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF APRIL 12, 2012 ------------------------------------------------------------------ ------------------------------------------------------------------ Cash Rewards Credit Card Bank of America 3/13/2012-4/12/2012 Date Vendor Name Amount Description 19-Mar Mail Finance 313.30 Mail machine lease Feb-Apr 22-Mar Stefano's Goldn Baked Ham 197.01 Lunch/Safety Training 22-Mar Oakstone Wellness 486.11 Wellness posters 23-Mar Yorba Linda Golf Club 500.00 Deposit/Emp Recognition 24-Mar Northern Tool 238.88 Hand Truck/water deliveries 26-Mar Cal-OSHA Reporter 395.00 Cal-OSHA Reporter 2-Apr Answer One Comm 1,079.33 Answering Service 2-Apr Orange County Register 145.68 OC Register delivery 26 weeks TOTAL 3,355.31 ITEM NO. 8.4 AGENDA REPORT Meeting Date: April 12, 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: N/A Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Progress Payment No. 5 for Well No. 20 Well Head 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. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 5 in the net amount of $276,323.58 to Pascal & Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711 . DISCUSSION: In accordance with the contract documents, Pascal & Ludwig Constructors submitted a request for Progress Payment No. 5, in the amount of $307,026.20 for completed work through February 29, 2012. During this period, the contractor constructed and installed conduit for the light standard base and also graded and compacted the site in preparation for paving. Work was completed on the well pump and the overhead canopy for the control building. The status of the construction contract with Pascal & Ludwig Constructors is as follows: • The current contract is $1 ,134,109.00 and 194 calendar days starting September 29, 2011 (Includes Change Order No. 1 which added 74 calendar days). • If approved, Progress Payment No. 5 is $307,026.20 (27.1% of the total contract amount), less 10% retention of $30,702.62 for a net payment of $276,323.58. • If approved, total payments to date including retention will be $788,042.70 (69.5% of the total contract amount). • As of February 29, 2012, 154 calendar days were used (79.4% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 5 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 four progress payments to date for this project, the last which was approved March 22, 2012. ATTACHMENTS: Name: Description: Type: P L Well 20 Project Progress Pay Request 5.odf Well 20 Progress Pay No. 5 for Pascal&Ludwig Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/RK 5-0 VOO REA, I,= ADA WATER O 07j�R' 007 FIR03REUB FaV REPORT PROJECT Well 20 Project PROGRESS PAY REQUEST NO. (DOE LOCATION Yorba Linda, CA PROJECT NO. 200711 FAS,E OF PACES CONTRACTOR (Pascal & Ludwig Constructors IDATE 3927702 ORiGiNAL CONTRACT AMOUNT: 1 134,109.00 AUTHO[ROZED CHANGE ORDERS: $ REVISED OON7RAC7 AIMCUN7: 1 ,134,109,00 PROGRESS FAY EST MATE FOR PER= February 1 , 2012 TO February 29, 2012 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 481 ,016.50 $ 307,026.20 $ 7889042.70 CHANGE ORDER WORK COMPLETED $ - $ _ $ - TOTAL VALUE OF WORK COMPLETED $ 4890016.50 $ 3070026.20 $ 788,042.70 LESS RETENTION 10% $ 432,994.85 $ 275,323.58 $ 709,238.43 LESS OTHER DEDUCTIONS Electronic Wipe Fees NET EARNED TO DATE $ 709,238.43 LESS AMOUNT PREVIOUSLY PAID $ 432,914.85 BALANCE DUE THIS ESTIMATE $ LL 276,323.58 M070CE 70 PROCEED sep2ambey 220 2 099 COMPLEMON TOME 920 CALENDAR DAYS APPROVED 70MF EXTENSIONS 79 CALENDAR DAYS TOTAL CONTRACT VOME ° 84 CALENDAR DAYS TIME EXPENDED 70 DATE IM CALENDAR DAYS TIME REMAOO iNG 40 CALENDAR DAYS REQUEES7ED BY: DATE: Z/ Z/ K iser, Proj n ger, PascaO 9 Ludwig B RECOMMENDED: DATE: �- oe Polimino, Project Engineer, YLWD APPROVED BY: St DATE: eve Conklin, Engineering Manager, YLWD ITEM NO. 8.5 AGENDA REPORT Meeting Date: April 12, 2012 Budgeted: Yes Total Budget: $237,000 To: Board of Directors Cost Estimate: $41 ,286 Funding Source: All Funds From: Ken Vecchiarelli, General Account No: 1-7020-0690-00 Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: N/A Prepared By: Amelia Cloonan, Personnel Technician Subject: ACWA/JPIA Property Program Renewal Billing SUMMARY: The District has received the ACWA/JPIA Property Program Renewal Billing for the period 4/1/2012 to 4/1/2013. STAFF RECOMMENDATION: That the Board of Directors approve payment to ACWA/JPIA for the Property Program Renewal for the period 4/1/2012 to 4/1/2013 in the amount of $41 ,286. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee was presented with the ACWA/JPIA Property Program Renewal Invoice at its meeting held March 20, 2012. DISCUSSION: The District pays its Property Program Renewal Billing annually to ACWA/JPIA. The total for the period 4/1/2012 to 4/1/2013 is $41 ,286. The billing for the period 4/1/2011 to 4/1/2012 totalled $34,258. Thus, there was an increase of $7,028 for this program renewal period over the last program renewal period. The increase occurred in the Licensed Vehicle category, Comprehensive and Collision. For this billing period, the District added to the policy: 6 passenger vehicles, 30 light trucks, 1 SUV/Jeep, 1 Van and 6 All Other. Additionally, there were small increases in the premiums for Building Value ($358), Fixed Equipment Value ($442) and Personal Property Value ($130). The District's JPIA Multiple Program Discount (5%) increased this billing period to $2173 from $1803 for the previous billing period. ATTACHMENTS: Name: Description: Type: fu iitsufi60002201 20402161717.odf ACWA/JPIA Billings 2011-2012 and 2012-2013 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/RK 5-0 4!PIA ASSOCIATION OF CALIFORNIA WATER AGENCIES JOINT POWERS INVOICE INSURANCE AUTHORITY Property Program Renewal Billing for MemberXY002 4/1/2012 = 4!1/2013 Yorba Linda Water District P.O. Box 309 Invoice Date: 311/2012 Yorba Linda, CA 92885-0309 Basic Property Billable Total Rate Premium A. Buildings Value $12,690,991 $12,690,991 0.00100 $12,691 B. Fixed Equipment Value $9,343,358 $9,343,358 0.00100 $99343 C. Personal Property Value $25100,012 $2,100,012 0.00100 $2,100 $24,134,362 X 0.00100 = $249134 Credit for $1 ,000 Deductible Amount - $0 Mobile Equipment A. Mobile Equipment Value $83,200 X 0.00150 = $125 Credit for $1 ,000 Deductible Amount - $0 Licensed Vehicle A. Comprehensive and Collision Count Value Rate Premium 1 . Passenger Car 6 X $107 = $642 2. Light Truck 32 X $125 = $4,000 3. SUV/Jeep 1 X $149 = $149 4. Van 1 X $123 = $123 5. All Other 21 $1 ,680,733 X 0.00850 = $14,286 Total Vehicle Premium = $19,200 Credit for $500 Deductible Amount - $0 B. Catastrophic Coverage Billable Total Rate Premium 1 . Basic $0 $100,000 X 0.00000 = $0 2. Extra $0 $0 X 0.00130 = $0 Credit for $1 ,000 Deductible Amount - $0 Sub Total $43,459 JPIA Multiple Program Discount (5%) - ($2,173) Deposit Premium = $41 ,286 Premium Adjustment + $0 Total Amount Due = $41 ,286 Payment due within 30 Days P.O. Box 619082 , Roseville, CA 95661 -9082- (800) 231 -5742 - www.acwajpia.com ASSOCIATION Or CAI. I F ORNIA WATER AGENCIES A JOINT POWERS INVOICE INSURANCE AUTHORITY Property Program Renewal Billing for 1kember #Y002 4/1 /2011 - 4/1 /2012 Yorba Linda Water District Invoice Date: 3/8/2011 P. O. Box 309 Yorba Linda, CA 92885-0309 Basic Property A Buildings Value Billable — — — — — — -- -- Total Rate Premium . 325 333. 512.333.325 $12, B. Fixed Equipment Value 0.00100 $ 12.333 $8.901 , 136 $8,901 , 136 0.00100 $8,901 C. Personal Property Value $1 .969.522 $1 .969.522 _ _-- — 0.00100 51 ,970 $23.203,983 X 0.00100 = $23,204 Mobile Equipment Credit for $1 .000 Deductible Amount - $0 A. Mobile Equipment Value 596.200 X 0.00150 = 5144 Licensed Vehicle Credit for $1 .000 Deductible Amount - s0 A. Comprehensive and Collision Count Value Rate Premium 1 . Passenger Car 0 2. Light Truck X $107 = s0 3. SUV/Jeep 2 0 X $125 = $250 4. Van X $ 149 = $0 5 0 X $123 = s0 . All Other 15 $ 1 .466. 169 X 0.00850 = 512.462 Total Vehicle Premium = $12.712 Credit for $500 Deductible Amount - s0 B. Catastrophic Coverage Billable 1 . Basic Total Rate Premium 50 2. Extra $100,000 X 0.00000 = $0 $0 s0 X 0.00130 $0 Credit for $1 .000 Deductible Amount - $0 Sub Total $36,061 JPIA Multiple Program Discount (5%) - ($1 ,803) Deposit Premium = $34,258 Premium Adjustment + s0 Total Amount Due = $34.258 Payment due within 30 Days vl , WWW.aCWd/pid.com ITEM NO. 9.1 AGENDA REPORT Meeting Date: April 12, 2012 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Stephen Parker, Finance Manager Dept: Finance Reviewed by Legal: No Prepared By: Stephen Parker, Finance Manager Subject: Opportunity to Advance Refund the 2003 Certificates of Participation STAFF RECOMMENDATION: That the Board of Directors approve moving forward with advance refunding of the 2003 Certificates of Participation. COMMITTEE RECOMMENDATION: The Finance-Accounting Committee discussed this item at its meeting held March 26 and supports staff's recommendation. DISCUSSION: Joshua Lentz from Fieldman Rolapp & Associates will present the Board with the attached PowerPoint presentation about the advance refunding opportunity. A brief summary of the presentation: Due to current municipal bond market conditions, there is an opportunity for the District to advance refund the 2003 Certificates of Participation (GOP's). The amount of savings depends on the interest rates in effect at the time of refunding, but with current rates the net present savings is approximately $500,000, with an average annual savings of $31,000. The average annual savings identified is inclusive of all fees related to the refunding. The majority of the fees associated with the advance refunding would be contingent on the District completing the refunding. The next step would be to engage bond counsel and mobilize the finance team. The entire timeline for the process would be between 90 and 120 days. ATTACHMENTS: Nam( Description: Type: FRA132802 v1 O.Ddf Opportunity to Refund 2003 COP Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 MB/RK 5-0 Yorba Linda Water District YoTba Linda Water District The Municipal Market & Opportunity to Refund 2003 Certificates of Participation April 12, 2012 Overview of Existing certificates of Participation Yorba Linda Water District 2003 Certificates of Participation • District sold in September, 2003 $ 10.645 million of Certificates of Participation ("2003 Certificates") • Proceeds from the 2003 Certificates were used: - Finance the following 2003 Projects: Richfield Plant - Phase 3 Highland Reservoir Renovation Purchase a surety bond from FGIC to funded the reserve requirement Purchase a bond insurance policy from FGIC - Pay delivery costs • 2003 Certificates have maturities from October 1, 2004 through October 1, 2033 • 2003 Certificates are reinsured by National Public Finance Guarantee Corporation (formerly MBIA) • 2003 Certificates are currently rated: - Standard & Poor's : AA+ (Underlying Rating) - Fitch: AA (Underlying Rating N Overview of Existing certificates of Participation Yorba Linda Water District 2008 Certificates of Participation District sold in February, 2008 $34.995 million of Certificates of Participation ("2008 Certificates") � Proceeds from the 2008 Certificates were used: • Some of the various 2008 Projects (as identified on the page) • Cash fund a reserve fund for the 2008 Certificates • Pay delivery costs * 2008 Certificates have maturities from October 1, 2008 through October 1, 2038 • 2008 Certificates are currently rated: • Standard & Poor's : AA + (Underlying Rating) • Fitch: AA (Underlying Rating) 2 Overview of Existing Certificates of Participation 2008 Projects Water Linda District A Hidden Hills Reservoir and Santiago Booster Anaheim Intertie Connection Improvements Upgrades Completion of the Lakeview Reservoir A Elk Mountain Reservoir Improvements A Lakeview Booster Pump Station (4) Palm Avenue Booster Pump Station and Yorba Linda Boulevard Pipeline (4) Zone 1000 Booster Pump Station Fairmont Booster Pump Station Reconfiguration Well No. 19 Long Term Storage Program * Well No. 20 * Groundwater Capacity Restoration * OC-51 Upgrade; (Xii) 2005 C.I. Replacements (Ohio Street, Buena Vista and Grandview Avenues) * Zone 3 Transmission Pipeline, S&S Reach 5 6 Zone 4 Transmission Pipeline, S&S Reach 5 Fire Flow Improvement (Via Sereno and Ohio) Zone 4C Reconfiguration Foxtail Drive Pipeline Meter Replacement Program, Phase I 8 Meter Replacement Program, Phase II ,A) Radio Read Water Meter Conversion Project, Phase I Fairmont Booster Pump Station Site Improvements Edison Power Pole Relocations Richfield Road Widening Mira Loma Through Street Improvements Mira Loma Storm Drain Project District Geographical Information System Project Extension of Pressure Zone 4C Reconfiguration i" Completion of the Highland Reservoir Replacement Municipal Market Update Yorba Linda Water District Municipal Market has rallied since Thanksgiving 2011 • Municipal new issuance supply was down by 41. 1% in 2011 compared to 2010 • Active secondary market for municipal bonds • Municipal market outperforming US Treasuries Lack of new issuances and investors demand for municipal paper equates to low interest rate environment Institutional investors - buying maturities go out 10 years and after • Retail investors - buying maturities within first 10 years Municipal Mutual funds in flows moving in right direction • Fund flows positive since August 31 • Funds experience record cash outflows from November 2010 through May 2011 0 Municipal Market Update — Continued (A� "Municipal bonds have gone where no municipal bonds have gone before" • Tax-Exempt yields have hit all-time new lows in February • Credit spreads have improved among all credit types • Significant gap between short-term rates and long-term rates • Strong demand for essential service credits such as Yorba Linda Water District 7.00 6,0 5,00 4.00 100 2.00 1,00 0.00 08/01/08 02/01/09 08/01/09 02/01/10 08/01 110 02/01/11 08/01/11 02101112 Yorba Linda Water District Historical Change in'AAA'MMD Vielcis -AAA'MbID 5U Year Yields -'AAA'hUvID 14 Year Yields 300 250 200 150 100 50 0 Jan-08 M2y-08 Oa-08 Mac-09 Aug-09 Dee-09 Mag-10 Oct-10 Mar-11 At-11 De 11 30-Year MMD Credit Spreads janumy 1,2008 through April 2,2012 —'BAA'MNID Sp..ads to'AAA' —'A'h1Vi ID Spreads to'AAA' —'AA'I WD Spreads t0'AAA' s Refunding of ?003 Certificates Yorba Linda Water District v 2003 Certificates are eligible for refunding in advanced of the October 1, 2013 prepayment date based on the current low interest rate environment . Current savings: $685,000 Gross Savings • $500,000 Net Present Savings • = 5.61% Refunding Savings • = $31,000 Average Annual Savings Assumptions: 1. Yorba Linda Water District AA+/AA category credit rating affirmed 2. No funding of debt service reserve fund 3. Based on market conditions and are subject to change 0 Next Steps Yorba Linda Water District (k Board approves moving forward with refunding of 2003 Certificates 6 Engage Bond Counsel A) Mobilize the Financing Team 4 Issue Revenue Refunding Bonds - Government Code Section 53570-53572 Implement similar legal structure used on prior transactions Procure ratings from Standard & Poor's & Fitch Ratings 0 Questions and Discussion Yorba Linda Water District ITEM NO. 9.2 AGENDA REPORT Meeting Date: April 12, 2012 Budgeted: Yes Total Budget: $450,000 To: Board of Directors Cost Estimate: $210,000 Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 201011 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Change Order No. 3 for Fairmont Reservoir Valve Replacement Project SUMMARY: Work is nearing completion for the Fairmont Reservoir Valve Replacement Project. The newly installed butterfly valves have shorter operator units and as a result, the existing valve key extensions must be lengthened to accommodate the new valves. Pascal & Ludwig (P&L) Constructors, Inc. is requesting Change Order No. 3 in the amount of $1 ,024 to weld and extend the valve keys. Also, as previously approved by the General Manager, P&L will install 24" flex couplings to replace the original non standard victaulic couplings; however, additional time is required to manufacture and ship the couplings. P&L is requesting an 11 calendar-day time extension to allow time for delivery and installation. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 3 in the amount of $1 ,024 and an 11- calendar day time extension to Pascal & Lugwig Constructors, Inc. for the Fairmont Reservoir Valve Replacement Project, Job No. 201011 . COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee will consider this item at its April 9, 2012 meeting. This item is proposed for consideration for the April 12, 2012 Board meeting due to time constraints in order to return Fairmont Reservoir to service as soon as possible. DISCUSSION: The newly installed butterfly valves have shorter operator units than those replaced. As a result, the existing valve key extensions have to be lengthened to accommodate the new valves. The cost for the valve key extension is $1 ,024 as detailed in the attached cost proposal. Under Change Order No. 2, the General Manager approved new sleeve couplings to replace the old, corroded victaulic couplings as requested by District staff. Additional time is required for the manufacturing, shipping and installation of the 24" flex couplings. As a result, the original project completion date of March 30, 2012 could not be accomplished. Accordingly, P&L is requesting an 11 calendar-day time extension for material delivery and installation. The new proposed project completion date is April 10, 2012. District staff has reviewed the attached time extension request and change order request for the valve key extension and determined that they are necessary and appropriate. In order to restore the reservoir back to full service as soon as possible, staff is submitting the agenda report to the Board of Directors for consideration on April 12 instead of the following meeting on April 26, 2012. 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): On October 13, 2011 , the Board of Directors awarded construction of the Fairmont Reservoir Valve Replacement Project for $203,800 to Pascal & Lugwig Constructors, Inc. On March 22, 2012, the Board of Directors approved Change Order No. 1 for a 37-calendar day time extension to accommodate the longer lead time for the butterfly valves than previously assumed. On March 20, 2012, the General Manager approved Changed Order No. 2, in the amount of $5,466 which is 2.7% of the total project cost of $203,800 for the substitution of the new 24" flex couplings in lieu of the original non standard victaulic couplings. ATTACHMENTS: Name: Description: Type: CO3 Valve Key Extension 11 Change Order No.3 Request Backup Material day extension 04022012.pdf Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 RC/GM 5-0 YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 3 _ DATE March 20, 2012 —.--Page CONTRACT NAME: Fairmont Reservoir Valve Raplacefront CONTRACT AMT.: $203,800.00 GAYS: 157 CONTRACTOR: Pascal & Ludwig ConsWCtols, Inc._ THIS CHANGE: 81,024 DAYS: 0 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: 8210,200.00 DAYS: 188 This Change Older covers Changes M Me WAOU .0a as desdMed herein. The Contractor shad Construe, Tarnish amipmehe and maarul and mdprm ae work as necessary W required a complete are Change Older Items for a lump sum price agreed upon between Me Contractor Mid YoNa Lida Walter District Otherwise relerred W as Denver. .µ)CREASE CONTRACT DESCRIPTION OF CHANGES /OR TIME +EXTENSIONI - DECREASEIN OR -REDUCTION CONTRACT (DAYS) AMOUNT IS) Valve key exlensions $1.024 I 0 11-tlay Ome extenaon to install 23' Oex c0up$rhgs $0 NET CHANGE 81,024 l 11 REVISED CONTRACT AMOUNT AND TIME 8210, 290.00 188 fhe amount of tom contract we be increased by the sum of $1,024 and me contract time shall W kcrear a by 11 Calendar days. The undersigned Coovador approves me Wegeing Change Older as w me chariaps. d any, in Me Contract prim spedged for ead+ ilem irMwap anyand lag of the enton case and Omer mismlaneohrs Costs relating to the Change in work, and as to Me exlensfon d INIe slowed. R arty, for ComGktion of the entire work on account Of said Change Order. The Cantradcr agrees id Nresn all oabor and martinets and perform a4 other necessary work, indmive Of that directly on indirectly reaped in m9 approved time expansion, mwitm to complete me Change Order hams. This document WN become a supplement of Me contract and all provisions Vin apply hereto. It is understood Iran the Charge Order shall be attack" when approved by Iho Owner. This Change Order Cu ulates fua. tiire), and complels cempensalion b the Contractor air se man. expenses. ovemsed. prod, and any damages of every kind that Me Corwadar may inmr in Connection with Ab above referenced Carley in Me work. hndudirg airy impact an the referenced work of any Other work under the contrecl. any dhasaes in Me sequences of any work, any delay a any work, any disruption of any wW; any rescheduling of any work, and any olherefocl m any d me wcrk under Ws mntrad. By me eleWlNn of are Goatee Wrier. the Con ' accepts me Cmlreat ponce chance and the contract Completion data change, if arty, and expressly waives are came for any additional conpensaAOn. damages or note edernsxhns. in mnnemon war Me abeva-referenced changes RECOMMENDED: -- - -'� OWNER DATE: -Shiva Conklin, Engineering Manager - ACCEPTED: _ CONTRACTOR DATE: /Z // �i Alan Lu ig, Presitl — Pascal a Ludwig Construchl, Inc. APPROVED: _ ___ OWNER DATE: Kan Veechlarelll, Genml Manager —' - - - PASCAL & LUDWIG CONSTRUCTORS TELEPHONE: 2049 ONTARIO. IFOR a 91761 FAX (9N9) 9414]22 ONTARIO, FRANCIS REEL March 29, 2012 Yorba Linda Water District 1717 E. Miraloma Ave. Placentia, CA 92870 E N G Attention: Derek Nguyen I Reference: Fairmont Reservoir Valve Replacement Project N Subject: Time Extension Request — Flex Coupling Change Order E E Dear Derek, R The 24" flex couplings are scheduled to ship from the manufacturers facility in Texas on S Friday (30MAR12). There is an approximate 7 day lead time for the shipping process from Texas to California. The tentative delivery date for the Rex couplings is Friday (6APR12). & Pascal & Ludwig's crew will be available Monday (9APR12) to install the couplings. On C Tuesday (10APR12), the balance of cleanup and disinfection will be completed. O Pascal & Ludwig respectfully requests 11 day time extension to complete the additional N S work to provide and install the 24" flex couplings. T R Please find attached the necessary backup material for your review. If you have any U questions, please give me a call at (909)706-7665. C T 0 Respectfully, R S ;Bryan Kaiser Pascal & Ludwig Constructors (909)706-7665 PASCAL & LUDWIG CONSTRUCTORS TELEPHONE: 2049 EAST FRANCIS STREET ® (909) 9)9474 FAX: (909) 722 9)7-1 ONTARIO. CALIFORNIA 91761 April 2, 2012 Yorba Linda water District 1717 E. Miraloma Ave. Placentia, CA 9287D E N G Attention: Derek Nguyen I Reference: Fairmont Reservoir Valve Replacement Project N Subject: Change Order - valve Key Extensions E E Dear Derek, R As determined in the field, the existing 30" butterfly valve key extensions had to be S lengthened to accommodate the new 30"butterfly valves. Find below a cost breakdown for this additional work. Field Welder $ 580.00 O 3" SS Pipe Material S 302.00 O Subtotal $ 882.00 N OH/Markup $ 132.00 S Bond T 10.00 R Total $1,024.00 C If you have any y questions, please give me a call at (909)706-7665. T O R Respectfully, S Cyan Kiser Pascal &•L wig Constructors (909)706-7665 ITEM NO. 9.3 AGENDA REPORT Meeting Date: April 12, 2012 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: Yes Prepared By: Gina Knight, HR/Risk Manager Subject: Employee Compensation Letter and Pay Plan for Management Employees for Fiscal Years 2012-2015 SUMMARY: The District's Management Employees are unrepresented and do not bargain with the District over compensation and benefits. In the past, this group has followed suit with any provisions the District bargained and agreed upon with the District's represented employees group. STAFF RECOMMENDATION: That the Board of Directors adopt Resolution No. 12-07, the Employee Compensation and Terms of Employment for Management Employees. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee discussed this item at their March 20, 2012 meeting and supported the item for presentation to the Board of Directors for their consideration. DISCUSSION: In the past, the District's Management Employees followed suit with the provisions that were negotiated between the District and the District's represented employees. At the request of the Board of Directors, staff was instructed to prepare and present a compensation letter for the Management Employee Group for consideration of the Board of Directors during the Budget process. On March 6, 2012, staff presented a draft Management Employee Compensation Letter to the Personnel-Risk Management Committee for review and discussion. The Committee recommended revisions to the documents to reflect a three-year proposal versus the one-year proposal originally presented to the Committee. Staff presented the revised documents to the Personnel Committee on March 20, 2012. The revised documents reflect a three-year term for the Management Employee Group for Fiscal Years 2012- 2015. The highlights of the 2012-2015 Management Employee Compensation Letter include: 1 . Three-year agreement; 2. Continuation of a 4/10 work schedule, 3. Merit Increases based on job performance, 4. Requiring all Management Employees to pay 100% of the statutory CalPERS employee contribution rate to CalPERS by the end of the three year term; 5. Auto allowance increase of $50/month; 6. Vacation accrual increases for 10 to 15 years of service and 20+ years of service at the rate of .769 hours per pay period (additional 20 hours or one half week per year); 7. Deferred Compensation with matching deposited funds not to exceed 2% of employee's salary; 8. Sick Leave cash outs for employees who are laid off from District employment after being employed by the District for five or more complete years of continuous employment; 9. Attached salary schedules for Fiscal Years 2012-2013, 2013-2014 and 2014-2015. Resolution No. 12-07 is attached to this report for the Board of Director's consideration. ATTACHMENTS: Name: Description: Type: Resolution 12-07-Final-4-12-2012.doc Resolution 12-07 Backup Material Management Compensation Letter - Exhibit A- Management Compensation Letter-Exhibit A- Final Backup Material Final FYs 2012-2015-4-12-2012.doc FYs 2012-2015 MANAGEMENT CLASSIFICATIONS AND SALARY RANGES- Management Salary Ranges and Budgeted Backup Material Exhibit B- FYs 2012-2015 - Final-4-12-2012.doc Classifications for FYs 2012-2015 ME 9step- 2012-2013 ME 3%.pdf ME Salary Matrix FY 2012-2013 Backup Material ME 9step- 2013-2014 ME 3%.pdf ME Salary Matrix FY 2013-2014 Backup Material ME 9step- 2014-2015 ME 3%.pdf ME Salary Matrix FY 2014-2015 Backup Material DOCSLA-#35031 0-v1-Exhibit F Holiday Schedule FYs 2012 FYs 2012-2015 Holiday Schedule Backup Material 2015 - Final-4-12-2012.doc Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 MB/RC 5-0 Roll Call RESOLUTION NO. 12-07 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING THE EMPLOYEE COMPENSATION LETTER AND PAY PLAN FOR MANAGEMENT EMPLOYEES WHEREAS, the Yorba Linda Water District's Management Employees exist as a group separate from the Yorba Linda Water District Employees Association; and WHEREAS, the last Management Employees compensation letter was adopted on December 8, 2011; and WHEREAS, the Employee Compensation Letter and Pay Plan with the Management Employees for fiscal year 2011-2012 shall expire on June 30, 2012. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The General Manager is authorized to execute the Management Employee Compensation Letter for fiscal years 2012-2015 as attached hereto and by this reference incorporated as Exhibit "A". Section 2. The Pay Plan, Salary Ranges and Authorized Classifications and Holiday Schedule for Management Employees are approved and adopted as attached hereto and by this reference incorporated herein as Exhibits "B" through "F". Section 3. That Resolution 11-22 is hereby rescinded effective June 30, 2012. PASSED AND ADOPTED this 12th day of April 2012, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District Resolution No. 12-07 Adopting Employee Compensation Letter and Pay Plan for Management Employees for FYs 2012-2015 1 ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-07 Adopting Employee Compensation Letter and Pay Plan for Management Employees for FYs 2012-2015 2 Exhibit A Resolution No. 12-07 Employee Compensation Letter And Pay Plan for Management Employees Fiscal years: 2012-2015 I. The General Manager shall prepare an Employee Compensation Letter for consideration by the Board of Directors. The Employee Compensation Letter shall describe the salaries, benefits and special conditions offered by the District to its Management Employee Group (Exhibit B). I I. Effective July 1, 2012, the salary schedule attached hereto as Exhibit C shall be in effect for fiscal year 2012-2013. 111. Effective July 1, 2013, the salary schedule attached hereto as Exhibit D shall be in effect for fiscal year 2013-2014. IV. Effective July 1, 2014, the salary schedule attached hereto as Exhibit E shall be in effect for fiscal year 2014-2015. V. The District's current contract with CalPERS is for a retirement benefit based on the single highest year with a Fourth Level of 1959 Survivor Benefit Program. VI. Effective July 1, 2012, all Management Employees shall pay 43% of the 7% statutory CalPERS employee contribution rate to CalPERS (equivalent to 3% of compensation). VII. Effective July 1, 2013, all Management Employees shall pay 71% of the 7% statutory CalPERS employee contribution rate to CalPERS (equivalent to 5% of compensation). VIII. Effective July 1, 2014, all Management Employees shall pay 100% of the statutory CalPERS employee contribution rate to CalPERS. Individuals hired by the District on or after January 26, 2012, the date Resolution No. 12-01 was adopted, shall be enrolled in the 2% @ 60 retirement formula and shall pay 100% of the statutory CalPERS employee contribution rate to CalPERS. All payments will be credited to the employee's individual account with CalPERS. IX. The District shall continue to maintain a "414(h)(2)" plan under the Internal Revenue Code for the purpose of treating contributions to PERS as deferred income for tax purposes to the extent permitted by law. Contributions will continue to be deducted from the employee's actual Management Compensation Letter FYs 2012/2015 gross salary as reflected on the employee's pay stub. Employees shall otherwise be responsible for all taxes related to fringe and reimbursement benefits and the District shall make deductions in accordance with the law. X. Each employee will be annually reviewed on a one-year interval following completion of their probationary period. An employee who receives a meets job expectations evaluation will be entitled to move one (1) step and an employee who receives an exceeds job expectations evaluation, shall be allowed to move up to two (2) steps. Movement shall take place until an employee has reached Step 9. The District shall endeavor to have performance reviews completed within two (2) weeks after the employee's anniversary date with the effective date of any merit salary increase being on the anniversary date. If the evaluation is delayed, any subsequent salary increase to which the employee could otherwise be entitled shall be retroactive to the anniversary date. XI. All new hires shall be subject to a twelve (12) month probationary period. Such new hires shall accrue vacation commencing with the start of employment but shall be ineligible to use accrued vacation time prior to successful completion of six (6) months of service. An existing employee who has been promoted to a new position will be required to serve a six (6) month promotional probationary period in the new position. XII. Management Employees shall accrue vacation leave time with pay as follows: Duration of Continuous Hours Accrued per Pay Period Regular Employment During 1 st through 60th month 3.077 hrs = 2.0 weeks/yr During 61 st through 120th month 4.615 hrs = 3.0 weeks/yr During 121St through 180th month 5.384 hrs = 3.5 weeks/yr During 181St through 240th month 6.153 hrs = 4.0 weeks/yr During 241St month and thereafter 6.922 hrs = 4.5 weeks/yr XIII. The District shall continue to provide group life insurance in the amount of one times basic annual salary rounded to the next higher multiple of $1,000, for each full-time regular Management Employee under age 70, on the first day of the month following their date of hire, in accordance with the provisions of the contract between the District and any company of the District's choosing providing such coverage. Management Employees may increase the coverage up to five time's annual salary not to exceed $300,000 by authorizing the additional premium to be deducted from his/her salary. XIV. The District shall pay 100% of the premium for hospital and medical insurance for all Management Employees who work in excess of 30 hours Management Compensation Letter FYs 2012/2015 per week, after they have worked for two calendar months, and up to 2/3 of the additional premium toward Management Employee dependent coverage for covered employees with one dependent or up to 2/3 of the additional premium toward Management Employee dependent coverage for covered Management Employees with more than one dependent in accordance with the provisions of any contract between the District and any company or companies of the District's choosing. The Management employee shall pay the cost of the difference in premium, to be deducted from his/her salary to cover the employee's share of the dependent coverage. The Management Employees shall have the option of selecting a District-designated Health Maintenance Organization ("HMO"). The District contribution for HMO coverage will be in accordance with this paragraph. XV. The District shall pay 100% of the premium for dental insurance for all Management Employees who work 30 hours or more per week, after they have worked for two calendar months and up to 2/3 of the additional premium toward Management Employee dependent coverage for covered Management Employees with one dependent or up to 2/3 of the additional premium toward Management Employee dependent coverage for covered Management Employees with more than one dependent in accordance with the provisions of any contract between the District and any company or companies of the District's choosing. The individual Management Employees shall pay the cost of the difference in premium, to be deducted from his/her salary. The Management Employees shall have the option of selecting "Delta Care" with the contribution for "Delta Care" to be in accordance with this paragraph. XVI. District shall pay 100% of the premium for vision insurance for Management Employees who work more than 30 hours per week, on the first day of the month following their date of hire and up to 2/3 of the additional premium toward dependent coverage for covered Management Employees with one dependent or up to 2/3 of the additional premium toward dependent coverage for covered Management Employees with more than one dependent, in accordance with the provisions of any contract between the District and any company or companies of the District's choosing. The individual Management Employee shall pay the cost of the difference in premium, to be deducted from his/her salary. XVII. For a period of time which is equivalent to one (1) year or pro-ration thereof on a monthly basis for each three (3) years of service to the District or pro- ration thereof on a quarterly basis, and subject to carrier approval, the District shall pay the amounts provided in the paragraphs XIV, XV and XVI of this agreement for any Management Employee who was employed by the District on or before December 8, 2011, the date Resolution No. 11-22 was adopted and who retires from the District. Management Compensation Letter FYs 2012/2015 To be eligible for this benefit, the employee must be at least 50 years of age, must have five (5) complete years of service with the District, must provide ninety (90) days notice of intent to retire must remain in a retired status and must retire from the District in good standing. When the Management retiree or his/her spouse reaches ages 65, and is eligible for Medicare, the coverage will convert to Medicare Supplement for the remainder of the benefit period. For purposes of this Agreement, retired status means that the Management Employee shall not work for compensation for more than nine hundred sixty (960) hours in any fiscal year (July 1 through June 30). The District shall require a Management Employee to certify under penalty of perjury that the Management Employee has remained on retired status and/or to submit to such additional verification, as the District deems necessary to demonstrate retired status. The retired Management Employee must make any contribution required of a regular Management Employee pursuant to paragraph XIV, XV and XVI prior to the first day of the month in which coverage is to be extended. Failure of a Management Employee to make such payment shall result in termination of coverage and termination of any right to any benefit pursuant to this section. Management Employees hired after the adoption of Resolution 11-22 (12- 8-2011) shall be ineligible to receive this benefit. A Management Employee who retires (in accordance with the Public Employees' Retirement System qualifications) shall be paid at the rate of his final salary for 3/8 of his/her accumulated days of sick leave, if any, at the time of separation from active employment. The remaining 5/8 of his/her accumulated days of sick leave will be converted into CalPERS service credit. If the Management Employee should die, his/her estate shall be entitled to such payment. XVIII. Management Employees who are laid off from District employment after being employed by the District for five (5) or more complete years of continuous regular employment, shall be compensated for accumulated, unused sick leave above 400 hours as follows: YEARS PERCENT PAYABLE ABOVE 400 HOURS ON THE BOOKS 5 through 9 20% 10 through 15 25% Management Compensation Letter FYs 2012/2015 16 through 20 and above 30% Employees who are terminated from the District for cause, or who resign in lieu of termination, shall not be eligible for this benefit. XIX. To the extent possible, the District shall extend its current plan under Section 125 of the Internal Revenue Code to cover Management Employees. XX. The District shall provide a long-term disability plan for Management Employees which has a 90-day elimination period and provides at least sixty percent (60%) of salary for a designated period of time in accordance with coverage procured by the District from a carrier to be determined at the District's sole discretion. XXI. Effective July 1, 2012, the District will match dollar for dollar not to exceed 2% of a Management Employee's salary per year of his/her deposits in a Deferred Compensation Plan. XXII. Management Employees shall continue to be assigned to a four (4) day workweek, consisting of ten (10) scheduled hours of work each day (a 4/10 schedule Monday through Thursday). The Board of Directors clearly and unequivocally has the right to terminate the 4/10 schedule at any time during the term of this employee compensation letter. In such case, the schedule shall revert to the 9/80 schedule as existed immediately prior to implementation of the 4/10 schedule. XXIII. In situations where a Management Employee has been injured in a non- duty accident and his/her disability leave exceeds one calendar month or the total of his/her accumulated leaves, including sick leave, paid time off and vacation, that portion of the leave exceeding 30 days or the total of accumulated leaves, whichever is more, shall constitute a break in service and his/her merit review dates and anniversary date will be adjusted accordingly. XXIV. The District will pay up to a total of $2,000 annually to establish and administer a tax-advantaged flexible benefit plan, and a total of $5,000 annually to establish a tax advantaged dependent care plan. Plans will conform to the requirements of Section 125 of the Internal Revenue Code, and permits Management Employees to convert their share of insurance premiums, un-reimbursed medical expenses, child care and other qualifying expenditures to pretax dollars. Savings to the District through reductions to the payroll and worker's compensation tax base will accrue to the District and offset the costs of establishing and administering this program. Management Compensation Letter FYs 2012/2015 XXV. The District shall reimburse Management Employees for sums paid to the appropriate agencies for obtaining, or renewing treatment and/or distribution certificates, and other professional certifications, registrations and job related training. XXVI. Management Employees who are required to wear safety boots in the performance of their job, as determined by the General Manager, shall be eligible for District-purchased boots in an amount not to exceed $200.00, provided that the boots are from a list pre-approved by the General Manager or his/her designee. The difference between $200.00 and the amount actually used may be carried over for one year and combined with a subsequent allocation for boot reimbursement. XXVI I.The District shall provide educational reimbursement to Management Employees for costs of tuition, fees, books and parking relating to educational courses taken and completed at accredited institutions at a rate not to exceed standard resident fees as charged by the California State University. Course work must be job related as determined and approved in advance by the General Manager. Proof of payment and successful completion of the course must accompany the reimbursement request on a form provided by the District. Management Employee shall be responsible for any tax consequences as a result of education reimbursement. If for any reason, the employee separates from District employment prior to completion of one (1) calendar year from the date of distribution by the District of funds provided for herein, all such amounts distributed during that one (1) calendar year period shall be considered a judgment due and owing to the District. The judgment amount shall be deducted from the employee's closing check. Any remaining non- reimbursed amount shall be paid to the District within ninety (90) calendar days of separation from District employment. Each employee receiving funds pursuant to this section shall sign a written agreement to comply with the terms of this section as a condition precedent to receipt of any such funds. XXVIII. Management Employees who have been employed by the District for more than one year may sell to the District up to forty (40) hours of accrued unused vacation time upon thirty (30) days prior notice, provided that the Management Employee takes a minimum of one-half the vacation time to which he/she is entitled within the same annual period of the sold vacation time. A member who has been employed by the District for more than one year may also buy from the District up to an additional forty (40) hours of vacation time within any calendar year for use during the same calendar year, provided that full and complete payment has been made for the purchased vacation time by salary modification prior to use of the vacation time. It is expressly understood that this benefit is provided at the sole discretion of the District and shall automatically terminate upon the Management Compensation Letter FYs 2012/2015 expiration of this Management letter unless an extension is expressly agreed to by the District. XXIX. Management Employees will be entitled to either a District provided vehicle or a car allowance of $400.00/month as determined by the General Manager. The Engineering Manager, Finance Manager, IT Manager and Human Resources Manager positions shall receive a car allowance of $400.00 per month. XXX. Management Employees shall receive a maximum of forty (40) hours of administrative leave with pay each fiscal year. Unused administrative leave time at the end of each fiscal year, June 30, will be paid during the following month of July with said time being calculated at the employee's then straight time hourly rate. There will be no carry-over of administrative leave time to the next fiscal year. XXXI. The Holiday schedule attached hereto as Exhibit F shall be in effect for full- time Management Employees covered by this Management letter. For purposes of holiday compensation, compensation shall be equal to the number of hours that the Management Employee normally would have worked other than for the holiday. For those Management Employees whose scheduled work week is Monday through Thursday, a holiday falling on a Friday or Saturday shall not result in Thursday being a holiday and a holiday falling on a Sunday, shall not result in Monday being a holiday. Instead observed holidays that fall on a Friday, Saturday or Sunday shall be recognized as floating holidays earned. The floating holidays earned as a result of the above situation shall be used within 12 months following the accrual of each floating holiday. In order to be eligible for holiday pay, a Management Employee must be either at work or on paid leave of absence on the regularly scheduled workday immediately preceding the day observed as the holiday and the regularly scheduled workday immediately following the day observed as the holiday. The term of this Compensation Letter for Management Employees is for the period of July 1 , 2012 to June 30, 2015. Kenneth R. Vecchiarelli Date General Manager Management Compensation Letter FYs 2012/2015 EXHIBIT B YORBA LINDA WATER DISTRICT MANAGEMENT EMPLOYEES SALARY RANGES AND BUDGETED CLASSIFICATIONS 7-1-2012 through 6-30-2015 CLASSIFICATION TITLE SALARY RANGES FLSA Engineering Manager ME37 EXEMPT Finance Manager ME37 EXEMPT Human Resources and Risk Manager ME37 EXEMPT Information Technology Manager ME37 EXEMPT Operations Manager ME37 EXEMPT Exhibit "C" Pay Plan Management Employees Effective July 1st, 2012 thru June 30, 2013 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,595.9758 $6,760.8752 $6,929.8971 $7,103.1445 $7,280.7231 $7,462.7412 $7,649.3097 $7,840.5424 $8,036.5560 Hourly $38.0537 $39.0050 $39.9802 $40.9797 $42.0042 $43.0543 $44.1306 $45.2339 $46.3647 ME 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $6,925.7746 $7,098.9189 $7,276.3919 $7,458.3017 $7,644.7592 $7,835.8782 $8,031.7752 $8,232.5696 $8,438.3838 Hourly $39.9564 $40.9553 $41.9792 $43.0287 $44.1044 $45.2070 $46.3372 $47.4956 $48.6830 ME 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,272.0633 $7,453.8649 $7,640.2115 $7,831.2168 $8,026.9972 $8,227.6721 $8,433.3639 $8,644.1980 $8,860.3030 Hourly $41.9542 $43.0031 $44.0781 $45.1801 $46.3096 $47.4673 $48.6540 $49.8704 $51.1171 ME 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $7,635.6665 $7,826.5581 $8,022.2221 $8,222.7776 $8,428.3471 $8,639.0557 $8,855.0321 $9,076.4079 $9,303.3181 Hourly $44.0519 $45.1532 $46.2821 $47.4391 $48.6251 $49.8407 $51.0867 $52.3639 $53.6730 ME 34 $7,022 $7,374 $7,742 $8,129 $8,536 Monthly $8,017.4498 $8,217.8860 $8,423.3332 $8,633.9165 $8,849.7644 $9,071.0085 $9,297.7837 $9,530.2283 $9,768.4840 Hourly $46.2545 $47.4109 $48.5962 $49.8111 $51.0563 $52.3327 $53.6411 $54.9821 $56.3566 ME 35 $7,374 $7,742 $8,129 $8,536 $8,963 Monthly $8,418.3223 $8,628.7803 $8,844.4998 $9,065.6123 $9,292.2526 $9,524.5590 $9,762.6729 $10,006.7398 $10,256.9082 Hourly $48.5672 $49.7814 $51.0260 $52.3016 $53.6091 $54.9494 $56.3231 $57.7312 $59.1745 ME 36 $7,742 $8,129 $8,536 $8,963 $9,411 Monthly $8,839.2384 $9,060.2193 $9,286.7248 $9,518.8929 $9,756.8653 $10,000.7869 $10,250.8066 $10,507.0767 $10,769.7537 Hourly $50.9956 $52.2705 $53.5773 $54.9167 $56.2896 $57.6968 $59.1393 $60.6178 $62.1332 ME 37 $8,129 $8,536 $8,963 $9,411 $9,881 Monthly $9,281.2003 $9,513.2303 $9,751.0611 $9,994.8376 $10,244.7085 $10,500.8263 $10,763.3469 $11,032.4306 $11,308.2413 Hourly $53.5454 $54.8840 $56.2561 $57.6625 $59.1041 $60.5817 $62.0962 $63.6486 $65.2399 ME 38 $8,536 $8,963 $9,411 $9,881 $10,375 Monthly $9,745.2603 $9,988.89181 $10,238.6141 $10,494.57951 $10,756.94401 $11,025.86761$11,301.51431$11,584.05211 $11,873.6534 Hourly 1 $56.2227 $57.62821 $59.0689 $60.54571 $62.05931 $63.61081 $65.20101 $66.83111 $68.5018 (Page 2 of 3) Exhibit C Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 39 $8,963 $9,411 $9,881 $10,375 $10,894 Monthly $10,232.5233 $10,488.3364 $10,750.5448 $11,019.3085 $11,294.7912 $11,577.1609 $11,866.5900 $12,163.2547 $12,467.3361 Hourly $59.0338 $60.5096 $62.0224 $63.5729 $65.1623 $66.7913 $68.4611 $70.1726 $71.9269 ME 40 $9,411 $9,881 $10,375 $10,894 $11,439 Monthly $10,744.1495 $11,012.7532 $11,288.0721 $11,570.2739 $11,859.5307 $12,156.0190 $12,459.9195 $12,771.4174 $13,090.7029 Hourly $61.9855 $63.5351 $65.1235 $66.7516 $68.4204 $70.1309 $71.8842 $73.6813 $75.5233 ME 41 Monthly $11,281.3570 $11,563.3909 $11,852.4757 $12,148.7876 $12,452.5073 $12,763.8199 $13,082.9154 $13,409.9883 $13,745.2380 Hourly $65.0848 $66.7119 $68.3797 $70.0892 $71.8414 $73.6374 $75.4784 $77.3653 $79.2995 ME 42 Monthly $11,845.4248 $12,141.5604 $12,445.0995 $12,756.2269 $13,075.1326 $13,402.0109 $13,737.0612 $14,080.4877 $14,432.4999 Hourly $68.3390 $70.0475 $71.7987 $73.5936 $75.4335 $77.3193 $79.2523 $81.2336 $83.2644 ME 43 Monthly $12,437.6961 $12,748.6385 $13,067.3544 $13,394.0383 $13,728.8893 $14,072.1115 $14,423.9143 $14,784.5121 $15,154.1249 Hourly $71.7559 $73.5498 $75.3886 $77.2733 $79.2051 $81.1853 $83.2149 $85.2953 $87.4276 ME 44 Monthly $13,059.5809 $13,386.0704 $13,720.7222 $14,063.7402 $14,415.3337 $14,775.7171 $15,145.1100 $15,523.7377 $15,911.8312 Hourly $75.3437 $77.2273 $79.1580 $81.1370 $83.1654 $85.2445 $87.3756 $89.5600 $91.7990 ME 45 Monthly $13,712.5599 $14,055.3739 $14,406.7583 $14,766.9272 $15,136.1004 $15,514.5029 $15,902.3655 $16,299.9246 $16,707.4227 Hourly $79.1109 $81.0887 $83.1159 $85.1938 $87.3237 $89.5067 $91.7444 $94.0380 $96.3890 ME 46 Monthly $14,398.1879 $14,758.1426 $15,127.0962 $15,505.2736 $15,892.9054 $16,290.2281 $16,697.4838 $17,114.9208 $17,542.7939 Hourly $83.0665 $85.1431 $87.2717 $89.4535 $91.6898 $93.9821 $96.3316 $98.7399 $101.2084 M E 47 Monthly $15,118.09731 $15,496.04971 $15,883.45101 $16,280.53731 $16,687.5507 $17,104.73951$17,532.35791$17,970.66691 $18,419.9336 Hourly $87.21981 $89.40031 $91.63531 $93.92621 $96.27431 $98.68121 $101.14821 $103.67691 $106.2688 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. (Page 3 of 3) Exhibit C Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 48 Monthly $15,874.0022 $16,270.8522 $16,677.6235 $17,094.5641 $17,521.9282 $17,959.9764 $18,408.9758 $18,869.2002 $19,340.9302 Hourly $91.5808 $93.8703 $96.2171 $98.6225 $101.0880 $103.6152 $106.2056 $108.8608 $111.5823 ME 49 Monthly $16,667.7023 $17,084.3948 $17,511.5047 $17,949.2923 $18,398.0246 $18,857.9753 $19,329.4246 $19,812.6602 $20,307.9768 Hourly $96.1598 $98.5638 $101.0279 $103.5536 $106.1424 $108.7960 $111.5159 $114.3038 $117.1614 ME 50 Monthly $17,501.0874 $17,938.6146 $18,387.0799 $18,846.7569 $19,317.9259 $19,800.8740 $20,295.8959 $20,803.2933 $21,323.3756 Hourly $100.9678 $103.4920 $106.0793 $108.7313 $111.4496 $114.2358 $117.0917 $120.0190 $123.0195 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. Exhibit "D" Pay Plan Management Employees Effective July 1st, 2013 thru June 30, 2014 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,793.8550 $6,963.7014 $7,137.7939 $7,316.2388 $7,499.1447 $7,686.6234 $7,878.7889 $8,075.7587 $8,277.6526 Hourly $39.1953 $40.1752 $41.1796 $42.2091 $43.2643 $44.3459 $45.4546 $46.5909 $47.7557 ME 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $7,133.5478 $7,311.8865 $7,494.6836 $7,682.0507 $7,874.1020 $8,070.9545 $8,272.7284 $8,479.5466 $8,691.5353 Hourly $41.1551 $42.1840 $43.2386 $44.3195 $45.4275 $46.5632 $47.7273 $48.9205 $50.1435 ME 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,490.2251 $7,677.4808 $7,869.4178 $8,066.1532 $8,267.8071 $8,474.5022 $8,686.3648 $8,903.5239 $9,126.1120 Hourly $43.2128 $44.2932 $45.4005 $46.5355 $47.6989 $48.8914 $50.1136 $51.3665 $52.6506 ME 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $7,864.7364 $8,061.3548 $8,262.8887 $8,469.4609 $8,681.1974 $8,898.2274 $9,120.6830 $9,348.7001 $9,582.4176 Hourly $45.3735 $46.5078 $47.6705 $48.8623 $50.0838 $51.3359 $52.6193 $53.9348 $55.2832 ME 34 $7,022 $7,374 $7,742 $8,129 $8,536 Monthly $8,257.9732 $8,464.4226 $8,676.0331 $8,892.9339 $9,115.2573 $9,343.1387 $9,576.7172 $9,816.1351 $10,061.5385 Hourly $47.6422 $48.8332 $50.0540 $51.3054 $52.5880 $53.9027 $55.2503 $56.6315 $58.0473 ME 35 $7,374 $7,742 $8,129 $8,536 $8,963 Monthly $8,670.8719 $8,887.6437 $9,109.8348 $9,337.5806 $9,571.0202 $9,810.2957 $10,055.5531 $10,306.9419 $10,564.6154 Hourly $50.0243 $51.2749 $52.5567 $53.8707 $55.2174 $56.5979 $58.0128 $59.4631 $60.9497 ME 36 $7,742 $8,129 $8,536 $8,963 $9,411 Monthly $9,104.4155 $9,332.0259 $9,565.3265 $9,804.4597 $10,049.5712 $10,300.8104 $10,558.3307 $10,822.2890 $11,092.8462 Hourly $52.5255 $53.8386 $55.1846 $56.5642 $57.9783 $59.4278 $60.9134 $62.4363 $63.9972 ME 37 $8,129 $8,536 $8,963 $9,411 $9,881 Monthly $9,559.6363 $9,798.6272 $10,043.5928 $10,294.6827 $10,552.0497 $10,815.8510 $11,086.2472 $11,363.4034 $11,647.4885 Hourly $55.1517 $56.5305 $57.9438 $59.3924 $60.8772 $62.3991 $63.9591 $65.5581 $67.1970 ME 38 $8,536 $8,963 $9,411 $9,881 $10,375 Monthly $10,037.6181 $10,288.55851 $10,545.7725 $10,809.41681 $11,079.6522 $11,356.64351$11,640.55961$11,931.57361 $12,229.8629 Hourly 1 $57.9093 $59.35711 $60.8410 $62.36201 $63.9211 $65.51911 $67.15711 $68.8360 $70.5569 (Page 2 of 3) Exhibit D Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 39 $8,963 $9,411 $9,881 $10,375 $10,894 Monthly $10,539.4990 $10,802.9864 $11,073.0611 $11,349.8876 $11,633.6348 $11,924.4757 $12,222.5876 $12,528.1523 $12,841.3561 Hourly $60.8048 $62.3249 $63.8830 $65.4801 $67.1171 $68.7951 $70.5149 $72.2778 $74.0847 ME 40 $9,411 $9,881 $10,375 $10,894 $11,439 Monthly $11,066.4739 $11,343.1358 $11,626.7142 $11,917.3820 $12,215.3166 $12,520.6995 $12,833.7170 $13,154.5599 $13,483.4239 Hourly $63.8450 $65.4412 $67.0772 $68.7541 $70.4730 $72.2348 $74.0407 $75.8917 $77.7890 ME 41 Monthly $11,619.7976 $11,910.2926 $12,208.0499 $12,513.2511 $12,826.0824 $13,146.7344 $13,475.4028 $13,812.2879 $14,157.5951 Hourly $67.0373 $68.7132 $70.4311 $72.1918 $73.9966 $75.8465 $77.7427 $79.6863 $81.6784 ME 42 Monthly $12,200.7875 $12,505.8072 $12,818.4524 $13,138.9137 $13,467.3865 $13,804.0712 $14,149.1730 $14,502.9023 $14,865.4748 Hourly $70.3892 $72.1489 $73.9526 $75.8014 $77.6965 $79.6389 $81.6298 $83.6706 $85.7624 ME 43 Monthly $12,810.8269 $13,131.0975 $13,459.3750 $13,795.8593 $14,140.7558 $14,494.2747 $14,856.6316 $15,228.0474 $15,608.7486 Hourly $73.9086 $75.7563 $77.6502 $79.5915 $81.5813 $83.6208 $85.7113 $87.8541 $90.0505 ME 44 Monthly $13,451.3682 $13,787.6524 $14,132.3437 $14,485.6523 $14,847.7936 $15,218.9885 $15,599.4632 $15,989.4498 $16,389.1860 Hourly $77.6040 $79.5441 $81.5328 $83.5711 $85.6603 $87.8019 $89.9969 $92.2468 $94.5530 ME 45 Monthly $14,123.9366 $14,477.0350 $14,838.9609 $15,209.9349 $15,590.1833 $15,979.9379 $16,379.4363 $16,788.9222 $17,208.6453 Hourly $81.4842 $83.5214 $85.6094 $87.7496 $89.9434 $92.1919 $94.4967 $96.8592 $99.2806 ME 46 Monthly $14,830.1335 $15,200.8868 $15,580.9090 $15,970.4317 $16,369.6925 $16,778.9348 $17,198.4082 $17,628.3684 $18,069.0776 Hourly $85.5585 $87.6974 $89.8899 $92.1371 $94.4405 $96.8015 $99.2216 $101.7021 $104.2447 ME 47 Monthly $15,571.6401 $15,960.93111 $16,359.95441 $16,768.95331 $17,188.17711 $17,617.88151$18,058.32861$18,509.78681 $18,972.5314 Hourly $89.8364 $92.08231 $94.38441 $96.74401 $99.16261 $101.64161 $104.18271 $106.78721 $109.4569 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. (Page 3 of 3) Exhibit D Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 48 Monthly $16,350.2221 $16,758.9777 $17,177.9521 $17,607.4009 $18,047.5860 $18,498.7756 $18,961.2450 $19,435.2761 $19,921.1580 Hourly $94.3282 $96.6864 $99.1036 $101.5812 $104.1207 $106.7237 $109.3918 $112.1266 $114.9298 ME 49 Monthly $17,167.7332 $17,596.9266 $18,036.8497 $18,487.7710 $18,949.9652 $19,423.7144 $19,909.3072 $20,407.0399 $20,917.2159 Hourly $99.0446 $101.5207 $104.0587 $106.6602 $109.3267 $112.0599 $114.8614 $117.7329 $120.6762 ME 50 Monthly $18,026.1199 $18,476.7729 $18,938.6922 $19,412.1595 $19,897.4635 $20,394.9001 $20,904.7726 $21,427.3919 $21,963.0767 Hourly $103.9968 $106.5968 $109.2617 $111.9932 $114.7931 $117.6629 $120.6045 $123.6196 $126.7101 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. Exhibit "E" Pay Plan Management Employees Effective July 1st, 2014 thru June 30, 2015 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,997.6707 $7,172.6125 $7,351.9278 $7,535.7260 $7,724.1191 $7,917.2221 $8,115.1527 $8,318.0315 $8,525.9823 Hourly $40.3712 $41.3805 $42.4150 $43.4753 $44.5622 $45.6763 $46.8182 $47.9886 $49.1884 ME 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $7,347.5543 $7,531.2431 $7,719.5242 $7,912.5123 $8,110.3251 $8,313.0832 $8,520.9103 $8,733.9331 $8,952.2814 Hourly $42.3897 $43.4495 $44.5357 $45.6491 $46.7903 $47.9601 $49.1591 $50.3881 $51.6478 ME 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,714.9320 $7,907.8053 $8,105.5004 $8,308.1379 $8,515.8414 $8,728.7374 $8,946.9558 $9,170.6297 $9,399.8955 Hourly $44.5092 $45.6220 $46.7625 $47.9316 $49.1299 $50.3581 $51.6171 $52.9075 $54.2302 ME 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $8,100.6786 $8,303.1955 $8,510.7754 $8,723.5448 $8,941.6334 $9,165.1743 $9,394.3036 $9,629.1612 $9,869.8902 Hourly $46.7347 $47.9031 $49.1006 $50.3281 $51.5863 $52.8760 $54.1979 $55.5529 $56.9417 ME 34 $7,022 $7,374 $7,742 $8,129 $8,536 Monthly $8,505.7125 $8,718.3553 $8,936.3142 $9,159.7220 $9,388.7151 $9,623.4330 $9,864.0188 $10,110.6193 $10,363.3848 Hourly $49.0714 $50.2982 $51.5557 $52.8446 $54.1657 $55.5198 $56.9078 $58.3305 $59.7888 ME 35 $7,374 $7,742 $8,129 $8,536 $8,963 Monthly $8,930.9981 $9,154.2731 $9,383.1299 $9,617.7082 $9,858.1509 $10,104.6046 $10,357.2197 $10,616.1502 $10,881.5540 Hourly $51.5250 $52.8131 $54.1334 $55.4868 $56.8739 $58.2958 $59.7532 $61.2470 $62.7782 ME 36 $7,742 $8,129 $8,536 $8,963 $9,411 Monthly $9,377.5480 $9,611.9867 $9,852.2864 $10,098.5936 $10,351.0584 $10,609.8349 $10,875.0807 $11,146.9577 $11,425.6317 Hourly $54.1012 $55.4538 $56.8401 $58.2611 $59.7176 $61.2106 $62.7409 $64.3094 $65.9171 ME 37 $8,129 $8,536 $8,963 $9,411 $9,881 Monthly $9,846.4254 $10,092.5861 $10,344.9007 $10,603.5232 $10,868.6113 $11,140.3266 $11,418.8348 $11,704.3056 $11,996.9133 Hourly $56.8063 $58.2265 $59.6821 $61.1742 $62.7035 $64.2711 $65.8779 $67.5248 $69.2130 ME 38 $8,536 $8,963 $9,411 $9,881 $10,375 Monthly $10,338.7467 $10,597.21541 $10,862.1458 $11,133.69941 $11,412.04191 $11,697.34291$11,989.77651$12,289.52091 $12,596.7589 Hourly 1 $59.6466 $61.13781 $62.6662 $64.23291 $65.83871 $67.48471 $69.17181 $70.9011 $72.6736 (Page 2 of 3) Exhibit E Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 39 $8,963 $9,411 $9,881 $10,375 $10,894 Monthly $10,855.6840 $11,127.0761 $11,405.2530 $11,690.3844 $11,982.6440 $12,282.2101 $12,589.2653 $12,903.9970 $13,226.5969 Hourly $62.6289 $64.1947 $65.7995 $67.4445 $69.1306 $70.8589 $72.6304 $74.4461 $76.3073 ME 40 $9,411 $9,881 $10,375 $10,894 $11,439 Monthly $11,398.4682 $11,683.4299 $11,975.5157 $12,274.9036 $12,581.7762 $12,896.3206 $13,218.7286 $13,549.1968 $13,887.9267 Hourly $65.7604 $67.4044 $69.0895 $70.8168 $72.5872 $74.4018 $76.2619 $78.1684 $80.1227 ME 41 Monthly $11,968.3917 $12,267.6014 $12,574.2915 $12,888.6488 $13,210.8650 $13,541.1366 $13,879.6650 $14,226.6567 $14,582.3231 Hourly $69.0484 $70.7746 $72.5440 $74.3576 $76.2165 $78.1219 $80.0750 $82.0769 $84.1288 ME 42 Monthly $12,566.8112 $12,880.9815 $13,203.0061 $13,533.0812 $13,871.4082 $14,218.1934 $14,573.6483 $14,937.9895 $15,311.4392 Hourly $72.5008 $74.3134 $76.1712 $78.0755 $80.0274 $82.0280 $84.0787 $86.1807 $88.3352 ME 43 Monthly $13,195.1518 $13,525.0306 $13,863.1564 $14,209.7353 $14,564.9786 $14,929.1031 $15,302.3307 $15,684.8890 $16,077.0112 Hourly $76.1259 $78.0290 $79.9797 $81.9792 $84.0287 $86.1294 $88.2827 $90.4897 $92.7520 ME 44 Monthly $13,854.9094 $14,201.2821 $14,556.3142 $14,920.2220 $15,293.2276 $15,675.5583 $16,067.4472 $16,469.1334 $16,880.8617 Hourly $79.9322 $81.9305 $83.9787 $86.0782 $88.2302 $90.4359 $92.6968 $95.0142 $97.3896 ME 45 Monthly $14,547.6549 $14,911.3462 $15,284.1299 $15,666.2331 $16,057.8890 $16,459.3362 $16,870.8196 $17,292.5901 $17,724.9048 Hourly $83.9288 $86.0270 $88.1777 $90.3821 $92.6417 $94.9577 $97.3317 $99.7649 $102.2591 ME 46 Monthly $15,275.0376 $15,656.9135 $16,048.3364 $16,449.5448 $16,860.7834 $17,282.3030 $17,714.3606 $18,157.2196 $18,611.1501 Hourly $88.1252 $90.3283 $92.5866 $94.9012 $97.2738 $99.7056 $102.1982 $104.7532 $107.3720 ME 47 Monthly $16,038.7895 $16,439.75921 $16,850.75321 $17,272.02201 $17,703.82261 $18,146.41811$18,600.07861$19,065.08061 $19,541.7076 Hourly $92.5315 $94.84481 $97.21591 $99.64631 $102.13741 $104.69091 $107.30811 $109.99081 $112.7406 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. (Page 3 of 3) Exhibit E Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 ME 48 Monthly $16,840.7290 $17,261.7472 $17,693.2909 $18,135.6231 $18,589.0137 $19,053.7390 $19,530.0825 $20,018.3346 $20,518.7930 Hourly $97.1581 $99.5870 $102.0767 $104.6286 $107.2443 $109.9254 $112.6736 $115.4904 $118.3777 ME 49 Monthly $17,682.7654 $18,124.8345 $18,577.9554 $19,042.4043 $19,518.4644 $20,006.4260 $20,506.5867 $21,019.2513 $21,544.7326 Hourly $102.0160 $104.5664 $107.1805 $109.8600 $112.6065 $115.4217 $118.3072 $121.2649 $124.2965 ME 50 Monthly $18,566.9037 $19,031.0763 $19,506.8532 $19,994.5245 $20,494.3876 $21,006.7473 $21,531.9160 $22,070.2139 $22,621.9692 Hourly $107.1168 $109.7947 $112.5395 $115.3530 $118.2369 $121.1928 $124.2226 $127.3282 $130.5114 * In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. EXHIBIT F 2012-2015 HOLIDAY SCHEDULE 1. Independence Day 2. Labor Day 3. Veterans Day 4. Thanksgiving 5. Day after Thanksgiving 6. Christmas Eve 7. Christmas Day 8. New Years Day 9. Presidents Day 10. Memorial Day 11. Employee Chosen Floater 350310.1 Y0030-008 ITEM NO. 9.4 AGENDA REPORT Meeting Date: April 12, 2012 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: Yes Prepared By: Gina Knight, HR/Risk Manager Subject: Employee Compensation Letter and Pay Plan for Supervisory and Confidential Employees for Fiscal Years 2012-2015 SUMMARY: The District's Supervisory and Confidential Employees are unrepresented and do not bargain with the District over compensation and benefits. In the past, this group has followed suit with any provisions the District bargained and agreed upon with the District's represented employees group. STAFF RECOMMENDATION: That the Board of Directors adopt Resolution No. 12-08, the Employee Compensation and Terms of Employment for Supervisory and Confidential Employees. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee discussed this item at their March 20, 2012 meeting and supported the item for presentation to the Board of Directors for their consideration. DISCUSSION: In the past, the District's Supervisory and Confidential Employees followed suit with the provisions that were negotiated between the District and the District's represented employees. At the request of the Board of Directors, staff was instructed to prepare and present a compensation letter for the Supervisory and Confidential Employee Group for consideration of the Board of Directors during the Budget process. Staff prepared and presented a draft Employee Compensation Letter for the Supervisory and Confidential Employee Group to the Personnel-Risk Management Committee on March 20, 2012. The draft documents reflect a three-year term for the Supervisory and Confidential Employee Group for Fiscal Years 2012-2015. The highlights of the 2012-2015 Supervisory and Confidential Employee Compensation Letter include: 1 . Three-year agreement; 2. Continuation of a 4/10 work schedule; 3. Merit Increases based on job performance; 4. Requiring all Supervisory and Confidential Employees to pay 100% of the statutory CalPERS employee contribution rate to CalPERS by the end of the three year term, 5. Vacation accrual increases for 10 to 15 years of service and 20+ years of service at the rate of .769 hours per pay period (additional 20 hours or one half week per year); 6. Deferred Compensation with matching deposited funds not to exceed 2% of employee's salary; 7. Sick Leave cash outs for employees who are laid off from District employment after being employed by the District for five or more complete years of continuous employment, 8. Attached salary schedules for Fiscal Years 2012-2013, 2013-2014 and 2014-2015. Resolution No. 12-08 is attached to this report for the Board of Director's consideration ATTACHMENTS: Name: Description: Type: Resolution 12-08-Final-4-12-2012.docx Resolution 12-08 Backup Material SUPERVISORY CONFIDENTIAL Compensation Letter Exhibit A - FYs 2012-2015-Final-4-12- Supervisory and Confidential Backup 2012.doc Compensation Lettter-Exhibit A- Material Final FYs 2012-2015 Supervisory and Confidential SUPERVISORY AND CONFIDENTIAL CLASSIFICATIONS AND SALARY RANGES FYs 2012- Salary Ranges and Budgeted Backup 2015-Final-4-12-2012.doc Classifications for FYs 2012- Material 2015 9step- 2012-2013 SC 3%.pdf SC Salary Matrix FY 2012-2013 Backup Material 9step- 2013-2014 SC 3%.Pdf SC Salary Matrix FY 2013-2014 Backup Material 9step- 2014-2015 SC 3%.pdf SC Salary Matrix FY 2014-2015 Backup Material DOCSLA-#35031 0-v1-Exhibit F Holiday Schedule FYs 2012-2015- Final.doc FYs 2012-2015 Holiday Backup Schedule Material Approved by the Board of Directors of the Yorba Linda Water District 4/12/2012 MB/RC 5-0 Roll Call RESOLUTION NO. 12-08 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING THE EMPLOYEE COMPENSATION LETTER AND PAY PLAN FOR SUPERVISORY AND CONFIDENTIAL EMPLOYEES WHEREAS, the Yorba Linda Water District's Supervisory and Confidential Employees exist as a group separate from the Yorba Linda Water District Employees Association; and WHEREAS, the last Supervisory and Confidential Employees compensation letter was adopted on December 8, 2011; and WHEREAS, the Employee Compensation Letter and Pay Plan with the Supervisory and Confidential Employees for fiscal year 2011-2012 will expire on June 30, 2012; and WHEREAS, the Board of Directors desires to review the Supervisory and Confidential Compensation Letter and adjust the Pay Plan for the Supervisory and Confidential Employees for fiscal years 2012-2015. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The General Manager is authorized to execute the Supervisory and Confidential Employee Compensation Letter for fiscal years 2012-2015 as attached hereto and by this reference incorporated as Exhibit "A". Section 2. The Pay Plan, Salary Ranges and Authorized Classifications and Holiday Schedule for Supervisory and Confidential Employees are approved and adopted as attached hereto and by this reference incorporated herein as Exhibits "B" through "F". Section 3. That Resolution 11-21 is hereby rescinded effective June 30, 2012. PASSED AND ADOPTED this 12th day of April 2012 the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District Resolution No. 12-08 Adopting Employee Compensation Letter and Pay Plan for Supervisory and Confidential Employees for FYs 2012-2015 1 ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-08 Adopting Employee Compensation Letter and Pay Plan for Supervisory and Confidential Employees for FYs 2012-2015 2 Exhibit A Resolution No. 12-08 Employee Compensation Letter And Pay Plan for Supervisory and Confidential Employees Fiscal years: 2012-2015 I. The General Manager shall prepare an Employee Compensation Letter for consideration by the Board of Directors. The Employee Compensation Letter shall describe the salaries, benefits and special conditions offered by the District to its Supervisory and Confidential Employee Group (Exhibit B). II. Effective July 1, 2012, the salary schedule attached hereto as Exhibit C shall be in effect for fiscal year 2012-2013. III. Effective July 1, 2013, the salary schedule attached hereto as Exhibit D shall be in effect for fiscal year 2013-2014. IV. Effective July 1, 2014, the salary schedule attached hereto as Exhibit E shall be in effect for fiscal year 2014-2015. V. The District's current contract with CaIPERS is for a retirement benefit based on the single highest year with a Fourth Level of 1959 Survivor Benefit Program. VI. Effective July 1, 2012, all Supervisory and Confidential Employees shall pay 43% of the 7% statutory CalPERS employee contribution rate to CalPERS (equivalent to 3% of compensation). VII. Effective July 1, 2013, all Supervisory and Confidential Employees shall pay 71% of the 7% statutory CalPERS employee contribution rate to CalPERS (equivalent to 5% of compensation). VIII. Effective July 1, 2014, all Supervisory and Confidential Employees shall pay 100% of the statutory CalPERS employee contribution rate to CalPERS. Individuals hired by the District on or after January 26, 2012, the date Resolution 12-01 was adopted, shall be enrolled in the 2% @ 60 retirement formula and shall pay 100% of the statutory CalPERS employee contribution to CalPERS. All payments will be credited to the employee's individual account with CalPERS. IX. The District shall continue to maintain a "414(h)(2)" plan under the Internal Revenue Code for the purpose of treating contributions to CalPERS as deferred income for tax purposes to the extent permitted by law. Contributions will continue to be deducted from the employee's actual gross salary as reflected on the employee's pay stub. Employees shall otherwise be responsible for all taxes related to fringe and reimbursement benefits and the District shall make deductions in accordance with the law. Supervisory and Confidential Compensation Letter FYs 2012/2015 X. Each employee will be annually reviewed on a one-year interval following completion of their probationary period. An employee who receives a meets job expectations evaluation will be entitled to move one (1) step and an employee who receives an exceeds job expectations evaluation shall be allowed to move up to two (2) step. Movement shall take place until an employee has reached Step 9. The District shall endeavor to have performance reviews completed within two (2) weeks after the employee's anniversary date with the effective date of any merit salary increase being on the anniversary date. If the evaluation is delayed, any subsequent salary increase to which the employee could otherwise be entitled shall be retroactive to the anniversary date. XI. All new hires shall be subject to a twelve (12) month probationary period. Such new hires shall accrue vacation commencing with the start of employment but shall be ineligible to use accrued vacation time prior to successful completion of six (6) months of service. An existing employee who has been promoted to a new position will be required to serve a six (6) month promotional probationary period in the new position. XII. Supervisory and Confidential Employees shall accrue vacation leave time with pay as follows: Duration of Continuous Hours Accrued per Pay Period Regular Employment During 1 st through 601h month 3.077 hrs = 2.0 weeks/yr During 61 st through 120th month 4.615 hrs = 3.0 weeks/yr During 121St through 180th month 5.384 hrs = 3.5 weeks/yr During 181St through 240th month 6.153 hrs = 4.0 weeks/yr During 241St month and thereafter 6.922 hrs = 4.5 weeks/yr XIII. The District shall continue to provide group life insurance in the amount of one times basic annual salary rounded to the next higher multiple of $1,000, for each full-time regular Supervisory and Confidential Employee under age 70 on the first day of the month following their date of hire, in accordance with the provisions of the contract between the District and any company of the District's choosing providing such coverage. Supervisory and Confidential Employees may increase the coverage to up to five time's annual salary not to exceed $300,000 by authorizing the additional premium to be deducted from his/her salary. XIV. The District shall pay 100% of the premium for hospital and medical insurance for all Supervisory and Confidential Employees who work in excess of 30 hours per week, after they have worked for two calendar months, and up to 2/3 of the additional premium toward Supervisory and Confidential Employee dependent coverage for covered employees with one dependent or up to 2/3 of the additional premium toward Supervisory and Confidential Employee dependent coverage for covered Supervisory and Confidential Employees with more than one dependent in accordance with the provisions of any contract between the District and any company Supervisory and Confidential Compensation Letter FYs 2012/2015 or companies of the District's choosing. The Supervisory and Confidential Employee shall pay the cost of the difference in premium, to be deducted from his/her salary to cover the employee's share of the dependent coverage. Supervisory and Confidential Employees shall have the option of selecting a District-designated Health Maintenance Organization ("HMO"). The District contribution for HMO coverage will be in accordance with this paragraph. XV. The District shall pay 100% of the premium for dental insurance for all Supervisory and Confidential Employees who work 30 hours or more per week, after they have worked for two calendar months, and up to 2/3 of the additional premium toward Supervisory and Confidential Employee dependent coverage for covered Supervisory and Confidential Employees with one dependent or up to 2/3 of the additional premium toward Supervisory and Confidential Employee dependent coverage for covered Supervisory and Confidential Employees with more than one dependent, in accordance with the provisions of any contract between the District and any company or companies of the District's choosing. The individual Supervisory and Confidential Employees shall pay the cost of the difference in premium, to be deducted from his/her salary. Supervisory and Confidential Employees shall have the option of selecting "Delta Care" with the contribution for "Delta Care" to be in accordance with this paragraph. XVI. District shall pay 100% of the premium for vision insurance for Supervisory and Confidential Employees who work more than 30 hours per week, on the first day of the month following their date of hire, and up to 2/3 of the additional premium toward dependent coverage for covered Supervisory and Confidential Employees with one dependent or up to 2/3 of the additional premium toward dependent coverage for covered Supervisory and Confidential Employees with more than one dependent, in accordance with the provisions of any contract between the District and any company or companies of the District's choosing. The individual Supervisory and Confidential Employee shall pay the cost of the difference in premium, to be deducted from his/her salary. XVII. For a period of time which is equivalent to one (1) year or pro-ration thereof on a monthly basis for each three (3) years of service to the District or pro-ration thereof on a quarterly basis, and subject to carrier approval, the District shall pay the amounts provided in paragraphs XIV, XV and XVI of this agreement for any Supervisory and Confidential Employee who was employed by the District on or before December 8, 2011, the date Resolution No. 11-21 was adopted and who retires from the District. To be eligible for this benefit, the employee must be at least 50 years of age, must have five (5) complete years of service with the District, must retire from the District after the date of this Agreement while in good standing and upon ninety (90) days written notice and must remain in retired status. Supervisory and Confidential Compensation Letter FYs 2012/2015 When the Supervisory and Confidential retiree or his/her spouse reaches ages 65 and is eligible for Medicare, the coverage will convert to Medicare Supplement for the remainder of the benefit period. For purposes of this Agreement, retired status means that the Supervisory and Confidential Employee shall not work for compensation for more than nine hundred sixty (960) hours in any fiscal year (July 1 through June 30). The District may require a Supervisory and Confidential Employee to certify under penalty of perjury that the Supervisory and Confidential Employee has remained on retired status and/or submit to such additional verification, as the District deems necessary to demonstrate retired status. The retired Supervisory and Confidential Employee must make any contribution required of a regular Supervisory and Confidential Employee pursuant to paragraph XIV, XV and XVI prior to the first day of the month in which coverage is to be extended. Failure of a Supervisory and Confidential Employee to make such payment shall result in termination of coverage and termination of any right to any benefit pursuant to this section. Supervisory and Confidential Employees hired after the adoption of Resolution 11-21 (12-8-2011) shall be ineligible to receive this benefit. A Supervisory and Confidential Employee who retires (in accordance with the Public Employees' Retirement System qualifications) shall be paid at the rate of their final salary for 3/8 of their accumulated days of sick leave, if any, at the time of separation from active employment. The remaining 5/8 of his/her accumulated days of sick leave will be converted into CalPERS service credit. If the Supervisory and Confidential Employee should die, his/her estate shall be entitled to such payment. XVIII. Supervisory and Confidential Employees who are laid off from District employment after being employed by the District for five (5) or more complete years of continuous regular employment, shall be compensated for accumulated, unused sick leave above 400 hours as follows: YEARS PERCENT PAYABLE ABOVE 400 HOURS ON THE BOOKS 5 through 9 20% 10 through 15 25% 16 through 20 and above 30% Employees who are terminated from the District for cause, or who resign in lieu of termination, shall not be eligible for this benefit. XIX. To the extent possible, the District shall extend its current plan under Section 125 of the Internal Revenue Code to cover Supervisory and Confidential Employees. Supervisory and Confidential Compensation Letter FYs 2012/2015 XX. The District shall provide a long-term disability plan for Supervisory and Confidential Employees which has a 90-day elimination period and provides at least sixty percent (60%) of salary for a designated period of time in accordance with coverage procured by the District from a carrier to be determined at the District's sole discretion. XXI. Effective July 1, 2012, the District will match dollar for dollar not to exceed 2% of a Supervisory and Confidential Employee's salary per year of his/her deposits in a Deferred Compensation Plan. XXII. Supervisory and Confidential Employees shall continue to be assigned to a four (4) day workweek, consisting of ten (10) scheduled hours of work each day (a 4/10 schedule Monday through Thursday). The Board of Directors clearly and unequivocally has the right to terminate the 4/10 schedule at any time during the term of this employee compensation letter. In such case, the schedule shall revert to the 9/80 schedule as existed immediately prior to implementation of the 4/10 schedule. XXIII. In situations where a Supervisory and Confidential Employee has been injured in a non-duty accident and his/her disability leave exceeds one calendar month or the total of his/her accumulated leaves, including sick leave, paid time off and vacation, that portion of the leave exceeding 30 days or the total of accumulated leaves, whichever is more, shall constitute a break in service and his/her merit review dates and anniversary date will be adjusted accordingly. XXIV. The District will pay up to a total of $2,000 annually to establish and administer a tax-advantaged flexible benefit plan, and a total of $5,000 annually to establish a tax advantaged dependent care plan. Plans will conform to the requirements of Section 125 of the Internal Revenue Code, and permit Supervisory and Confidential Employees to convert their share of insurance premiums, un-reimbursed medical expenses, child care and other qualifying expenditures to pretax dollars. Savings to the District through reductions to the payroll and worker's compensation tax base will accrue to the District and offset the costs of establishing and administering this program. XXV. The District shall reimburse Supervisory and Confidential Employees for sums paid to the appropriate agencies for obtaining or renewing treatment and/or distribution certificates and other professional certifications, registrations and job related training. XXVI. Supervisory and Confidential Employees who are required to wear safety boots in the performance of their job, as determined by the General Manager, shall be eligible for District-purchased boots in an amount not to exceed $200.00, provided that the boots are from a list pre-approved by the General Manager or his/her designee. The difference between $200.00 and the amount actually used may be carried over for one year and combined with a subsequent allocation for boot reimbursement. Supervisory and Confidential Compensation Letter FYs 2012/2015 XXVII. The District shall provide educational reimbursement to Supervisory and Confidential Employees for costs of tuition, fees, books and parking relating to educational courses taken and completed at accredited institutions at a rate not to exceed standard resident fees as charged by the California State University. Course work must be job related as determined and approved in advance by the General Manager. Proof of payment and successful completion of the course must accompany the reimbursement request on a form provided by the District. Supervisory and Confidential Employee shall be responsible for any tax consequences as a result of education reimbursement. If for any reason, the employee separates from District employment prior to completion of one (1) calendar year from the date of distribution by the District of funds provided for herein, all such amounts distributed during that one (1) calendar year period, shall be considered a judgment due and owing to the District. The judgment amount shall be deducted from the employee's closing check. Any remaining, non-reimbursed amount shall be paid to the District within ninety (90) calendar days of separation from District employment. Each employee receiving funds pursuant to this section shall sign a written agreement to comply with the terms of this section as a condition precedent to receipt of any such funds. XXVIII. Supervisory and Confidential Employees who have been employed by the District for more than one year may sell to the District up to forty (40) hours of accrued unused vacation time upon thirty (30) days prior notice, provided that the Supervisory and Confidential Employee takes a minimum of one-half the vacation time to which he/she is entitled within the same annual period of the sold vacation time. A member who has been employed by the District for more than one year may also buy from the District up to an additional forty (40) hours of vacation time within any calendar year for use during the same calendar year, provided that full and complete payment has been made for the purchased vacation time by salary modification prior to use of the vacation time. It is expressly understood that this benefit is provided at the sole discretion of the District and shall automatically terminate upon the expiration of this Supervisory and Confidential letter unless an extension is expressly agreed to by the District. XXIX. The Holiday schedule attached hereto as Exhibit F shall be in effect for full-time Supervisory and Confidential Employees covered by this Supervisory and Confidential letter. For purposes of holiday compensation, compensation shall be equal to the number of hours that the Supervisory and Confidential Employee normally would have worked other than for the holiday. For those Supervisory ad Confidential Employees whose scheduled work week is Monday through Thursday, a holiday falling on a Friday or Saturday shall not result in Thursday being a holiday, and a holiday falling on a Sunday shall not result in Monday being a holiday. Instead observed holidays that fall on a Friday, Saturday or Sunday shall be recognized as Supervisory and Confidential Compensation Letter FYs 2012/2015 floating holidays earned. The floating holidays earned as a result of the above situation shall be used within 12 months following the accrual of each floating holiday. In order to be eligible for Holiday pay, a Supervisory and Confidential Employee must be either at work or on paid leave of absence on the regularly scheduled workday immediately preceding the day observed as the holiday and the regularly scheduled workday immediately following the day observed as the holiday. XXX. The District shall reimburse Supervisory and Confidential Employees for sums paid to the appropriate state agencies for obtaining or renewing of production or distribution certificates. In addition, a one-time per fiscal year payment of $150.00 per certificate shall be provided to an affected employee who has qualified for and been issued a State of California Department of Health Services Treatment and/or Distribution Certificate, which has been determined in the sole discretion of the General Manager to be relevant to the employee's duties and which is other than a certificate that is a job requirement. The $150.00 payment shall apply for any Distribution and/or Treatment Certificates issued by the State of California Department of Health Services that are required above and beyond the required certification for a specific classification within the District's Operations Department and shall be issued during each year in which the applicable certificate(s) remains valid and remains other than a certificate which is a job requirement. The table below identifies the positions that require specific State of California Certifications. CLASSIFICATION REQ'D TREATMENT REQ'D DISTRIBUTION CHIEF PLANT T3 D5 OPERATOR SCADA T2 D3 ADMINISTRATOR SR. CONSTRUCTION D2 INSPECTOR WATER D5 MAINTENANCE SUPERINTENDENT WATER QUALITY D3 ENGINEER Supervisory and Confidential Compensation Letter FYs 2012/2015 The term of this Compensation Letter for Supervisory and Confidential Employees is for the period of July 1, 2012 to June 30, 2015. Kenneth R. Vecchiarelli Date General Manager Supervisory and Confidential Compensation Letter FYs 2012/2015 EXHIBIT B YORBA LINDA WATER DISTRICT SUPERVISORY AND CONFIDENTIAL EMPLOYEES SALARY RANGES AND BUDGETED CLASSIFICATIONS 7-1-2012 through 6-30-2015 CLASSIFICATION TITLE SALARY RANGES FLSA Chief Plant Operator SC31 EXEMPT Customer Service Supervisor SC27 EXEMPT Executive Secretary SC25 NON-EX Human Resources Analyst SC25 EXEMPT Information Systems Administrator SC30 EXEMPT Management Analyst SC28 EXEMPT Personnel Technician SC23 NON-EX Public Information Officer SC30 EXEMPT SCADA Administrator SC30 EXEMPT Sr. Accountant SC25 EXEMPT Sr. Construction Inspector SC26 NON-EX Sr. Project Manager SC34 EXEMPT Water Maintenance Superintendent SC30 EXEMPT Water Quality Engineer SC29 EXEMPT Exhibit "C" Pay Plan Supervisory & Confidential Employees Effective July 1st, 2012 thru June 30, 2013 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 21 $3,724 $3,910 $4,106 $4,311 $4,527 Monthly $4,251.8248 $4,358.1204 $4,467.0734 $4,578.7503 $4,693.2190 $4,810.5495 $4,930.8132 $5,054.0836 $5,180.4357 Hourly $24.5298 $25.1430 $25.7716 $26.4159 $27.0763 $27.7532 $28.4470 $29.1582 $29.8871 SC 22 $3,910 $4,106 $4,311 $4,527 $4,753 Monthly $4,464.4160 $4,576.0264 $4,690.4271 $4,807.6878 $4,927.8800 $5,051.0770 $5,177.3539 $5,306.7877 $5,439.4574 Hourly $25.7562 $26.4002 $27.0602 $27.7367 $28.4301 $29.1408 $29.8693 $30.6161 $31.3815 SC 23 $4,106 $4,311 $4,527 $4,753 $4,991 Monthly $4,687.6368 $4,804.8278 $4,924.9485 $5,048.0722 $5,174.2740 $5,303.6308 $5,436.2216 $5,572.1271 $5,711.4303 Hourly $27.0441 $27.7202 $28.4132 $29.1235 $29.8516 $30.5979 $31.3628 $32.1469 $32.9506 SC 24 $4,311 $4,527 $4,753 $4,991 $5,240 Monthly $4,922.0187 $5,045.0691 $5,171.1959 $5,300.4758 $5,432.9877 $5,568.8124 $5,708.0327 $5,850.7335 $5,997.0018 Hourly $28.3963 $29.1062 $29.8338 $30.5797 $31.3442 $32.1278 $32.9310 $33.7542 $34.5981 SC 25 $4,527 $4,753 $4,991 $5,240 $5,502 Monthly $5,168.1196 $5,297.3226 $5,429.7557 $5,565.4996 $5,704.6371 $5,847.2530 $5,993.4343 $6,143.2702 $6,296.8519 Hourly $29.8161 $30.5615 $31.3255 $32.1087 $32.9114 $33.7342 $34.5775 $35.4419 $36.3280 SC 26 $4,753 $4,991 $5,240 $5,502 $5,777 Monthly $5,426.5256 $5,562.1887 $5,701.2435 $5,843.7745 $5,989.8689 $6,139.6156 $6,293.1060 $6,450.4337 $6,611.6945 Hourly $31.3069 $32.0896 $32.8918 $33.7141 $34.5569 $35.4209 $36.3064 $37.2140 $38.1444 SC 27 $4,991 $5,240 $5,502 $5,777 $6,066 Monthly $5,697.8519 $5,840.2982 $5,986.3056 $6,135.9633 $6,289.3623 $6,446.5964 $6,607.7613 $6,772.9554 $6,942.2792 Hourly $32.8722 $33.6940 $34.5364 $35.3998 $36.2848 $37.1919 $38.1217 $39.0747 $40.0516 SC 28 $5,240 $5,502 $5,777 $6,066 $6,370 Monthly $5,982.7445 $6,132.3131 $6,285.6209 $6,442.7614 $6,603.8305 $6,768.9262 $6,938.1494 $7,111.6031 $7,289.3932 Hourly $34.5158 $35.3787 $36.2632 $37.1698 $38.0990 $39.0515 $40.0278 $41.0285 $42.0542 SC 29 $5,502 $5,777 $6,066 $6,370 $6,688 Monthly $6,281.88171 $6,438.9287 $6,599.9020 $6,764.8995 $6,934.0220 $7,107.3725 $7,285.0569 $7,467.1833 $7,653.8629 Hourly 36.2416 37.1477 $38.07641 $39.02871 $40.00T $41.00411 $42.02971 $43.0799'----74-41569 (Page 2 of 2) Exhibit C Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,595.9758 $6,760.8752 $6,929.8971 $7,103.1445 $7,280.7231 $7,462.7412 $7,649.3097 $7,840.5424 $8,036.5560 Hourly $38.0537 $39.0050 $39.9802 $40.9797 $42.0042 $43.0543 $44.1306 $45.2339 $46.3647 SC 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $6,925.7746 $7,098.9189 $7,276.3919 $7,458.3017 $7,644.7592 $7,835.8782 $8,031.7752 $8,232.5696 $8,438.3838 Hourly $39.9564 $40.9553 $41.9792 $43.0287 $44.1044 $45.2070 $46.3372 $47.4956 $48.6830 SC 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,272.0633 $7,453.8649 $7,640.2115 $7,831.2168 $8,026.9972 $8,227.6721 $8,433.3639 $8,644.1980 $8,860.3030 Hourly $41.9542 $43.0031 $44.0781 $45.1801 $46.3096 $47.4673 $48.6540 $49.8704 $51.1171 SC 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $7,635.6665 $7,826.5581 $8,022.2221 $8,222.7776 $8,428.3471 $8,639.0557 $8,855.0321 $9,076.4079 $9,303.3181 Hourly $44.0519 $45.1532 $46.2821 $47.4391 $48.6251 $49.8407 $51.0867 $52.3639 $53.6730 SC 34 Monthly $8,017.4498 $8,217.8860 $8,423.3332 $8,633.9165 $8,849.7644 $9,071.0085 $9,297.7837 $9,530.2283 $9,768.4840 Hourly $46.2545 $47.4109 $48.5962 $49.8111 $51.0563 $52.3327 $53.6411 $54.9821 $56.3566 SC 35 Monthly $8,418.3223 $8,628.7803 $8,844.4998 $9,065.6123 $9,292.2526 $9,524.5590 $9,762.6729 $10,006.7398 $10,256.9082 Hourly $48.5672 $49.7814 $51.0260 $52.3016 $53.6091 $54.9494 $56.3231 $57.7312 $59.1745 SC 36 Monthly $8,839.2384 $9,060.2193 $9,286.7248 $9,518.8929 $9,756.8653 $10,000.7869 $10,250.8066 $10,507.0767 $10,769.7537 Hourly $50.9956 $52.2705 $53.5773 $54.9167 $56.2896 $57.6968 $59.1393 $60.6178 $62.1332 SC 37 Monthly $9,281.2003 $9,513.23031 $9,751.0611 $9,994.8376 $10,244.7085 $10,500.8263 $10,763.3469 $11,032.4306 $11,308.2413 Hourly $53.5454 $54.88401 $56.2561 $57.6625 $59.1041 $60.5817 $62.0962 $63.6486 $65.2399 In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. Exhibit "D" Pay Plan Supervisory & Confidential Employees Effective July 1st, 2013 thru June 30, 2014 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 21 $3,724 $3,910 $4,106 $4,311 $4,527 Monthly $4,379.3795 $4,488.8640 $4,601.0856 $4,716.1127 $4,834.0156 $4,954.8659 $5,078.7376 $5,205.7060 $5,335.8487 Hourly $25.2657 $25.8973 $26.5447 $27.2083 $27.8886 $28.5858 $29.3004 $30.0329 $30.7837 SC 22 $3,910 $4,106 $4,311 $4,527 $4,753 Monthly $4,598.3485 $4,713.3072 $4,831.1399 $4,951.9184 $5,075.7163 $5,202.6092 $5,332.6745 $5,465.9913 $5,602.6411 Hourly $26.5289 $27.1922 $27.8720 $28.5688 $29.2830 $30.0151 $30.7654 $31.5346 $32.3229 SC 23 $4,106 $4,311 $4,527 $4,753 $4,991 Monthly $4,828.2659 $4,948.9726 $5,072.6969 $5,199.5143 $5,329.5022 $5,462.7397 $5,599.3082 $5,739.2909 $5,882.7732 Hourly $27.8554 $28.5518 $29.2656 $29.9972 $30.7471 $31.5158 $32.3037 $33.1113 $33.9391 SC 24 $4,311 $4,527 $4,753 $4,991 $5,240 Monthly $5,069.6792 $5,196.4212 $5,326.3317 $5,459.4900 $5,595.9773 $5,735.8767 $5,879.2736 $6,026.2555 $6,176.9118 Hourly $29.2481 $29.9794 $30.7288 $31.4971 $32.2845 $33.0916 $33.9189 $34.7669 $35.6360 SC 25 $4,527 $4,753 $4,991 $5,240 $5,502 Monthly $5,323.1632 $5,456.2422 $5,592.6483 $5,732.4645 $5,875.7761 $6,022.6705 $6,173.2373 $6,327.5682 $6,485.7574 Hourly $30.7106 $31.4783 $32.2653 $33.0719 $33.8987 $34.7462 $35.6148 $36.5052 $37.4178 SC 26 $4,753 $4,991 $5,240 $5,502 $5,777 Monthly $5,589.3213 $5,729.0544 $5,872.2807 $6,019.0877 $6,169.5649 $6,323.8041 $6,481.8992 $6,643.9466 $6,810.0453 Hourly $32.2461 $33.0522 $33.8785 $34.7255 $35.5936 $36.4835 $37.3956 $38.3305 $39.2887 SC 27 $4,991 $5,240 $5,502 $5,777 $6,066 Monthly $5,868.7874 $6,015.5071 $6,165.8948 $6,320.0421 $6,478.0432 $6,639.9943 $6,805.9941 $6,976.1440 $7,150.5476 Hourly $33.8584 $34.7048 $35.5725 $36.4618 $37.3733 $38.3077 $39.2654 $40.2470 $41.2532 SC 28 $5,240 $5,502 $5,777 $6,066 $6,370 Monthly $6,162.2268 $6,316.2824 $6,474.1895 $6,636.0442 $6,801.9453 $6,971.9940 $7,146.2938 $7,324.9512 $7,508.0749 Hourly $35.5513 $36.4401 $37.3511 $38.2849 $39.2420 $40.2230 $41.2286 $42.2593 $43.3158 SC 29 $5,502 $5,777 $6,066 $6,370 $6,688 Monthly $6,470.3381 $6,632.0966 $6,797.8990 $6,967.8464 $7,142.0426 $7,320.5937 $7,503.6085 $7,691.1987 $7,883.4787 Hourly 37.3289 38.2621 39.2186 40.1991 41.2041 42.2342 43.2900 44.3723 45.4816 (Page 2 of 2) Exhibit D Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,793.8550 $6,963.7014 $7,137.7939 $7,316.2388 $7,499.1447 $7,686.6234 $7,878.7889 $8,075.7587 $8,277.6526 Hourly $39.1953 $40.1752 $41.1796 $42.2091 $43.2643 $44.3459 $45.4546 $46.5909 $47.7557 SC 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $7,133.5478 $7,311.8865 $7,494.6836 $7,682.0507 $7,874.1020 $8,070.9545 $8,272.7284 $8,479.5466 $8,691.5353 Hourly $41.1551 $42.1840 $43.2386 $44.3195 $45.4275 $46.5632 $47.7273 $48.9205 $50.1435 SC 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,490.2251 $7,677.4808 $7,869.4178 $8,066.1532 $8,267.8071 $8,474.5022 $8,686.3648 $8,903.5239 $9,126.1120 Hourly $43.2128 $44.2932 $45.4005 $46.5355 $47.6989 $48.8914 $50.1136 $51.3665 $52.6506 SC 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $7,864.7364 $8,061.3548 $8,262.8887 $8,469.4609 $8,681.1974 $8,898.2274 $9,120.6830 $9,348.7001 $9,582.4176 Hourly $45.3735 $46.5078 $47.6705 $48.8623 $50.0838 $51.3359 $52.6193 $53.9348 $55.2832 SC 34 Monthly $8,257.9732 $8,464.4226 $8,676.0331 $8,892.9339 $9,115.2573 $9,343.1387 $9,576.7172 $9,816.1351 $10,061.5385 Hourly $47.6422 $48.8332 $50.0540 $51.3054 $52.5880 $53.9027 $55.2503 $56.6315 $58.0473 SC 35 Monthly $8,670.8719 $8,887.6437 $9,109.8348 $9,337.5806 $9,571.0202 $9,810.2957 $10,055.5531 $10,306.9419 $10,564.6154 Hourly $50.0243 $51.2749 $52.5567 $53.8707 $55.2174 $56.5979 $58.0128 $59.4631 $60.9497 SC 36 Monthly $9,104.4155 $9,332.0259 $9,565.3265 $9,804.4597 $10,049.5712 $10,300.8104 $10,558.3307 $10,822.2890 $11,092.8462 Hourly $52.5255 $53.8386 $55.1846 $56.5642 $57.9783 $59.4278 $60.9134 $62.4363 $63.9972 SC 37 Monthly $9,559.6363 $9,798.62721 $10,043.5928 $10,294.6827 $10,552.0497 $10,815.8510 $11,086.2472 $11,363.4034 $11,647.4885 Hourly $55.1517 $56.53051 $57.9438 $59.3924 $60.8772 $62.3991 $63.9591 $65.5581 $67.1970 In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. Exhibit "E" Pay Plan Supervisory & Confidential Employees Effective July 1st, 2014 thru June 30, 2015 Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 21 $3,724 $3,910 $4,106 $4,311 $4,527 Monthly $4,510.7609 $4,623.5300 $4,739.1182 $4,857.5962 $4,979.0361 $5,103.5120 $5,231.0998 $5,361.8773 $5,495.9242 Hourly $26.0236 $26.6742 $27.3411 $28.0246 $28.7252 $29.4433 $30.1794 $30.9339 $31.7073 SC 22 $3,910 $4,106 $4,311 $4,527 $4,753 Monthly $4,736.2990 $4,854.7065 $4,976.0741 $5,100.4760 $5,227.9879 $5,358.6876 $5,492.6548 $5,629.9711 $5,770.7204 Hourly $27.3248 $28.0079 $28.7081 $29.4258 $30.1615 $30.9155 $31.6884 $32.4806 $33.2926 SC 23 $4,106 $4,311 $4,527 $4,753 $4,991 Monthly $4,973.1139 $5,097.4418 $5,224.8778 $5,355.4998 $5,489.3873 $5,626.6220 $5,767.2875 $5,911.4697 $6,059.2564 Hourly $28.6910 $29.4083 $30.1435 $30.8971 $31.6695 $32.4613 $33.2728 $34.1046 $34.9572 SC 24 $4,311 $4,527 $4,753 $4,991 $5,240 Monthly $5,221.7696 $5,352.3139 $5,486.1217 $5,623.2748 $5,763.8566 $5,907.9530 $6,055.6519 $6,207.0432 $6,362.2193 Hourly $30.1256 $30.8787 $31.6507 $32.4420 $33.2530 $34.0843 $34.9365 $35.8099 $36.7051 SC 25 $4,527 $4,753 $4,991 $5,240 $5,502 Monthly $5,482.8581 $5,619.9296 $5,760.4278 $5,904.4385 $6,052.0495 $6,203.3507 $6,358.4345 $6,517.3953 $6,680.3302 Hourly $31.6319 $32.4227 $33.2332 $34.0641 $34.9157 $35.7886 $36.6833 $37.6004 $38.5404 SC 26 $4,753 $4,991 $5,240 $5,502 $5,777 Monthly $5,757.0010 $5,900.9260 $6,048.4492 $6,199.6604 $6,354.6519 $6,513.5182 $6,676.3562 $6,843.2651 $7,014.3467 Hourly $33.2135 $34.0438 $34.8949 $35.7673 $36.6615 $37.5780 $38.5174 $39.4804 $40.4674 SC 27 $4,991 $5,240 $5,502 $5,777 $6,066 Monthly $6,044.8511 $6,195.9723 $6,350.8717 $6,509.6434 $6,672.3845 $6,839.1941 $7,010.1740 $7,185.4284 $7,365.0641 Hourly $34.8741 $35.7460 $36.6396 $37.5556 $38.4945 $39.4569 $40.4433 $41.4544 $42.4908 SC 28 $5,240 $5,502 $5,777 $6,066 $6,370 Monthly $6,347.0936 $6,505.7710 $6,668.4152 $6,835.1256 $7,006.0038 $7,181.1539 $7,360.6827 $7,544.6998 $7,733.3173 Hourly $36.6178 $37.5333 $38.4716 $39.4334 $40.4193 $41.4297 $42.4655 $43.5271 $44.6153 SC 29 $5,502 $5,777 $6,066 $6,370 $6,688 Monthly $6,664.44831 $6,831.0595 $7,001.8360 $7,176.8819 $7,356.3040 $7,540.2115 $7,728.7168 $7,921.9348 $8,119.9831 Hourly 1 $38.44871 $39.41751 40.3952 $41.40511 $42.4402' $43.50171 $44.5887 $45.70351 $46.8461 (Page 2 of 2) Exhibit E Range Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 SC 30 $5,777 $6,066 $6,370 $6,688 $7,022 Monthly $6,997.6707 $7,172.6125 $7,351.9278 $7,535.7260 $7,724.1191 $7,917.2221 $8,115.1527 $8,318.0315 $8,525.9823 Hourly $40.3712 $41.3805 $42.4150 $43.4753 $44.5622 $45.6763 $46.8182 $47.9886 $49.1884 SC 31 $6,066 $6,370 $6,688 $7,022 $7,374 Monthly $7,347.5543 $7,531.2431 $7,719.5242 $7,912.5123 $8,110.3251 $8,313.0832 $8,520.9103 $8,733.9331 $8,952.2814 Hourly $42.3897 $43.4495 $44.5357 $45.6491 $46.7903 $47.9601 $49.1591 $50.3881 $51.6478 SC 32 $6,370 $6,688 $7,022 $7,374 $7,742 Monthly $7,714.9320 $7,907.8053 $8,105.5004 $8,308.1379 $8,515.8414 $8,728.7374 $8,946.9558 $9,170.6297 $9,399.8955 Hourly $44.5092 $45.6220 $46.7625 $47.9316 $49.1299 $50.3581 $51.6171 $52.9075 $54.2302 SC 33 $6,688 $7,022 $7,374 $7,742 $8,129 Monthly $8,100.6786 $8,303.1955 $8,510.7754 $8,723.5448 $8,941.6334 $9,165.1743 $9,394.3036 $9,629.1612 $9,869.8902 Hourly $46.7347 $47.9031 $49.1006 $50.3281 $51.5863 $52.8760 $54.1979 $55.5529 $56.9417 SC 34 Monthly $8,505.7125 $8,718.3553 $8,936.3142 $9,159.7220 $9,388.7151 $9,623.4330 $9,864.0188 $10,110.6193 $10,363.3848 Hourly $49.0714 $50.2982 $51.5557 $52.8446 $54.1657 $55.5198 $56.9078 $58.3305 $59.7888 SC 35 Monthly $8,930.9981 $9,154.2731 $9,383.1299 $9,617.7082 $9,858.1509 $10,104.6046 $10,357.2197 $10,616.1502 $10,881.5540 Hourly $51.5250 $52.8131 $54.1334 $55.4868 $56.8739 $58.2958 $59.7532 $61.2470 $62.7782 SC 36 Monthly $9,377.5480 $9,611.9867 $9,852.2864 $10,098.5936 $10,351.0584 $10,609.8349 $10,875.0807 $11,146.9577 $11,425.6317 Hourly $54.1012 $55.4538 $56.8401 $58.2611 $59.7176 $61.2106 $62.7409 $64.3094 $65.9171 SC 37 Monthly $9,846.4254 $10,092.5861 $10,344.9007 $10,603.5232 $10,868.6113 $11,140.32661$11,418.8348 $11,704.30561 $11,996.9133 Hourly $56.8063 $58.2265 $59.6821 $61.1742 $62.7035 $64.27111 $65.8779 $67.52481 $69.2130 In the event of a keying/formula discrepancy, all pay plans (salary matrices) are calculated @ 2.5% between each step and 5.0% between each range. EXHIBIT F 2012-2015 HOLIDAY SCHEDULE 1. Independence Day 2. Labor Day 3. Veterans Day 4. Thanksgiving 5. Day after Thanksgiving 6. Christmas Eve 7. Christmas Day 8. New Years Day 9. Presidents Day 10. Memorial Day 11. Employee Chosen Floater 350310.1 Y0030-008 ITEM NO. 9,5 • AGENDA REPORT APPROVED BY THE BOARD OF DIRECTORS une WATER DISTRICT Meeting Date: April 12, 2012 Budgeted: Yes Total Budget: $5.5M To: Board of Directors Cost Estimate: $5.5M Funding Source: Water Revenue Bond From: Ken Vecchiarelli, Account No: 101-2700 General Manager Job No: J2008-14 Presented By: Steve Conklin, Dept: Engineering Engineering Manager Reviewed by N/A Legal: Prepared By: Joe Polimino, CEQA MND Project Engineer Compliance: • Subject: Change Order No. 3 for Highland Pump Station Replacement Project SUMMARY: Work is proceeding on construction of the Highland Pump Station Replacement Project. The District's contractor, Pacific Hydrotech Corporation, has submitted for consideration Change Order No. 3. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 3 in the amount of $23,584.51 and 38 additional work days for Pacific Hydrotech Corporation for construction of the Highland Pump Station Replacement Project, Job No. 200814. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee considered this item at its April 9, 2012 meeting and supports staff's recommendation. DISCUSSION: • In accordance with the contract documents, Pacific Hydrotech Corporation submitted Change Order No. 3 due to additions and modifications, as well as District-initiated changes requested during the course of construction to date. Proposed Change Order No. 3 also incorporates credits to the District for the reconfiguration of the Automatic Power Transfer • System (APTS) and elimination of some electrical conduit and wiring. A copy of Change Order No. 3 is attached for review and details are provided below for more information. Item 1: The pump station design originally specified an APTS be installed as part of the project. The purpose of the APTS was to automatically switch electric power from the District's existing generator back to the Edison grid after power was restored following a power outage. On further review and discussion of the proposed APTS with District Operations Department staff, it was determined that in the event of a power failure, sufficient water supply would be available using the gas-engine pumps and water from Lakeview Reservoir to meet demand while the three electric-motor-driven pumps are without power. This would give Operations staff more time to re-evaluate the water system and then perform a re-start of the electric pumps, as opposed to automatically starting them using the APTS. Accordingly, a design change was made and a credit was negotiated, in the amount of $28,112.68. Item 2: This item is for additional electrical work, which includes elements added for District use, including external outlets, and conduit and wiring for AQMD-compliance monitoring. Other additional items include extra conduit and wiring found to be necessary during the course of the work, as well wiring for added block heaters for the gas engines for improved cold-starts and to preclude condensation while not running. This work adds $11,828.03 and a total of 18 additional work days to the project. Item 3: This District-requested item is for the installation of a District-supplied 30-inch valve on • the discharge piping of the existing Highland Reservoir. The placement of the valve is such that it will allow Operations staff to isolate each reservoir bay or outlet piping separately for maintenance, add more flexibility to the system by allowing the supply of water to separate zones, or take the pump station or inlet piping out of service for maintenance. The cost of this District-initiated improvement is $24,569.79 and an additional 10 work days. This District-owned valve was formerly in place at the recently completed Highland Reservoir and was available for relocation after the new booster station piping was installed. Item 4: During construction, it was noted that the design plans did not include the new cooling lines to the new pump station for the existing generator on-site. This additional work item is potholing, trenching, shoring, labor and materials for new copper coolant lines, valves and appurtenances to supply cooling water to the existing generator. The cost of this item is $15,299.37 and 10 additional work days. The design engineering and construction services required to address this issue were performed by the District's design engineer, MWH Engineers, at no cost to the District. 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 starting November 1, 2010. • If approved, Change Order No. 3 adds $23,584.51 (0.5% of the current contract amount) and 38 work days. • If approved, the revised construction contract amount will be $4,678,650.23 and 390 • work days. If so approved, the increase in the project construction cost to date, on a complex retrofit project nearing conclusion, will be approximately 3.3%. Staff and MWH Engineers, the District's construction management consultant, reviewed the change order request items and recommend approval. • 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 approved Change Order No. 1 on June 9, 2011 which added 21 work days to the project due to rain. The Board approved Change Order No. 2 on September 22, 2011 in the amount of $129,265.72 and 45 work days. The Board has approved fourteen progress payments to date for this project, the last of which was approved on March 22, 2011. • • • YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 3 DATE 3126/12 Page 1 or 1 CONTRACT NAME: Highland Booster Station Project CONTRACT AMT.: $4,666,086.72 DAYS: 352 CONTRACTOR: Pacific Hydrotsch Corporation THIS CHANGE: $23,884.81 DAYS: 38 PROJECT NO. J-20081 (0.6%) OWNER: Yorba Linde Water District REVISED CONTRACT AMT: $4,678,650.23 DAYS: 390 This Change Order covers changes to the subject contract as described herein.The Contractor shall conelruct,furnish equipment and materials,and perform all work as necessery or required to complete the Change Order Items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. DESCRIPTION OF CHANGES +INCRIASE CONTRACT TIME OR +EXTENSION -DECREASE IN OR- CONTRACT REDUCTION AMOUNT (Work Days) ($I Electrical Credits:Change to ATS, delete conductors and conduit to generator, conduit 23a 24a 88c FIT 10 relocation. ($28,112.68) 0 Electrical Additional Costs:External building receptacles,Tdmax work, added conduit 24c 88c 94c and engine block heater conduit and wiring. $11,828.03 18 Install an additional 30-Inch valve In the reservoir outlet piping to Isolate the reservoir bays if necessary, as re nested by District O rations Department. $24,569.79 10 Installation and lie-In of new copper coolant lines and miscellaneous valves,etc., to and from the existina on-site generator. $16,299.37 10 • NET CHANGE $23,684.51 38 REVISED CONTRACT AMOUNT AND TIME $4,670,660.23 390 The amount of the contract will be Increased decieosed>by the sum of$23,684.61 and the contract time shall be Increased<deoreased>by 39 work days.The undersigned Contractor approves the foregoing Change Order as to the changes,If any,In the contract price specified for each item Including any and all supervalon costs and other miscellaneous costs relating to the change In work, and as to the extension of time allowed,If any,for completion of the entire work on account of sold Change Order.The Contractor agrees to furnish all labor antl materials and perform all other necessary work,Inclusive of that directly or Indirectly related to the approved time extension,required to complete the Change Order Items.This document will became a supplement of the contract and all provlelons will apply heret).It to understood ihal the Change Order shall be effective when approved by the Owner. This Change Order constitutes full,final,and complete compensation to the Contractor for all costs, expanses, overhead, profit, and any damages or every kind that the Contractor may Incur in connection with the above referenced changes In the work,Including any Impact on the referenced work of any other work under the contracL any changes N the sequences of any work,any delay to any work, any disruption of any work, any rescheduling of any work,and any other effect on any of the work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion date change,If any,and expressly waives any claims for any additional compensation, damages or time extensions, In connection with the above-referenced changes. RECOMMENDED: (ENGINEER OR DATE: S -j(, - I Z. 1JT�� CONSIII TANT Michael Moore,Project Manager,MWH ACCEPTED: "�..,.� (CONTRACTOR DATE: �(/ Bob Owens,Project Manager,PHC APPROVED: DATE: (OWNER Kenneth R.Vacchierelll General Manager • ITEM NO. 11.2 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Finance-Accounting Committee (Kiley/Hawkins) Minutes of meeting held March 26, 2012 at 4:00 p.m. • Meeting scheduled April 23, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 032612 FA - Minutes.doc FA Mtg Minutes 03/26/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING March 26, 2012 A meeting of the Finance-Accounting Committee was called to order by Director Kiley 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 Robert R. Kiley, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins Stephen Parker, Finance Manager OTHER ATTENDEES Thomas DeMars, Managing Principal, Fieldman Rolapp & Associates Joshua Lentz, Assistant Vice President, Fieldman Rolapp & Associates 1. PUBLIC COMMENTS None. 2. PRESENTATIONS 2.1. Opportunity for Refunding of 2003 Certificates of Participation Mr. DeMars and Mr. Lentz from Fieldman Rolapp & Associates went through the slides of a PowerPoint presentation they had created for the committee. They shared that the current bond market for municipal bonds was excellent, with demand high and a small number of new issuances. As such, there is an opportunity for the District to advance refund the 2003 COP's, and save around $500,000 in net present savings, with an average annual savings of $31,000. Mr. Lentz explained that the market for this could change, but the majority of fees associated with the advance refunding would be contingent on the market staying strong and the District completing the refunding. The next steps included the Board authorizing moving forward with advance refunding the 2003 COP's, engaging bond counsel and mobilizing the finance team. The total timeline for the process would be between 90 and 120 days. The Finance-Accounting Committee supported staff's recommendation of proceeding forward with advance refunding and recommended having the Fieldman Rolapp & Associates team present this option at the next Board meeting. Mr. DeMars and Mr. Lentz left the meeting at this time. 1 3. DISCUSSION ITEMS 3.1. Line of Credit Financing Option Mr. Parker shared that staff had been exploring a line of credit financing option with Wells Fargo bank, the District's primary financial institution. Mr. Parker explained that as a result of the District's strong credit rating and history with Wells Fargo, the terms of obtaining a line of credit were very favorable. In addition, staff considers this an effective tool to limit the amount of future rate increases or maximize the CIP projects that the District could finance. Mr. Parker explained that staff would present the line of credit as a financing option in the upcoming budget workshop. If the Board supported moving forward with this option, the next step would be to have bond counsel look into the terms and contract proposed by Wells Fargo. 3.2. February 2012 Budget to Actual Results Mr. Parker indicated that the budget to actual results were similar to the previous month, and that almost all line items other than ones that had been previously mentioned were following in line with being two thirds of the way through the fiscal year. He did point out the newest change was that Sewer Fund's materials and maintenance accounts were higher than expected budget due to unexpected sewer main repairs in a number of areas. The committee had no further questions. 3.3. Investment Report for Period Ending February 2012 Mr. Parker indicated that the District's yield raised to 1.07% as a result of spending down most of the 2008 COP proceeds and CaITRUST's Medium Term portfolio increasing. Major activity for the month included spending over $500,000 of the Water Capital Projects fund for CIP project activity and moving money in the Reserve for Debt Service fund to Cal-TRUST's Short-Term portfolio to allow the interest portion of the 2003 and 2008 COP's to be paid at the end of March. The committee had no further questions. 3.4. Comparison of Investment Types and Yields of Local Water Districts Mr. Parker offered the committee a comparison of YLWD's investment types and yields to other local water districts per previous requests by the committee. Mr. Parker explained that as water districts must all abide by the State of California Government Code, most investments within that group will be similar, including investments in Local Agency Investment Fund, money market accounts, and federal securities. The Committee noted that the District's yield was higher than all others except Mesa Consolidated Water District, which was higher by the slightest of margins — one one-hundredth of a percent. 2 Mr. Parker pointed out that Mesa had a large amount of their reserves wrapped up in long-term investments, and the District's current financial position did not allow for similar investments to be made. Mr. Parker also indicated that the District's yield was high because of its investment in CaITRUST, but that investment also subjected the principal to gains and losses, while federal securities — as long as they are held to maturity — do not. This is something that has been discussed before with the committee, and Mr. Parker indicated he would like to pursue some diversification of the portfolio as a result of that risk. 3.5. Draft Reserve Policy for FY 2012/13 Mr. Parker presented the draft reserve policy for FY 2012/13. He explained that there were two main changes from the prior years' version. The first change was to revise the District's Operating Reserve target from 5-8% up to the Government Finance Officers Association's recommendation of 8-17%. The second change is to adjust the Maintenance Reserve to include a target of $200,000 instead of annual funding of $200,000. The remaining changes were mostly updating figures that needed to be updated annually. Mr. Parker explained that the draft reserve policy would be presented as a part of the Budget Workshop. 3.6. Future Agenda Items and Staff Tasks The committee asked that staff present a comparison of the District's investment types and yields to other local water districts on an annual basis. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:04 p.m. The next meeting of the Finance- Accounting Committee will be held April 23, 2012 at 4:00 p.m. 3 ITEM NO. 11.3 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held March 20, 2012 at 4:00 p.m. Minutes of meeting held April 10, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled May 8, 2012 at 4:00 p.m. 1 ATTACHMENTS: Name: Description: Type: 032012 PRM - Minutes.doc PRM Mtg Minutes 03/20/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING March 20, 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 Lee Cory, Operations Manager Joann Gitmed, Accounting Assistant II 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Request for Proposals for an Organizational Efficiency Study At the request of the Personnel-Risk Management Committee's Chair, staff placed on the agenda for action and discussion the potential hiring of an outside firm to assess the District's organizational makeup for opportunities to gain efficiencies. The Chair requested the study include an assessment of merging the Customer Service Section of the Finance Department with the Public Affairs Section of the Administration Department. In addition, the study would also focus on the efficiency of combining the Information Technology Department with the Public Affairs Section. The Committee requested this action item be brought to the full Board of Directors for discussion to consider the authorization of staff to prepare a Request for Proposals for Professional Services toward the preparation of an Organizational Efficiency Study at the next Budget workshop. The date of the workshop is scheduled for April 11 , 2012. 3. DISCUSSION ITEMS 3.1. Draft Human Resources Department Budget for FY 2012-2013 Staff presented the Draft Human Resources Department Budget for FY 2012-2013. It is anticipated that the District's Property and Liability insurance premiums will increase by 17%. This is due to an increase in claims activity and the additional cost for comprehensive and collision insurance for approximately 41 District vehicles. Overall the Department's Budget reflects a 5.5% increase attributed to the projected Property and Liability insurance premiums increases. 1 3.2. Draft Salary and Benefits Budget for FY 2012-2013 Finance presented the Committee with a preliminary Personnel Salaries & Benefits Budget for FY 2012-13. The District's proposed budget for FY 2012-13 is approximately $7,900,000, a slight decrease (39K) over the adopted FY 2011-12 Salaries & Benefits budget. The decrease is attributed by the elimination of the Assistant General Manager position and the filling of an Acting IT Manager. 3.3. Employee Compensation Letter and Pay Plan for Management Employees for Fiscal Years 2012-2015 Staff prepared and presented a second draft proposal for the Management Employees Compensation Letter to include a three year term. The documents were reviewed and staff was directed to make some minor adjustments and present the revised document to the full Board of Directors at the April 12, 2012 regular Board meeting. 3.4. Employee Compensation Letter and Pay Plan for Supervisory and Confidential Employees for Fiscal Years 2012-2015 Staff prepared and presented a draft proposal for the Supervisory and Confidential Compensation Letter. The documents were reviewed and staff was directed to make minor adjustments and present a revised document to the full Board of Directors at the April 12, 2012 regular Board meeting. 3.5. Student Internship Policy (Verbal Report) Staff reported that the District's Department Managers were reviewing the draft Student Internship Policy. Staff will bring back the revised policy to the next Personnel-Risk Management Committee meeting of April 10, 2012 for review. 3.6. Status of Strategic Plan Initiatives Staff presented a draft job description questionnaire that will be used to assess current job duties, education, skills and/or certificates required for all classifications. This will help staff revise the current job descriptions to identify what type of computer skills are needed to perform specific duties within each job classification. Eventually when all the job descriptions are revised, staff will then focus of developing a succession/workforce plan. 3.7. Backhoe Incident on March 12, 2012 (Verbal Report) Staff informed the Committee about the Back Hoe accident of March 12, 2012 Staff will conduct an investigation and with the help of the Safety Consultant review the current procedures to determine if revisions to our current procedures need to be made. 3.8. Future Agenda Items and Staff Tasks Staff informed the Committee members that the invoice for Property insurance was received and would be presented for payment at the April 12, 2012 Board meeting. 2 4. ADJOURNMENT 4.1. The Committee adjourned at 5:30 p.m. The next meeting of the Personnel-Risk Management Committee will be held April 10, 2012 at 4:00 p.m. 3 ITEM NO. 11.4 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Planning-Engineering-Operations Committee (Collett/Kiley) • Revised minutes of meeting held March 12, 2012 at 4:00 p.m. Minutes of meeting held April 9, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) Meeting scheduled May 3, 2012 at 4:00 p.m. 1 ATTACHMENTS: Name: Description: Type: 031212 - PEO Minutes (Revised).docx PEO Mtg Minutes 03/12/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING March 12, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett 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 Ric Collett, Chair Ken Vecchiarelli, General Manager Director Robert R. Kiley Steve Conklin, Engineering Manager Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator OTHER ATTENDEES Residents of the Hidden Hills community, including Mark Schock, David Ramocinski, Cheri Abercrombi, Bob Short, Kathy Short, John Kirby, Teresa Kirby and Shannon Lew. 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Operational Practices During Red Flag Days (Verbal Report) Mr. Vecchiarelli opened the discussion with information on when and how the District will be able to respond to the Public Records Request (PRR) by Mr. Schock for water storage information for various reservoirs at the time of Red Flag Warning (RFW) notifications by OCFA. He noted that compliance with the PRR requires that a public agency provide records that are available, but does not require that new records be created or prepared. Mr. Vecchiarelli commented that complying with the recent PRR by Mr. Schock would require an estimated 30-60 hours of staff time to create and compile the requested documents, which is beyond that required in the PRR. Mr. Schock indicated that the purpose of his PRR was to obtain reservoir fill information during RFW periods. He noted that it was his understanding that the reservoirs would be filled to 90-95% full during RFW events in accordance with District policy, as reported in the OC Register. Mr. Vecchiarelli commented that he was not aware of any policy established by the Board concerning operation during RFW events. This was followed by a report by Mr. DeCriscio on reservoir operational practices of the District. He noted that the primary requirement is to operate the water system and reservoirs to meet water quality standards for the delivery of potable water for the use of all customers. Concerning the operation of Hidden Hills (HH) Reservoir, Mr. DeCriscio indicated that in order to maintain water quality, the volume of water in the reservoir is 1 currently drawn down to 3 ft deep, and then pumped-fill begins, in order to bring in fresher water. He noted that at the 3 ft minimum depth, the volume still exceeds the 180,000-gallon volume established by the Orange County Fire Authority (OCFA) for one residential fire. He also noted that the measure of water quality is the chlorine residual concentration, which is continuously monitored with a chlorine residual analyzer in HH Reservoir. Mr. Vecchiarelli indicated that delivery of water for fire protection is secondary to complying with water quality standards. He also noted that the water system is designed to deliver fire flow for one residential fire at a time in each service zone, which is the standard of the water industry. He stated that the District will endeavor to deliver above and beyond this design standard if there is more than one fire in a water service zone, as was the case during the Freeway Complex Fire, but the District cannot guarantee to meet all water demands, such as in this catastrophic wild fire. Mr. DeCriscio indicated that in normal operation, reservoirs may operate with a volume less than 50% full so as to cycle the water out into the system for use, and not allow it to remain in storage for more than a few days. This is necessary in order for the water to maintain its chlorine residual and to comply with water quality standards. This can be challenging with the water stored in Hidden Hills (HH) Reservoir because there are less than 140 homes served by this reservoir. On a normal day, the water used by the residents of these homes is in the range of 100,000 to 150,000 gallons. The storage capacity of the reservoir is two million gallons, which means that if the reservoir was kept full, only 5% to 8% of the volume would be used on an average day. This would result in old or "stale" water that would not meet water quality standards. As a result, HH Reservoir is normally operated between a low-water volume of 200,000 gallons and a high-water volume of 600,000-700,000 gallons, with water stored in only one bay of the two-bay reservoir. Mr. DeCriscio noted that HH Reservoir minimum volume is 200,000 gallons, which is the volume established by OCFA to fight one residential fire. Drawing down to this volume allows capacity for new, fresh water to be pumped in on a regular basis. He also noted that he receives a text message of an impending Red Flag condition, or of an impending windy condition. In these impending conditions, he directs staff to activate pumps and initiate a fill cycle in HH Reservoir and other reservoirs. Discussion followed on how the District works to make use of the extra volume pumped in after the end of a RFW, and minimize any dumping of water to waste. Mr. Schock commented that if HH reservoir volume is 200,000 gallons at the time a RFW is received and the pumps at Santiago are activated and can discharge 2,000 gpm to HH reservoir, it would take 1000 minutes (16 2 hours) to feed 2 million gallons to the reservoir. Mr. DeCriscio noted that the District tries to get a head start by initiating pumping at the first sign of wind. Mr. Vecchiarelli commented that the 2008 Fire was larger than could be handled by a public water system designed in accordance with water industry standards. On the issue of water storage and water quality, Mr. Schock asked if HH reservoir could be used as storage to serve all of the hill area to increase the use of HH reservoir. Mr. DeCriscio responded that the same volume of storage must be provided between Santiago and HH reservoirs to meet demands. Mr. Vecchiarelli commented that there are five pressure zones in the Hidden Hills area, two zones served from HH reservoir and three from Santiago. To serve all five zones from HH reservoir would be expensive and would waste energy, because the water would have to be pumped up to HH reservoir and then served sequentially back down the hills through five pressure zones. Mr. Short asked, following a RFW and the filling of HH reservoir, how long can the high reservoir level be maintained? Mr. DeCriscio answered that the high level must be cycled down in about three days. In that period, the District will monitor the chlorine residual and will draw down the level through normal water consumption by residential use. Concerning the issue of District policy during RFWs, Mr. Vecchiarelli commented that he was not aware of any, but will check. Directors Collett and Kiley indicated that they were not aware of any formal Board policy on this matter. Director Kiley commented that the City of YL is reviewing building code requirements for residential areas in the fire zone. Questions and comments that came out of the discussion include the following: • The Committee asked that this information presented by staff be made to the full Board at its March 22 meeting. • That the meeting time be rescheduled to 4 pm that day, if possible, to accommodate attendance by the residents and others. • What is the District's policy or goal for water storage in Red Flag Warning conditions? • Mr. Schock made a verbal request to modify his Public Information Request to be water volume stored in Hidden Hills, Santiago, and Chino Hills reservoirs for the time period of Yorba Linda Red Flag Warning Dates and times, as listed in a table provided by Mr. Schock, from October 2011 to January 2012. • The Committee asked staff to determine what would be required to have the above data retrievable on a continuing rolling basis for the current six-month period. 3 At the close of this discussion item, all of the attendees from the Hidden Hills community departed, except for Mr. Schock, who stayed until the end of the meeting. 3. ACTION CALENDAR 3.1. Award of Construction Contract for Yorba Linda Blvd Pipeline Project Mr. Conklin reported that 19 bids were received for the construction of the subject project, with Garcia Juarez Construction, Inc (GJC) as the low bidder. The bid package and references of GJC were reviewed by staff and found to be in order. In addition, there was material received from the Center for Contract Compliance, a labor-management organization, with information of concern regarding past performance by GJC. District staff and legal counsel reviewed the information and met with the president of GJC to discuss the information. All of the questions and concerns were adequately addressed to the satisfaction of staff and legal counsel. After discussion, the Committee supported the staff recommendation that the Board award the contract for construction of the Yorba Linda Blvd Pipeline Project to GJC for $1,681,650. 3.2. Well No. 20 Engineering Services Amendment No. 4 with Civiltec Engineering, Inc. Mr. Conklin reported that additional construction management services were required beyond that specified in the Professional Services Agreement and that an amendment is requested to provide the additional necessary services. Following discussion, the Committee supported the staff recommendation that the Board authorize approval of Engineering Services Amendment No. 4 for $6,730 with Civiltec Engineering, resulting in a total fee of $103,065. 3.3. Change Order No. 1 for the Fairmont Reservoir Valve Replacement Project Mr. Conklin reported that work is proceeding with construction of the subject project and should be complete by the end of March. However, after the contract was awarded to Pascal & Ludwig Constructors on October 13, 2011, it was found that the necessary valves would require 12 weeks fabrication time (as confirmed in writing by the supplier) rather than the earlier quoted 6 weeks. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 1, a no-cost, 37 calendar-day contract time extension for the Project. 4 4. DISCUSSION ITEMS CONTINUED 4.1. Draft FY 2012/13 Engineering Department Budget Mr. Conklin presented the draft Engineering Department Budget. He reported that the Supplies and Services Budget was reduced by 48% from the current year, primarily due to a reduction in the budgeting of professional services, specifically consulting services. He noted that if the need for these services arises, and if approved by the General Manager or Board as necessary, funding will be provided from a reserve account for this purpose. The Committee reviewed the numbers and had no questions. 4.2. Draft FY 2012/13 Operations Department Budget Mr. Cory presented the draft Operations Department Budget. He reported on the elements of the draft Supplies and Services Budget and noted that, overall, it will be reduced by $85,625 (5.5%) from the current year. The Committee reviewed the numbers and had no questions. 4.3. Monthly Preventative Maintenance Program Report Mr. Cory reported on PM status for February, noting that our crews are on target for the work elements listed. He pointed out two new categories listed, Water Leaks and Meters, with the work elements for each. It was also noted that our crews are making good progress now on sewer televising and are approaching the target goal. 4.4. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported that for the month of February, water demand was 11% above our projected value; however, for the FY to date (8 months) we are 4.4% under our demand projection. Our groundwater use remains high, at 68% of our total use for the month, and cumulatively to date it is almost 43% for the FY. 4.5. Development of a Monthly Production Summary Report Mr. Cory reported that the Production Department is developing a new monthly report to provide a summary of key operational information. The purpose of the new report will be to apprise the Board of important operational information in a brief summary format. Draft report layouts were presented to the Committee to review. Following discussion, the Committee favored the report that presented the information in tabular box format. 4.6. Groundwater Producers Meeting Report Mr. Conklin reported on the items discussed at the February 8 GWP meeting. 4.7. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 5 4.8. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan objectives that relate to engineering and operations. 4.9. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting adjourned at 6:20 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held April 9, 2012 at 4:00 p.m. 6 ITEM NO. 11.5 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of meeting held March 19, 2012 at 4:00 p.m. Minutes of meeting held April 9, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) Meeting scheduled May 7, 2012 at 4:00 p.m. 1 ATTACHMENTS: Name: Description: Type: 031912 PACT - Minutes.docx PACT Mtg Minutes 03/19/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING March 19, 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 Ken Vecchiarelli, General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Cindy Botts, Management Analyst Hank Samaripa, Project Engineer Derek Nguyen, Water Quality Engineer Freddie Ojeda, Plant Operator Ruben Maldonado, Water Quality Technician Cody Peterson, Public Affairs Intern 1. PUBLIC COMMENTS None. 2. SPECIAL RECOGNITION 2.1. Introduce Cody Peterson, Public Affairs Intern Cody Peterson was introduced as the new Public Affairs intern by Ms. Botts to the Committee. 3. PRESENTATIONS 3.1. OCWD Water Education Festival Presentation Mr. Maldonado, Mr. Nguyen, Mr. Ojeda, and Mr. Samaripa gave an overview of their OCWD Water Education Presentation complete with visual aids and addressed any questions Committee members presented. 4. DISCUSSION ITEMS 4.1. Status of OCWD Water Education Festival (Verbal Report) Ms. Botts updated the Committee on the OCWD Water Education Festival and answered questions regarding the event. 4.2. Status of Website Redesign (Verbal Report) Ms. Botts and Mr. Vega informed the Committee of the progress made with regards to the website's redesign and showed them the new site still under development. 1 4.3. Status of Public Affairs Tasks (Verbal Report) Ms. Botts answered questions the Committee had regarding the progress of Public Affairs tasks which Mr. Micalizzi was working on before his absence. 4.4. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:15 p.m. The next meeting of the Public Affairs-Communications-Technology Committee will be held April 2, 2012 at 4:00 p.m. (This meeting was subsequently rescheduled to April 9, 2012 at 4:00 p.m.) 2 ITEM NO. 13.1 AGENDA REPORT Meeting Date: April 12, 2012 Subject: Meetings from April 13, 2012 - May 31 , 2012 ATTACHMENTS: Name: Description: Type: BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: April 2012 District Offices Closed Fri, Apr 13 7:OOAM WACO Fri, Apr 13 7:30AM Hawkins/Kiley Exec-Admin-Organizational Committee Meeting Mon, Apr 16 4:OOPM Hawkins/Melton Yorba Linda City Council Tue, Apr 17 6:30PM Melton MWDOC Board Wed, Apr 18 8:30AM Melton/Staff OCWD Board Wed, Apr 18 5:30PM Kiley/Staff Board of Directors Special Meeting Thu, Apr 19 4:OOPM District Offices Closed Fri, Apr 20 7:OOAM Citizens Advisory Committee Meeting Mon, Apr 23 8:30AM Beverage Finance-Accounting Committee Meeting Mon, Apr 23 4:OOPM Kiley/Hawkins Yorba Linda Planning Commission Wed, Apr 25 7:OOPM Collett Board of Directors Regular Meeting Thu, Apr 26 8:30AM District Offices Closed Fri, Apr 27 7:OOAM May 2012 Yorba Linda City Council Tue, May 1 6:30PM Hawkins MWDOC/MWD Workshop Wed, May 2 8:30AM Melton/Staff OCWD Board Wed, May 2 5:30PM Kiley/Staff Planning-Engineering-Operations Committee Meeting Thu, May 3 4:OOPM Collett/Kiley District Offices Closed Fri, May 4 7:OOAM WACO Fri, May 4 7:30AM Hawkins Pub Affairs-Communications-Tech Committee Meeting Mon, May 7 4:OOPM Melton/Beverage Personnel-Risk Management Committee Meeting Tue, May 8 4:OOPM Beverage/Collett LAFCO Wed, May 9 9:OOAM Beverage Exec-Admin-Organizational Committee Meeting Wed, May 9 4:OOPM Hawkins/Melton Yorba Linda Planning Commission Wed, May 9 7:OOPM Kiley Board of Directors Regular Meeting Thu, May 10 8:30AM District Offices Closed Fri, May 11 7:OOAM Yorba Linda City Council Tue, May 15 6:30PM Melton MWDOC Board Wed, May 16 8:30AM Melton/Staff OCWD Board Wed, May 16 5:30PM Kiley/Staff District Offices Closed Fri, May 18 7:OOAM Joint Committee Meeting with MWDOC and OCWD Tue, May 22 4:OOPM Hawkins/Beverage Yorba Linda Planning Commission Wed, May 23 7:OOPM Collett Board of Directors Regular Meeting Thu, May 24 8:30AM District Offices Closed Fri, May 25 7:OOAM District Offices Closed Mon, May 28 7:OOAM Citizens Advisory Committee Meeting Mon, May 28 8:30AM Beverage Finance-Accounting Committee Meeting Mon, May 28 4:OOPM Kiley/Hawkins ISDOC Thu, May 31 11:30AM Collett 4/5/2012 8:32:07 AM