HomeMy WebLinkAbout2012-05-10 - Board of Directors Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, May 10, 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 Doug Baker, Mechanic II, and Dave Barmer, Senior Maintenance Distribution
Operator, for Completion of OSHA Trainer Course in Forklift Safety
6.2. Recognize Staff for Receipt of Distinguished Budget Presentation Award for FY 2011/12
from the Government Finance Officers Association
7. COMMITTEE REPORTS
7.1. Citizens Advisory Committee
(Beverage)
Minutes of meeting held April 23, 2012 at 8:30 a.m.
Meeting scheduled May 29, 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 April 26, 2012
Recommendation: That the Board of Directors approve the minutes as presented.
8.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of$507,715.53.
8.3. Investment Report for the Period Ending March 2012
Recommendation: That the Board of Directors receive and file the Investment
Report for the Period Ending March 2012.
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. Establishing a Line of Credit
Recommendation: That the Board of Directors approve working with Kurt Yeager of
Stradling Yocca Carlson & Rauth to pursue the next steps toward establishing a line
of credit with Wells Fargo.
9.2. Award of Construction Contract for Pressure Regulating Stations Upgrade Project,
Phase 1
Recommendation: That the Board of Directors award the contract to Vido
Samarzich, Inc. in the amount of$597,020 for construction of the Pressure
Regulating Stations Upgrade Project, Phase 1.
9.3. Potential Northeast Developments and Proposed District Planning Study
Recommendation: That the Board of Directors authorize staff to proceed with final
preparation of an RFP and solicit proposals for the Northeast Area Water Service
Planning Study.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
10.2. Directors' Report
10.3. General Manager's Report
• Orange County Grand Jury Report - "Let There Be Light" Dragging Special Districts
from the Shadows
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)
• Minutes of meeting held May 9, 2012 at 4:00 p.m. (To be provided at the next regular
Board meeting.)
• Meeting scheduled June 18, 2012 at 4:00 P.M.
11.2. Finance-Accounting Committee
(Kiley/Hawkins)
Minutes of meeting held April 23, 2012 at 4:00 p.m.
Meeting scheduled May 23, 2012 at 4:00 p.m.
11.3. Planning-Engineering-Operations Committee
(Collett/Kiley)
• Minutes of meeting held May 3, 2012 at 4:00 p.m. (To be provided at the next regular
Board meeting.)
• Meeting scheduled June 7, 2012 at 4:00 p.m.
11.4. Personnel-Risk Management Committee
(Beverage/Collett)
• Minutes of meeting held May 8, 2012 at 4:00 p.m. (To be provided at the next regular
Board meeting.)
• Meeting scheduled June 12, 2012 at 4:00 p.m.
11.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage)
• Meeting scheduled May 14, 2012 at 4:00 p.m.
11.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage)
• Meeting scheduled May 22, 2012 at 4:00 p.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. YL City Council - May 1 , 2012 (Hawkins)
12.2. MWDOC/MWD Workshop - May 2, 2012 (Melton/Staff)
12.3. OCWD Board - May 2, 2012 (Kiley/Staff)
12.4. WACO - May 4, 2012 (Kiley)
12.5. YL Planning Commission - May 9, 2012 (Kiley)
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from May 11, 2012 - June 30, 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 May 24, 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. 7.1
AGENDA REPORT
Meeting Date: May 10, 2012
Subject: Citizens Advisory Committee
(Beverage)
Minutes of meeting held April 23, 2012 at 8:30 a.m.
Meeting scheduled May 29, 2012 at 8:30 a.m.
ATTACHMENTS:
Name: Description: Type:
042312 - CAC Minutes.docx CAC Mtg Minutes 04/23/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
April 23, 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
Daniel Mole Joe Holdren
Fred Hebein Lindon Baker
Greg Meyers Modesto Llanos
Gus Bruner Rick Buck
YLWD DIRECTORS PRESENT YLWD STAFF PRESENT
Michael J. Beverage, Director Ken Vecchiarelli, General Manager
Steve Conklin, Engineering Manager
Stephen Parker, Finance Manager
Cindy Botts, Management Analyst
Cody Peterson, Public Affairs Intern
OTHER VISITORS
Mark Schock
1. PUBLIC COMMENTS
Committee members brought up the fact that the "Penny Signs" are continuing to
be misunderstood by members of the community. A Committee member also
questioned if the Edison explosion affected the Water District. Mr. Vecchiarelli
explained that with the exception of 3 pumps whose gasoline backup generators
took over upon loss of power, the District was not affected. A data sheet was also
presented to the Committee by Mr. Shock which detailed District reservoir water
levels during Red Flag Warning Periods. Director Beverage informed the
Committee that the issue had been presented before the Board and it has been
moved to the PEO Committee for review in the coming months. The Committee
also discussed clarifying the difference between Water and Sewer services
provided by the District.
2. DISCUSSION ITEMS
2.1. Capital Improvement Program for FYs 2012/13 thru 2016/17
Mr. Conklin presented the proposed Capital Improvement Plan (CIP) to
the Committee highlighting a project priority system for current and future
projects. Updates were provided at Committee request on the status of
said projects. Two upcoming projects are designed to further utilize
Orange County Water District (OCWD) groundwater over MWD import
1
water in the event of annexation, during MWD shutdowns, interruptions in
MWD service and to allow more operational flexibility. An image of the
tentative location of Well 21 was shown to the Committee as part of the
explanation of the District wide Groundwater Delivery Project. The project
allows for pumping of groundwater to the higher zones and will save the
district approximately $1 million per year if YLWD is able to have its entire
service area annexed to OCWD. There will also be new improvements at
the Fairmont Reservoir to include: replacement of 2 old pumps with 6 new
ones, replacement of valves in the reservoir, pipeline improvements, and a
new, larger pump building. This project, along with many other facets of
the Capital Improvement Plan, accounts for future housing developments.
Total cost for the project's various components is approximately $8.3
million over 3 years. Committee members were informed that the Board
had decided to go with staff recommendation to postpone those projects
perceived not to be immediately necessary. Mr. Vecchiarelli clarified they
represent repair and replacement of portions of the system that are being
regularly maintained, but are older and are working on borrowed time.
2.2. Draft Budget for FY 2012/13
Mr. Parker explained the Budget's assumptions to the Committee which
included the increased percentage of OCWD groundwater allowance and
the MWD rate increases for the next three fiscal years. Budget expenses
were laid out before the Committee. These expenses detailed those
services considered to be (1) Required for Operational Service, (2)
Necessary for Adherence to the District's Strategic Plan, and (3) Falling
into Neither of the Other Categories. The presentation also covered: new
budget revenue allotments, variable water cost comparison in rates
between MWD and OCWD, and Vehicle Equipment and Capital Outlay.
The District's Fitch AA+ rating was explained to the Committee. Reserve
Policy changes were reviewed and included changes in Operating
Reserves and Maintenance Reserves. Director Beverage fielded
questions over why MWD rates have skyrocketed over the last 4 years
and Committee members expressed concerns about those increased
rates now and into the future. Various graphs detailing the outcome of
District rate increases were presented and illustrated the Board's decision
for a 1.5%, 2.5%, and 2.5% rate increase over the next 3 years. It was
further explained that the Board was not mandated to enact the increases
but would have the option available to them. The benefits of using a line of
credit to even out the effects of the rate increases was detailed along with
the recommendation to change from a fixed rate to a volumetric rate and
its pros and cons. A comparative rate chart between other water districts
was presented to show the efficiency of the District. The Committee asked
several questions related to the District's justification for the rate increase.
2.3. OC Water Summit Attendance
Committee members were informed that seats were available for those
who wished to attend. The Summit is Friday, May 18, 2012 at the Grand
California Hotel in Anaheim.
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2.4. Rescheduling May 2012 Meeting Date
The Committee decided to move the May meeting to Tuesday, May 29,
2012.
2.5. District Facilities Tour
The Committee members were informed that the Board would be hosting
a tour of District facilities on Thursday, May 31St, which will be open to
those CAC members who wish to attend.
2.6. Future Agenda Items
■ District Public Affairs Efforts
3. ADJOURNMENT
3.1. The Committee adjourned at 10:30 a.m. The next regular meeting of
the Citizens Advisory Committee will be held May 29, 2012 at 8:30
a.m.
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ITEM NO. 8.1
AGENDA REPORT
Meeting Date: May 10, 2012
Subject: Minutes of the Board of Directors Regular Meeting Held April 26, 2012
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Nang. Description: Type:
042612 BOD - Minutes.doc BOD Mtg Minutes 04/26/12 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
5/10/2012
RK/RC 5-0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
April 26, 2012
1. CALL TO ORDER
The April 26, 2012 Regular Meeting of the Yorba Linda Water District Board of
Directors was called to order by President Hawkins at 6:31 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
Cindy Botts, Management Analyst
Annie Alexander, Executive Secretary
ALSO PRESENT
Brett Barbre, Director, Municipal Water District of Orange County
Art Kidman, Partner, Kidman Law LLP
Eddy Beltran, Senior Counsel, Kidman Law LLP
Modesto Llanos, Member, YLWD Citizens Advisory Committee
4. ADDITIONS/DELETIONS TO THE AGENDA
None. 1% IV
5. PUBLIC COMMENTS
Director Barbre addressed the Board and commented on a report soon to be
released from the Orange County Grand Jury regarding special districts, the
upcoming LAFCO election, and the current water supply situation.
6. CONSENT CALENDAR
Director Beverage made a motion, seconded by Director Collett, to approve the
Consent Calendar. Motion carried 5-0. Director Collett abstained from voting on
Check No. 58947 on Item No. 6.4. as he has a financial interest with the vendor.
1
6.1. Minutes of the Board of Directors Workshop Meeting Held April 11, 2012
Recommendation. That the Board of Directors approve the minutes as
presented.
6.2. Minutes of the Board of Directors Regular Meeting Held April 12, 2012
Recommendation. That the Board of Directors approve the minutes as
presented.
6.3. Minutes of the Board of Directors Special Meeting Held April 19, 2012
Recommendation. That the Board of Directors approve the minutes as
presented.
6.3. Payments of Bills, Refunds and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of$1,145,183.87.
IMM
6.5. Progress Payment No. 1 for Fairmont Reservoir Valve Replacement
Project
Recommendation. That the Board of Directors approve Progress
Payment No. 1 in the net amount of $189,261.00 to Pascal & Ludwig
Constructors for construction of Fairmont Reservoir Valve Replacement
Project, Job No. 201011.
6 Progress Payment No. 6 for Well No. 20 Well Head Project
Recommendation. That the Board of Directors approve Progress
Payment No. 6 in the net amount of $109,244.25 to Pascal & Ludwig
Constructors for construction of the Well No. 20 Well Head Equipping
Project, Job No. 200711.
6.7. Progress Payment No. 15 for the Highland Booster Pump Station Project
Recommendation. That the Board of Directors approve Progress
Payment No. 15 in the net amount of $197,135.36 to Pacific Hydrotech
Corporation for construction of the Highland Booster Pump Station
Project, Job No. 200814.
6.8. Change Order No. 2 for Well No. 20 Wellhead Equipping Project
Recommendation. That the Board of Directors approve Change Order
No. 2 in the amount of $10,494.00 and 35 additional calendar days to
Pascal and Ludwig Constructors for construction of the Well No. 20 Well
Head Equipping Project, Job No. 200711.
2
7. ACTION CALENDAR
7.1. Change Order No. 4 for Fairmont Reservoir Valve Replacement Project
Mr. Conklin explained that the coating of existing pipe spools and flanges
was not included in the original plans for this project as prepared by the
District. Staff obtained a quote for $9,060 from the contractor to perform
this additional task and determined that the amount and an 11 day time
extension was appropriate for the work required. Director Hawkins asked
if this issue had been reviewed by the Planning-Engineering-Operations
(PEO) Committee. Mr. Conklin explained that due to the urgency of this
project, this matter had been brought straight to the Board for
consideration. PR
AMAL
Director Collett made a motion, seconded by Director Kiley, to approve
Change Order No. 4 in the amount of $9,060.00 and an 11 calendar-day
time extension to Pascal & Ludwig Constructors, Inc. for the Fairmont
Reservoir Valve Replacement Project, Job No. 2010-11. Motion carried
5-0.
7.2. Material Testing Services for Yorba Linda Blvd Pipeline & Booster Station
Projects, 2010 Waterline Replacement Project and On-Call Geotechnical
Services am
Mr. Conklin explained that staff had issued a Request for Proposal for
material testing services for three construction projects and future on-call
services in order to enhance efficiency and cost savings. Mr. Conklin and
Mr. Vecchiarelli responded to questions from the Board regarding the
reasons why this matter had not been reviewed by the PEO Committee
before being presented to the Board. Mr. Conklin explained that there
was a delay in the review process and due to time constraints, this issue
was brought directly to the Board for consideration. Director Beverage
suggested that staff consider notifying Committee chairs ahead of time
should this same kind of situation happen again in the future.
Director Collett made a motion, seconded by Director Kiley, to authorize
execution of a Professional Services Agreement with Hushmand
Associates, Inc. for a fee not to exceed $130,000, to provide material
testing services for the Yorba Linda Blvd Pipeline & Booster Station
Projects, 2010 Waterline Replacement Project and On-Call Geotechnical
Services. Motion carried 5-0.
7.3. Election of Regular and Alternate LAFCO Commissioners
Mr. Vecchiarelli explained that the Orange County Special District
Selection Committee would be holding an election for the special district
representative seat on LAFCO. LAFCO has requested that the Board
designate one Director and an alternate to cast the Districts ballot for this
election. The Board may also choose to nominate a candidate for this
seat. Director Hawkins stated that he may have a conflict of interest if he
was designated to cast the District's vote as he currently serves as Chair
of the Orange County Special District Selection Committee. Brief
discussion regarding Directors Hawkins' concern followed. Director
3
Barbre addressed the Board and stated that he didn't think it would be a
conflict of interest for Director Hawkins to serve in both capacities.
Director Collett made a motion, seconded by Director Beverage, to
designate Director Hawkins as the District's primary voting representative
and Director Melton as the alternate voting representative in the Orange
County Special District Selection Committee election. Motion carried 5-0.
No Directors expressed an interest in making a nomination for a LAFCO
candidate at this time.
7.4. ACWA Health Benefits Authority Transfer to ACWA/JPIA
Mrs. Knight explained that to proceed with the transfer of ACWA HBA to
ACWA/JPIA, the Board would need to adopt a resolution consenting to
join the Employee Benefits Program of ACWA/JPIA and ratify the
termination of ACWA HBA's Joint Powers Agreement. Failure to return an
approved resolution by June 29, 2012 could result in loss of health
insurance coverage for District employees.
Director Beverage made a motion, seconded by Director Collett, to adopt
Resolution No. 12-09, consenting to join the health benefits program of
ACWA/JPIA and ratifying the dissolution of the ACWA Health Benefits
Authority Joint Powers Agreement. Motion carried 5-0 on a roll call vote.
am mum& Mr
7.5. Board Communications Reimbursement Policy
Mr. Vecchiarelli explained that at the direction of the Executive-
Administrative-Organizational Committee, staff had drafted a resolution
and policy for the acquisition and reimbursement of communications
devices for the Directors to receive digital copies of agenda packets and
other documents. This would eliminate the need for staff to copy and
deliver paper agenda packets resulting in increased savings for the
District. The Board approved funds in the current budget to support this
program and while participation would be voluntary, staff would
discontinue the distribution of paper agenda packets beginning July 1,
2012. Mr. Vecchiarelli then responded to questions from the Board
regarding the discontinuation of producing paper agenda packets and
concerns related to the subpoenaing of information stored on electronic
devices.
Director Melton made a motion, seconded by Director Collett, to adopt and
implement Resolution No. 12-10 Setting Board Communications
Reimbursement Policy. Motion carried 3-2 with Directors Beverage and
Collett voting No on a roll call vote.
4
7.6. Water Rate Study 2012
Mr. Parker explained that staff was requesting that the Board receive and
file the water rate study. This document will provide additional information
to District customers regarding the proposed water rate increase and
change to the monthly meter charge.
Director Collett made a motion, seconded by Director Beverage, to receive and
file the Water Rate Study 2012. Motion passed 5-0.
Brief discussion regarding comments provided by the Citizens Advisory
Committee and the possibility of offering some residential customers the
opportunity to downgrade to a smaller meter size followed. Mr. Vecchiarelli
distributed a handout containing information on the number and type of
customers with 1'/" and 2" meters.
7.7. Notice of Proposed Water Rate Increase and Schedule of Public Hearing
Mr. Parker explained that staff was requesting that the Board authorize staff to
mail a notice of the proposed water rate increase to District customers as well
as schedule a public hearing in June to consider the matter. Director Barbre
addressed the Board and suggested that legal counsel look into the possibility
of providing this notice electronically to those customers who currently receive
their billing statements in this manner. Brief discussion regarding Directors
Barbre's suggestion followed and the Board requested that staff consider
looking into this notification option for a future notice.
Director Beverage made a motion, seconded by Director Collett, to authorize
staff to mail a Notice of Proposed Water Rate Increase to the District's
customers notifying them of proposed changes to their water rate for the
upcoming three fiscal years and schedule a Public Hearing on June 21, 2012 at
6.30 p.m. Motion passed 5-0.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
None.
8.2. Directors' Reports
None.
8.3. General Manager's Report
■ SAWPA Commission Meeting —April 17, 2012
Mr. Vecchiarelli reported that he attended this meeting along with a
few other local water district representatives. At the meeting, Mr.
Vecchiarelli submitted a letter to the SAWPA Chair requesting that
the Commission consider revising Memorandums 8618 and 8622 to
include all water rate structures endorsed by the California Urban
Water Conservation Council which would enable the District to
qualify for future OWOW funding. As a result, the OWOW Steering
Committee will be discussing this request at a special meeting in
5
May after which the memorandums will be presented to the
SAWPA Commission for consideration a second time. Staff plans
to attend these two meetings and will report the results back to the
Board. Mr. Vechiarelli further reported that he planned to attend a
General Manager Leadership Summit being hosted by CSDA this
July. The summit would provide him with 16 CEU credits which will
be counted towards the District's participation in CSDA's District's
of Distinction accreditation program. Mr. Vecchiarelli then
confirmed that the Directors planned to attend the District facilities
tour scheduled May 31, 2012. The Board suggested that staff
invite elected officials from the City of Yorba Linda and City of
Placentia to attend.
8.4. General Counsel's Report *1k
Mr. Kidman reported that his office had just completed its first report on
bills for the 2012 legislative session, a copy of which will be provided to
staff shortly. Mr. Kidman then commented on the status of the 2009 water
bond package and pension reform. Mr. Kidman then stated that he would
not be able to attend the next Board of Directors meeting as he would be
attending the ACWA conference in Monterey.
8.5. Future Agenda Items and Staff Tasks
None.
9. COMMITTEE REPORTS
9.1. Executive-Administrative-Organizational Committee
(Hawkins/Melton)
Minutes of the meeting held April 16, 2012 at 4:00 p.m. were provided in
the agenda packet.
Next meeting is scheduled May 9, 2012 at 4:00 p.m.
9.2. Finance-Accounting Committee
(Kiley/Hawkins)
Minutes of the meeting held April 23, 2012 at 4:00 p.m. will be provided at
the next regular Board meeting.
Next meeting is scheduled May 23, 2012 at 4:00 p.m.
9.3. Personnel-Risk Management Committee
(Beverage/Collett)
Minutes of the meeting held April 10, 2012 at 4:00 p.m. were provided in
the agenda packet.
Next meeting is scheduled May 8, 2012 at 4:00 p.m.
6
9.4. Planning-Engineering-Operations Committee
(Collett/Kiley)
Minutes of the meeting held April 9, 2012 at 4:00 p.m. were provided in
the agenda packet.
Next meeting is scheduled May 3, 2012 at 4:00 p.m.
9.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage)
Minutes of the meeting held April 9, 2012 at 4:00 p.m. were provided in
the agenda packet.
Next meeting is scheduled May 7, 2012 at 4:00 p.m.
9.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage)
Minutes of the meeting held March 27, 2012 at 4:00 p.m. were provided in
the agenda packet. N
Next meeting is scheduled May 22, 2012 at 4:00 p.m.
9.7. Citizens Advisory Committee
(Beverage) IBM
Minutes of the meeting held April 23, 2012 at 8:30 a.m. will be provided at
4tthe next regular Board meeting.
Next meeting is scheduled May 29, 2012 at 8:30 a.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. WACO —April 13, 2012 (Hawkins/Kiley)
Directors Kiley attended and commented on a presentation regarding the
water supply conditions which was provided at the meeting.
10.2. YL City Council —April 17, 2012 (Melton)
Director Melton attended commented on a ground lease with the Yorba
Linda Friends Church which was discussed during the meeting.
10.3. MWDOC Board —April 18, 2012 (Melton/Staff)
Director Melton attended but did not have any District related business to
report.
10.4. OCWD Board —April 18, 2012 (Kiley/Staff)
Director Kiley attended and reported that the Replenishment Assessment
and Basin Production Percentage for FY 2012/13 had been approved at
the meeting.
7
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from April 27, 2012 — May 31, 2012
The Board reviewed the listed meetings and made no changes.
12. CLOSED SESSION
The meeting was adjourned to Closed Session at 9:25 p.m. All Directors were
present. Also present were Messrs. Vecchiarelli, Kidman and Beltrans, and Mrs.
Knight.
12.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California
Government Code
Name of Case: Itani, et al vs. YLWD (OC Superior Court — Case No.
00124906)
Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court —
Case No. 00125994)
Name of Case: State Farm General Insurance Company vs. YLWD
(OC Superior Court — Case No. 00311353)
IMMM
Name of Case: Weiss vs. YLWD (OC Superior Court - Case No.
00319080)
Nam as 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)
8
12.2. Conference with Legal Counsel —Anticipated Litigation
Pursuant to Subdivision (b) of Section 54956.9 of the California
Government Code
Number of Potential Cases: One (Fair Political Practices
Commission Letter Dated July 15, 2011)
The Board reconvened in Open Session at 7:47 p.m. President Hawkins announced
that no action was taken during either Closed Session that was required to be reported
under the Brown Act.
13. ADJOURNMENT
13.1. The meeting was adjourned at 7:48 p.m. The next regular meeting of the
Board of Directors will be held May 10, 2012 at 8:30 a.m.
Kenneth R. Vecchiarelli
Board Secretary
9
ITEM NO. 8.2
AGENDA REPORT
Meeting Date: May 10, 2012 Budgeted: Yes
To: Board of Directors Cost Estimate: $507,715.53
Funding Source: All Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Maria Trujillo, Accounting
Assistant I
Subject: Payments of Bills, Refunds, and Wire Transfers
SUMMARY:
Section 31302 of the California Water Code says the District shall pay demands made against it
when they have been approved by the Board of Directors. Pursuant to law, staff is hereby
submitting the list of disbursements for Board of Directors' approval.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $507,715.53.
DISCUSSION:
The wire on this disbursement list is as follows: A wire of $88,087.62 to ACWA-HBA for May 2012
health premium. The balance of $191 ,689.22 is routine invoices.
The Accounts Payable check register total is $279,776.84; Payroll No. 9 total is $227,938.69; and,
the disbursements of this agenda report are $507,715.53. 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:
CkReg51012 BOD.Pdf Check Register Backup Material
12-CS 510.doc Cap Sheet Backup Material
12 CC 510.xls Credit Card Summary Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
5/10/2012
RK/RC 5-0
Yorba Linda Water District
Check Register
For Checks Dated: 4/27/2012 thru 5/10/2012
Check No. Date Vendor Name Amount Description
W42712 04/27/2012 ACWA-HBA 88,087.62 HEALTH PREMIUM MAY 2012
58972 05/10/2012 Anaheim Wheel&Tire 60.00 UNIT 182 MOUNT/BAL TIRES
58973 05/10/2012 Answer One Communications 710.45 ANSWERING SVC-APR/MAY12
58974 05/14/2012 Anthem Blue Cross EAP 168.63 EAP-MAY12
58975 05/10/2012 Aquatic Inspections, Inc. 2,650.00 RESERVOIR INSP SVCS
58976 05/10/2012 Aramark 593-15 UNIFORM
58985 05/10/2012 ARC 53.18 J0817 JOB SPECS
58977 05/10/2012 AT&T-Calnet2 3,056.21 COMMUNICATION
58978 05/10/2012 Bank Of America 1,035.00 YLWD VISA REWARDS
58979 05/10/2012 Battery Systems Inc 248.07 UNIT 154 MAINT FREE BATTERY
58987 05/10/2012 C.Wells Pipeline 137.39 DIAPHRAGM FOR HYRTOL
58980 05/10/2012 Cal Society-Municipal Finance Office 25-00 WEB/BETTER BUDGET PARKER
58981 05/10/2012 CalCard US Bank 2,886.39 YLWD CAL CARD VISA
58982 05/10/2012 CDW Government, Inc 4,717.26 VMWARE VSPHERE
58903 04/30/2012 City Of Anaheim (3,360.80) VOID- INCORRECT AMOUNT
58970 04/30/2012 City Of Anaheim 1,821.84 MARCH SVCS
58983 05/10/2012 City Of Placentia 433.70 ROW PERM
58984 05/10/2012 Community Lock&Safe Service, Inc. 6.43 DUPLICATE KEYS
58986 05/10/2012 Culligan of Santa Ana 59.85 WTR SOFTENER SVC
58988 05/10/2012 Draeger Safety Inc. 937.00 SENSOR
58989 05/10/2012 Eisel Enterprises, Inc. 580.07 METER BOXES
58990 05/10/2012 Elite Equipment Inc 226.28 AIR COMPRESSOR HOSE
58991 05/10/2012 Equarius Waterworks 10,816.26 1"METER 89001
58992 05/10/2012 e5ecurityToGo, LLC 1,26372 BARRACUDA ENERG UPDT
58993 05/10/2012 ESRI 11,576.63 ARC GIS ANNUAL MAINT
58994 05/10/2012 Federal Express 280-67 FED EX CHARGES
58995 05/10/2012 Fleet Services, Inc 1,735.04 MISC VEHICLE PARTS
58996 05/10/2012 Graybar Electric Co 1,385.10 CONVERTER
58997 05/10/2012 Harrington Industrial 76.31 PVC PARTS
58998 45/10/2012 Henry Pratt Company 2,256.29 MANUAL HAND WHEEL
58999 05/10/2012 Infosend Inc. 5,314.90 BILL MAILING
59000 05/10/2012 Jackson's Auto Supply-Napa 651.02 MISC VEHICLE PARTS
59001 05/10/2012 Kenny Graff 220.00 CERT REIMBBURSEMENT
59002 05/10/2012 Layne Christensen Company 4.723.91 R&R MOTOR-SANTIAGO BS#3
59003 05/10/2012 Los Angeles Times 137.80 LA TIMES DEL ANNUAL
59004 05/10/2012 Mc Fadden-Dale Hardware 565.02 PURCH APRIL 2012
59005 05/10/2012 Municipal Water District 2,025.00 SMRT TMR,OC WTR SUM SPSNR
59006 05/10/2012 Muzak LLC 70.88 MAY SVCS
59007 05/10/2012 Nickey Kard Lock Inc 6,235.13 FUEL-4/1-4/15/12
59008 05/10/2012 Office Solutions 399.42 PAPE:RIINKITONER
59009 05/10/2012 ONLINE Information Services, Inc. 45.92 COLLECTION SVCS
59010 05/10/2012 Orange County Hose Co. 235.92 HYDRO HOSE/REPAIRS
59011 05/10/2012 Orange County Water district 3,13920 EIR SVCS-#5-12!01-01/31112
59012 05/1012012 Orvac Electronics 173.37 FOIL,PLUGS,CONNECTORS
59017 05/10/2012 P.T.I.Sand&Gravel,Inc. 1,840.12 ROAD MATERIAL
59013 05/10/2012 Pacific Tek 21,334-50 PV100 PWR VAC W1100 GAL TANK
59014 05/10/2012 Powerstride Battery 459.50 BATTERIES
59015 05/10/2012 Praxair Distribution 119.15 ALL G/E CYLINDER RENTAL
59016 05/10/2012 Prudential Group Insurance 2,940.88 LIT DISABILITY MAY 2012
59021 05/10/2012 R J Services, Inc 844.88 WELL#15 MOVE/TEST ANTENNA
59019 05/10/2012 R&D Business Interiors 298.98 ERGONOMIC KNEELING CHAIR
59018 05/10/2012 RBF Consulting 15,450.96 2010 WTR LINE CONSULT MAR
59020 05/10/2012 Reed &Davidson, LLP 350.00 PROFESSIONAL SVCS MARCH
59022 05/10/2012 RKI Engineering,LLC 2,450.00 SCADA SUPPORT
58971 05/10/2012 ROBERT KREPS 92.42 CUSTOMER REFUND
59023 05/10/2012 Rutan &Tucker, LLP 4,464.00 FIRE CASES MAR 2012
59024 05/10/2012 Safety-Kleen Corp. 331.51 PARTS WASHER SVC
59025 05/10/2012 Sheward&Son&Sons 650.00 REPL RTS MOTOR
59026 05/10/2012 Shred-It USA Inc 100.99 SHREDDING SVC-4/04/12
59027 05/10/2012 Source Graphics 643.37 SPECIALTY PAPER/GIS
59028 05/10/2012 Southern Calif Edison Co. 36,112.48 ELECTRICAL CHGS APRIL
W42612 04/27/2012 Southern Calif Edison Co. 1,625.36 ELECTRICAL CHGS MARCH 2012
59029 05/10/2012 Southern Calif Gas Co. 8,169.42 SERVICES ALL SITES APRIL
59030 05/10/2012 Southwest Valve 1,28223 SOLENOID VALVE
59031 05/10/2012 Staples Business Advantage 281.06 OFFICE SUPPLIES/PRINT CART
59032 05/10/2012 Stephen Parker/Petty Cash 76.64 PETTY CASH/OFFICE
59033 05/10/2012 Suburban Propane 31.45 PROPANE
59034 05/10/2012 Townsend Public Affairs, Inc. 3,000.00 CONSULTING SVCS-FEB12
59035 05/10/2012 United Industries 630.19 SAFETY GEAR/SUPPLIES
59036 05/10/2012 Urethane Solutions, Inc. 6,525.00 MANHOLE REHAB
59037 05/10/2012 Wells Supply Co 10,211.58 WHS STOCK
59038 05/10/2012 West Coast Safety Supply Co 990.14 FOAM FILLED FIBRGLS POLES
Total $279,778.84
May 10, 2012
CHECK NUMBERS:
Void Check 58903 $ (3,360.80)
Manual Check 58970 $ 1,821.84
Computer Checks 58971-59038 $ 191,602.82
$ 190,063.86
WIRES:
W-42612 Southern Cal Edison $ 1,625.36
W-42712 ACWA-H BA $ 88,087.62
$ 89,712.98
TOTAL OF CHECKS $ 279,776.84
PAYROLL NO. 9:
Void Check 5249
Employee Checks/
Direct Deposits 5261-5264 $ 142,533.73
Third Party Checks 5265, 5267-5277 $ 47,030.24
Payroll Taxes $ 38,374.72
TOTAL OF PAYROLL $ 227,938.69
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 507,715.53
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF MAY 10, 2012
------------------------------------------------------------------
------------------------------------------------------------------
Cash Rewards Credit Card
Bank of America
4/13/2012-4/30/2012
Date Vendor Name Amount Description
16-Apr AWWA-CA/NV 345.00 Wtr Treatment Review Course Sosa
25-Apr CISEC Inc 345.00 Program Training Sosa
25-Apr CISEC Inc 345.00 Program Training McCue
TOTAL 1,035.00
Cal Card Credit Card
U S Bank
4/12/2012-4/29/2012
Date Vendor Name Amount Description
10-Apr Amazon.com 6.40 (phone perfect fit leather case
11-Apr OCWA 120.00 Admin Professnl Day Lunch/KV,AA,CB
12-Apr Hach Company 480.50 Colormeter Test Kit
12-Apr Action Wholesale Products 151.88 Storage bins/whse
12-Apr LA Freightliner 197.74 Manifold-Air brake
12-Apr Mancomm 552.44 Forklift Training Manual
16-Apr OCWA 50.00 Membership dues KRV
16-Apr Home Depot 26.51 Mortar mix
16-Apr Draeger 324.00 Calibration
17-Apr Light Bulbs Etc 167.44 Light bulbs/Admin bldg
18-Apr Home Depot 90.87 Sod, Batteries etc
24-Apr Home Depot 23.79 Sod
25-Apr Cal Spec District Assn 600.00 CSDA Leadership Summit KRV
26-Apr Lamppost Pizza 68.61 Meal/BOD mtg-Staff Attendees
26-Apr Stater Bros 26.21 Beverages/CFO meeting
TOTAL 2,886.39
ITEM NO. 8.3
AGENDA REPORT
Meeting Date: May 10, 2012
To: Board of Directors
From: Ken Vecchiarelli, General Manager
Presented By: Stephen Parker, Finance Manager Dept: Finance
Prepared By: Delia Lugo, Senior Accountant
Subject: Investment Report for the Period Ending March 2012
SUMMARY:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to make a quarterly
report of the investments to the legislative body.
STAFF RECOMMENDATION:
That the Board of Directors receive and file the Investment Report for the Period Ending March 2012.
COMMITTEE RECOMMENDATION:
The Finance-Accounting Committee discussed this item at its meeting held April 23 and supports staff
recommendation.
DISCUSSION:
Staff is submitting the Investment Report for the Period Ending March 2012 for your review and approval.
This report ends the third quarter for FY 2011/12. The Investment Portfolio Report presents the market value
and percent yield for all the District investments by institution. The Investment Report Summary includes
budget and actual interest and average term portfolio information as well as market value broken out by
reserve categories. The total average portfolio yield for the month of March 2012 was 0.95%.
STRATEGIC PLAN:
FR 3-C: Manage Cash Flow to Maximize Investment Income
PRIOR RELEVANT BOARD ACTION(S):
Investment reports are presented to the Board of Directors on a quarterly basis. The Investment Report for
the Period Ending December 31, 2011, was received and filed by the Board of Directors on March 8, 2012.
ATTACHMENTS:
Name. Description: Type:
Invst Rpt 3-12.xlsx Investment Report for Period Ending March 2012 Backup Material
Invst Agenda Backup - Mar 2012.xlsx Agenda Backup Backup Material
Approved by the Board of Directors of the Yorba
Linda Water District
5/10/2012
RK/RC 5-0
Yorba Linda Water District
Investment Portfolio Report
March 31, 2012
Market % Percent
Value Cost of Total Institution Yield
Checking Account:
$ 80,757 $ 80,757 Wells Fargo Bank
$ 80,757 $ 80,757 0.31% Total 0.00%
Money Market Accounts:
$ 9,953 $ 9,953 Wells Fargo Money Market 0.05%
2,709 2,709 US Bank(2008 Bond Reserve) 0.04%
$ 12,662 $ 12,662 0.05% Total 0.05%
Federal Home Loan Bank:
$ 2,160,071 $ 2,144,397 US Bank(2008 Bond Reserve) 1.35%
$ 2,160,071 $ 2,144,397 8.35% 1.35%
Pooled Investment Accounts:
$ 3,921,075 $ 3,921,075 Local Agency Investment Fund 0.38%
1,200,288 1,200,313 Ca1TRUST Short Term 0.40%
18,484,818 18,427,668 Ca1TRUST Medium Term 1.07%
$ 23,606,181 $ 23,549,056 91.29% 0.92%
$ 25,859,671 $ 25,786,873 100% Total Investments 0.95%
Per Government Code requirements,the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Delia Lugo, Senior Accountant
3/31/12
Investment Summary Report
Below is a chart summarizing the yields as well as terms and maturities for the month of March 2012:
Avg. Portfolio Avg. Portfolio #of
Month Yield Without Yield With Days to
of 2012 CaITRUST CaITRUST Maturity
March 0.71% 0.95% 91
Below is are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest 3/31/2011 3/31/2012
Monthly- March $ 25,685 $ 20,424
Year-to-Date $ 181,740 $ 189,297
Budget 2010/2011 2011/2012
Interest Budget, March YTD $ 117,000 $ 142,500
Interest Budget, Annual $ 156,000 $ 190,000
Interest earned on investments is recorded in the fund that owns the investment.
Investment Summary Comparison Between Current and Previous Month
The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds
is as follows:
February 2012 % Alloc March 2012 % Alloc
Fund Description Balance 2/29/2012 Balance 3/31/2012
Water Operating Reserve $ 2,546,136 9.64% $ 3,232,353 12.54%
Water Emergency Reserve 1,006,102 3.80% 1,006,122 3.90%
Water Capital Project Reserve 17,014,820 64.33% 16,645,068 64.57%
Water Reserve for Debt Service 1,174,012 4.44% 405,143 1.57%
COP Revenue Bond 2008- Reserve 2,161,995 8.17% 2,160,071 8.38%
COP Revenue Bond 2008 217,145 0.82% 2,709 0.01%
Sewer Operating 227,211 1.62% 201,916 0.78%
Sewer Emergency Reserve 1,005,452 3.80% 1,005,473 3.90%
Sewer Capital Project Reserve 1,094,745 3.38% 1,120,060 4.34%
$ 26,447,618 100.00% $ 25,778,914 100.00%
Wells Fargo Bank Checking
Water Operating 251,368 (39,274)
Sewer Operating 114,598 120,031
365,966 80,757
Totals $ 26,813,584 $ 25,859,671
ITEM NO. 9.1
AGENDA REPORT
Meeting Date: May 10, 2012 Budgeted: No
Total Budget: $0
To: Board of Directors Cost Estimate: $30,000 - $40,000
From: Ken Vecchiarelli, General Account No: 1-2010-0780-05
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Stephen Parker, Finance
Manager
Subject: Establishing a Line of Credit
STAFF RECOMMENDATION:
That the Board of Directors approve working with Kurt Yeager of Stradling Yocca Carlson & Rauth
to pursue the next steps toward establishing a line of credit with Wells Fargo.
DISCUSSION:
Preliminary discussions have taken place with Wells Fargo, the District's primary financial institution,
for exploring the opportunity to establish a line of credit. During the April 11 Budget Workshop, staff
presented the line of credit opportunity and the general terms of the discussions staff had to that
point. The Board gave direction for staff to move forward with pursuit of the line of credit.
The next step in the process would be to have bond counsel explore the terms discussed with Wells
Fargo. After that, bond counsel would work with the bank's legal counsel to establish a legal
document that would be the foundation for the terms of the line of credit. The District has a previous
relationship with Kurt Yeager of Stradling Yocca Carlson & Rauth for all recent bond actions taken.
Staff proposes continuing to utilize that relationship for the next steps of the process of establishing
a line of credit.
The preliminary cost estimate the District has received from Wells Fargo for legal costs related to
the line of credit is $15,000. The District's bond counsel's cost estimate is $15,000 - $25,000. These
amounts were not originally budgeted for the current year, but even with these additions, the
professional services expenses should be under budget for the year.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors considered the option of establishing a line of credit in discussions at their
budget workshop on April 11. The Finance Committee also considered this option at their meeting
on March 26 and recommended staff bring the discussion to the full Board in the Budget Workshop.
Approved by the Board of Directors of the
Yorba Linda Water District
5/10/2012
MB/RC 5-0
ITEM NO. 9.2
AGENDA REPORT
Meeting Date: May 10, 2012 Budgeted: Yes
Total Budget: $500,000
To: Board of Directors Cost Estimate: $784,000
Funding Source: All Water Funds
From: Ken Vecchiarelli, General
Manager
Job No: 2011-08
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Pending
Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt
Engineer
Subject: Award of Construction Contract for Pressure Regulating Stations Upgrade
Project, Phase 1
SUMMARY:
The District's Capital Improvement Program for FY 2011/2012 includes funding for refurbishing and
upgrading four pressure regulating stations in need of repair due to aging and deteriorating
conditions. Six bids were received on May 1, 2012. Following review of the bids, staff recommends
award to the low bidder Vido Samarzich, Inc. for $597,020. The Engineer's Estimate for construction
was $538,000.
STAFF RECOMMENDATION:
That the Board of Directors award the contract to Vido Samarzich, Inc. in the amount of $597,020
for construction of the Pressure Regulating Stations Upgrade Project, Phase 1 .
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will consider this matter at its meeting being held
May 3, 2012. Staff will report the Committee's recommendation at the Board meeting.
DISCUSSION:
The District has 41 existing pressure regulating stations (PRS), some of which are 30 to 40 years
old. In some of the stations, excessive corrosion and deteriorating conditions have occurred. In
addition to the aging conditions, some stations were not constructed with access and safety
measures meeting current standards. The approved Capital Improvement Plan (CIP) includes
budgets of $500,000 each in FY11/12 and 12/13 for refurbishing and upgrading of PRS determined
as most in need.
The FY11/12 work, identified as Phase 1 , was to refurbish four stations identified by Operations and
Engineering staff as most in need. The work was limited to four stations to keep the work to a
manageable level and schedule for implementation. In addition, staff was also trying to keep the
project cost in the range of $500,000 budget, and estimated that four sites might be possible, based
on other recent projects and the work required.
After the design plans were completed, the design engineer prepared a detailed cost estimate and
presented the Engineer's Estimate of construction of $538,000. In the last 2-3 years, construction
bids have typically been 20% to 30% under the Engineer's Estimate. Unfortunately, this was not the
case for this project, where the low bid was 11% over the Engineer's Estimate. This low bid
($597,020) appears to be realistic, as the three lowest bids, as shown below, are all within 5%.
The total estimated cost of the Phase 1 PRS Upgrade Project is as follows:
Engineering Design & Construction Services $95,000
City Permits & Inspection Costs $3,000
Material Testing $4,000
District Labor & Materials $25,000
Construction Cost (Including 10% Contingency) $657,000
TOTAL $784,000
As shown above, the total estimated cost of Phase 1 work will be significantly over the $500,000
budget. This $284,000 overage would leave an estimated $216,000 in the budget for Phase 2 work.
With this in mind, staff recommendations are as follows:
• Proceed with construction of the Phase 1 PRS work at $597,020, and upgrade the four sites
determined as most in need of work.
• Review the final cost of Phase 1 PRS work at the completion of construction.
• Monitor and review the cost of other CIP projects budgeted for completion by June 30, 2012
(FY11/12) and for completion by June 30, 2013 (FY12/13).
• Identify the next 3-4 PRS sites most in need of work. Using cost information from Phase 1
work, determine an estimated cost for design and construction for each site, and prioritize the
sites based on cost versus benefit.
• Determine if there is budget available from other projects completed under cost.
• Using the above information, determine PRS sites for retrofit, estimate cost for each, and
estimate budget for Phase 2 work. Present findings and make recommendations to PEO
Committee and the Board for potential Phase 2 work.
If, following review and discussion, the Board agrees with this approach, staff recommend that the
Board award Phase 1 contract to Vido Samarzich, Inc. in the amount of $597,020 for the
construction of the PRS Upgrade Project. As previously noted, six bids were received on May 1,
2012 with the following results:
Company Bid Price
Vido Samarzich, Inc. $597,020
Paulus Engineering, Inc. $611,000
Fleming Environmental, Inc. $627,479
Schuler Engineering Corporation $747,818
Mike Bubalo Construction Co, Inc. $832,000
Metro Builders & Engineers Group, Ltd. $1 ,060,000
The bid documents, state license, references and experience of the low-bid firm were reviewed and
found to be acceptable. Therefore, staff recommends that the subject contract be awarded to Vido
Samarzich, Inc. for $597,020.
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 authorized execution of a Professional Services
Agreement with Hall & Foreman, Inc. in the amount of $82,400 to prepare engineering design,
bidding support, and construction management services for the Pressure Regulating Stations
Upgrade project.
Approved by the Board of Directors of the
Yorba Linda Water District
5/10/2012
RC/RK 5-0
ITEM NO. 9.3
AGENDA REPORT
Meeting Date: May 10, 2012 Budgeted: Yes
Total Budget: $6 Million
To: Board of Directors Cost Estimate: $125,000
Funding Source: District & Developer
Funds
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: 2010-11 B
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Steve Conklin, Engineering CEQA Compliance: N/A
Manager
Subject: Potential Northeast Developments and Proposed District Planning Study
SUMMARY:
Based on several recent meetings with representatives for two potential residential development
projects, identified as the Sage/Cielo Vista Project and the Yorba Linda Estates Project, these
proposed developments may be moving forward through the planning and environmental analysis
stages. Staff will provide an introduction and status report on these projects and their effects on the
District's water and sewer system infrastructure. Staff recommends performing a planning study to
assess various options for providing water service to these proposed developments, in a manner
that will maximize service objectives to both the proposed developments and, in association with
planned District improvements, to the surrounding existing service areas as well.
STAFF RECOMMENDATION:
That the Board of Directors authorize staff to proceed with final preparation of an RFP and solicit
proposals for the Northeast Area Water Service Planning Study.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will consider this matter at its meeting being held
May 3, 2012. Staff will report the Committee's recommendation at the Board meeting.
DISCUSSION:
Staff has held meetings over the past two years with representatives for potential residential
development projects in the undeveloped areas of Improvement District 1 . Two viable development
projects have emerged that are identified as the Sage/Cielo Vista Project and the Yorba Linda
Estates Project. The project sites are adjacent to each other, in unincorporated county territory,
located between San Antonio Road and the Hidden Hills community. The discussions in recent
months have centered around insuring that these potential projects work closely together to insure a
master planned water system infrastructure that integrates well with the District's existing systems.
Based on information from project representatives, it appears that one or both of these projects may
be moving forward. To provide water service for the developments, District staff considered existing
facilities in the surrounding area and additional water supply, pumping and storage facilities that
may be necessary to provide the District's approved level of service criteria. Included in these
considerations are the Quarterhorse, Springview, Little Canyon, Chino Hills, Santiago and Hidden
Hills reservoirs and associated pumping facilities. Also considered is the Fairmont Booster Station
Project, for which replacement and expansion is planned, with proposed capabilities to pump
groundwater into the 780-ft Zone and the 1000-ft Zone.
District Engineering and Operations staff discussed the multiple issues and options concerning
water service for these developments. In order to appropriately evaluate the issues and options,
staff recommends that hydraulic modeling be performed. That is, to prepare a planning study based
on computer-based hydraulic modeling to determine the various alternative means to serve the
potential new residential developments as well as to meet the ultimate needs and goals of the
District for this portion of the water service area. Included is a recommendation that the study
include water quality analyses modeling.
Over the last two years, the District, with the assistance of MWH Americas as its engineering
consultant, has upgraded its computer-based hydraulic model of the water system to a GIS-based
program. Two elements remain in order to complete the upgrade: to add the capability for water-
quality modeling, and to calibrate the new model (i.e., fine tune it) with actual flow and pressure
data. Staff recommends that these two elements be the initial task of the above-proposed planning
study, the completed hydraulic model would be used in tasks to evaluate various facilities and
scenarios. This would lead to additional tasks including cost analyses and recommendations for
new facilities and upgrade of existing facilities, including the Fairmont Booster Pump Station, to
serve the potential new residential developments and the ultimate needs of the service area.
Given the estimated cost of this important planning study (in the range of $100,000 to $125,000),
staff recommends soliciting multiple engineering firms for proposals to prepare the study. A draft
RFP for the recommended planning study is in process.
STRATEGIC PLAN:
SR 3-13: Continue Planning for Long Term Capital Improvements and Replacements into the future
ATTACHMENTS:
Description: Type:
SKMBT C55212043007300.pdf Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
5/10/2012
MB/RC 5-0
YORBA LINDA ESTATES
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Yorba Linda
Water District
Potential Northeast Developments and
Proposed District Planning Study
Presented by:
Steve Conklin
Engineering Manager
May 10, 2012
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LEGEND
■ WESTERN SERVICE AREA
■ IMPROVEMENT DISTRICT 1
■ IMPROVEMENT DISTRICT
NOT TO SCALE ■ PULTE DEVELOPMENT
SHAPELL(SITE A)PROPERTY
SHELL PROPERTY
MURDOCK PROPERTY
UNDEVELOPED PART OF ID1
YLWD WATER SERVICE AREA
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FIGURE 1.3
SUB-AREA BOUNDARIES
h ( YORBA LINDA WATER DISTRICT
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LAND USE DIAGRAM
Residentiai Commercial
R-Low C-Neighborhood
*qa♦'6bF R-Medium Low C-General
�i`�♦\'04 R-Medium C-Office
'F R-Medium High Industrial
\ R-High
_ I-Manufacturing
Open Space Area Plan
OS-General Area Plan A-Community Core
Waterli-ake Area Plan B-Shell Property
- Area Plan C-Murdock Property
- Area Plan D-City Hall I Community Center
- Area Plan E-West Bastanchury
---- BNSF Railroad
C City Boundary
- Sphere of Influence
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ANAHEIM
ANANElM .�
LEGEND
428 ZONE:,IA) 906 ZONE(SBR
430 ZONE B) 920 ZONE(SA)
570 ZONE(2) 1060 ZONE(56)
■ 675 ZONE(3A) ■ 1165 ZONE(5U)
NOT TO SCALE 686 ZONE(M) 991 ZONE(SL)
716ZONE(4CRiJ 1160 ZONE(6A)
1160 780.1 ZONE(4A) . 1300 ZONE(68)
■ 780.2 ZONE(413) 1390 ZONE(6C)
780.3 ZONE(4C) 1133 ZONE(60)
1390 . 7804 ZONE(4D)
E 1 000 - YLWD WATER SERVICE AREA
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FIGURE 1.5
PRESSURE ZONE
BOUNDARIES
YORBA LINDA WATER DISTRICT
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YORBA LINDA ESTATES PROJECT
CONCEPTUAL WATER PLAN
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YORBA LINDA ESTATES
STUDY#18A-YLE, NICHOLASILONG,SIMMONS,FRIEND
CONCEPTUAL SITE PLAN 1 GRADING STUDY
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PAD DIMENSIONS TABLE
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Proposed Northeast Area Water
Service Planning Study
• Complete Water System hydraulic model
— Calibrate with actual flow & pressure data
— Add capability for modeling WQ elements
• Add proposed new demands and evaluate
alternatives & impacts on existing facilities
• Identify feasible alternatives, perform cost &
water-quality analyses
• Provide recommendations for new and
upgraded facilities, including Fairmont site
Staff Recommendation
That the Board of Directors authorize staff to
proceed with final preparation of an RFP and
to solicit proposals for the Northeast Area
Water Service Planning Study
( Estimated Cost : $ 100,000 to $ 125,000)
ITEM NO. 11.2
AGENDA REPORT
Meeting Date: May 10, 2012
Subject: Finance-Accounting Committee
(Kiley/Hawkins)
Minutes of meeting held April 23, 2012 at 4:00 p.m.
Meeting scheduled May 23, 2012 at 4:00 p.m.
ATTACHMENTS:
Name: Description: Type:
042312 FA - Minutes.doc FA Mtg Minutes 04/23/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE-ACCOUNTING COMMITTEE MEETING
April 23, 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 Stephen Parker, Finance Manager
Director Phil Hawkins
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Investment Report for Period Ending March 2012
Mr. Parker presented the Investment Report for the Period Ending March
2012. He explained that due to a sharp decrease in Cal-TRUST's Medium
Term portfolio, the District's yield dropped below 1% to 0.95%. Mr. Parker
indicated that based on the current market, he did not forsee the portfolio
yield rising above 1% again until the investment market turns around. Mr.
Parker also identified significant changes between investment funds,
including a decrease of over $750,000 due to paying the March debt
service interest payment for the 2003 and 2008 COP's, and a draw-down
of $584,000 for payments related to ongoing capital improvement projects.
The committee supported submitting the quarterly report to the Board to
receive and file.
3. DISCUSSION ITEMS
3.1. March 2012 Budget to Actual Results
Mr. Parker indicated that the budget to actual results were similar to the
previous month. There were no supplies and services line items that were
trending worse than budgeted other than those that had been previously
discussed. Mr. Parker shared that March was a good month in terms of
water sold, and the District was lower in water operating revenue by only
2.1% from the historical trend three quarters of the way through the year.
The committee indicated they had reviewed the details of the monthly
results earlier and had no additional questions.
3.2. FY 2012/13 Budget Calendar Update
Mr. Parker referred the committee to the updated budget calendar.
Included was a clean version as well as a "red-line" version. The majority
of the items that changed were second drafts of supplies and services
1
budgets that did not need to go to committees again and the associated
changes to the proposed committee, Board and Board Workshop meeting
dates.
3.3. 2003 COP Advanced Refunding Update
Mr. Parker referred to the attachment, which was provided by the District's
financial advisors, Fieldman Rolapp & Associates. The attachment laid
out the timeline and steps to issue the advanced refunding bonds in early
July.
3.4. Line of Credit Update (Verbal Report)
Mr. Parker indicated that later in the week staff was to meet with bond
council to have an initial discussion and go over a plan for pursuing a line
of credit. He also shared that the anticipated costs for bond council was
within a similar range as provided by Wells Fargo - $15,000 to $30,000.
Mr. Parker added that when compared to the cost of issuance for the 2003
COP's (over $260,000), the line of credit had a very inexpensive cost of
issuance — even at the high end of $60,000.
3.5. Status of Strategic Plan Initiatives
Mr. Parker covered the changes in the strategic plan initiatives. Major
developments included a Board vote on mailing a Notice of Proposed
Water Rate Increase to customers on the next Board Meeting, the
implementation of the CAL-Card program and the District attaining
recognition by the Government Finance Officers Association for issuing an
award-winning Budget for FY 11/12 (the District's first such award) and
award-winning CAFR for FY 10/11 (the District's second such award).
3.6. Rescheduling May 2012 Meeting Date
This item was handled by the General Manager through email
correspondence prior to the committee meeting. As the regularly
scheduled May Finance-Accounting Committee meeting date fell on
Memorial Day, the May meeting was moved to Wednesday, May 23,
2012.
3.7. Future Agenda Items and Staff Tasks
None.
4. ADJOURNMENT
4.1. The Committee adjourned at 4:35 p.m. The next meeting of the Finance-
Accounting Committee will be held May 23, 2012 at 4:00 p.m.
2
ITEM NO. 13.1
AGENDA REPORT
Meeting Date: May 10, 2012
Subject: Meetings from May 11, 2012 - June 30, 2012
ATTACHMENTS:
e: Description: Type:
BOD - Activities Calendar.pdf BOD Activity Calendar Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
May 2012
District Offices Closed Fri, May 11 7:OOAM
Pub Affairs-Communications-Tech Committee Meeting Mon, May 14 4:OOPM Melton/Beverage
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
OC Water Summit Fri, May 18 7:30AM Kiley
Joint Committee Meeting with MWDOC and OCWD Tue, May 22 4:OOPM Hawkins/Beverage
Finance-Accounting Committee Meeting Wed, May 23 4:OOPM Kiley/Hawkins
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 Tue, May 29 8:30AM Beverage
Board of Directors Workshop Meeting Thu, May 31 8:OOAM
ISDOC Thu, May 31 11:30AM Collett
June 2012
District Offices Closed Fri, Jun 1 7:OOAM
WACO Fri, Jun 1 7:30AM Hawkins
Pub Affairs-Communications-Tech Committee Meeting Mon, Jun 4 4:OOPM Melton/Beverage
Yorba Linda City Council Tue, Jun 5 6:30PM Hawkins
MWDOC/MWD Workshop Wed, Jun 6 8:30AM Melton/Staff
OCWD Board Wed, Jun 6 5:30PM Kiley/Staff
Planning-Engineering-Operations Committee Meeting Thu, Jun 7 4:OOPM Collett/Kiley
District Offices Closed Fri, Jun 8 7:OOAM
Personnel-Risk Management Committee Meeting Tue, Jun 12 4:OOPM Beverage/Collett
Yorba Linda Planning Commission Wed, Jun 13 7:OOPM Kiley
Board of Directors Regular Meeting Thu, Jun 14 8:30AM
District Offices Closed Fri, Jun 15 7:OOAM
Exec-Admin-Organizational Committee Meeting Mon, Jun 18 4:OOPM Hawkins/Melton
Yorba Linda City Council Tue, Jun 19 6:30PM Melton
MWDOC Board Wed, Jun 20 8:30AM Melton/Staff
LAFCO Wed, Jun 20 9:OOAM Beverage
OCWD Board Wed, Jun 20 5:30PM Kiley/Staff
Board of Directors Special Meeting Thu, Jun 21 6:30PM
District Offices Closed Fri, Jun 22 7:OOAM
Citizens Advisory Committee Meeting Mon, Jun 25 8:30AM Beverage
Finance-Accounting Committee Meeting Mon, Jun 25 4:OOPM Kiley/Hawkins
Yorba Linda Planning Commission Wed, Jun 27 7:OOPM Collett
Board of Directors Regular Meeting Thu, Jun 28 8:30AM
District Offices Closed Fri, Jun 29 7:OOAM
5/3/2012 10:00:57 AM