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HomeMy WebLinkAbout2012-10-04 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING October 4, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 3:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Lee Cory, Operations Manager Stephen Parker, Finance Manager John DeCriscio, Chief Plant Operator Mike Kiddie, Senior Fleet Mechanic Jennifer Hill, Meter Services Lead After Director Collett opened the meeting, Mr. Conklin requested that an item, Payment for AQMD Violation for Late Submittal, be added to the agenda, as this issue came up after the posting of the agenda, and is an issue that the Committee needs to review and consider at its October 2012 meeting due to the need to respond to AQMD. The Committee voted to add this to the agenda as Item 2.3. 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Approval of Change Orders No. 7-10 for Pressure Regulating Stations Upgrade Project, Phase 1 Mr. Conklin reported that work is progressing on the project, with three sites complete and work beginning at Timber Ridge, the fourth site. He noted that extra work was required at the Camino de Bryant site that was not part of the original project. The extra work was presented and discussed as proposed change orders no. 7 through 10. Following discussion, the Committee supported the staff recommendation that the Board approve payment of Change Orders No. 7 thru 10 for one-half additional work day and $2,820.33 added cost. 2.2. Amendment No. 4 to MWH Americas Professional Services Agreement — Construction Support Services for the Highland Booster Pump Station Replacement Mr. Conklin recalled that the Board approved the Notice of Completion in September 2012 for the Highland BPS Project and that the station is working well. He noted that the District's engineering consultant on the project, MWH Americas, had a Professional Services Agreement to provide construction support services based upon a project completion 1 date of March 2012. However, while the District was able to begin using the facility to deliver water, final completion of the project was not achieved until September 2012, six months later than anticipated. During the last six months, MWH continued to provide construction support services to the District, including contractor coordination, scheduling and sub-consultant management. These out-of-scope services provided by MWH were reviewed and discussed with the Committee. Following discussion, the Committee supported the staff recommendation that the Board approve Amendment No. 4 for MWH in the amount of $9,998 for additional support services for the subject project. 2.3. Payment for AQMD Violation for Late Submittal Mr. Cory reported that a Notice of Violation was received from the South Coast Air Quality Management District (AQMD) on October 1, 2012, because the District did not submit emission tests to AQMD until after their due date. He noted that there was no emissions violation. The violations are for late submittal of the test results for which a penalty payment of $3,300 is requested from AQMD. Mr. Cory and Mr. Kiddie discussed AQMD's required testing program for natural-gas powered engines. Mr. Kiddie reviewed the situation that lead to the late submittal of test results as well as the plan to meet submittal deadlines for the future. It was noted that the violation letter called for payment by October 11, 2012, and that Mr. Kiddie placed a call to AQMD requesting a time extension to respond. After discussion, the Committee supported the staff recommendation to proceed with processing of a check for $3,300 to settle the violation. Mr. Kiddie left the meeting at the completion of this item. 3. DISCUSSION ITEMS 3.1. Meter Testing Update Mr. Parker and Ms. Hill provided a status report on the District's water meter program at the September 2012 PEO Committee meeting and provided a response today to questions asked in September. Items noted included: • After investigating the potential for outsourcing testing of meters, it does not appear to be a viable or cost-effective option. • After contacting six other water providers in the area, none were interested in a reciprocal meter cross-testing arrangement. • Two local providers, IRWD and MNWD, invited YLWD staff to visit their meter testing facilities and see testing methods. • Discussed the potential costs and benefits and reasonable timeline for the change-out of meters on the east side to radio-read units. • Discussed the existing customers (relatively few) that tend to have high water demands that are above the top-end rated capacity of their meters. Under this condition, over time, the meters are overtaxed, may under register, and may require replacement sooner than specified by the manufacturer. 2 Following discussion on the above, the Committee asked staff to investigate the following and provide feedback to the Committee: • Further investigate and determine the estimated ROI (return-on- investment) for change-out of the east side meters. • Report on visits to meter testing facilities at IRWD and MNWD. • Report on cost and viability of building and equipping a bench and system for in-house testing of meters. • Concerning the issue of customers who operate meters with demands that typically exceed the high-end specifications, return with ideas for discussion for a potential policy on testing of meters, and for the required upsizing of meters, if use is out of spec over a given time frame. 3.2. Highland Reservoir Ingress/Egress Easement Mr. Conklin reported that representatives for a potential residential development of a 5-acre undeveloped parcel at 5225 Highland Avenue met with District staff to determine if the District might be amenable to granting an ingress/egress easement for the land-locked parcel. He noted that staff performed a preliminary investigation and found no reason not to further pursue the granting of the easement along the northerly edge of the District's Highland Reservoir site. Mr. Conklin also reported that the representatives indicated a willingness to purchase a 5,000 SF easement at a fair-market value of $22.50/SF, for a total cost of $112,500. Following discussion, the Committee asked staff to proceed, working with the representatives and the developer (upon payment of District-required Development Fees), on documents necessary for the easement, and water and sewer service for the potential residential development, and to advise the Committee as the project advances. 3.3. Monthly Groundwater Production and Purchased Import Water Report. Mr. DeCriscio reported that water demand in September was 14% over the projected demand, and that cumulatively for July through September, demand is 7.9% over that projected. He noted that groundwater has been 32% of our supply and that we are making the changes to ramp up our use of groundwater to achieve our goal of 50.3% of our total demand by June 30, 2013. 3.4. Monthly Preventative Maintenance (PM) Report. Mr. Cory reported on the status of PM and Reactive Maintenance through September. He noted that our crews were concentrating on PM on valves and air vacs, and will now transition to other work items to bring those up to target levels. He discussed sewer cleaning and televising of the east side sewers that the District took over in July 2011, and advised that our crews have cleaned all of these sewers and addressed problem areas. In the process, the crews cleaned and maintained sewers and manholes that have not been cleaned in several years. Mr. Conklin noted that Lee Cory, Diane Dalton and Ariel Bacani made a presentation to the Sept CAC 3 Meeting on the District's sewer system and the work required to maintain it. Mr. Conklin commented that the CAC presentation was well received, with an extensive discussion. 3.5. Monthly Production Division Report Mr. DeCriscio reported on the above for September, noting that the max temperature for the month was 108 deg F and the max water-use day was 28.3 million gallons. He reported on water quality parameters, equipment removed from service and returned to service, PMs performed on major equipment and facilities and after-hour responses. 3.6. Groundwater Producers Meeting Report Mr. Conklin reported that no District staff was able to attend the OCWD Groundwater Producers meeting on September 12. Meeting minutes prepared by OCWD were provided and reviewed with the Committee. 3.7. Status Report on Capital Projects in Progress Mr. Conklin reported on capital projects in planning, design and construction. 3.8. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan initiatives relating to engineering and operations. 3.9. Future Agenda Items and Staff Tasks The Committee asked for a status report on the meter program, as noted in Item 3.1 above. 4. ADJOURNMENT 4.1. The meeting adjourned at 4:40 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held Thursday, November 1, 2012 at 3:00 p.m. 4