HomeMy WebLinkAbout2012-11-21 - Board of Directors Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Wednesday, November 21, 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. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
6.1. Minutes of the Board of Directors Regular Meeting Held November 8, 2012
Recommendation. That the Board of Directors approve the minutes as presented.
6.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize disbursements
in the amount of$2,048,640.26.
6.3. Cell Tower Modifications-Highland Site
Recommendation. That the Board of Directors authorize the Acting General
Manager to sign the consent letter between Crown Castle and the Yorba Linda
Water District authorizing modifications of the Highland Reservoir cellular site
location.
6.4. Investment Report for Period Ending September 30, 2012
Recommendation. That the Board of Director's receive and file the Investment
Report for the Period Ending September 2012.
7. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
7.1. Recommendations for Award of 2012 Waterline Replacement Project, Phase II,
Construction Contract
Recommendation. That the Board of Directors relieve the $1,090,000 bid of the low
bidder, GRFCO, Inc., due to a clerical error in its bid; release the bid bond of
GRFCO, Inc; and award the 2012 Waterline Replacement Project Phase 11
Construction Contract to TB U, Inc., for$1,359,300.11.
8. REPORTS, INFORMATION ITEMS, AND COMMENTS
8.1. President's Report
8.2. Directors' Report
8.3. Acting General Manager's Report
8.4. General Counsel's Report
8.5. Future Agenda Items and Staff Tasks
9. COMMITTEE REPORTS
9.1. Executive-Administrative-Organizational Committee
(Hawkins/Melton)
• Minutes of meeting held November 19, 2012 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled December 17, 2012 at 4:00 p.m.
9.2. Finance-Accounting Committee
(Kiley/Hawkins)
• Meeting scheduled November 26, 2012 at 4:00 p.m.
9.3. Personnel-Risk Management Committee
(Beverage/Collett)
• Minutes of meeting held November 13, 2012 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled November 28, 2012 at 4:00 p.m.
9.4. Planning-Engineering-Operations Committee
(Collett/Kiley)
• Minutes of meeting held November 1, 2012 at 3:00 p.m.
• Meeting scheduled December 13, 2012 at 3:00 p.m.
9.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage)
• Minutes of meeting held November 5, 2012 at 8:30 a.m.
• Minutes of meeting held November 20, 2012 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Meeting scheduled December 3, 2012 at 3:00 p.m.
9.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage)
• Meeting scheduled November 27, 2012 at 4:00 p.m.
9.7. Citizens Advisory Committee
(Beverage)
• Meeting scheduled November 26, 2012 at 8:30 a.m.
10. INTERGOVERNMENTAL MEETINGS
10.1. YL City Council - November 6, 2012 (Hawkins)
10.2. YL City Council - November 20, 2012 (Melton)
11. BOARD OF DIRECTORS ACTIVITY CALENDAR
11.1. Meetings from November 22, 2012 - December 31, 2012
12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events.
12.1. MWDOC Elected Officials Forum - November 29, 2012
Recommendation. That the Board of Directors authorize Director attendance at this
event if desired.
13. 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.
13.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code
Name of Case: ACWA/JPIA, et al. vs. Insurance Company of the State of Pennsylvania,
et al. (OC Superior Court - Case No. 00486884)
Name of Case: MAMCO, Inc. vs. YLWD (OC Superior Court - Case No. 00595177)
Name of Case: OCTA vs. YLWD (OC Superior Court - Case No. 00606042)
Name of Case: OCTA vs. Amelia De Agundez et al. (OC Superior Court - Case No.
00598169)
Name of Case: OCTA vs. Tom Smith et al. (OC Superior Court - Case No. 00598177)
Name of Case: OCTA vs. Issa Minassian et al. (OC Superior Court - Case No.
00598191)
Name of Case: OCTA vs. Jack Goodman and Frances S. Goodman, as Trustees Under
the Goodman Family Trust Established June 25, 1985 et al. (OC Superior Court - Case
No. 00598208)
Name of Case: OCTA vs. Lakeview Industrial Park LLC et al. (OC Superior Court - Case
No. 00599071)
Name of Case: OCTA vs. Lakeview Orchard Association et al. (OC Superior Court -
Case No. 00604657)
Name of Case: OCTA vs. Cobblestone 1993 Ltd. et al. (OC Superior Court - Case No.
00604669)
Name of Case: OCTA vs. James V. Carone et al. (OC Superior Court - Case No.
00604675)
14. ADJOURNMENT
14.1. The next regular meeting of the Board of Directors will be held Thursday, December 6,
2012 at 8:30 a.m.
Items Distributed to the Board Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for
public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870,
during regular business hours. When practical, these public records will also be made available on the District's internet
website accessible at http://www.ylwd.com/.
Accommodations for the Disabled
Any person may make a request for a disability-related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. 6.1
AGENDA REPORT
Meeting Date: November 21, 2012
Subject: Minutes of the Board of Directors Regular Meeting Held November 8, 2012
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Name Description: Type:
110812 BOD - Minutes.doc BOD Mtg Minutes 11/08/12 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
RC/GM 4-0-1
RK was absent.
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, November 8, 2012, 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The November 8, 2012 Regular Meeting of the Yorba Linda Water District Board
of Directors was called to order by Vice President Melton at 8:30 a.m. The
meeting was held in the Board Room at the District's Administrative Building
located at 1717 East Miraloma Avenue in Placentia, California 92870.
2. PLEDGE OF ALLEGIANCE
Vice President Melton led the pledge.
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Gary T. Melton, Vice President Steve Conklin, Acting General Manager
Michael J. Beverage Lee Cory, Operations Manager
Ric Collett Gina Knight, Human Resources and Risk Manager
Robert R. Kiley Art Vega, Interim Information Technology Manager
Delia Lugo, Senior Accountant
DIRECTORS ABSENT Annie Alexander, Executive Secretary
Phil Hawkins, President Cindy Botts, Management Analyst
John DeCriscio, Chief Plant Operator
Anthony Manzano, Senior Project Manager
Damon Micalizzi, Public Information Officer
Freddie Ojeda, Plant Operator II
Cody Peterson, Public Affairs Intern
Hank Samaripa, Project Engineer
Anthony Varian, Maintenance Distribution Operator I I
ALSO PRESENT
Brett Barbre, Director, MWDOC
Nancy Rikel, Councilmember, City of Yorba Linda
Art Kidman, Partner, Kidman Law LLP
Andrew Gagen, Partner, Kidman Law LLP
Eddy Beltran, Senior Counsel, Kidman Law LLP
Daniel Mole, Chair, YLWD Citizens Advisory Committee
4. ADDITIONS/DELETIONS TO THE AGENDA
Mr. Conklin requested to remove Item No. 8.6. from the agenda as the low bid
contractor has concerns with his proposal for the project and has asked to be
released from his bid. Staff is investigating this matter and plans to bring award
of the contract back for Board consideration at later date.
1
5. PUBLIC COMMENTS
Director Barbre addressed the Board and commented on the election results as
they pertained to MWDOC and MWD and a recent agreement between California
and Mexico regarding the usage and storage of water from the Colorado River.
6. SPECIAL RECOGNITION
6.1. Recognition of Individuals for their Service to the District
• Anthony Varian, Maintenance Distribution Operator 11 (5 Years)
• Cindy Botts, Management Analyst (5 Years)
• Freddie Ojeda, Plant Operator II (5 Years)
• Hank Samaripa, Project Engineer (10 Years)
1W 4WD
Messrs. Conklin and Cory introduced the staff members listed
above and provided a brief overview of their work history. The
Board then commended these individuals for their dedication.
• Michael J. Beverage, Director (20 Years) 1%
Vice President Melton provided a brief overview of Director
Beverage's many years of service for the District.
Mr. Conklin presented each individual with a pin commemorating the
number of years they had served the District.
Messrs. Ojeda, Samaripa and Varian and Mrs. Botts left the meeting at this time.
7. COMMITTEE REPORTS
Citizens Advisory Committee
(Beverage)
kk 1%
Minutes of the meeting held October 22, 2012 at 8:30 a.m. were provided
in the agenda packet. Mr. Mole addressed the Board and provided a
report regarding matters discussed during the meeting.
Next meeting is scheduled November 26, 2012 at 8:30 a.m.
Mr. Mole left the meeting at this time.
8. CONSENT CALENDAR
Director Kiley made a motion, seconded by Director Collett, to approve the
Consent Calendar. Motion carried 4-0-1 with Director Hawkins being absent.
8.1. Minutes of the Board of Directors Regular Meeting Held October 25, 2012
Recommendation. That the Board of Directors approve the minutes as
presented.
2
8.2. Payments of Bills, Refunds and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of$711,382.76.
8.3. Progress Payment No. 5 for the Yorba Linda Blvd Pipeline Project
Recommendation. That the Board of Directors approve Progress
Payment No. 5 in the net amount of $75,715.00 to Garcia Juarez
Construction, Inc. for construction of the Yorba Linda Blvd Pipeline
Project, Job No. 200817.
8.4. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations
Upgrade Project, Phase 1
& IV
Recommendation. That the Board of Directors approve Change Order
Nos. 11-14 for six additional work days and $25,568.49 to Video
Samarzich, Inc. for construction of the Pressure Regulating Stations
Upgrade Project, Job No. 201108.mamm� 14W
8.5. Declaration of Restrictive Covenants with Shapell Industries, Inc.
V& -qqEft1b1 19M
Recommendation. That the Board of Directors authorize the President
and Acting General Manager to execute the Declaration of Restrictive
Covenants, subject to approval as to form by General Counsel, with
Shapell Industries, Inc., Job No. 200702.
(Item No. 8.6. was removed from the agenda.)
Mr. Manzano left the meeting at this time.
9. ACTION CALENDAR
111h, 'OkN
9.1. Progress Payment No. 4 for Pressure Regulating Station Upgrades, Phase 1
Mr. Conklin explained that this matter had been placed on the Action
Calendar as it was directly related to Item No. 8.4. on the Consent
Calendar. The project is approximately 90% complete and staff has been
very pleased with the contractor's work.
Director Collett made a motion, seconded by Director Kiley, to approve
Progress Payment No. 4 in the net amount of $105,480.13 to Video
Samarzich, Inc. for construction of Pressure Regulating Station Upgrades
Project, Phase 1, Job No. J-201108. Motion carried 4-0-1 with Director
Hawkins being absent.
3
9.2. Proposed Revision of Budgeted Positions for the Remainder of FY 2012/13
Mrs. Knight explained that an intern position to provide records
management support to the Executive Secretary had been included in the
FY 2012/13 budget process. An outside consultant tasked with performing
a Records Management Assessment also recommended a limited term
full-time position to provide additional support with the records
management program in general. Staff presented several different
staffing options to the Personnel-Risk Management Committee who
recommended replacing the intern position with a temporary part-time
position (not to exceed 28 hours per week) without benefits.
Director Collett made a motion, seconded by Director Beverage, to adopt
Resolution No. 12-27 Revising the Budgeted Positions for the Remainder
of Fiscal Year 2012113 and Rescinding Resolution No. 12-20. Motion
carried 4-0-1 on a roll call vote with Director Hawkins being absent.
9.3. Timber Ridge Booster Pump and Motor#1 Repairs
Mr. Conklin explained that this matter was being brought to the Board for
consideration as the amount for the repairs exceeded the District's current
purchasing policy limits for one quote and the cost and effort involved in
shipping the parts to another company for a second quote was prohibitive.
Director Collett made a motion, seconded by Director Kiley, to authorize
staff to issue purchase orders to Layne Christensen Company for an
estimated total cost of$15,609 for repairs to Timber Ridge Booster Pump
#1. qW I Im
Director Beverage commented on the reasons why the previous
purchasing policy had been revised. Vice President Melton suggested
that the policy could be reviewed by the Executive-Administrative-
Organizational Committee.
V& NNIL
Motion carried 4-0-1 with Director Hawkins being absent.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
None.
10.2. Directors' Report
■ DWR/NWRI Drought Response Workshop — November 6, 2012
(Kiley)
Director Kiley reported on his attendance at this workshop and
suggested that staff review the presentation provided by Darcy
Burke from MWDOC.
4
10.3. Acting General Manager's Report
Mr. Conklin reported that the Yorba Linda Blvd Pipeline Project was still on
schedule and that staff expected to bring a Final Notice of Completion to
the Board for consideration in January. Staff will be conducting a bid
opening for construction of the Yorba Linda Blvd Booster Pump Station
Project later that afternoon.
Directors Melton and Kiley will be representing the District in the upcoming
Yorba Linda Fiesta Days Parade with the assistance of Mr. Cory who will
be driving his antique truck and Doug Baker who will be driving the
District's new dump truck. Several other staff members will be helping to
provide water to participants in the 5K run being held that same morning
as well as to band members participating in the parade.
With the recent hot weather, two red flag warnings were issued October
25-27, 2012 and November 4-5, 2012. At the request of the Planning-
Engineering-Operations Committee, Mr. Conklin invited Mr. DeCriscio to
provide the Board with a brief overview of staff's actions following the
receipt of a red flag warning. Mr. DeCriscio then responded to questions
from the Board regarding water quality issues.
Mr. DeCriscio left the meeting at this time.
look
10.4. General Counsel's Report
None.
10.5. Future Agenda Items and Staff asks
None.
11. COMMITTEE REPORTS CONTINUED
11.1. Executive-Administrative-Organizational Committee
(Hawkins/Melton)
Next meeting is scheduled November 19, 2012 at 4:00 p.m.
11.2. Finance-Accounting Committee
(Kiley/Hawkins)
Minutes of the meeting held October 24, 2012 at 1:00 p.m. were provided
in the agenda packet.
Next meeting is scheduled November 26, 2012 at 4:00 p.m.
5
11.3. Personnel-Risk Management Committee
(Beverage/Collett)
Minutes of the meeting held October 23, 2012 at 4:00 p.m. were provided
in the agenda packet.
Next meeting is scheduled November 13, 2012 at 4:00 p.m.
11.4. Planning-Engineering-Operations Committee
(Collett/Kiley)
Am
Minutes of the meeting held November 1, 2012 at 3:00 p.m. will be
provided at the next regular Board meeting.
Next meeting is scheduled December 13, 2012 at 3:00 p.m.
11.5. Public Affairs-Communications-Technology Committee
(Melton/Beverage) 19M 110h,
Minutes of the meeting held November 5, 2012 at 8:30 a.m. will be
provided at the next regular Board meeting.
V& _qqE26I
Next meeting is scheduled December 3, 2012 at 3:00 p.m.
6 No
11.6. YLWD-MWDOC-OCWD Joint Agency Committee
(Hawkins/Beverage) Im
Next meeting is scheduled November 27, 2012 at 4:00 p.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. WACO — November 2, 2012 (Kiley)
Director Kiley attended and commented on the presentations regarding
pension reform which were provided during the meeting.
12.2. YL City Council — November 6, 2012 (Hawkins)
Director Hawkins will provide his report on this meeting at the next regular
Board meeting.
12.3. MWDOC/MWD Workshop — November 7, 2012 (Melton/Staff)
Director Melton was unable to attend this meeting.
12.4. OCWD Board — November 7, 2012 (Kiley/Staff)
Director Kiley attended but did not have any District related business to
report.
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from November 9, 2012 — December 31, 2012
The Board reviewed the activity calendar and made no changes.
6
14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
14.1. MWDOC Elected Officials Forum — November 29, 2012
Director's Melton and Kiley both expressed an interest in attending this
event.
(Authorization for Director attendance at this event will be forwarded to the
next Regular Board meeting as no motion to approve this action was
made.)
15. CLOSED SESSION "AV
The meeting was adjourned to Closed Session at 9:23 a.m. All Directors with the
exception of Director Hawkins were present. Also present were Mrs. Knight and
Messrs. Conklin, Kidman, Beltran and Gagen.
15.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 the California
Government Code
Name of Case: ACWA/JPIA, et al vs. Insurance Company of the
State of Pennsylvania, et al (OC Superior Court —
Case No. 00486884)
amph,
Nam as MAMCO, Inc. vs. Yorba Linda Water District (OC
Superior Court — Case No. 00595177)
Name of Case: OCTA vs. YLWD (OC Superior Court — Case No.
00606042)
The Board reconvened in Open Session at 10:05 am. Vice President Melton
announced that no action was taken during Closed Session that was required to
be reported under the Brown Act.
16. ADJOURNMENT
16.1. The meeting was adjourned at 10:06 am. A Board of Directors workshop
meeting has been scheduled for Thursday, November 15, 2012 at 8:30
a.m. (This meeting was subsequently rescheduled to 8:00 a.m. the same
day.) The next regular meeting of the Board of Directors will be held
Wednesday, November 21, 2012 at 8:30 a.m.
Annie Alexander
Assistant Secretary
7
ITEM NO. 6.2
AGENDA REPORT
Meeting Date: November 21, 2012 Budgeted: Yes
To: Board of Directors Cost Estimate: $2,048,640.26
Funding Source: All Funds
From: Steve Conklin, Acting 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$2,048,640.26.
DISCUSSION:
The wires and major item on this disbursement list are as follows: A wire of$243,664.00 to CalPERS for
2012-2013 OPEB Contribution; a wire of$1,305,228.19 to MWDOC for September water purchase; and,
a check of$69,471.00 to Kidman Law for October legal services. The balance of$188,574.68 is routine
invoices.
The Accounts Payable check register total is $1,806,937.87; Payroll No. 23 total is $241,702.39; and,
the disbursements of this agenda report are $2,048,640.26. A summary of the checks is attached.
ATTACHMENTS:
Name: Description: Type:
CkReg112112 BOD.pdf Check Register Backup Material
12-CS 1121.doc Cap Sheet Backup Material
12 CC 1121.xls Credit Card Summary Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
RC/GM 4-0-1
RC abstained from voting on Check No.60259
as he has a financial interest with the vendor.
RK was absent.
Yorha Linda Water District
Check Register
For Checks Dated: 11/09/2012 thrtJ 11/21/2012
Check No. Date Vendor Name Amount Description
60202 11/21/2012 Air Resources Board 820.00 PERMIT RENEWAL
60197 11/21/2012 Anaheim Wheel&Tire 241.75 VEHICLE MOUNT/BAL TIRES
60198 11/21/2012 Anthem Blue Cross EAP 164.01 ANTHEM BC EAP NOVEMBER
60199 11/21/2012 Apollo Technologies Inc. 430.00 WTR TRTMTICLSD LOOPS
60200 11/21/2012 Aqua-Metric Sales Co. 20,624.06 IPERL TR/PL
60201 11/21/2012 Aramark 1,021.49 UNIFORM
60212 11/21/2012 ARC 25.85 WTRLN PH 11 PLANWELL SPECS
60203 11/21/2012 Art Vega 917.84 WIN CONN CONF LV VEGA
60204 11/21/2012 Ayala Engineering 13,750,00 SEWER LINE REPAIR
60215 11/21/2012 C.Wells Pipeline 730.55 AIR VAC
60205 11/21/2012 Cal Society-Municipal Finance Office 175.00 CSMFO/CMTA LNCH FINANCE
60207 11/21/2012 CalCard U5 Bank 15,180.85 CAL CARD YLWD VISA
60206 11/21/2012 Calolympic Safety Co. 87.23 FILTER BLOK
W110512 11/09/2012 CaIPERS 243,664.00 OPEB CONTRIBUTION 2012-2013
60208 11/21/2012 CDW Government,Inc 2,934.63 MISC IT SUPPLIES
60194 11/21/2012 CHUL KON YANG 40.50 CUSTOMER REFUND
60209 11/21/2012 City Of Anaheim 2,573.57 SERVICES OCTOBER
60210 11/21/2012 City Of Brea 62.00 OCEMO QTR MTG HULBERT,HILL
60211 11/21/2012 City Of Placentia 6,401.44 SEWER FEES/PLACENTIA OCT
60214 11/21/2012 Culligan of Santa Ana 1,665.85 WTR SOFTENER SVC
60216 11/21/2012 Dapper Tire Co. Inc. 561.14 UNIT 157 TIRES
60217 11/21/2012 Datalok Orange County 122.90 DATA STORAGE
60218 11/21/2012 Dell Marketing L.P. 963.44 THIN CLIENT,VLA ACROBAT,SLV
60220 11/21/2012 Delta Wye Electric, Inc. 1,965.00 BLDG 2 COAXIAL CABLE
60219 11/21/2012 DeltaCare USA 265.29 DELTA CARE NOVEMBER
60221 11/21/2012 Derek Nguyen 280.00 ASCE MEM 2013/LA NGUYEN,D
60222 11/21/2012 Diane Dalton 140.00 CWEA DUES 2013 DALTON,D
60223 11/21/2012 Dunweizer Fabrication, Inc. 3,501.88 WELL 1,5 DRIVE SHAFT GUARDS
60224 11/21/2012 Eisel Enterprises, Inc. 2,145.57 437 METER BX, CVR,RDG LID
60225 11/21/2012 Elite Equipment Inc 1,157.25 TRASH PUMP
60226 11/21/2012 Employment Development Departm 788.84 UI BENEFITS JUL-SEPT
60227 11/21/2012 EyeMed 1,29928 EYEMED NOVEMBER
60228 11/21/2012 Flex Advantage 103.50 FLEX A/C PROC OCTOBER
60229 11/21/2012 Fry's Electronics 509.59 USB FLASH DRIVE ETC
60230 11/21/2012 Golden Bell Products 4,465.50 MANHOLES/INSECTA
60231 11/21/2012 Haaker Equipment Co. 656.95 UNIT 168 NOZZLE ETC
60232 11/21/2012 Hach Company 321.37 TEST KITS
60233 11/21/2012 Hall&Foreman, Inc 1,582.50 J1108 CONSULTING OCT
60234 11/21/2012 Infosend Inc. 4,148.74 BILL MAILING,E-BILL PROCESS
60235 11/21/2012 ISDOC(Independent Special Dist CC) 17.00 ISDOC MEETING DIR KILEY
60236 11/21/2012 Jackson's Auto Supply-Napa 74.62 HYDRAULIC/OIL FILTERS
60237 11/21/2012 Jimmy De Anda 95.68 BOOT ALLOWANCE DEANDA J
60238 11/21/2012 Kidman Law 69,471.00 LEGAL SERVICES OCTOBER
60239 11/21/2012 Kimco Staffing Services Inc 1,190.38 C.HOLLAND W/E 10128
60240 11/21/2012 Konica Minolta Business 559.72 COPY CHARGE
60241 11/21/2012 Konica Minolta Business 790.28 BIZHUB C552,181,C220
60242 11/21/2012 Lee& Ro, Inc. 2,340.00 PALM AVE BPS CONSULT OCT
60196 11/21/2012 LGC GEOTECHNICAL INC 689.10 CONSTRUCTION MTR REFUND
60244 11/21/2012 Marina Landscape, Inc 9,888.90 LANDSCAPE MAINT OCTOBER
60245 11/21/2012 Mc Fadden-Dale Hardware 873.96 PORCH OCTOBER,NOVEMBER
60246 11/21/2012 Mc Master-Carr Supply Co. 15.58 ROTARY HAMMER DRILL BIT
60247 11/21/2012 Merchants Building Maintenance LL( 5,488.86 JANITORIAL NOVEMBER
60248 11/21/2012 Minuteman Press 600.70 SVC SHUTOFF DOOR HANGERS
W111412 11/14/2012 Municipal Water District 1,305,228.19 WATER PURCH SEPTEMBER
60249 11/21/2012 Nickey Kard Lock Inc 8,48621 FUEL OCTOBER
60250 11/21/2012 Nickey Petroleum Co Inc 2,278.83 MOTOR OIL
60251 11/21/2012 Nicki Hill 113.03 CSTI EMERG MGT TRG
60252 11/21/2012 Office Solutions 676.25 GENL SUPPLY
60253 11/21/2012 Orange County-HCA 80.00 STORAGE TANK FEE 12-13
60254 11/21/2012 Orange County-I W M D 1,364.94 REFUSE DISPOSAL OCTOBER
60256 11/21/2012 Orange County-Tax Collector 10,206.36 PROPERTY TAX 2012-2013
60255 11/21/2012 Orange County Register 1,182.00 PALM AVE BPS PUBLIC NOTICE
60257 11/21/2012 Orange County Water District 4,651.52 EIR SVCS 7/28-8/31
50258 11/21/2012 Orvac Electronics 242.09 CONNECTORS,SLA BATTERY
60262 11/21/2012 P.T.I.Sand&Gravel, Inc. 249.82 FILL SAND
60259 11/21/2012 Placentia Disposal#676 480.66 DISPOSAL OCTOBER
60260 11/21/2012 Praxair Distribution 115.95 CYLINDER RENTAL
60261 11/21/2012 Prudential Group Insurance 3,13512 L/T DISABILITY NOVEMBER
60263 11/21/2012 Quinn Power Systems Associates 73.07 GASKET
60213 11/21/2012 R J NOBLE COMPANY 510.18 CONSTRUCTION MTR REFUND
60264 11/21/2012 Rick Walkemeyer 100.00 ISA DUES WALKEMEYER
60195 11/21/2012 ROBERT VOGEL 15.14 CUSTOMER REFUND
60265 11/21/2012 Robyn Shaw 892.00 DEV CONN CONF LV SHAW
60266 11/21/2012 Schorr Metals,Inc. 10818 ALUM CHANNEL,GRINDER
60267 11/21/2012 Selman Chevrolet Company 16.18 UNIT 152 BOLT
60268 11/21/2012 Shred-it USA Inc 102.88 CONFIDENTIAL DOC SHRED
60270 11/21/2012 So California Door Masters 2,675.00 REPAIR MAIN GATE
60269 11/21/2012 Southern Calif Edison Co. 2,938.61 MIRALOMA, PLUMOSA OCT
60271 11/21/2012 Southern Calif Gas Co. 19,658.11 RICHFIELD 01241070000 OCT
60193 11/14/2012 Stephen Parker 2,000.00 OBTAIN CASHIER CK/CA-GF-FPPC
60272 11/21/2012 Stephen Parker 2332 CALPERS EDUC FORUM PARKER
60274 11/21/2012 Stephen Parker/Petty Cash 146.28 PETTY CASH/OFFICE
60273 11/21/2012 Steven Engineering 941.32 ETHERNET SWITCH ETC
60275 11/21/2012 Survival Technologies and Training 366.88 MEDICAL DIR FEE,AED PADS
60243 11/21/2012 The Lighthouse Inc. 1,325.04 LED LIGHTBAR, LIGHTHEAD
60276 11/21/2012 Time Warner Cable 447.32 HIGH SPEED O/L
60277 11/21/2012 Townsend Public Affairs, Inc. 5,000,00 CONSULTING NOVEMBER
60278 11/21/2012 Underground Service Alert 190.50 NEW TICKETS OCTOBER
60279 11/21/2012 United Industries 309.25 SAFETY GLOVES, HOT CUPS
60280 11/21/2012 Verixon Wireless 1,914.19 CELL PHONE, MOBILE BIB OCT
60281 11/21/2012 Village Nurseries 49.13 SOD MARATHON 2
60282 11/21/2012 Yorba Linda Hardware 59.07 PURCH OCTOBER
Total $1,806,937.87
November 21, 2012
CHECK NUMBERS:
Manual Check 60193 $ 2,000.00
Computer Checks 60194-60282 $ 256,045.68
$ 258,045.68
WIRE:
W-110512 CalPERS $ 243,664.00
W-111412 MWDOC $ 1,305,228.19
$ 1,548,892.19
TOTAL OF CHECKS AND WIRES $ 1,806,937.87
PAYROLL NOS. 23:
Direct Deposits $ 157,650.09
Third Party Checks 5421-5431 $ 43,497.59
Payroll Taxes $ 40,554.71
TOTAL OF PAYROLL $ 241,702.39
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 2,048,640.26
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF NOVEMBER 21, 2012
------------------------------------------------------------------
------------------------------------------------------------------
Cal Card Credit Card
U S Bank
11/01/2012-11/15/2012
Date Vendor Name Amount Description
11/01/12 OC Register 145.68 Delivery 26 weeks
11/01/12 CSMFO 110.00 CSMFO dues 2013 Lugo
11/01/12 Inland Group 215.50 Downloads/Newsletter
11/01/12 Quinn Company 3,033.09 All G/E Spark plugs etc
11/06/12 CSMFO 110.00 CSMFO dues 2013 Parker
11/06/12 Terminix 2,153.40 Annual Pest control
11/07/12 Office Solutions 436.97 Folding Tables
11/02/12 CSDA 4,925.00 Annual membership Dir/GM,Adm
11/05/12 CSDA 575.00 CSDA Board Secretary Conf Alexander
11/08/12 Amazon 25.63 Protective cover/Infinity Pad
11/01/12 Brown & Caldwell 200.00 Ad/HRTech
11/02/12 Brown & Caldwell 200.00 Ad/Maint Worker 1
11/05/12 Orange Tree Deli 293.28 Refreshments/Workshop
11/01/12 Schorr Metals 93.68 Metal/Picture frame mount
11/01/12 Staples 221.73 Toner
11/01/12 West Coast Safety 362.29 Skid Assembly
11/06/12 Inland Kenworth 49.94 Ignition keys
11/06/12 Westrux 59.55 Ignition/Door key
11/06/12 Home Depot 696.47 Concrete,topper
11/07/12 Staples 263.32 Drum
11/01/12 Bell Pipe 12.55 Well 11 cap
11/01/12 Home Depot 46.24 Well 20 supplies
11/01/12 Schorr Metals 41.18 Metal/Picture frame rack
11/01/12 Hopkins Technical Prod 443.62 PM kits/CL2 system
11/08/12 Holiday Inn Burbank 466.74 Lodging/CSTI Emer Mgt trg Hill,Nicki
TOTAL 15,180.86
ITEM NO. 6.3
AGENDA REPORT
Meeting Date: November 21, 2012 Budgeted: N/A
To: Board of Directors
Funding Source: N/A
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Hank Samaripa, Project CEQA Compliance: N/A
Engineer
Subject: Cell Tower Modifications-Highland Site
SUMMARY:
Per the Ground Lease Agreement between STC One, LLC (Sprint) and the District, Sprint is allowed
to modify the existing cell tower site at Highland Reservoir site. Sprint has authorized Global Signal
Acquisitions GSA (a Crown Castle Company) to contact the District and present these modifications
for review and approval. The District's staff has reviewed the plans and finds the modification plans
to have no impact on the District and in compliance with the terms of the lease.
STAFF RECOMMENDATION:
That the Board of Directors authorize the Acting General Manager to sign the consent letter
between Crown Castle and the Yorba Linda Water District authorizing modifications of the Highland
Reservoir cellular site location.
DISCUSSION:
STC One, LLC (Sprint) and Global Signal Acquisitions 111 LLC (GSA) entered a ground lease
agreement with the District on November 8, 2007 which went in effect on January 1, 2008 to
operate a cellular communication site at Highland Reservoir. In the agreement, the lease allows
certain types of modifications without consequences. This item is such a request for modifications of
an existing system. The proposed modifications are: remove 9 existing antennas on monopine pole,
replace with 6 new antennas, remove 6 existing tower mounted amplifier and replace with 3 new
tower mounted amplifiers, install fiber from existing cabinet to new antennas. The District's staff has
reviewed the plans and finds the modification plans to have no impact on the District and in
compliance with the terms of the lease. A copy of the consent letter is attached for review and
information.
PRIOR RELEVANT BOARD ACTION(S):
On November 8, 2007, the Board of Directors authorize the President and Secretary to execute the
Ground Lease agreement with Sprint and the Yorba Linda Water District for the purpose of
establishing a cellular communication site at the Highland Reservoir location.
ATTACHMENTS:
Description: Type:
CrownCastleConsentLetter110712.pdf CrownCastel Consent Letter110712 Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
RC/GM 4-0-1
RK was absent.
Crown Castle Kelly A McDonough
CAR 38 Executive Park, Suite 3'10 Tel (949)930-4347
Irvine, CA 92614 Fax(724)416-6261
kelly.mcdonough@crownc-astle.com
November 2, 2012
VIA EMAIL hsamaripa @ylwd.com
Yorba Linda Water District
Attn: Hank Samaripa
1717 East Miraloma Avenue
Placentia, CA 92870
Re: GROUND LEASE AGREEMENT dated January 1, 2008
SITE ID: BUN 878991 - LKBED PK- HIGHLAND RESERVOIR
S7E LOCATION: 5252 Highland Avenue, Yorba Linda
CONSENT FOR MODIFICATIONS
Dear Mr. Samaripa,
Pursuant to an agreement between STC One, LLC ("Sprint") and Global Signal
Acquisitions III LLC ("GSA"), GSA subleases and/or otherwise operates the tower site that
is subject to the Lease on behalf of Sprint. GSA is a Crown Castle company. GSA and
its subsidiaries own and operate shared wireless communication facilities.
In order to better serve the public, minimize the amount of towers in an area where a
Lease is located, and/or improve the financial viability of a site, GSA plans to modify T
Mobile's equipment at the wireless communication facility.
Sprint has authorized GSA to contact you and request consent to the modification of
the existing equipment. Pursuant to Paragraph 3 of your Lease, Sprint is required to
obtain your consent, which cannot be unreasonably withheld, conditioned or delayed.
Lessee will not modify Sprint's equipment without obtaining all required approvals from
any government authorities. Therefore, GSA, on behalf of Sprint, respectfully requests
your consent to this modification.
Please indicate your consent by executing this letter where indicated below and return
one to me at the mailing address and/or email address.
If you have any questions concerning this request, please contact me at 949-930-4347.
Yours truly,
Kelly McDonough
Property Specialist- West Area
Agreed and accepted this day of 2012
(Lessor's signature)
ITEM NO. 6.4
AGENDA REPORT
Meeting Date: November 21, 2012
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Delia Lugo, Senior Accountant
Subject: Investment Report for Period Ending September 30, 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 Director's receive and file the Investment Report for the Period Ending September
2012.
DISCUSSION:
Staff is submitting the Investment Report for the Period Ending September 2012 for the Board's
review and approval. This report ends the first quarter for FY 2012/13. 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 September 2012 was 0.78%.
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 June 30, 2012, was received and filed by the Board of Directors on
August 9, 2012.
ATTACHMENTS:
Description: Type:
Invst Rpt 9-12.xlsx Investment Report for Period Ending Sept.2012 Backup Material
Invst Agenda Backup - September 2012.xlsx Agenda Backup Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
RC/GM 4-0-1
RK was absent.
Yorba Linda Water District
Investment Portfolio Report
September 30, 2012
Market % Percent
Value Cost of Total Institution Yield
Checking Account:
$ 185,526 $ 185,526 Wells Fargo Bank
$ 185,526 $ 185,526 1.04% Total 0.00%
Money Market Accounts:
$ 54,936 $ 54,936 Wells Fargo Money Market 0.05%
2,000,629 2,000,629 Bank of the West 0.35%
2,700 2,700 US Bank(2008 Bond Reserve) 0.04%
$ 2,058,265 $ 2,058,265 11.51% Total 0.34%
Federal Home Loan Bank:
2,156,835 $ 2,144,397 US Bank(2008 Bond Reserve) 1.35%
$ 2,156,835 $ 2,144,397 12.06% 1.35%
Pooled Investment Accounts:
$ 2,990,701 $ 2,990,701 Local Agency Investment Fund 0.38%
201,189 201,189 Ca1TRUST Short Term 0.37%
10,285,568 10,237,886 Ca1TRUST Medium Term 0.88%
$ 13,477,458 $ 13,429,776 75.39% 0.76%
$ 17,878,084 $ 17,817,964 100% Total Investments 0.78%
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
9/30/12
Investment Summary Report
Below is a chart summarizing the yields as well as terms and maturities for the month of September 2012:
Avg. Portfolio Avg. Portfolio #of
Month Yield Without Yield With Days to
of 2012 CaITRUST CaITRUST Maturity
September 0.63% 0.78% 93
Below is are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest 9/30/2011 9/30/2012
Monthly-September $ 23,259 $ 9,803
Year-to-Date $ 48,083 $ 21,881
Budget 2011/2012 2012/2013
Interest Budget, September YTD $ 47,500 $ 37,500
Interest Budget, Annual $ 190,000 $ 150,000
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:
August 2012 %Alloc September 2012 %Alloc
Fund Description Balance 8/31/2012 Balance 9/30/2012
Water Operating Reserve $ 1,965,551 6.63% $ 2,618,551 14.80%
Water Emergency Reserve 1,004,574 5.47% 1,005,326 5.68%
Water Capital Project Reserve 10,172,163 54.64% 9,146,146 51.69%
Water Reserve for Debt Service 1,590,419 7.13% 137,513 0.78%
Maintenance Reserve 200,214 1.09% 200,214 1.13%
COP Revenue Bond 2008- Reserve 2,161,078 11.77% 2,159,534 12.21%
COP Revenue Bond 2008 14,550 0.08% - 0.00%
Sewer Operating 161,475 0.88% 161,488 0.91%
Sewer Emergency Reserve 1,003,570 5.46% 1,004,321 5.68%
Sewer Capital Project Reserve 1,258,642 6.85% 1,259,464 7.12%
$ 19,532,235 100.00% $ 17,692,557 100.00%
Wells Fargo Bank Checking
Water Operating 198,531 100,153
Sewer Operating 48,882 85,374
247,413 185,527
Totals $ 19,779,648 $ 17,878,084
ITEM NO. 7.1
AGENDA REPORT
Meeting Date: November 21, 2012 Budgeted: Yes
Total Budget: $1.12 M
To: Board of Directors Cost Estimate: $1,359,300
Funding Source: Water Capital
Reserves
From: Steve Conklin, Acting General Account No: 101-2700
Manager
Job No: J2011-20
Presented By: Steve Conklin, Acting General Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt
Project Manager
Subject: Recommendations for Award of 2012 Waterline Replacement Project, Phase II,
Construction Contract
SUMMARY:
On October 31, 2012, bids were received from 13 contractors for construction of the 2012 Waterline
Replacement Project Phase II. On November 2, a letter was received from the low-bid contractor
requesting that its bid be relieved. Following review of the bids and follow up data, staff
recommends that the low bidder to be relieved of its bid because of a clerical error, and that the
contract be awarded to the second-low bidder, TBU, Inc.
STAFF RECOMMENDATION:
That the Board of Directors relieve the $1,090,000 bid of the low bidder, GRFCO, Inc., due to a
clerical error in its bid; release the bid bond of GRFCO, Inc; and award the 2012 Waterline
Replacement Project Phase II Construction Contract to TBU, Inc., for $1,359,300.11.
DISCUSSION:
This project consists of replacing old waterlines and appurtenances in seven locations, ranging from
200 to 3,000 feet, with a total replacement length of approximately 6,700 feet. These locations were
identified in the Asset Management Plan and the Capital Improvement Plan as requiring near-term
replacement due to age and condition of the pipelines. The project was divided into two phases for
construction. Phase 1, a replacement pipeline in Plumosa Drive, has been completed. Phase 2 work
is planned for completion by the end of FY 12/13, budgeted at $1,120,000. As summarized above
and further described below, staff recommends that the contract be awarded in the amount of
$1,359,300.11, which exceeds the budget by $239,300. This work is necessary to replace pipelines
that are failing or near so. Staff will continue to monitor the CIP budget and program and advise the
Board if budget adjustments are necessary for future projects.
On October 31, 2012, sealed bids were received from 13 contractors. The bids range from a low of
$1,090,000 to a high of $1,660,630 as shown below. The bid tabulation, bid documents and
references were reviewed and checked by District staff. Subsequently, the low-bid Contractor,
GRFCO, Inc., submitted a letter stating that they made a clerical error in their bid. Thereafter, they
submitted documentation regarding their bid which was reviewed by District staff, confirming that a
clerical error was made. Per District counsel's recommendation, on November 14, 2012, GRFCO
submitted a signed Mistake Certification Form (copy attached) with required support documentation.
The second-low bid from TBU, Inc., was reviewed and checked by District staff and found to be
responsive and in full order. Accordingly, staff recommends award to TBU, Inc. in the amount of
$1,359,300.11.
No. Company Bid
1. GRFCO, Inc. $1,090,000.00
2. TBU, Inc. $1,359,300.11
3. Cedro Construction, Inc. $1,366,450.00
4. E.J. Meyer Co. $1,383,333.00
5. Mike Bubalo Construction Co., Inc. $1,398,000.00
6. TK Construction $1,408,000.00
7. Vido Samarzich Inc. $1,428,000.00
8. JA Salazar Construction & Supply Corp. $1,436,000.00
9. Big Ben Construction $1,447,500.00
10. Lonerock, Inc. $1,486,000.00
11. Kana Pipeline, Inc. $1,487,000.00
12. Vido Artukovich & Son, Inc.Nidmar, Inc. $1,645,000.00
13. MNR Construction, Inc. $1,660,630.00
PRIOR RELEVANT BOARD ACTION(S):
On October 14, 2010, the Board of Directors authorized execution of a Professional Services
Agreement with RBF, for a fee not to exceed $219,309, to provide engineering design, bidding
support services and construction management for the 2010 Waterline Replacement Project.
On May 12, 2011, the Board awarded a construction contract in the amount of $568,000 to Kana
Pipeline, Inc., for construction of the 2010 Waterline Replacement Project, Phase 1 - Plumosa
Drive.
ATTACHMENTS:
Name: Description: Type:
Mistake Certification - Signed with Atmnts 11-14
Mistake Certification Form-Signed w/attachments Backup Material
12.Pdf
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
MB/RC 4-0-1
RK was absent.
® Yorba Lynda
Water District
MISTAKE CERTIFICATION FORM
By my signature on this Form, I certify, under penalty of Perjury that the information
contained in the November 2, 2012 and November 7, 2012 ernails sent by me to
Anthony Manzano, Sr. Project Manager, Yorba Linda Water District, including the
email attachments thereto, is true and correct.
Signatu cof Bidder{ FRCO, Inc.}
B
y-
Name: Geo��'I;e Frost
Title: P,rV11 -1-nt
Date: ice_
482848283M -ii
GRFCO, Inc, GeneralEn9ineering
P.O.Box 7899 MoreRoYalley,el 975227689
Ph: (951)657-8887 Fx: (951)657-0111
November 2, 2012 sent via email: armanzano @ylwd.com
& fax: (714) 424-8526
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92870
Attention: Mr. Anthony Manzano, P.E.
Project Engineer
Reference: 2012 Waterline Replacement Project- Phase II
Project: J2011-20
Subject: Bid Relief Due to Clerical Error
Dear Mr. Manzano,
Thank you for the opportunity to bid on the above referenced project.
After reviewing GRFCO's in house bidding form and the figures used to arrive at the
total bid amount, it has become apparent that our estimator inadvertently made a clerical
error when adding up the numbers. This mistake made the total bid materially different
than what it was intended to be; thus the Contract Bid Form was filled out incorrectly.
This firm regretfully requests that our bid be withdrawn from this project and that our bid
bond be returned in accordance with Section 5101 and 5103 of the Public Contracts
Code. Supplemental information will be forwarded upon request.
Pursuant to California Public Contract Code 5103, GRFCO has represented the
following:
• A mistake was made.
• The mistake made the bid materially different that what was intended.
• The mistake was made in filling out the bid and not due to an error in judgment.
GRFCO apologizes for any inconvenience this may have caused. We do appreciate your
patience and understanding through the completion of this matter.
GRFCO, Inc, Senera/Eegineering
P.9.Bea76®9 Meren®dalley CQ 925227689
Page 2 of 2
November 2, 2012
Yorba Linda Water District
I the ev t you should have any questions, please don't hesitate to call at your earliest
convenien e. Thank you for your time.
incerely
Ge e rost
resident
GF:fn
Name
Time
FINAL
1 PI
v2 FITTINGS ,x! �.�• -�...--_-_.....,�-...v,�.,u
3 LA80R{MA.,OOMPA .-:7,!,
3:A TEE-INMC
38 TEMP AC)
30 WATER SEWCE
30 POTHOLE
4 STRUO?UREB-f(IOKERB-MAMNAY null
5 A9PHIALiPC vSTREET SECTION
(INC.ABM)RFR�7
9 GRIND-OVERLAY
.7 ROCK-SAND(A 8 8)IMPORT BKIi',
8 STRIPS-TRAFFIC-DETOURS�.r
9 HAUL CFF 5 MISC.TRUCKINp_�! ..__. -w ^f
10 ENOA8EMFNFMX_W_A �DEWTR. .
11 MISC RESTORATION(FENCE&LANDSCAPE)
12 EW.WORK
-8HvRTRAE
14 SWEEPER-EQUIP.REW �-
14 FUEL-TIRES-OIL-PARTS
r*
15 911C)ftE EQUIP,JP:C:KB-8EAMt P418•'FRANB
tebRAblNq•QLW 5 GRUB CONRRti,W&TER
17 INSURANCE(FLOOD,RISK R.R.)
fo,' T%ma of MOB-'INSP.TR4.1 .i�
BORE-JACK PIPE-TVNN PIi8 &OL)Tll ......._ ` -,/�..�
X20 WE1 DID -BM17 CATRNOOIGk{DT TARB� �i�
21 TEST-CM p
22 TOOL&MISC 6t"L•IEe
23 SWPPP-BMP
x4
28 MISC.$0 fLkM8
y�
�ze sugroTa(.aND_ �
27 OVER"AD/PRO D:
28 TOTAL: f
f
ITEM NO. 9.4
AGENDA REPORT
Meeting Date: November 21, 2012
Subject: Planning-Engineering-Operations Committee
(Collett/Kiley)
• Minutes of meeting held November 1, 2012 at 3:00 p.m.
• Meeting scheduled December 13, 2012 at 3:00 p.m.
ATTACHMENTS:
Name: Description: Type:
110112 - PEO Minutes.docx PEO Mtg Minutes 11/01/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
November 1, 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
John DeCriscio, Chief Plant Operator
Gina Knight, HR and Risk Manager
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Award of Construction Contract for 2012 Waterline Replacement Project,
Phase II
Mr. Conklin reported that bids were received on October 31, 2012 from 13
bidders for construction of the 2012 Waterline Replacement Project,
Phase II, with bids ranging from $1,090,000 to $1,660,630. Following
discussion the Committee supported the staff recommendation that the
Board award the contract to the low bidder, GRFCO, Inc., for $1,090,000.
2.2. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations
Upgrade Project, Phase 1
Mr. Conklin reported that construction is progressing on the fourth of four
sites for the Pressure Regulating Stations Upgrade Project, Phase 1. He
described the changed conditions and extra work required. Following
discussion, the Committee supported the staff recommendation that the
Board approve Change Order Nos. 11-14 for six additional work days and
$25,568.49 for Vido Samarzich, Inc., for the subject project.
2.3. Declaration of Restrictive Covenants with Shapell Industries, Inc.
Mr. Conklin reported that the District has a water and sewer pipeline
easement within Tract No. 16987, and that Shapell Industries is
requesting to construct a block wall within that easement. In accordance
with District policy, a Declaration of Restrictive Covenants is required to
protect the District's rights. Following discussion the Committee
supported the staff recommendation that the Board execute the
Declaration of Restrictive Covenants for the subject project with Shapell
Industries, subject to approval as to form by General Counsel.
1
2.4. Timber Ridge Booster Pump and Motor#1 Repairs
Mr. DeCriscio reported that the subject booster pump failed, and at the
request of District staff, Layne Christensen Company provided the District
with proposals to pull the pump and motor, provide a report and an
estimate for the repairs. District staff reviewed and approved the proposal
and authorized the work for pulling the pump and motor and delivery to the
shop ($4936) which was within the District's purchasing policy limits.
However, the total cost for repairs and resetting the pump and motor will
exceed the single-quote requirements set in our existing purchasing
policy. Mr. DeCriscio noted that the last quote just received indicated that
the total cost will be in the range of $16,000. This item is being brought to
PEO and the Board because its overall cost will exceed policy limits for
one-quote. Following discussion, the Committee supported staff's
recommendation for Board approval of the repair costs, and asked that
staff provide recommendations for consideration by the Board as to how
the purchasing policy might be amended to cover to repair cost of larger
equipment.
3. DISCUSSION ITEMS
3.1. Meter Testing Update
Mr. Conklin reviewed the meter testing update report with the Committee.
He reviewed information prepared by the Finance Department on the
investigation and estimates on the rate-of-return for change-out of the east
side meters. He also provided an update on visits of District staff to IRWD
to see their meter-testing facility and to perform a test on three YLWD
meters. Mr. Conklin also provided information collected on the cost and
viability of building and equipping a test-bench and system for in-house
meter testing. After discussion, the Committee asked that the Finance
Department continue to investigate these and other items and to return
with an update at the December PEO meeting.
3.2. Completion of Lead and Copper Rule Sampling
Mr. Conklin reported that District staff completed the above sampling
program, which is required by State Health Dept every three years. Water
samples were collected as 38 homes throughout the District, provided by
customers who volunteered to participate and provide the samples. The
findings were that our samples for lead and copper were well below the
Action Level established by State Health.
3.3. Monthly Groundwater Production and Purchased Import Water Report
Mr. DeCriscio reported that monthly water demand was 20.6% over the
projection, and that for the first four months of the new FY, we are 10.5%
over our projection, which is a reflection of the hot weather we have been
experiencing. He noted that for the month, our groundwater use was
45.5% of demand, and that we are ramping up our groundwater use to
achieve our annual goal of 50.3% in accordance with our BPP.
2
3.4. Monthly Preventative Maintenance (PM) Report
Mr. Cory reported on the status of the PM and Reactive Maintenance
Program through October. He noted that the crews have been
concentrating on maintenance of valves, air vacs and dead-ends, and will
be switching over to hydrants and PRVs in the coming weeks. Work is
progressing well.
3.5. Monthly Production Summary Report
Mr. DeCriscio reported that in October, the max demand day was 27 MG
and the max-day temperature was 101 degrees. There was one Red-Flag
event, from Oct 26-28, for which staff prepared the system with extra
water in storage, particularly in the reservoirs bordering the wild-lands
area. The Committee requested a report at the Nov 8 Board meeting on
the preparations made for the Red-Flag event.
3.6. Groundwater Producers Meeting Report
Mr. DeCriscio attended the meeting at OCWD and reported on the items
discussed. He indicated that the groundwater basin is in good condition,
with the aquifer near the target level. He also noted that OCWD indicated
that the preliminary draft of the annexation EIR will be released to the
annexing parties in December for input and then to the public as a draft
EIR by March 2013.
3.7. Status Report on Capital Projects in Progress
Mr. Conklin reported on the status of capital projects currently 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 rescheduled the next meeting to December 13 at 3 pm,
and requested a status report on the meter program at that meeting, as
noted in Item 3.1 above.
The Committee adjourned to Closed Session at 4:30 p.m.
Messrs. Conklin, Cory and DeCriscio left the meeting and Mrs. Knight joined the
meeting at this time.
4. CLOSED SESSION
4.1. Public Employee Performance Evaluation
Pursuant to Section 54957 of the California Government Code
Title: Acting General Manager
3
The Committee reconvened in Open Session at 5:03 p.m. No action was taken during
Closed Session that was required to be reported under the Brown Act.
5. ADJOURNMENT
5.1. The meeting adjourned at 5:05 p.m. The next meeting of the Planning-
Engineering-Operations Committee will be held Thursday, December 13,
2012 at 3:00 p.m.
4
ITEM NO. 9.5
AGENDA REPORT
Meeting Date: November 21, 2012
Subject: Public Affairs-Communications-Technology Committee
(Melton/Beverage)
• Minutes of meeting held November 5, 2012 at 8:30 a.m.
• Minutes of meeting held November 20, 2012 at 4:00 p.m. (To be provided at
the next regular Board meeting.)
• Meeting scheduled December 3, 2012 at 3:00 p.m.
ATTACHMENTS:
Description: Type:
110512 PACT - Minutes.docx PACT Mtg Minutes 11/05/12 Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
November 5, 2012
A meeting of the Public Affairs-Communications-Technology Committee was called to
order by Director Melton at 8:30 a.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Gary T. Melton, Chair Damon Micalizzi, Public Information Officer
Director Michael J. Beverage Art Vega, Interim IT Manager
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Computerized Maintenance and Management System Project Status
Mr. Vega informed the Committee that the current contract addendum for
additional services with Westin has expired and a new addendum would
be forthcoming extending the term for another year. Mr. Vega further
explained that the valve crew has found valves that were not in GIS and
the as-builts. These valves are being identified and added to GIS and the
as-builts if needed. There were questions regarding the CMMS budget
which Mr. Vega answered for the Committee.
2.2. Bottled Water Options for FY 12/13
Mr. Micalizzi presented to the Committee options for increasing the
District's Bottled Water Supply for FY12/13, as supply is not meeting
increased demands. The Committee decided to keep the current bottle
size and double the order for the next Fiscal Year.
2.3. YLWD.com Launch (Verbal Report)
Mr. Micalizzi, presented to the Committee the edits suggested during the
last meeting. The Committee approved the website for launch.
2.4. Water Lines Redesign & Holiday Newsletter Review (Verbal Report)
Mr. Micalizzi presented to the Committee the new design for the Quarterly
Newsletter. The Committee approved the new design with only minor
edits. The new design will also serve as a shell design for all future
District printed material.
1
2.5. Signature/Branding Options for District Administration Building (Verbal
Report)
Mr. Micalizzi presented to the Committee options for Branding the YLWD
Board room with the District's logo and slogan. The Committee discussed
preferences and instructed staff to come back with a quote for a design.
2.6. Yorba Linda Fiesta Days & Parade Participation (Verbal Report)
Mr. Micalizzi updated the Committee on the District's participation in the
upcoming (November 10, 2012) Yorba Linda Fiesta Days. In addition to
having two Board Members in the Parade, the District will be providing
water to Runners in the 5K Race and to the Bands in the Parade.
2.7. Future Agenda Items and Staff Tasks
The Committee discussed having the District join the Placentia Chamber
of Commerce and directed staff to do so.
3. ADJOURNMENT
3.1. The meeting was adjourned at 10:04 a.m. The next meeting of the Public
Affairs-Communications-Technology Committee will be held Tuesday,
November 20, 2012 at 4:00 p.m.
2
ITEM NO. 11.1
AGENDA REPORT
Meeting Date: November 21, 2012
Subject: Meetings from November 22, 2012 - December 31, 2012
ATTACHMENTS:
Description: Type:
BOD - Activities Calendar.pdf Backup Material Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
November 2012
District Offices Closed Thu, Nov 22 7:OOAM
District Offices Closed Fri, Nov 23 7:OOAM
Citizens Advisory Committee Meeting Mon, Nov 26 8:30AM Beverage
Finance-Accounting Committee Meeting Mon, Nov 26 4:OOPM Kiley/Hawkins
Joint Committee Meeting with MWDOC and OCWD Tue, Nov 27 4:OOPM Hawkins/Beverage
Personnel-Risk Management Committee Meeting Wed, Nov 28 4:OOPM Beverage/Collett
Yorba Linda Planning Commission Wed, Nov 28 7:OOPM Collett
ISDOC Thu, Nov 29 11:30AM Kiley
December 2012
Pub Affairs-Communications-Tech Committee Meeting Mon, Dec 3 3:OOPM Melton/Beverage
Yorba Linda City Council Tue, Dec 4 6:30PM Hawkins
MWDOC/MWD Workshop Wed, Dec 5 8:30AM Melton/Staff
OCWD Board Wed, Dec 5 5:30PM Kiley/Staff
Public Financing Corporation Regular Meeting Thu, Dec 6 8:30AM
Board of Directors Regular Meeting Thu, Dec 6 8:30AM
Personnel-Risk Management Committee Meeting Mon, Dec 10 4:OOPM Beverage/Collett
CRWUA Conference Wed, Dec 12 8:OOAM Beverage
LAFCO Wed, Dec 12 9:OOAM Beverage
CRWUA Conference Thu, Dec 13 8:OOAM Beverage/Melton
Planning-Engineering-Operations Committee Meeting Thu, Dec 13 3:OOPM Collett/Kiley
CRWUA Conference Fri, Dec 14 8:OOAM Beverage
Citizens Advisory Committee Meeting Mon, Dec 17 8:30AM Beverage
Exec-Admin-Organizational Committee Meeting Mon, Dec 17 4:OOPM Hawkins/Melton
Finance-Accounting Committee Meeting Tue, Dec 18 12:OOPM Kiley/Hawkins
Yorba Linda City Council Tue, Dec 18 6:30PM Melton
Pub Affairs-Communications-Tech Committee Meeting Wed, Dec 19 4:OOPM Melton/Beverage
Board of Directors Regular Meeting Thu, Dec 20 8:30AM
District Offices Closed Mon, Dec 24 7:OOAM
District Offices Closed Tue, Dec 25 7:OOAM
11/14/2012 4:11:09 PM
ITEM NO. 12.1
AGENDA REPORT
Meeting Date: November 21, 2012
Subject: MWDOC Elected Officials Forum - November 29, 2012
STAFF RECOMMENDATION:
That the Board of Directors authorize Director attendance at this event if desired.
ATTACHMENTS:
Description: Type:
Elected Officials YLWD.docx Backup Material Backup Material
Elected Officials Agenda 11-29-12.docx Backup Material Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
11/21/2012
RC/MB 4-0-1
RK was absent.
October 25, 2012
The Honorable Phillip Hawkins
Board President
Yorba Linda Water District
1717 E. Miraloma Ave.
Placentia, CA 92870
Subject: MWDOC Board and Member Agency Elected Officials' Forum
November 29, 2012—6:00 to 8:00 p.m.
Dear President Hawkins,
The Municipal Water District of Orange County (MWDOC)is the wholesale
water provider and regional planning agency for twenty-seven water retailers and
the Orange County Water District. Our activities include Metropolitan
representation, Metropolitan policy and rate development and implementation,
water use efficiency, water resource planning, Federal and State grant
procurement, governmental relations and public information and education in
support of our member agencies.
We would like to invite you to our fourth elected officials' meeting to increase
elected officials' knowledge of and input to MWDOC and its activities. We are
holding our meeting on November 29, 2012 from 6:00 to 8:00 pm at our office
(18700 Ward Street,Fountain Valley)in the Boardroom. The draft agenda is
enclosed.
We request that each city and water district designate an elected official to attend
the meeting as their official representative. Other elected officials and staff, of
course, are welcome. Because of the hour, we will provide a modest meal of
sandwiches and salads.
Thank you for your participation in this event. In order to provide name plates
and sufficient seating,please notify Pat Meszaros at 714/593-5025
(pmeszaros2mwdoc.com) of your official designee and the total number of
representatives attending.
Please do not hesitate to call our General Manager,Kevin Hunt, at 714/593-5026
(khunt(c,mwdoc.com) should you have any questions or suggestions.
Sincerely,
Brett R. Barbre
Director, Division 1
c: Steve Conklin, Interim General Manager
MWDOC Board and Elected Officials' Forum
November 29, 2012
6:00 — 8:00 pm
AGENDA
1. Introductions
2. Purpose of the Meeting
3. Additions to the Agenda
4. Water Rate Trends
5. Bay Delta Conservation Plan
6. MWDOC's Core and Choice Programs
7. Current Project Updates
a. Second Lower Cross Feeder
b. Water Use Efficiency Master Plan
c. South Orange Coastal Ocean Desalination Project
d. Poseidon Huntington Beach Ocean Desalination
Project
8. Other
9. Thank you