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HomeMy WebLinkAbout2012-12-06 - Board of Directors Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, December 6, 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. SEATING OF DIRECTORS 5.1. Reorganization of the Board of Directors for Calendar Year 2013 Recommendation. That the Board of Directors nominate and elect a President and Vice President and appoint staff to serve as the Secretary, Assistant Secretary and Treasurer. 6. 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. 7. SPECIAL RECOGNITION 7.1. Introduce Carlos Moya, Newly Hired Accounting Assistant II 7.2. Presentation of Proclamation to Winner of District's Bottled Water Label Contest 8. COMMITTEE REPORTS 8.1. Citizens Advisory Committee (Beverage) • Minutes of meeting held November 26, 2012 at 8:30 a.m. • Meeting scheduled December 17, 2012 at 8:30 a.m. 9. 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. 9.1. Minutes of the Board of Directors Workshop Meeting Held November 15, 2012 Recommendation. That the Board of Directors approve the minutes as presented. 9.2. Minutes of the Board of Directors Regular Meeting Held November 21, 2012 Recommendation. That the Board of Directors approve the minutes as presented. 9.3. Payments of Bills, Refunds, and Wire Transfers Recommendation. That the Board of Directors ratify and authorize disbursements in the amount of$465,450.85. 9.4. Unaudited Financial Statements for the Period Ending September 30, 2012 Recommendation. That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending September 30, 2012. 10. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 10.1. Board of Directors Compensation Recommendation. That the Board of Directors consider the Directors' compensation rate for calendar year 2013. 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. President's Report 11.2. Directors' Report • ISDOC Quarterly Meeting and Executive Committee Election - November 29, 2012 (Hawkins/Kiley) • MWDOC Elected Officials' Forum - November 29, 2012 (Melton) 11.3. Acting General Manager's Report 11.4. General Counsel's Report 11.5. Future Agenda Items and Staff Tasks 12. COMMITTEE REPORTS CONTINUED 12.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) • Minutes of meeting held November 19, 2012 at 4:00 p.m. • Meeting scheduled December 17, 2012 at 4:00 p.m. 12.2. Finance-Accounting Committee (Kiley/Hawkins) • Minutes of meeting held November 26, 2012 at 4:00 p.m. • Meeting scheduled December 18, 2012 at 12:00 p.m. 12.3. Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held November 13, 2012 at 4:00 p.m. • Minutes of meeting held November 28, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled December 10, 2012 at 4:00 p.m. 12.4. Planning-Engineering-Operations Committee (Collett/Kiley) • Meeting scheduled December 13, 2012 at 3:00 p.m. 12.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held November 20, 2012 at 4:00 p.m. • Minutes of meeting held December 3, 2012 at 3:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled December 19, 2012 at 4:00 p.m. 12.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Minutes of meeting held November 27, 2012 at 4:00 p.m. • Meeting scheduled January 22, 2013 at 4:00 p.m. 13. INTERGOVERNMENTAL MEETINGS 13.1. YL Planning Commission - November 14, 2012 (Kiley) 13.2. OCWD Board - November 28, 2012 (Kiley/Staff) 13.3. YL Planning Commission - November 28, 2012 (Collett) 13.4. YL City Council - December 4, 2012 (Hawkins) 13.5. OCWD Board - December 5, 2012 (Kiley/Staff) 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from December 7, 2012 - January 31, 2013 15. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 15.1. CSDA Effective Board Member/AB1234 Ethics Training - January 22, 2013 UWI Spring Water Conference - February 20-22, 2013 CSDA Special District Leadership Academy Module 1: Governance Foundations - February 21, 2013 ACWA Washington DC Conference - February 26-28, 2013 Recommendation. That the Board of Directors authorize Director attendance at these events if desired. 16. 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. 16.1. 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) and related cases. 17. ADJOURNMENT 17.1. The next regular meeting of the Board of Directors will be held Thursday, December 20, 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. 5.1 AGENDA REPORT Meeting Date: December 6, 2012 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Dept: Administration Manager Prepared By: Annie Alexander, Executive Secretary Subject: Reorganization of the Board of Directors for Calendar Year 2013 SUMMARY: Pursuant to the Board of Directors' Rules for Organization and Procedure (Resolution No. 11-15), a President and Vice President of the Board shall be elected annually at the first regular meeting of the Board in December of every year. In addition to the selection of the President and Vice President, the Board is required to appoint the Municipal Corporation Officers of Secretary, Assistant Secretary and Treasurer. STAFF RECOMMENDATION: That the Board of Directors nominate and elect a President and Vice President and appoint staff to serve as the Secretary, Assistant Secretary and Treasurer. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee discussed this matter at its meeting held November 19, 2012 and supports staff's recommendation. DISCUSSION: The powers and duties of the President are described in Section 30578 of the California Water Code and the Board of Directors' Rules for Organization and Procedure. The President's duties prescribed by state law are: • Sign all contracts on behalf of the District. • Perform other duties imposed by the Board. The President's duties prescribed by the Rules for Organization and Procedure are: • Assume the chair of the Presiding Officer immediately after election. • Make Committee assignments, subject to consent of the Board, annually at the first Board of Directors to be held in January of the subsequent year. • Conduct the proceedings of the Board. • Sign all ordinances, resolutions and contract documents approved and adopted by the Board. The Vice President will serve as the Presiding Officer in the absence of the President. In addition to the selection of the President and Vice President, the Board is required to appoint the Municipal Corporation Officers of Secretary, Assistant Secretary and Treasurer. The duties of these Officers are prescribed by the Water Code and the Rules for Organization and Procedure. The Secretary, or Assistant Secretary in the absence of the Secretary, attests all ordinances and resolutions approved and adopted by the Board, countersigns all contract documents approved and adopted by the Board, prepares the minutes of each meeting held by the Board, and performs all duties prescribed by Section 30000 et seq. of the California Water Code, the Rules for Organization and Procedure, and as imposed by the Board. The Treasurer also performs all duties prescribed by Section 30000 et seq. of the California Water Code, the Rules for Organization and Procedure, and as imposed by the Board. A member of the Board can not serve as the General Manager, Secretary, Assistant Secretary or Treasurer. However, the same person can be appointed as General Manager and Secretary or Secretary and Treasurer. The General Manager can not serve as the Treasurer. There is no additional compensation for serving as Secretary, Assistant Secretary or Treasurer if the individual is an employee of the District. The Board is allowed to set compensation for appointed individuals who are not employees of the District. Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 MB nominated GM as President and RK as Vice President. RC seconded nomination.5- 0 MB/RKAppointing SC as Secretary,AA as Asst Secretary and SP as Treasurer.5-0 ITEM NO. 8.1 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Citizens Advisory Committee (Beverage) • Minutes of meeting held November 26, 2012 at 8:30 a.m. • Meeting scheduled December 17, 2012 at 8:30 a.m. ATTACHMENTS: Name: Description: Type: 112612 - CAC Minutes.docx CAC Mtg Minutes 11/26/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING November 26, 2012 CALL TO ORDER A meeting of the Citizens Advisory Committee was called to order at 8:30 a.m. by Chair Daniel Mole. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE MEMBERS PRESENT Daniel Mole Greg Meyers Carl Boznanski Joe Holdren Cheryl Spencer-Borden Lindon Baker Bill Guse Oscar Bugarini Fred Hebein Rick Buck YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael J. Beverage, Director Steve Conklin, Acting General Manager Damon Micalizzi, Public Information Officer OTHER VISITORS Mark Schock 1. PUBLIC COMMENTS Mr. Mole brought up that he had seen in an online blog-posting that the District had been sued by the OCTA, for costs associated with the Lakeview Grade Separation Project. Mr. Beverage briefly discussed some of the peripheral details about the pending litigation. The Committee then requested more information at a future meeting. 2. PRESENTATIONS 2.1. Bay Delta Conservation Plan — Presentation by Brett Barbre, Director, Metropolitan Water District of Southern California The Committee received copies of two presentations regarding the Bay Delta Governance and Conservation Plan. Director Barbre then took questions and led discussion on the future of water in Southern California, sustainability of the water supply and models, strategies and approaches for the next decades of water challenges. Director Barbre also invited members of the Committee to attend Metropolitan's upcoming inspection trips in early 2013. 1 3. ACTION CALENDAR 3.1. Appointment of Chair and Vice Chair for Calendar Year 2013 Mr. Buck nominated Mr. Mole to remain Chair for 2013. That Motion was seconded by Mr. Bugarini and accepted unanimously by the Committee. A motion was made to nominate Mr. Guse to again serve as Vice-Chair of which he accepted, though mentioned that he is unable to attend Board Meetings to deliver Committee Reports in the event that the Chair is unavailable. Mr. Buck was also nominated for the Vice-Chair. The Committee voted and Mr. Buck was elected Vice-Chair. 4. DISCUSSION ITEMS 4.1. Launch of New YLWD.com and Bottled Water Label Contest Mr. Micalizzi presented to the Committee the District's new website. He also presented to the Committee the three finalists for this year's Bottled Water Label Contest and informed the Committee that this year, the winner would be decided via online voting. 4.2. Future Agenda Items • OCWD • Golden State Water • OCTA Law Suit • Discussion with County Supervisor Todd Spitzer 5. ADJOURNMENT 5.1. The Committee adjourned at 10:10 a.m. The next regular meeting of the Citizens Advisory Committee will be held Monday, December 17, 2012 at 8:30 a.m. 2 ITEM NO. 9.1 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Minutes of the Board of Directors Workshop Meeting Held November 15, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name Description: Type: 111512 BOD - Minutes.doc BOD Mtg Minutes 11/15/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 RC/PH 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING Thursday, November 15, 2012, 8:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 15, 2012 Yorba Linda Water District Board of Directors Workshop Meeting was called to order by President Hawkins at 8:00 a.m. The meeting was held in the Board/Training Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Hawkins led the pledge. 3. ROLL CALL 4 DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Steve Conklin, Acting General Manager Gary T. Melton, Vice President Gina Knight, Human Resources and Risk Mgr Michael J. Beverage Stephen Parker, Finance Manager Ric Collett Art Vega, Interim Information Technology Mgr Robert R. Kiley John DeCriscio, Chief Plant Operator Damon Micalizzi, Public Information Officer OTHER ATTENDEES Annie Alexander Executive Secretary Art Kidman Partner Kidman Law LL 4. PUBLIC COMMENTS None. low 5. DISCUSSION ITEMS 5.1. Planning Discussion Concerning Recruitment Process for the Position of General Manager President Hawkins opened the meeting to discussion in regards to the recruitment process for the position of General Manager. The Directors expressed their opinions as to whether or not they felt the recruitment should begin prior to or immediately following the preparation of an Organization and Efficiency Study. The Board then discussed the advantages and disadvantages of beginning the process for both tasks at the same time or one right after the other. Additional discussion regarding the hiring of a recruitment firm versus performing the recruitment internally through the Human Resources Department followed. Mr. Kidman provided an overview of the relationships between and the duties of the Board and General Manager as described in the California Water Code. 1 The Board then briefly discussed the draft job description for the position. No further revisions were suggested. After further discussion, it was the consensus of the Board to begin both tasks concurrently and to perform the recruitment process internally. Staff was instructed to provide a proposed salary range and contract for the General Manager's position for consideration by the Personnel-Risk Management Committee in December and the full Board in January. A brief recess was declared at 9:15 a.m. The meeting was reconvened at 9:23 a.m. 5.2. Planning for an Organization and Efficiency Study President Hawkins invited the Board members to share their opinions and expectations related to the performance of an Organization and Efficiency Study. The Board and staff then discussed the development of a Request for Proposal (RFP) as opposed to requesting potential firms to submit a Statement of Qualifications (SOQ). Following a brief discussion regarding the District's current purchasing policy, it was the consensus of the Board to proceed with the SOQ approach. Per this approach, staff will identify potential firms or individuals who have the experience and qualifications in performing similar studies for public water agencies and others. Following meetings and discussions with each potential firm or individual, staff will request the submittal of SOQs from those initially determined as qualified and capable for further consideration. The SOQs will be evaluated by a District review team, which may include interviews with or follow up questions to the firms. District staff will make a recommendation for selection to the Executive- Administrative-Organizational (EAO) Committee and thence to the Board. If so approved by the Board, staff will negotiate the project scope and fee with the selected firm or individual and bring recommendations through the EAO Committee to the Board for approval to proceed with the study. As a starting point, staff was instructed to develop a list of potential firms and a draft time line for performance of the study for consideration by the EAO Committee and subsequent consideration by the Board. 6. ADJOURNMENT 6.1. The meeting was adjourned at 9:58 a.m. 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 2 ITEM NO. 9.2 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Minutes of the Board of Directors Regular Meeting Held November 21, 2012 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name Description: Type: 112112 BOD - Minutes.doc BOD Mtg Minutes 11/21/12 Minutes Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 RC/PH 5-0 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, November 21, 2012, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 21, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins 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 President Hawkins led the pledge. 3. ROLL CALL 4 DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Steve Conklin, Acting General Manager Gary T. Melton, Vice President Gina Knight, Human Resources and Risk Mgr Michael J. Beverage Stephen Parker, Finance Manager Ric Collett Art Vega, Interim Information Technology Mgr John DeCriscio, Chief Plant Operator DIRECTORS ABSENT Damon Micalizzi, Public Information Officer Robert R. Kiley Annie Alexander, Executive Secretary ALSO PRESENT Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. qqw 6. CONSENT CALENDAR Director Collett made a motion, seconded by Director Melton, to approve the Consent Calendar. Motion carried 4-0-1 with Director Kiley being absent. Director Collett abstained from voting on Check No. 60259 on Item No. 6.2. as he has a financial interest with the vendor. 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. 1 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 Directors receive and file the Investment Report for the Period Ending September 2012. 7. ACTION CALENDAR Nk 7.1. Recommendations for Award of 2012 Waterline Replacement Project, Phase II, Construction Contract Mr. Conklin explained the bid opening for this contract was held on October 31, 2012 with 13 bids being received. Staff received correspondence on November 2, 2012 from the lowest bidder, GRFCO, Inc., requesting to be relieved from their bid due to a clerical error. Following review, staff is recommending that GRFCO, Inc. be relieved from its bid, that their bid bond be released, and that the contract be awarded to the second to lowest bidder, TBU, Inc. Mr. Conklin and Mr. Kidman then responded to questions from the Board regarding the nature of the clerical error and the previous project history of TBU, Inc. Director Beverage made a motion, seconded by Director Collett, to 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 TBU, Inc., for $1,359,300.11. Motion carried 4-0-1 with Director Kiley being absent. NEW 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report President Hawkins wished everyone a Happy Thanksgiving. 8.2. Directors' Report Directors Melton, Beverage and Collett also wished everyone a Happy Thanksgiving. 2 8.3. Acting General Manager's Report Mr. Conklin did the same and reported that the paving was now complete for the Yorba Linda Blvd Pipeline project with the exception of the intersection at Ohio St. The contractor will complete pavement striping, replacement of traffic-signal-control loops and other work next week. Staff expects to have a Final Notice of Completion presented to the Board in January. Mr. Conklin then commended Joe Polimino, Project Engineer, and his crew for their work related to this project. Staff is in the process of reviewing the bids received for construction of the Yorba Linda Blvd Booster Station Project and plans to bring a recommendation for award of the contract for consideration by the Planning-Engineering-Operations Committee and the full Board in December. The project is expected to be completed by the end of next year. Ir 'it Mr. Conklin then reported on the District's participation in the Yorba Linda Fiesta Day's Parade and his attendance at a MWDOC briefing held with Natural Resources Secretary John Laird during which the Bay Delta Conservation Plan and the proposed 2014 Water Bond were discussed. President Hawkins asked about the status of the work along Fairmont Blvd at the Timber Ridge Booster and Pressure Regulating Station. Mr. Conklin stated that work was now complete on this project and that staff would be preparing a presentation regarding the status of all recent major construction projects for the Board at a future meeting. 8.4. General Counsel's Report Mr. Kidman wished everyone Happy Holidays and advised that a Closed Session will be necessary. 8. Future Agenda Items and Staff Tasks None. it '9V Upon President Hawkins' invitation, Councilmember Rikel commented on her experience attending the District's Board meetings. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Minutes of the meeting held November 19, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled December 17, 2012 at 4:00 p.m. 3 9.2. Finance-Accounting Committee (Kiley/Hawkins) Next meeting is scheduled November 26, 2012 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held November 13, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled November 28, 2012 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Collett/Kiley) r qIL Minutes of the meeting held November 1, 2012 at 3:00 p.m. were provided in the agenda packet. Nook AM IM6 Next meeting is scheduled December 13, 2012 at 3:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) A-4016, V `9� 1% Minutes of the meeting held November 5, 2012 at 8:30 a.m. were provided in the agenda packet. Im Minutes of the meeting held November 20, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled December 3, 2012 at 3:00 p.m. 9.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled November 27, 2012 at 4:00 p.m. 9.7. Citizens Advisory Committee (Beverage) Next meeting is scheduled November 26, 2012 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council – November 6, 2012 (Hawkins) Director Hawkins attended and noted that it was a very short meeting. 10.2. YL City Council – November 20, 2012 (Melton) Director Melton was unable to attend this meeting. 4 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from November 22, 2012 — December 31, 2012 The Board reviewed the activity calendar and made no changes. 12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 12.1. MWDOC Elected Officials Forum — November 29, 2012 Director Collett made a motion, seconded by Director Beverage, to authorize Director attendance at this event.1P Motion carried 4-0-1 with Director Kiley being absent. 13. CLOSED SESSION 4%k The meeting was adjourned to Closed Session at 8:50 a.m. All Directors with the exception of Director Kiley were present. Also present were Mrs. Knight and Messrs. Conklin and Kidman. IM& Nk 13.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code A& Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) ;am e of Case:: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court — Case No. 00595177) Nam f C se: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) Name of Case: OCTA vs. Amelia De Agundez et al. (OC Superior 1% Court — Case No. 00598169) Name of Case-.4 OCTA vs. Tom Smith et al. (OC Superior Court — Case No. 00598177) NW Name of Case: OCTA vs. Issa Minassian et al. (OC Superior Court — Case No. 00598191) Name of Case: OCTA vs. Jack Goodman and Fraces 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) 5 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) The Board reconvened in Open Session at 9:45 am. President Hawkins announced that the Board of Directors had directed Legal Counsel to defend the new OCTA cases. No other action was taken during Closed Session that was required to be reported under the Brown Act. '\ INK 16. ADJOURNMENT 16.1. The meeting was adjourned at 9:46 am. The next regular meeting of the Board of Directors will be held Thursday, December 6, 2012 at 8:30 a.m. IV Annie Alexander Assistant Secretary 6 ITEM NO. 9.3 AGENDA REPORT Meeting Date: December 6, 2012 Budgeted: Yes To: Board of Directors 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 $465,450.85. DISCUSSION: The wire on this disbursement list is as follows: A wire of $90,998.99 to ACWA/JPIA for December health premium. The balance of$144,343.87 is routine invoices. The Accounts Payable check register total is $235,342.86; Payroll No. 24 total is $230,107.99; and, the disbursements of this agenda report are $465,450.85. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Description: Type: CkReg120612 BOD.Pdf Check Register Backup Material 12-CS 1206.doc Cap Sheet Backup Material 12 CC 1206.xls Credit Card Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 RC/PH 5-0 Yorha Linda Water District Check Register For Checks Dated: 11/22/2012 thru 12/06/2012 Check No. Date Vendor Name Amount Description 60287 12/06/2012 ACWA/JPIA 60.00 JPIA TRAININGIHR W112812 11/28/2012 ACWA/JPIA 90,99$.99 HEALTH PREMIUM DECEMBER 64288 12/06/2012 ACWA-Assn Of Ca Water Agencies 18,887.00 2013 AGENCY DUES 60289 12/06/2012 Albert A.Webb Associates 4,815.00 YLHS PARK CONSULT SVCS OCT 60290 12/06/2012 Aqua-Metric Sales Co. 4,721.75 MEAS CHAMBER 60291 12/06/2012 Aramark 279.74 UNIFORM 60292 12/06/2012 AT&T 45.19 CIRCUIT 33984101725899 NOV 60293 12/06/2012 Autoscribe Corporation 326.00 TRX/PYMT VISION GATEWY OCT 60296 12/46/2012 B&5 Graphics, Inc. 195.03 VEH DECALIREPL SLOGAN 60294 12/06/2012 Bank Of America 1,118.09 YLWD REWARDS VISA 60295 12/06/2012 Brithinee Electric 10,880.10 REPAIRIWELL 10 MOTOR 60297 12/06/2012 CalCard U5 Bank 14,731.05 YLWD CAL CARD VISA 60298 12/06/2012 Carollo Engineers 11,045,46 FAIRMT REHAB CONSULT OCT 60299 12/06/2012 CDW Government, Inc 672.37 HARD DRIVE 60300 12/06/2012 Chambers Group Inc. 368.25 HIDDEN HILLS OCTOBER 60301 12/06/2012 City Of Placentia 404.25 FALSE ALARM OCTOBER 60302 12/06/2012 Clinical Lab.Of San Bern. 3,610.00 LAB ANALYSES OCTOBER 60303 12/06/2012 Cogsdale Services Corporation 2,000.00 BAUSHORT PD-ONSITE VISIT 60322 12/06/2012 Costco Online 80.78 PALM AV PIPELN SHUTDWNIWTR 60304 12/06/2012 Culligan of Santa Ana 1,660.15 WTR SOFTENER SVC 60305 12/06/2012 Dell Marketing L.P. 1,89158 EOC NOTEBOOKS 60306 12/06/2012 Dick's Lock&Safe Inc. 250.76 SERVICE CALULEVER LOCK 60307 12/06/2012 DLT Solutions, Inc. 1,080.60 AUTOCAD 2013 60308 12/06/2012 Dzien Nguyen 800.00 DJ SVCS/EMP APPREC DINNER 60309 12/06/2012 Eisel Enterprises,Inc. 1,401.02 VALVE BOX 60310 12/06/2012 Elite Equipment Inc 172.22 UNIT E120 SUMP PUMP CORD ETC 60311 12/06/2012 Employee Relations, Inc. 49.55 PRE-EMP BKGRND MOYA 60312 12/06/2012 Equarius Waterworks 10,814.38 METER R9001 60284 12/06/2012 ETCO DEVELOPMENT 474.70 CONSTRUCTION METER 60313 12/06/2012 Facility Solutions Group Inc 1,011.63 TRBLESHT OUTAGESIMECH RM 60314 12/06/2012 Fairway Ford Sales, Inc. 7274 UNIT 178 MOTOR ASSEMBLY 60315 12/06/2012 Federal Express 5185 FEDEX CHARGES OCTOBER 60316 12/06/2012 Fleet Services,Inc 87.54 UNIT E193 LOAD BINDER 60317 12/06/2012 Fullerton Paint&Flooring 387.13 MARKING BLUE CAUTION 60318 12/06/2012 Gexpro 545.76 QUICK PANEL CONTROL 60319 12/06/2012 Graybar Electric Co 5,926.25 PLUS GROUP BRNZE SUPPORT 60320 12/06/2012 Haaker Equipment Co. 2,385.30 VEHICLE CAMERA REPAIR 60321 12/06/2012 Hi-Tech E V S,Inc./Crimson Fire 48.63 SPANNER 60323 12/06/2012 Infosend Inc. 6,329.45 BILL MAILING 60326 12/06/2012 J.Todd Howard 84.00 ICE BLOCKSIEVENT 60324 12/06/2012 Jackson's Auto Supply-Napa 29.74 OIL FILTERS 60327 12/06/2012 Kimco Staffing Services Inc 590.56 C.HOLLAND WIE 11/11 60286 12/06/2012 LIFEN CHEN 174.72 CUSTOMER REFUND 60283 12/06/2012 MARK LLOYD 182,07 CUSTOMER REFUND 60328 12/06/2012 Mc Fadden-Dale Hardware 770.01 PURCH NOVEMBER 60329 12/06/2012 Morton Salt, Inc. 2,581.41 CRYSTAL MEDIUM 60330 12/06/2012 Nickey Kard Lock Inc 5,303.28 FUEL NOVEMBER 60331 12/06/2012 Novusolutions 3,800.00 NOVUS AGENDA MAINT 2013 60335 12/06/2012 P.T.I.Sand &Gravel,Inc. 849.95 FILL SAND 60332 12/06/2012 Parts Source Anaheim 301.67 WIPER BLADES 60325 12/06/2012 Pollard Water.com 235.66 HYDRANT BAGS 60333 12/06/2012 Powerstride Battery 89.17 GROUP 59 BATTERY 60334 12/06/2012 Praxair Distribution 139.87 ACETYLENE,OXYGEN 60336 12/06/2012 Public Treasury Institute 160.00 PUBLIC INVEST WKSHP FINANCE 60337 12/06/2012 R J Services,Inc 705.00 BOX CANYON/ANTENNA 60285 12/06/2012 REX TORRE2 8.64 CUSTOMER REFUND 60338 12/06/2012 Shred-It USA Inc 167.17 CONFIDENTIAL DOC SHRED 60348 12/06/2012 Southern Calif Edison Co. 297.65 ELECTRICAL CHGS NOVEMBER 60339 12/06/2012 Southern Calif Gas Co. 16,434.85 ALL SITES NOV SERVICES 60341 12/06/2012 Stephen Parker/Petty Cash 238.41 PETTY CASH/OFFICE 60340 12/06/2012 Steven Engineering 14.19 PHOENIX TERM BILK 60342 12/06/2012 The Bee Man 175.00 BEE REMOVAUIVIA PEPITA 60343 12/05/2012 United Industries 196.24 SAFETY SUPPLIES, SPRY BOTTLE 60344 12/06/2012 United Traffic Services&Supply 66.72 SIGN/SPEED BUMP 60345 12/06/2012 Village Nurseries 57.32 SOD MAR 2 60346 12/06/2012 Westside Building Material 75.43 DESCALER 60347 12/06/2012 Xylem Dewatering Solutions Inc 929.88 PRS UPGRADES' RENTAL/PUMP Total $235,342.86 December 6, 2012 CHECK NUMBERS: Computer Checks 60283-60348 $ 144,343.87 WIRE: W-112812 ACWA/J P IA $ 90,998.99 TOTAL OF CHECKS AND WIRES $ 235,342.86 PAYROLL NOS. 24: Direct Deposits $ 145,708.49 Third Party Checks 5433-5444 $ 44,377.27 Payroll Taxes $ 40,022.23 TOTAL OF PAYROLL $ 230,107.99 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 465,450.85 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF DECEMBER 6, 2012 ------------------------------------------------------------------ ------------------------------------------------------------------ Cash Rewards Credit Card Bank of America 11/19/2012-11/28/2012 Date Vendor Name Amount Description 11/19/12 Fed Ex Office 160.49 Signage 11/19/12 B&S Graphics 487.03 Custom Magnets 11/19/12 B&S Graphics 334.03 Custom Magnets 11/22/12 ONLINE Collections 86.54 Collection services 11/22/12 ONLINE Collections 50.00 Utility Exchange TOTAL 1,118.09 Cal Card Credit Card U S Bank 11/19/2012-11/28/2012 Date Vendor Name Amount Description 11/19/12 CPL Systems 220.00 Page R Enterprise software update 11/19/12 Staples (156.69) Return Toner 11/19/12 AutoAmenity 169.50 Cats Eye Axle set 11/19/12 USA Blue Book 2,756.34 Flomatic Check Valve 11/20/12 West Coast Safety Supply 182.96 Rubber cap/Nozzle 11/20/12 West Coast Safety Supply 1,084.60 Guide Skid/Nozzle 11/22/12 Coastline Equipment 120.59 Vehicle Misc Parts 11/22/12 USPS 210.00 Annual PO box fee 11/22/12 Inland Group 1,443.85 Qtrly Newsletter redesign 11/22/12 Wells Supply 6,916.87 WHS stock/October invoices 11/22/12 Answer One 978.80 Answering Service 11/22/12 Coastline Equipment 127.69 Vehicle Misc Parts 11/22/12 Laserfiche 300.00 Certification Training Alexander 11/23/12 CSMFO 325.00 Conference Registration Parker 11/23/12 Amazon 17.95 Battery case 11/26/12 Thai House 33.59 Lunch/Safety Strategic Plan TOTAL 14,731.05 ITEM NO. 9.4 AGENDA REPORT Meeting Date: December 6, 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: Unaudited Financial Statements for the Period Ending September 30, 2012 SUMMARY: Presented are the Unaudited Financial Statements for the Period Ending September 30, 2012 for the District. STAFF RECOMMENDATION: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending September 30, 2012. COMMITTEE RECOMMENDATION: The Finance-Accounting Committee discussed this item at its meeting held November 26, 2012 and supports staff recommendation. DISCUSSION: For the period ending September 30, 2012, staff is presenting unaudited statements in the CAFR format. We have included the traditional budget to actual statements for the District as a whole, as well as the individual water and sewer funds. Water Operating Revenue, as presented, is 33.1 % of annual budget, which is on target when compared to the historical trend of 33.5% for the first quarter of the fiscal year. Other Operating Revenue is 36.7% of annual budget. Sewer Other Operating Revenue, as presented, is 53.6% of annual budget primarily due to FOG Fees for the year being 100% invoiced and paid. With the issuance of the 2008 Certificates of Participation (COP's) and the Refunding Revenue Bonds, Series 2012A the District covenanted "... to fix, prescribe and collect rates and charges for Water Service which will be at least sufficient to yield during each Fiscal Year, Net Revenues equal to 110% of the Debt Service for such Fiscal Year." To confirm the covenant is upheld, a calculation is made quarterly and presented to the Finance- Accounting Committee and received and filed by the Board of Directors. Accordingly, the unaudited debt service ratio through September 2012 is shown in the attached calculation as 179%. This shows strong financial health for the District as it pertains to the debt service ratio. STRATEGIC PLAN: FR 1-G: Continue to Improve Communications of the Districts Financial Information to the Board of Directors, Member Agencies, Management, and the Financial Community ATTACHMENTS: alai lu. Description: Type: FY 2013 1st Qtr Consolidated Balance Sheet.xlsx FY 2013 1st Qtr Consolidated Balance Sheet Backup Material FY2013 Qtr 1 Consolidated Stmt.xlsx FY 2013 1 st Qtr Combined Statement Backup Material 2013 Qtr 1 Water Stmt.xlsx FY 2013 1 st Qtr Water Statement Backup Material 2013 1st Qtr Sewer Stmt.xlsx FY 2013 1 st Qtr Sewer Statement Backup Material FY 2012-13 1st Qtr DS Calc.xlsx FY 2013 1 st Qtr Debt Service Ratio Calculation Backup Material Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 RC/PH 5-0 YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF NET ASSETS September 30, 2012 (With September 30, 2011 for comparison only) ASSETS September 2012 September 2011 CURRENT ASSETS: Cash and cash equivalents $ 17,290,585 $ 28,128,984 Investment 2,156,835 2,158,358 Accounts receivable-water and sewer services 4,147,564 4,424,861 Accounts receivable- property taxes 102,192 102,192 Prepaid expenses &other deposits 1,173,843 387,806 Inventory 256,610 249,910 TOTAL CURRENT ASSETS 25,127,629 35,452,111 NONCURRENT ASSETS: Bond issuance costs 718,321 748,247 Other post-employment benefit(OPEB) asset 176,295 - Capital assets: Non-depreciable 13,044,093 8,014,707 Depreciable, net of accumulated depreciation 188,508,573 191,923,569 TOTAL NONCURRENT ASSETS 202,447,282 200,686,523 TOTAL ASSETS 227,574,911 236,138,634 LIABILITIES CURRENT LIABILITIES: Accounts payable 4,350,692 4,408,047 Accrued expenses 602,702 110,462 Accrued interest payable 732,348 966,343 Certificates of Participation -current portion 680,000 890,000 Compensated absences 240,536 258,032 Customer and construction deposits 253,852 298,680 Deferred revenue 413,617 416,525 TOTAL CURRENT LIABILITIES 7,273,747 7,348,089 LONG-TERM LIABILITIES (LESS CURRENT PORTION): Deferred annexation revenue 13,963,570 14,297,711 Compensated absences 721,610 774,109 Other post-employment benefit(OPEB) liability - 119,858 Certificates of Participation 41,347,882 42,293,870 TOTAL LONG TERM LIABILITIES (LESS CURRENT PORTION) 56,033,062 57,485,548 TOTAL LIABILITIES 63,306,809 64,833,637 NET ASSETS: $ 164,268,103 $ 171,304,997 YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF REVENUES, EXPENSES AND CHANGES IN NET ASSETS For the period ended September 30, 2012 (With fiscal year ended September 30, 2011 for comparison only) September 2012 September 2011 OPERATING REVENUES: Water sales $ 8,250,039 $ 8,109,156 Sewer revenues 399,796 357,834 Other operating revenues 246,319 393,832 TOTAL OPERATING REVENUES 8,896,154 8,860,822 OPERATING EXPENSES Variable water costs 5,017,934 4,667,323 Personnel services 1,581,663 1,791,671 Supplies and services 1,152,863 798,603 Depreciation and amortization 1,677,947 1,608,276 TOTAL OPERATING EXPENSES 9,430,407 8,865,873 OPERATING INCOME/(LOSS) (534,253) (5,051) NONOPERATING REVENUES (EXPENSES): Property taxes 39,079 45,107 Investment income 19,460 70,348 Interest expense (467,814) (476,565) Other nonoperating revenues 178,879 383,524 Other nonoperating expenses (9,462) (9,466) TOTAL NONOPERATING REVENUES/EXPENSES (239,858) 12,948 NET INCOME/(LOSS) BEFORE CAPITAL CONTRIBUTIONS (774,111) 7,897 CAPITAL CONTRIBUTIONS - 17,061,426 CHANGES IN NET ASSETS (774,111) 17,069,323 NET ASSETS- BEGINNING OF FISCAL YEAR 165,042,214 154,235,674 NET ASSETS- FOR PERIOD END SEPTEMBER 30 $ 164,268,103 $ 171,304,997 Yorba Linda Water District Summary Financial Report Water&Sewer Funds For The Period Ending September 30, 2012 Original YTD YTD YTD Budget Actual Under(Over) %of FY 2013 FY 2013 Budget Budget Revenue (Operating): Water Revenue (Residential) $15,405,197 $5,297,139 $10,108,058 34.39% Water Revenue (Commercial & Fire Det.) 1,822,665 567,352 1,255,313 31.13% Water Revenue (Landscape/Irrigation) 4,035,121 1,480,325 2,554,796 36.69% Water Revenue (Service Charge) 3,755,191 905,223 2,849,968 24.11% Sewer Charge Revenue 1,548,682 398,784 1,149,898 25.75% Locke Ranch Assessments 198,433 1,112 197,321 0.56% Other Operating Revenue 643,737 246,219 397,518 38.25% Total Operating Revenue: 27,409,026 8,896,154 18,512,872 32.46% Revenue (Non-Operating): Interest 170,000 19,460 150,540 11.45% Property Tax 1,244,320 39,079 1,205,241 3.14% Other Non-Operating Revenue 494,437 178,879 315,558 36.18% Total Non-Operating Revenue: 1,908,757 237,418 1,671,339 12.44% Total Revenue 29,317,783 9,133,572 20,184,211 31.15% Expenses (Operating): Variable Water Costs (G.W., Import& Power) 12,953,024 5,017,934 7,935,090 38.74% Salary Related Expenses 7,648,891 1,581,663 6,067,228 20.68% Supplies &Services 3,849,602 1,152,865 2,696,737 29.95% Total Operating Expenses 24,451,517 7,752,462 16,699,055 31.71% Expenses (Non-Operating): Interest on Long Term Debt 2,011,395 467,814 1,543,581 23.26% Other Expense 124,210 9,462 114,748 7.62% Total Non-Operating Expenses: 2,135,605 477,276 1,658,329 22.35% Total Expenses 26,587,122 8,229,738 18,357,384 30.95% Net Income(Loss) Before Depreciation 2,730,661 903,834 1,826,827 33.10% Depreciation &Amortization 6,602,339 1,677,947 4,924,392 25.41% Total Net Income(Loss) ($3,871,678) ($774,113) ($3,097,565) 19.99% Yorba Linda Water District Water Fund For The Period Ending September 30, 2012 YTD YTD YTD Budget Actual Under(Over) % of FY 2013 FY 2013 Budget Budget Revenue (Operating): Water Revenue (Residential) $15,405,197 $5,297,139 $10,108,058 34.39% Water Revenue (Commercial & Fire Det.) 1,822,665 567,352 1,255,313 31.13% Water Revenue (Landscape/Irrigation) 4,035,121 1,480,325 2,554,796 36.69% Water Revenue (Service Charge) 3,755,191 905,223 2,849,968 24.11% Other Operating Revenue 585,929 215,216 370,713 36.73% Total Operating Revenue: 25,604,103 8,465,255 17,138,848 33.06% Revenue (Non-Operating): Interest 150,000 16,282 133,718 10.85% Property Tax 1,244,320 39,079 1,205,241 3.14% Other Non-Operating Revenue 490,262 170,156 320,106 34.71% Total Non-Operating Revenue: 1,884,582 225,517 1,659,065 11.97% Total Revenue 27,488,685 8,690,772 18,797,913 31.62% Expenses (Operating): Variable Water Costs (G.W., Import& Power) 12,953,024 5,017,934 7,935,090 38.74% Salary Related Expenses 6,741,403 1,361,188 5,380,215 20.19% Supplies & Services: Communications 280,232 18,214 262,018 6.50% Contractual Services 455,041 99,603 355,438 21.89% Data Processing 125,866 31,953 93,913 25.39% Dues & Memberships 57,609 24,633 32,976 42.76% Fees & Permits 139,165 33,348 105,817 23.96% Board Election 59,055 - 59,055 0.00% Insurance 259,656 67,798 191,858 26.11% Materials 455,226 141,166 314,060 31.01% District Activities, Emp Recognition 17,298 2,668 14,630 15.42% Maintenance 310,320 68,895 241,425 22.20% Non-Capital Equipment 81,370 32,098 49,272 39.45% Office Expense 37,702 12,965 24,737 34.39% Professional Services 749,878 416,142 333,736 55.49% Training 41,353 5,888 35,465 14.24% Travel & Conferences 41,902 2,083 39,819 4.97% Uncollectible Accounts 36,270 (403) 36,673 -1.11% Utilities 79,050 22,572 56,478 28.55% Vehicle Equipment 282,400 81,101 201,299 28.72% Supplies & Services Sub-Total 3,509,393 1,060,724 2,448,669 30.23% Total Operating Expenses 23,203,820 7,439,846 15,763,974 32.06% Expenses (Non-Operating): Interest on Long Term Debt 2,009,777 467,814 1,541,963 23.28% Other Expense 118,210 9,462 108,748 8.00% Total Non-Operating Expenses: 2,127,987 477,276 1,650,711 22.43% Total Expenses 25,331,807 7,917,122 17,414,685 31.25% Net Income (Loss) Before Depreciation 2,156,878 773,650 1,383,228 35.87% Depreciation &Amortization 5,332,175 1,357,205 3,974,970 25.45% Total Net Income (Loss) ($3,175,297) ($583,555) ($2,591,742) 18.38% Yorba Linda Water District Sewer Fund For The Period Ending September 30,2012 YTD YTD YTD Budget Actual Under(Over) %of FY 2013 FY 2013 Budget Budget Revenue(Operating): Sewer Charge Revenue $1,548,682 $398,784 $1,149,898 25.75% Locke Ranch Assessments 198,433 1,112 197,321 0.56% Other Operating Revenue 57,808 31,003 26,805 53.63% Total Operating Revenue: 1,804,923 430,899 1,374,024 23.87% Revenue(Non-Operating): Interest 20,000 3,178 16,822 15.89% Other Non-Operating Revenue 4,175 8,723 (4,548) 208.93% Total Non-Operating Revenue: 24,175 11,901 12,274 49.23% Total Revenue 1,829,098 442,800 1,386,298 24.21% Expenses(Operating): Salary Related Expenses 907,488 220,475 687,013 24.30% Supplies&Services: Communications 23,018 2,490 20,528 10.82% Contractual Services 34,280 8,379 25,901 24.44% Data Processing 9,474 1,440 8,034 15.20% Dues&Memberships 4,583 1,584 2,999 34.56% Fees&Permits 12,155 4,514 7,641 37.14% Board Election 4,445 - 4,445 0.00% Insurance 19,544 688 18,856 3.52% Materials 34,799 1,904 32,895 5.47% District Activities, Emp Recognition 1,302 200 1,102 15.36% Maintenance 71,650 22,227 49,423 31.02% Non-Capital Equipment 16,130 3,548 12,582 22.00% Office Expense 2,823 976 1,847 34.57% Professional Services 37,582 16,003 21,579 42.58% Training 4,747 1,170.0 3,577 24.65% Travel&Conferences 3,498 119 3,379 3.40% Uncollectible Accounts 2,730 (35) 2,765 -1.28% Utilities 5,950 1,906 4,044 32.03% Vehicle Equipment 51,499 25,028 26,471 48.60% Supplies&Services Sub-Total 340,209 92,141 248,068 27.08% Total Operating Expenses 1,247,697 312,616 935,081 25.06% Expenses(Non-Operating): Interest Expense 1,618 - 1,618 0.00% Other Expense 6,000 6,000 0.00% Total Non-Operating Expenses: 7,618 - 7,618 0.00% Total Expenses 1,255,315 312,616 942,699 24.90% Net Income(Loss) Before Depreciation 573,783 130,184 443,599 22.69% Depreciation&Amortization 1,270,164 320,742 949,422 25.25% Total Net Income(Loss) ($696,381) ($190,558) ($505,823) 27.36% Yorba Linda Water District Water Fund For The Period Ending September 30, 2012 YTD Included in Actual Debt Service FY 2013 Ratio Calculation OPERATING REVENUES: Water sales $ 8,250,039 $ 8,250,039 Other operating revenues 215,216 215,216 TOTAL OPERATING REVENUES 8,465,255 8,465,255 OPERATING EXPENSES Variable water costs 5,017,934 5,017,934 Personnel services 1,361,188 1,361,188 Supplies and services 1,060,724 1,060,724 Depreciation and amortization 1,357,205 - TOTAL OPERATING EXPENSES 8,797,051 7,439,846 OPERATING INCOME/(LOSS) (331,796) 1,025,409 NONOPERATING REVENUES (EXPENSES): Property taxes 39,079 39,079 Investment income 16,282 16,282 Interest expense (467,814) - Other nonoperating revenues 170,156 170,156 Other nonoperating expenses (9,462) (9,462) TOTAL NONOPERATING REVENUES/EXPENSES (251,759) 216,055 NET INCOME/(LOSS) BEFORE CAPITAL CONTRIBUTIONS (583,555) 1,241,464 CAPITAL CONTRIBUTIONS - - CHANGES IN NET ASSETS (583,555) 1,241,464 DEBT SERVICE RATIO CALCUATION: NET REVENUES 1,241,464 DEBT SERVICE 691,718 % 179% ITEM NO. 10.1 AGENDA REPORT Meeting Date: December 6, 2012 Budgeted: Yes Total Budget: $90,000 To: Board of Directors Funding Source: Water Operating Fund From: Steve Conklin, Acting General Account No: 1-1010-0440-00 Manager Presented By: Steve Conklin, Acting General Dept: Board of Directors Manager Prepared By: Annie Alexander, Executive Secretary Subject: Board of Directors Compensation STAFF RECOMMENDATION: That the Board of Directors consider the Directors' compensation rate for calendar year 2013. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee discussed this matter at its meeting held November 19, 2012 and did not recommend an increase in Directors' compensation at this time. DISCUSSION: In accordance with California Water Code Sections 20201-20202, the amount of compensation for members of the Board of Directors is currently set at $150 per day for each day's attendance at meetings of the Board and other meetings attended at the request of the Board, not to exceed 10 days per calendar month. Section 20202 also allows for an increase in the amount of compensation up to 5% for each calendar year following the operative date of the last adjustment. As the last adjustment was effective March 24, 2003 (per attached Ordinance No. 03-01), the Board of Directors would be eligible for an increase in their current compensation rate up to $232.70 per day, with a maximum of 10 days per month. Should the Committee recommend an increase in the amount of compensation, an ordinance would need to be considered and adopted by the Board of Directors pursuant to the procedures specified in Water Code Sections 20203-20204 and Government Code Section 6066: • A public hearing would need to be held prior to adoption of the ordinance. Notice of the hearing shall be published in a newspaper of general • circulation once a week for two successive weeks prior to the public hearing. The ordinance would become effective 60 days from the date of its final passage. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors last increased their meeting compensation rate in 2003, and prior to that, in 1991. ATTACHMENTS: Description: Type: 2003 01 23 - Ordinance No. 03-01.pdf Backup Material Backup Material Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 PH/MB 5-0 Keeping the Board of Directors compensation rate the same for upcoming calendar year. ORDINANCE NO. 03-01 AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT SETTING COMPENSATION FOR MEMBERS OF THE BOARD OF DIRECTORS WHEREAS, The Yorba Linda Water District is organized and operates under authority of the County Water District Act, Division 12, commencing with Section 30,000 of the California Water Code; and WHEREAS, Water Code Section 20202, permits water districts, as defined in Section 20200, which includes the Yorba Linda Water District,to increase compensation of members of the Board of Directors in an amount in excess of$100 per day for each day's attendance at Board meetings or each day's service as a Director at the Board's request, not to exceed ten day's per calendar month; and, WHEREAS, the increase in compensation authorized pursuant to Section 20202 is limited to five percent for each calendar year following the operative date of the last adjustment; and WHEREAS, the Board of Directors of the Yorba Linda Water District, by action taken in February, 1991 set the daily compensation under Water Code Section 30507 at $125 for Board and Board Committee meetings and $50 for other service rendered at the request of the Board; and WHEREAS, the Board of Directors of the Yorba Linda Water District has conducted a public hearing upon notice pursuant to Government Code Section 6066 as required by Water Code Section 20203. NOW THEREFORE,the Board of Directors of the Yorba Linda Water District does hereby find, declare, order and ordain as follows: Section 1. The matters set forth in the recitals of this Ordinance are true and correct. Section 2. Upon and after the effective date of this Ordinance, compensation for members of the Board of Directors of the Yorba Linda Water District shall be $150 per day for each day's attendance at meetings of the Board of Directors and other meetings attended at the request of the Board of Directors. Compensation for any type of service shall not exceed ten (10) days in any calendar month. Members of the Board of Directors shall receive reimbursement or payment of expenses, according to District rules, incurred in the performance of each Director's duties required or authorized by the Board of Directors. Section 3. This Ordinance shall become effective sixty (60) days after its adoption. PASSED AND ADOPTED this 23rd day of January, 2003 by the following called vote: AYES: Beverage, Mills, Summerfield NOES: Armstrong ABSENT: Korn ABSTAIN: J W. Summer field, resident ATTEST: Wil i ertson, Secretary L ITEM NO. 12.1 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Executive-Administrative-Organizational Committee (Hawkins/Melton) • Minutes of meeting held November 19, 2012 at 4:00 p.m. • Meeting scheduled December 17, 2012 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 111912 EAO - Minutes.doc EAO Mtg Minutes 11/19/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING November 19, 2012 A meeting of the Yorba Linda Water District's Executive-Administrative-Organizational Committee was called to order by Director Hawkins at 4:00 p.m. The meeting was held at the District's Administration Office at 1717 E Miraloma Ave, Placentia, CA 92870. COMMITTEE STAFF Director Phil Hawkins, Chair Steve Conklin, Acting General Manager Director Gary T. Melton Stephen Parker, Finance Manager Damon Micalizzi, Public Information Officer OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Heather Stratman, Sr. Director, Townsend Public Affairs (By telephone) Matthew Hicks, Associate, Townsend Public Affairs (By telephone) (The following item was taken out of order to accommodate Ms. Stratman and Mr. Hicks joining the meeting by telephone.) 3. DISCUSSION ITEMS 3.1 Legislative Affairs Update (Verbal Report) Mr. Hicks and Ms. Stratman reported on issues relating to the recent elections and local government. They ended the telephone connection to the meeting following discussion of this matter. 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Reorganization of the Board of Directors for Calendar Year 2013 Following discussion, the Committee supported the staff recommendation that on November 21 the Board nominate and elect a President and Vice President and appoint staff to serve as Secretary, Asst Secretary and Treasurer for CY 2013. 2.2. Board of Directors Compensation Following discussion, though not in support of any change in the Board compensation rate for calendar year 2013, the Committee asked that this item be brought to the Board on November 21 for a final decision. 1 3. DISCUSSION ITEMS CONTINUED 3.2. Past-Due Reminder Notice (Verbal Report) Mr. Parker reported on the status of the above, with the setting last month of a minimum $75 late bill for issuance of the Past-Due Reminder Notice. He was pleased to note that we are seeing a significant increase in sign- ups for auto-pay of monthly bills. He also described, however, the continuing challenge of dealing with late-pays, which averages in the range of one-sixth (approximately 16%) of all our monthly bills. Following a discussion on the issues and challenges, the Committee asked that staff continue with the current billing and reminder-notice program over the next several months to see if the reminder-notice program reduces the percentage of late-pays and increases the number of auto-pay sign-ups. Staff will provide an update to the Committee in April or May 2013. Mr. Parker left the meeting at the completion of this item. 3.3. City of Placentia Ad Hoc Meeting (Verbal Report) Mr. Conklin reported that at a November 1 meeting that he and President Hawkins had with City of Placentia Mayor Yamaguchi and City Administrator Troy Butzlaff, Mr. Butzlaff asked that the District consider reestablishing ad hoc meetings of City Council and District Board members and staff to discuss items of mutual interest and concern. Included could be such items as water and sewer service, as well as looking at opportunities for joint-use of staff, equipment and facilities for such as fleet maintenance, use of heavy equipment, payroll processing and procurement. Mr. Conklin noted, that as a follow-up to the request by the City, that Mr. Butzlaff had contacted him again and that a meeting was tentatively scheduled for November 27 to discuss the potential for combining fleet-maintenance services. Following discussion, the Committee asked staff to proceed with meetings with City staff on joint- use opportunities. Further, they asked staff to pursue with city management staff at both Placentia and Yorba Linda the establishment of regular ad hoc committee meetings on a bi-monthly basis. 3.4. Coordination Between Developers (Verbal Report) Mr. Conklin reported that both the Cielo Vista and the Esperanza Hills residential development projects have initiated preparation of CEQA documents, and are otherwise processing through the County Planning Department. He also noted that the District's Northeast Area Planning Study is in progress, with final completion anticipated by the end of January 2013. The final study will include findings and recommendations for water supply improvements for the two noted residential developments. It is planned that the final study will be brought to the February 7, 2013 PEO meeting for review and discussion, and then to the Board on February 14, 2013 for same. 2 3.5. Customer Service Feedback Report The above was reviewed with the Committee, looking at both the month of October and the year to date from January through October. The Committee was pleased with the positive findings in the report. 3.6. Director's and General Manager Fees and Expenses The Committee reviewed the information and provided one correction. 3.7. Status of Organizational and Efficiency Study (Verbal Report) Mr. Conklin reported that this will be a recurring report at each EAO Committee meeting, presenting progress and developments on the above, as directed by the Board at the November 15 Workshop. He noted that staff has initiated inquiries regarding potential firms or individuals who have experience preparing these type studies. 3.8. Strategic Planning for FY 2013/15 Mr. Conklin reported that the District's Strategic Plan is due to be updated for the FY 2013-15 period and is typically done prior to or in conjunction with the budgeting process, which begins in January. After discussion, the Committee decided to delay the update to the Strategic Plan until after the GM position is filled and the Operational and Efficiency Study is completed. 3.9. Status of Strategic Plan Initiatives The Committee reviewed the status of the above and had no comments. 3.10. Future Agenda Items and Staff Tasks Mr. Conklin reported on a complaint received on November 15 from a resident on Gardenia Ave concerning trespassers and trash on the District's Valley View Reservoir and Valley View Pump Station sites. He noted that this was not a new situation, and that new measures are now being recommended as means of mitigation. Following discussion, the Committee asked staff to pursue mitigation measures, provide a response to the customer on Gardenia, and to report back on progress. The Committee adjourned to Closed Session at 5:07 p.m. Directors Hawkins and Melton were present. Also present were Messrs. Conklin, Micalizzi and Kidman. 4. CLOSED SESSION 4.1. 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) 3 Name of Case: 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) 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 Fraces 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) Mr. Micalizzi left before the completion of the Closed Session. The Committee reconvened in Open Session at 5:37 pm. Director Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:37 pm. The next meeting of the Executive-Administrative-Organizational Committee will be held Monday, December 17, 2012 at 4:00 p.m. 4 ITEM NO. 12.2 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Finance-Accounting Committee (Kiley/Hawkins) • Minutes of meeting held November 26, 2012 at 4:00 p.m. • Meeting scheduled December 18, 2012 at 12:00 p.m. ATTACHMENTS: Name: Description: Type: 112612 FA - Minutes.doc FA Mtg Minutes 11/26/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING November 26, 2012 A meeting of the Finance-Accounting Committee was called to order by Director Kiley at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E. Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Robert R. Kiley, Chair Stephen Parker, Finance Manager Director Phil Hawkins 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Unaudited Financial Statements for the Period Ending September 30, 2012 Mr. Parker presented the quarterly financial statements and debt service coverage calculation for the period ending September 30, 2012. As this is the second year that full-accrual quarterly information has been made available by the Finance Department, the balance sheet includes a comparison with the first quarter of the last fiscal year. Through the first quarter, the debt service coverage is lower than in the past couple of years but is still strong at 179%. Mr. Parker pointed out that the cash- financing of our aggressive CIP plan as well as the lawsuit settlement has caused our cash reserves to decrease rapidly in the last year. He also highlighted that an intentional funding of the California Employees Retirement Benefit Trust with reserve funds has turned the Net OPEB Liability to a Net OPEB Asset. The Committee had no further questions and supported staff recommendation of moving the item to the consent calendar at the next Board meeting. 3. DISCUSSION ITEMS 3.1. Budget to Actual Results for October 2012 Mr. Parker presented the October Budget to Actual results. He indicated that more Supplies and Services expense line items are trending over budget due to four consecutive decreases in the District's supplies and services budget. Mr. Parker discussed the reasons why Materials was on pace to go over budget, but he shared that he believed the District still had the opportunity to meet their overall Supplies and Services budget. The Committee had no further questions. 1 3.2. Investment Reports for Period Ending October 31, 2012 Mr. Parker reviewed the October 2012 Investment Report. The current yield of 0.68% is lower than has existed in recent history. Mr. Parker pointed out that the LAIF and CalTRUST Short-Term rates both fell below 0.35%, making the money market account the District obtained with Bank of the West more lucrative. Mr. Parker explained that the yield could increase with a change in investment practices that he desired to put in place after a wholesale revision of the current investment policy, but even then it would only inch up. He stated that he did not expect the total portfolio to exceed 1% for many years to come. Mr. Parker also described how he expected the CalTRUST Medium-Term rate to decrease from its current 0.82%, with the fund having investments made 4 and 5 years ago maturing now, but needing to purchase investments at current market rates to replace them. The Committee had no further questions. 3.3. Status of Strategic Plan Initiatives Mr. Parker reported on the status of strategic plan initiatives related to fiscal responsibility. 3.4. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 4:49 p.m. The next meeting of the Finance- Accounting Committee will be held Tuesday, December 18, 2012 at 12:00 p.m. 2 ITEM NO. 12.3 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Personnel-Risk Management Committee (Beverage/Collett) • Minutes of meeting held November 13, 2012 at 4:00 p.m. • Minutes of meeting held November 28, 2012 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled December 10, 2012 at 4:00 p.m. ATTACHMENTS: Description: Type: 111312 PRM - Minutes.doc PRM Mtg Minutes 11/13/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING November 13, 2012 A meeting of the Yorba Linda Water District's Personnel-Risk Management Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Manager Director Ric Collett Gina Knight, HR and Risk Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. At-Will Employment (Verbal Report) At the request from the Committee Chair, staff reported on the possibilities of making specific positions at-will and noted that all of the District's employees are property-interest employees with the exception of the General Manager position which is an at-will position. The Committee requested staff bring back a report for review on the possibilities of at will employment for the future. 2.2. Status of Performance Evaluations (Verbal Report) Staff reported on the status of the District's past-due performance evaluations. The Committee requested that staff look into on-line performance evaluation programs/systems. Staff will report back to the Committee on these findings. 2.3. Second Revised Draft Job Description for Operations Manager Position The Committee reviewed the draft job description for the Operations Manager and recommended that staff compare the education requirements to all other District management positions for uniformity. Staff will bring back a third revised draft job description for Committee review at a later date as well as provide a verbal report on the comparison of the education requirements. 2.4. Human Resources / Risk Management / Safety Activity Staff reported on the status of the following recruitments: Human Resources Technician, Maintenance Distribution Operator II and Maintenance Worker I positions. Applications for all three recruitments are under review. 1 2.5. Future Agenda Items and Staff Tasks The Committee Chair requested that the first of two Board Workshops in January 2013, begin with "Managing the Marginal Employee" followed with Managing Performance through Evaluation". In addition, the Chair directed staff to look at possible training workshops to provide customer service training to the District's employees during the 2013 calendar year. 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:20 p.m. The next meeting of the Personnel-Risk Management Committee will be held Tuesday, November 28, 2012 at 4:00 p.m. 2 ITEM NO. 12.5 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Public Affairs-Communications-Technology Committee (Melton/Beverage) • Minutes of meeting held November 20, 2012 at 4:00 p.m. • Minutes of meeting held December 3, 2012 at 3:00 p.m. (To be provided at the next regular Board meeting.) • Meeting scheduled December 19, 2012 at 4:00 p.m. ATTACHMENTS: Description: Type: 112012 PACT - Minutes.docx PACT Mtg Minutes 11/20/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING November 20, 2012 A meeting of the Public Affairs-Communications-Technology Committee was called to order by Director Melton at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Gary T. Melton, Chair Damon Micalizzi, Public Information Officer Director Michael J. Beverage 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Bottled Water Label Contest Update Mr. Micalizzi presented to the Committee the finalists for the Bottled Water Label Contest, second grader Tyler Yang of Mabel Paine Elementary, third grader Erin Nichols of Linda Vista Elementary and Katie Beauchamp a second grader at Friends Christian. The Winner will be decided via poll on the District's new website. 2.2. Draft Winter Newsletter Mr. Micalizzi presented to the Committee the Draft Winter Newsletter. Director Melton suggested adding a brief article thanking residents for their patience with the traffic caused by the Yorba Linda Blvd. Pipeline project. 2.3. Signage for Board Room Mr. Micalizzi presented three proofs to the Committee for signage/branding in the Board room. The Committee narrowed that to one, however asked for an additional proof with minor edits to review at the next meeting before making a final recommendation. 2.4. YLWD.com Launch Mr. Micalizzi reported to the Committee that the District's new website had been launched. The Committee complimented the Consultant and staff on the finished product. 2.5. Public Outreach Activities The Committee reviewed recent Public Outreach Activities, noting that the many thanks that the District's representatives received for the presence of the water truck at the Yorba Linda Fiesta Days Parade and 5K Race. 1 2.6. Status Report on Strategic Plan Initiatives The Committee reviewed the updated Strategic Plan matrix. 2.7. Future Agenda Items and Staff Tasks None. 3. ADJOURNMENT 3.1. The meeting was adjourned at 5:45 p.m. The next meeting of the Public Affairs-Communications-Technology Committee will be held Monday, December 3, 2012 at 4:00 p.m. 2 ITEM NO. 12.6 AGENDA REPORT Meeting Date: December 6, 2012 Subject: YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) • Minutes of meeting held November 27, 2012 at 4:00 p.m. • Meeting scheduled January 22, 2013 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 112712 MWDOC OCWD - Minutes.docx Joint Agency Mtg Minutes 11/27/12 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH MWDOC AND OCWD November 27, 2012 A meeting of the YLWD/MWDOC/OCWD Joint Agency Committee was called to order at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 East Miraloma Avenue, Placentia CA 92870. YLWD COMMITTEE MEMBERS YLWD STAFF Director Phil Hawkins Steve Conklin, Acting General Manager Director Michael J. Beverage MWDOC COMMITTEE MEMBERS MWDOC STAFF Director Brett Barbre Kevin Hunt, General Manager OCWD STAFF Mike Markus, General Manager 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Water Supply Conditions Mr. Hunt reported that water supply conditions in the Sierras have started well, with rainfall above average. However, conditions on the Colorado River are on the dry side. 2.2. Water Supply Opportunities for Next Year, as reported by Mr. Hunt: • Poseidon - Agencies in San Diego are voting Nov 29 to accept or reject the Carlsbad Ocean Desalination Project, proposed to produce 50,000 AFY at a cost of $2,400/AF. Approval is expected. • Cadiz — This is a proposed groundwater banking project in the desert area being pursued by a private entity. There are major political issues against the project. • SOCOD - This is the South Orange County Ocean Desalter Project in Dana Point that is being considered by five water entities in the vicinity. It is being evaluated, with a projected capacity of 15 MGD and estimated to deliver water for cost in the range of $1,500/AF. The project has a reasonable shot of proceeding. 1 ■ Water Transfers and Out of County Water Banking - Mr. Hunt and Director Barbre provided their thoughts and ideas on these topics 2.3. YLWD Annexation to OCWD Mr. Markus provided a handout listing the current schedule for completion of various items for the proposed annexation to OCWD. Key dates are March 1, 2013 for release of the draft EIR for review and comments, and August 2013 for OCWD Board to consider approval of the EIR and the annexation agreement. 2.4. YLWD Well Site on OCWD Property Mr. Markus noted that the Well Site Lease Agreement is scheduled for consideration by the OCWD Property Management Committee on November 30. 2.5. Future Agenda Items and Staff Tasks Mr. Conklin offered a reminder that Director Yoh is scheduled to provide a short presentation on OCWD to the CAC on December 17. Mr. Markus noted that he will plan to attend and will remind Director Yoh of the date. 3. ADJOURNMENT 3.1. The Committee adjourned at 5:10 p.m. The next meeting of the YLWD- MWDOC-OCWD Joint Agency Committee will be held Tuesday, January 22, 2013 at 4:00 p.m. 2 ITEM NO. 14.1 AGENDA REPORT Meeting Date: December 6, 2012 Subject: Meetings from December 7, 2012 - January 31, 2013 ATTACHMENTS: Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: December 2012 WACO Fri, Dec 7 7:30AM Hawkins Personnel-Risk Management Committee Meeting Mon, Dec 10 4:OOPM Beverage/Collett CRWUA Conference Wed, Dec 12 8:OOAM Beverage Yorba Linda Planning Commission Wed, Dec 12 7:OOPM Kiley 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 MWDOC Board Wed, Dec 19 8:30AM Melton/Staff Pub Affairs-Communications-Tech Committee Meeting Wed, Dec 19 4:OOPM Melton/Beverage OCWD Board Wed, Dec 19 5:30PM Kiley/Staff 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 January 2013 District Offices Closed Tue, Jan 1 7:OOAM Yorba Linda City Council Tue, Jan 1 6:30PM MWDOC/MWD Workshop Wed, Jan 2 8:30AM OCWD Board Wed, Jan 2 5:30PM Planning-Engineering-Operations Committee Meeting Thu, Jan 3 3:OOPM WACO Fri, Jan 4 7:30AM Pub Affairs-Communications-Tech Committee Meeting Mon, Jan 7 4:OOPM Personnel-Risk Management Committee Meeting Tue, Jan 8 4:OOPM LAFCO Wed, Jan 9 9:OOAM Yorba Linda Planning Commission Wed, Jan 9 7:OOPM Board of Directors Regular Meeting Thu, Jan 10 8:30AM Board of Directors Workshop Meeting Mon, Jan 14 9:OOAM Exec-Admin-Organizational Committee Meeting Tue, Jan 15 4:OOPM Yorba Linda City Council Tue, Jan 15 6:30PM MWDOC Board Wed, Jan 16 8:30AM OCWD Board Wed, Jan 16 5:30PM Joint Committee Meeting with MWDOC and OCWD Tue, Jan 22 4:OOPM Yorba Linda Planning Commission Wed, Jan 23 7:OOPM Board of Directors Regular Meeting Thu, Jan 24 8:30AM Citizens Advisory Committee Meeting Mon, Jan 28 8:30AM Finance-Accounting Committee Meeting Mon, Jan 28 4:OOPM Board of Directors Workshop Meeting Tue, Jan 29 9:OOAM 11/28/2012 10:35:27 AM ITEM NO. 15.1 AGENDA REPORT Meeting Date: December 6, 2012 Subject: CSDA Effective Board Member/AB 1234 Ethics Training - January 22, 2013 UWI Spring Water Conference - February 20-22, 2013 CSDA Special District Leadership Academy Module 1: Governance Foundations - February 21, 2013 ACWA Washington DC Conference - February 26-28, 2013 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at these events if desired. ATTACHMENTS: Description: Type: CSDA Training.pdf Backup Material Backup Material UWl.pdf Backup Material Backup Material CSDA Leadership.pdf Backup Material Backup Material ACWA DC.pdf Backup Material Backup Material Approved by the Board of Directors of the Yorba Linda Water District 12/6/2012 MB/PH 5-0 Excluding the ACWA Washington DC Conference. CSDA -Event Details Page 1 of 2 How to be an Effective Board Member An experienced or newly elected/appointed Regist official should have a solid understanding of what the role entails as well as a complete understanding of the laws that must be followed. This training provides attendees with this valuable information and the tools they need to effectively govern and advocate on their district's behalf. 09:00 am - 04:00 pm (Lunch will be provided) CSDA Member: $225, Non-Member: $375 Cancellations must be made IN WRITING and received via fax, mail, or email no later than three days prior to the seminar. All cancellations made within the specified time will be refunded less a $25 processing fee. 08:30 am - 09:00 am Sign-in & Registration 09:00 am - 12:00 pm Workshop 12:00 pm - 01:00 pm Lunch (Provided) 01:00 pm - 04:00 pm Workshop Start Date: Tuesday, January 22, 2013 End Date: Tuesday, January 22, 2013 Coordinators: Sharon Foster, Professional Development Assistant - sharonf @csda.net Municipal Water District of Orange County Address: 18700 Ward Street Fountain Valley, CA 92728-0895 "This training also meets the AB1234 Ethics Training Requirement! Thank you for using the CSDA web site. http://www.csdamembers.net/Core/Events/eventdetails.aspx?iKey=EFBM012213&Temp... 11/28/2012 SAW IM DATE For Urban Water Institute's SPRING WATER CONFERENCE ilk , 'S s February 20-22 , 2013 Hilton Palm Springs Hotel 400 East Tahquitz Canyon Way Palm Springs, California (760) 320-6868 This conference will examine the increasingly significant role that energy plays in the cost of water and water rates. Speakers from the private and public energy utilities as well as regulators will describe their future supply sources and how that will impact water agencies, especially "green" energy. How will the Governor's announced Delta Fix impact urban water rates? What will the November vote in San Francisco on the Hetch Hetchy system mean? These questions and others will be answered! For more information please contact Julie Ackman at (949) 679-9676 or julie@urbanwater.com CSDA's SDL)II Special District Leadership Academy A Comprehensive Governance Series for Elected and Appointed Directors/ Module 1 Trustees. Governance Foundations ,irn SDRMA Credit Incentive Points PROGRAM PARTICIPANTS ATTEND FOUR SIX-HOUR MODULES:MODULES DO NOTNEED TO BE TAKEN IN SAN DIEGO—February 21,2013 ORDER Vista Irrigation District CSDA's Special District Leadership 1391 Engineer Street,Vista,CA 92083-8836 Academy is a groundbreaking SACRAMENTO—March 28,2013 and curriculum-based continuing 2 Hilton Sacramento Arden West education program that recognizes In conjunction with SDRMA Safety Claims Day the necessity for the board and SPECIAL RATE Free.SDRMA members $125 CSDA Members general manager to work closely 2200 Harvard Street,Sacramento,CA 95815 toward a common goal. If you are a special district professional, 3 MONTEREY—September 16,2013 you must include this training in Special pre-conference workshop your schedule. It is important. It Monterey Marriott is your responsibility. Completion 350 Calle Principal,Monterey,CA 93940 of the Leadership Academy training program marks a hallmark Governance Foundations,the first of four modules and in your special district career. the core of the Special District Leadership Academy series,provides the basic information needed by board This training is the signature of members,general managers and staff to build an effective professionalism for special district and functional governance team.This course teaches the leadership and special district foundational knowledge and skills that identify and define governance. the essential building blocks of a successful board: • Effective Trustees • Individual/Team Standards AGENDA(SAMEFOREACHMODULE.) • Board's Role and Responsibilities 8:30—9:00 a.m. Registration • Structure,Process and Protocols 9:00 a.m.—12:00 p.m. Workshop 12:00—1:00 p.m. Lunch on your own Directors/Trustees will learn to: 1:00—4:00 p.m. Workshop • Develop a unity of purpose. • Understand the board's role in the district. • Build a strong,positive,functional board culture. COST PER CLASS • Organize the formal structure of the board. $225 CSDA Member $375 Non-member SIGN UP FOR ALL FOUR ACADEMY _ COURSES AND SAVE MONEY! 0 $800 CSDA Member $1,400 Non-member "Clear, concise, relevant materials and dialogue with examples. Extremely useful." 6 California Special Districts Association Association ICW,L' DC2013 Water Agencies of 1 Leadership-Ad— y Annual Wa�hington D.C. Conference ACWA PRELIMINARY AGENDA FEBRUARY 6 p.m.-8 p.m. Welcoming Reception Washington Court Hotel WEDNESDAY, FEBRUARY 8:30 a.m.—9:30 a.m. Welcome Breakfast Randy Record, ACWA President Linda Ackerman,Chair,Federal Affairs Committee 8:45 a.m. Issue Group Leaders'Panel Timothy Quinn,ACWA Executive Director,Moderator 9:30 a.m. Federal Insiders Panel David Reynolds,ACWA Director of Federal Affairs,Moderator 10:30 a.m.—11:45 a.m. Administration Speakers 12:00 p.m.— 1:30 p.m. Lunch Program 1:50 p.m. Group Photo 2:15 p.m.—5:30 p.m. House and Senate Speech Program Featuring 8-10 Members of the California Congressional Delegation 5:30 p.m.—7:30 p.m. Congressional Reception THURSDAY, B. A. 8:30 a.m.— 10:00 a.m. Closing Breakfast and Program 10:30 a.m. Conference Adjourns I ' DC2013 411L February • Annual Washington D.C.Conference . • •urt Hote PRE-REGISTRATION&CANCELLATION DEADLINE IS 4:30 P.M.(PST), FEB. 1,2013 OFFICE USE ONLY-DC13 All registration cancellations must be made in writing by Feb.1st.All such requests will receive a refund,minus a ENT $75 processing charge.No refunds granted after Feb.7st.Submit request to Margie Knight at margiek @acwa.com DATE Conference Attendee Registration (Fill in completely-Please print/type clearly) ❑ My info has changed.Please update it. *Required Fields(Ifbringing a guest,guests name and e-mail address are required as well.) PAYMENT INFORMATION *Name on Badge to Read ❑ Enclosed is my check payable to ACWA *Title ❑ Please charge my fee to my credit card • ❑ — ❑ III Organization Credit Card Number: *Address •City *State *Zip Exp.Date: Amount:$ •Phone:( ) FAX:( ) Cardholder's Name(as seen on card): •Attendee E-mail: P •Confirmation E-mail: lease print clearly. If registering on someone's behalf,please be sure to include YOUR e-mail Signature: address here and a copy of the confirmation email will be sent to you. Guest Registration(22) *Guest Name on Badge to Read($40 fee if attending) Guest E-mail(MUST be differentfrom attendee's e-mail) Preregistration PACKAGE- For ACWA public agency members,affiliates&associates only (Includes registration&all meals.Does not include guest registration.)Not available on-site (20)......$595 $ Conference Registration(21) (includes 2 receptions.But,other meals not included.) Preregistration On-site Amount Advantage..................................................................... $510 $545 $ Standard ....................................................................... $765 $800 $ Guest.......................................................................... $40 $50 $ Daily Conference Registration Preregistration On-site Amount (Meals not included) (Advantage) (Standard) (Advantage) (Standard) ❑ Wednesday,February 27(23) .............................. $290 $435 $310 $465 $ ❑ Thursday,February 28(24)................................. $240 $360 $260 $390 $ • Quantity Preregistration On-site Amount Tuesday,February 26 Reception(30) No added charge No added charge $ Wednesday,February 27 Continental Breakfast(31)........................................ $45 $50 $ Luncheon(32) .................................................. $60 $65 $ House Speaker Program/Reception(33) .......................... No added charge No added charge $ Thursday,February 28 $50 $55 $ Full Breakfast(34) ................................................ Hotel Information TOTAL $ Washington Court Hotel,525 New Jersey Ave.N.W.,Washington,D.C.20001-1527 Phone:800-321-3010 Group Rate:$359 Single/Double.The cut-off date to receive this special rate is:January 25,2013 Association of California Water Agencies Please send completed form with payment to:ACWA,910 K Street,Suite 100,Sacramento,CA 95814-3577 Leadership.Ad�vc�icacy or FAX to(916)325-2316. Questions?Contact ACWA toll free(888)666-2292 or e-mail events @acwa.com Inforrnation.Service