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HomeMy WebLinkAbout2013-02-13 - Planning-Engineering-Operations Committee Meeting Minutes1 MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Wednesday, February 13, 2013 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The February 13, 2013 meeting of the Yorba Linda Water District’s Planning- Engineering-Operations Committee was called to order by Director Kiley at 3:00 p.m. The meeting was held in the Administrative Conference Room at the District’s Administrative Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Mgr Director Phil Hawkins John DeCriscio, Acting Operations Mgr Stephen Parker, Finance Manager Anthony Manzano, Sr Project Mgr OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. 1000 to 920-ft. Zone Reconfiguration Waterline Mr. Conklin reported on a proposed project to convert approximately 120 homes from the 1000-ft to the 920-ft pressure zone. This Zone Reconfiguration Project has several benefits, including lowering excessively high pressure for homes in the region, increasing utilization of Quarterhorse Reservoir and lowering demands on Little Canyon Reservoir. The project would require the construction of an estimated 250- ft of 10-inch pipe and a retaining wall at a cost of approximately $200,000. Following discussion, the Committee supported the staff recommendation that the Board authorize approval of the project, allowing staff to move forward with soliciting bids. 4.2. Terms and Conditions for Water and Sewer Service with the Olson Company Mr. Conklin reported that the Olson Company is proposing development of Tentative Tract 17489, for 33 condominium units on 2.76 acres, on Golden Avenue in Placentia. Following discussion, the Committee supported the 2 staff recommendation that the Board approve Terms and Conditions for Water and Sewer Service with the Olson Company for TT 17489. 4.3. Final Payment / Change Order No. 1 for YL Blvd Pipeline Project Mr. Conklin reported that work is complete on construction of the Yorba Linda Blvd Pipeline Project. Submitted for consideration are Final Payment/Change Order No. 1 and a request for authorization to file the Notice of Completion for the project. He described the extra work items for which extra payment is requested by the contractor as part of Change Order No. 1. Mr. Conklin described the negotiations process for each item proposed for extra payment. Following discussion, the Committee supported the staff request for approval of Change Order No. 1 in the amount of $99,265, approval of Progress Payment No. 7, and authorization to file the Notice of Completion. 4.4. Remove and Repair Motor for Well No. 10 Mr. DeCriscio reported on the need to remove and repair the motor for Well No. 10, and noted that the work was successfully completed and the well is back in service. Following discussion, the Committee supported the staff recommendation that the Board approve the transfer of $15,231 from the Maintenance Reserve Fund for the payment of the repairs. 4.5. Purchase of Diesel Particulate Filter Systems Mr. DeCriscio reported modifications to two of the District’s diesel- powered vehicles are necessary to maintain compliance with the Air Resources Board. He described the necessary modifications. Following discussion, the Committee supported the staff recommendation that the Board authorize the General Manager to execute a purchase order for services with Fleet Services and fund this work out of the Maintenance Reserve Fund. 5. DISCUSSION ITEMS 5.1. Meter Testing Update Mr. Parker reported on the status of the meter test bench being installed on site, and the anticipated benefits of being able to test our meters. He noted that a high-pressure water supply line needs to be installed and other set-up work completed. The test bench may be operational within a month. 5.2. Draft FY 2013/14 CIP Forecast Mr. Conklin handed-out a revised first-draft of the FY2013/14 CIP for review and discussion. He noted that the top section listed projects in progress or slated to begin, most of which relate to improvements needed to achieve the District’s goal of delivering our full complement of groundwater with annexation. The center section of the hand-out lists Rehabilitation and Restoration Projects, with the same total budget as in last year’s CIP. Mr. Conklin commented that these proposed projects are 3 important, but are flexible, in that they could be delayed if necessary, in order to balance our budget. He noted that we need to get preliminary numbers for the other elements of the budget and run our finance model in order to determine the timing of the CIP projects. The Supplies and Services budgets for Engineering and Operations and a revised CIP will be brought to PEO in March for review and discussion. Mr. Parker left the meeting at the conclusion of this presentation. 5.3. Status Report on Northeast Area Planning Study (Verbal Report) Mr. Conklin handed out copies of Tech Memo No.2 for the subject study. He noted that the TM presented the proposed new reservoir storage criteria, proposed storage requirement for the Sage and Esperanza Hills projects, and design requirements for the proposed new Fairmont Reservoir. He indicated that the planning study is being finalized and that the final version will be brought to PEO and the Board in March for review and consideration. 5.4. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported on water demands for the year, noting that in January, demand was 10% over the estimate and that demand for July through January was 7.3% over. He noted that groundwater was 76% for the month, and is 45% of the total for the first 7 months of the FY. We are on track to achieve our goal of 50.3% groundwater for the entire year. 5.5. Monthly Production Summary Report Mr. DeCriscio reviewed the subject report with the Committee, noting water consumption, weather conditions, water quality and equipment issues for the month. 5.6. Monthly Preventative Maintenance (PM) Report Mr. DeCriscio reviewed the PM Report with the Committee, noting that essentially all of the facilities listed are on track to meet the annual PM goals. 5.7. Groundwater Producers Meeting Report Mr. Conklin and Mr. DeCriscio reported on recent events at the subject meetings. It was noted that the proposed BPP for FY13/14 is 70%, which is higher than it has been in many years. It was also noted that draft Annexation EIR is scheduled for release in mid-March for a 45-day public review period. 5.8. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 5.9. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan initiatives relating to engineering and operations. 4 5.10. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 4:27 p.m. The next Planning-Engineering- Operations Committee meeting is scheduled to be held Thursday, March 7, 2013 at 3:00 p.m.