HomeMy WebLinkAbout2013-04-11 - Board of Directors Meeting Agenda PacketYorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, April 11, 2013, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Gary T. Melton, President
Robert R. Kiley, Vice President
Michael J. Beverage
Ric Collett
Phil Hawkins
4. ADDITIONS /DELETIONS TO THE AGENDA
5. PUBLIC COMMENTS
Any individual wishing to address the Board is requested to identify themselves and state the matter on which
they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment
when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited
to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five
minutes.
6. SPECIAL RECOGNITION
6.1. Recognition of Employees for Their Service to the District
• Ruben Maldonaldo, Water Quality Technician 1 (5 Years)
• Rick Walkemeyer, SCADA Administrator (20 Years)
7. COMMITTEE REPORTS
7.1. Citizens Advisory Committee
(Beverage)
• Minutes of meeting held March 25, 2013 at 8:30 a.m.
• Meeting scheduled April 22, 2013 at 8:30 a.m.
8. CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents
covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion.
There will be no discussion on the items unless a member of the Board, staff, or public requests further
consideration.
8.1. Minutes of the Board of Directors Workshop Meeting held March 21, 2013
Recommendation. That the Board of Directors approve the minutes as presented.
8.2. Minutes of the Board of Directors Regular Meeting held March 28, 2013
Recommendation. That the Board of Directors approve the minutes as presented.
8.3. Minutes of the Board of Directors Workshop Meeting held April 1, 2013
Recommendation. That the Board of Directors approve the minutes as presented.
8.4. Payments of Bills, Refunds, and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize disbursements in
the amount of $1,323,378.58.
9. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to
formal Board action.
9.1. Preservation of Tax - Exempt Financing
Recommendation. That the Board of Directors approve Resolution No. 13 -051n
Support of the Preservation of Tax - Exempt Financing.
9.2. Mission, Vision and Core Values Signage for Lobby
Recommendation. That the Board of Directors approve payment for the design and
for providing the signage at the cost of $1,685.52, paid from the Public Affairs
Budget.
9.3. Award of Janitorial Services Contract
Recommendation. That the Board of Directors authorize the Acting General
Manager to enter into a Janitorial Service Contract with SC PrimeSource, Inc. The
initial term of the contract will be 14 months with service starting on May 1, 2013
and ending on June 30, 2014, with a total estimated contract cost of $68,355.00.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
10.2. Directors' Report
• MWDOC Elected Officials Forum -April 4, 2013 (Collett /Kiley /Melton)
10.3. Acting General Manager's Report
10.4. General Counsel's Report
10.5. Future Agenda Items and Staff Tasks
11. COMMITTEE REPORTS CONTINUED
11.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
Meeting scheduled April 16, 2013 at 4:00 p.m.
11.2. Finance - Accounting Committee
(Hawkins /Melton)
Minutes of meeting held March 25, 2013 at 12:00 p.m.
Meeting scheduled April 22, 2013 at 12:00 p.m.
11.3. Personnel -Risk Management Committee
(Collett /Beverage)
Minutes of meeting held March 27, 2013 at 4:00 p.m.
Meeting scheduled April 9, 2013 at 4:00 p.m.
11.4. Planning- Engineering- Operations Committee
(Kiley /Hawkins)
• Minutes of meeting held April 8, 2013 at 3:00 p.m. (To be provided at the next regular
Board meeting.)
• Meeting scheduled May 2, 2013 at 3:00 p.m.
11.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett)
• Minutes of meeting held April 2, 2013 at 4:00 p.m.
• Meeting scheduled May 6, 2013 at 4:00 p.m.
11.6. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
• Minutes of meeting held March 26, 2013 at 4:00 p.m.
• Meeting scheduled May 28, 2013 at 4:00 p.m.
11.7. YLWD -City of Placentia Joint Agency Committee
(Melton /Hawkins)
Meeting to be scheduled in May 2013.
11.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley /Beverage)
Meeting scheduled April 17, 2013 at 6:00 p.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. YL City Council - April 2, 2013 (Kiley)
12.2. MWDOC /MWD Workshop - April 3, 2013 (Melton /Staff)
12.3. OCWD Board -April 3, 2013 (Kiley /Staff)
12.4. WACO -April 5, 2013 (Kiley)
12.5. YL Planning Commission -April 10, 2013 (Melton)
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from April 12, 2013 - May 31, 2013
14. CLOSED SESSION
The Board may hold a closed session on items related to personnel, labor relations and /or litigation. The public is
excused during these discussions.
14.1. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code
Name of Case: ACWA /JPIA, et al. vs. Insurance Company of the State of Pennsylvania,
et al. (OC Superior Court - Case No. 00486884)
14.2. Public Employment
Pursuant to Section 54957 of the California Government Code
Title: General Manager
15. ADJOURNMENT
15.1. A Board of Directors Workshop Meeting has been scheduled for Thursday, April 18,
2013 at 8:30 a.m. A Special Board of Directors Meeting has also been scheduled for
Friday, April 19, 2013 at 2:00 p.m. The next Regular Board of Directors Meeting will be
held Thursday, April 25, 2013 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.
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: Citizens Advisory Committee
(Beverage)
• Minutes of meeting held March 25, 2013 at 8:30 a.m.
• Meeting scheduled April 22, 2013 at 8:30 a.m.
ATTACHMENTS:
Name:
032513 - CAC Minutes.docx
Description:
CAC Mtg Minutes 03/25/13
ITEM NO. 7.1
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
Monday, March 25, 2013 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The March 25, 2013 meeting of the Yorba Linda Water District's Citizens
Advisory Committee was called to order by Chair Daniel Mole at 8:30 a.m.The
meeting was held in the Training Room at the District's Administration
Building located at 1717 East Miraloma Avenue, Placentia, California 92870.
2. ROLL CALL
COMMITTEE MEMBERS PRESENT
Daniel Mole, Chair
Rick Buck, Vice Chair
Lindon Baker
Oscar Bugarini
YLWD DIRECTORS PRESENT
Michael J. Beverage, Director
OTHER VISITORS
Mark Shock
Fred Hebein
Joe Holdren
Bill Guse
Cheryl Spencer- Borden
YLWD STAFF PRESENT
Steve Conklin, Acting General Manager
John DeCriscio, Acting Operations Manager
Gina Knight, HR and Risk Manager
Derek Nguyen, Water Quality Engineer
Bryan Melton, HR Technician
Cody Peterson, Public Affairs Intern
3. PUBLIC COMMENTS
Director Beverage presented the Committee with Metropolitan's monthly water
supply report for their review.
4. PRESENTATIONS
4.1. Water Operations / Water Quality Presentation — Provided by John
DeCriscio, Acting Operations Manager and Derek Nguyen, Water Quality
Engineer
Mr. DeCriscio made a presentation to the Committee on how the District
mitigated the water quality issue at the Hidden Hills Reservoir in order to
maintain a higher disinfection residual, which makes it possible to store
more water longer. The Committee asked questions and applauded the
District's innovation.
1
Mr. Nguyen made a presentation on water quality maintenance and
techniques. Many Committee members were intrigued with the details of
water chemistry and were pleased with the presentation. Mrs. Knight and
Mr. Melton left the meeting at the end of the presentation.
5. DISCUSSION ITEMS
5.1. MWDOC Colorado River Aqueduct Inspection Trip
Mr. Shock shared with the Committee photos from the Colorado River Trip
sponsored by MWDOC. Director Beverage relayed to the Committee the
Board's opinion on attendance for future events.
5.2. Committee Structure
Mr. Mole led a discussion with the Committee over how members felt with
regards to the Committee as a whole and its operation. It was suggested
that they may want to consider establishing by -laws for the Committee.
Discussion included a commitment to not miss more than one or two
meetings a year. The Committee expressed interest in playing a more
active role beyond monthly updates. Director Beverage gave the Board's
opinion of the Committee's purpose as a provider of important input as
part of the District's decision - making process. It was decided by the
Committee to continue the discussion at the next meeting.
5.3. Future Agenda Items
The Committee asked that the next meeting include a presentation on the
OCTA Lakeview Bridge Project, including the agreement between YLWD
and OCTA. The meeting will also include a continuation of the above
discussion.
6. ADJOURNMENT
6.1. The meeting was adjourned at 10:40 a.m. The next Citizens Advisory
Committee meeting is scheduled to be held Monday, April 22, 2013 at
8:30 a.m.
2
AGENDA REPORT
Meeting Date: April 11, 2013
ITEM NO. 8.1
Subject: Minutes of the Board of Directors Workshop Meeting held March 21, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Name
032113 BOD Workshop - Minutes.doc
Approved by the Board of Directors of the
Yorba Linda Water District
4/11/2013
RC /RK 5 -0
Description:
BOD Mtg Minutes 03/21/13
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS WORKSHOP MEETING
Thursday, March 21, 2013, 11:00 a.m.
1717 E Miraloma Ave, Placentia CA 92870
4.
671
DIRECTORS PRESENT
Gary T. Melton, President
Robert R. Kiley, Vice Presid
Michael J. Beverage
Ric Collett
'STAFF PRESENT
Steve Conklin, Acting General Manager
John DeCriscio, Acting Operations Manager
Stephen Parker, Finance Manager
Art Vega, Acting IT Manager
Phil Hawkins Damon Micalizzi, Public Information Officer
Annie Alexander, Executive Secretary
new District
5.1. YLWD Public Affairs — 2013 and Beyond
Mr. Micalizzi delivered a presentation to the Board regarding the Public
Affairs Division. He began with providing a general overview of the
Division's goals and objectives which were discussed during a Board
workshop meeting held November 2011. Mr. Micalizzi then summarized
the changes and events that have impacted the organization since that
time. Additionally, he reviewed Board and staff efforts to accomplish
specific initiatives related to the goal of community partnership as
identified in the District's Strategic Plan. These included:
■ Hiring of Public Affairs Intern to Provide Additional Resources
for the Division
1
• Increased Participation of Board members and Staff it
Intergovernmental Meetings and Community Events
• Increased Inter - Agency Usage of the Administration Building
• Launch of District's Bottled Water Distribution Program and
Artwork Contest
• Enhancements to the District's Website, Social Media Presence,
and Print Materials
• Branding for the District's Administration Building
Mr. Micalizzi then spoke of the need for positive and proactive community
outreach efforts in preparation for the 5 -year anniversary of the Freeway
Complex Fire. The Board, staff and members of the audience discussed
various ideas for educating community members regarding District efforts
during the event.
A brief recess was declared at 12:07 p.m.
The meeting was reconvened at 12:15 p.m.
Mr. Micalizzi then requested feedback from the Board in regards to the
message the District would like to convey to its constituents.
Mr. Micalizzi concluded his presentation and remarked on the possibility of
the District creating its own marketing and youth education plan and the
costs involved. This could include the production of a video regarding the
history of the District and the installation of an educational display in the
lobby.
2
6. ADJOURNMENT
6.1. The meeting was adjourned at 1:15 p.m. The next Board of Directors
regular meeting will be held Thursday, March 28, 2013 at 8:30 a.m.
Steve Conklin
Board Secretary
3
AGENDA REPORT
Meeting Date: April 11, 2013
ITEM NO. 8.2
Subject: Minutes of the Board of Directors Regular Meeting held March 28, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Description: Type:
032813 BOD - Minutes.doc BOD Mtg Minutes 03/28/13 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
4/11/2013
RC /RK 5 -0
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, March 28, 2013, 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The March 28, 2013 Regular Meeting of the Yorba Linda Water District Board of
Directors was called to order by President Melton at 8:30 a.m. The meeting was
held in the Board Room at the District's Administration Building located at 1717
East Miraloma Avenue in Placentia, California 92870.
2. PLEDGE OF
President Melton led the pledge.
3. ® ® ® ®®
ROLL CALL ® ® ®®
DIRECTORS PRESENT
Gary T. Melton President
IN
am-
Robert
Michael J. Beverage %k** ... h...
Ric Collett
Tom Lindsey, Mayor,
Art Kidman, Partner,
STAFF PRESENT
Steve Conklin, Acting General Manager
John DeCriscio, Acting Operations Manager
Gina Knight, HR and Risk Manager
Stephen Parker, Finance Manager
Art Vega, Acting IT Manager
Annie Alexander, Executive Secretary
Doug Baker, Mechanic II
Cindy Botts, Management Analyst
Amelia Cloonan, Human Resources Analyst
Bryan Melton, Human Resources Technician
Damon Micalizzi, Public Information Officer
Ronnie Ruiz, Maintenance Worker I
Robyn Shaw, IS Tech II /Programmer
City of Yorba Linda
Kidman Law LLP
Eddy Beltran, Senior Counsel, Kidman Law LLP
4. ADDITIONS /DELETIONS TO THE AGENDA
Mr. Conklin requested to remove Item No. 7.4. from the Consent Calendar for
separate action. The Board agreed. Mr. Conklin then requested to add the
following item to the agenda:
8.5. Request for Certificate for Liability Coverage for Independent
Special Districts of Orange County
Recommendation. That the Board of Directors authorize the Acting
General Manager to execute a Certificate for Liability Coverage to
be included with ISDOC's submission of a Chapter Affiliation
Agreement to the California Special Districts Association.
He explained that there was a need for the Board to take immediate action on
this matter which came to staff's attention subsequent to the agenda being
posted. An agenda report for this item was distributed at the meeting.
Director Beverage made a motion, seconded by Director Collett, to add Item No.
8.5. to the agenda. Motion carried 5 -0. AL
5. PUBLIC COMMENTS
None.
6. SPECIAL RECOGNITION
® ® ® ®®
The Board commended Ms. Shaw and Mr. Baker for their service.
Mr. Conklin presented each of them with a pin commemorating the
number of years they had served the District.
Ms. Shaw and Messrs. Baker and Ruiz left the meeting at this time.
2
7. CONSENT CALENDAR
Director Collett made a motion, seconded by Director Kiley, to approve the
Consent Calendar (with the exception of Item No. 7.4.). Motion carried 5 -0.
7.1. Minutes of the Board of Directors Regular Meeting held March 14, 2013
Recommendation. That the Board of Directors approve the minutes as
presented.
7.2. Payments of Bills, Refunds and Wire Transfers
Recommendation. That the Board of Directors ratify and authorize
disbursements in the amount of $633,539.20.
7.3. Terms and Conditions for Sewer Service with the City of Yorba Linda
Director Beverage made a motion, seconded by Director Hawkins to authorize
the Acting General Manager to submit the letters of support subject to the
review and acceptance of the language in the bills by legal counsel.
3
Mr. Kidman and Mr. Beltran responded to questions from the Board regarding
the language in one of the bills.
Mr. Conklin stated that he had previously requested the language of both bills
from OCWD.
Motion carried 5 -0.
8. ACTION CALENDAR
8.1. Property Insurance Premium for April 2013 -2014
Mrs. Knight explained that it was time once again for the District to renew
its property insurance policy. Staff is requesting that the Board authorize
payment of the annual premium. ACWA/JPIA increased the values of
buildings and other structures by 2.9% and the values of fixed equipment
by 1.53 %. Last year's premium cost approximately $41,000 and this
year's premium is approximately $47,000. The Personnel -Risk
Management Committee reviewed this matter on March 12, 2013 and
supports payment of the premium. Mrs. Knight then responded to
questions from the Board regarding the coverage provided.
Director Collett made a motion, seconded by Director Hawkins, to
authorize payment in the amount of $47,186 to renew the District's
property insurance coverage through ACWA/JPIA for the period April 1,
2013 through April 1, 2014. Motion carried 5 -0.
Director Beverage made a motion, seconded by Director Kiley, to adopt a
declaration that the District -owned property at 4622 Plumosa Drive is no
longer necessary for District use and authorize the Acting General
Manager to send out the attached letter. Motion carried 5 -0.
8.3. Special District Leadership Foundation — District Transparency Certificate
of Excellence
Mr. Conklin explained that in February 2012 the Board had unanimously
approved a commitment towards achieving the "District of Distinction"
accreditation from the Special District Leadership Foundation (SDLF).
Unfortunately, the application requirements were recently updated to also
4
require the completion of a District Transparency Certificate of Excellence.
A document identifying the requirements that have already been achieved
and those that would still need to be accomplished was distributed at the
meeting. Staff is requesting that the Board consider confirming its
commitment towards achieving this accreditation now that the application
requirements have changed. Mr. Conklin reviewed those requirements
that would require further effort to accomplish. Director Melton stated that
the Executive - Administrative - Organizational Committee reviewed this
matter and felt that as most of the requirements were already complete
and in alignment with the District's strategic plan, that it would support a
continued effort to obtain the accreditation.
IARW
Director Hawkins made a motion, seconded by Director Collett, to confirm
its commitment towards achieving the "District of Distinction" accreditation,
which requires the District to complete the tasks for the SDLF District
Transparency Certificate of Excellence. Motion carried 4 -0 -1 with Director
Beverage abstaining.
Director Collett reiterated that while he felt that 2 of the firms looked to be
qualified to perform the study, he would still like the opportunity to
interview them. Director Hawkins reaffirmed that he too would like the
chance to interview the firms.
The Board and staff briefly discussed the pros and cons of not indicating a
budgeted amount for the study should the Board decide to reissue a
request for SOQ's. The Board then determined to schedule a special
meeting to conduct interviews of the responsive firms. Staff will work on
arranging a date and time for this meeting.
5
Mses. Botts and Cloonan and Mr. Bryan Melton left the meeting at this time.
DISCUSSION b. ®® ® ® ®®
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. President's Report
President Melton welcomed Mayor Lindsey to the meeting.
10.2. Directors' Report
None.
10.3. Acting General Manager's Report
Mr. Conklin reported that he had received an e -mail that the County
Planner had placed a hold on the processing of the Environmental Impact
Reports (EIR) for the Sage and Esperanza Hills development projects until
the developers can demonstrate that they have easements and grading
rights on adjoining properties. Mr. Conklin responded to questions from
6
the Board regarding District concerns for the provision of water for both of
the developments. Mr. Conklin also noted that the recently completed
Northeast Area Planning Study included a description of the water
facilities needed to support the two developments. Staff is waiting to hear
from the developers to further discuss these matters. Director Kiley
suggested that the District's requirements also be sent to the Orange
County Fire Authority.
Mr. Conklin then stated that staff had arranged for harassment prevention
training on May 16, 2013. Two sessions would be available for Director
attendance if desired.
Future 10 5 Agenda Items
®®® ® ® ®® ® ® ® ®®
COMMITTEE ® ®®
11.1. Executive - Administrative - Organizational Committee
(Melton /Kiley)
■ Minutes of the meeting held March 19, 2013 at 4:00 p.m. were
provided in the agenda packet.
■ Next meeting is scheduled to be held April 16, 2013 at 4:00 p.m.
11.2. Finance - Accounting Committee
(Hawkins /Melton)
■ Minutes of the meeting held March 25, 2013 at 12:00 p.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held April 22, 2013 at 12:00 p.m.
7
11.3. Personnel -Risk Management Committee
(Collett /Beverage)
■ Minutes of the meeting held March 12, 2013 at 4:00 p.m. were
provided in the agenda packet.
■ Minutes of the meeting held March 27, 2013 at 4:00 p.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held April 8, 2013 at 3:00 p.m.
11.5. Public Affairs - Communications - Technology Committee
(Beverage /Collett) Vlq� Ash,
■ Next meeting is scheduled to be held April 2, 2013 at 4:00 p.m.
11.6. YLWD -City of Placentia Joint Agency Committee
(Melton /Hawkins) OW
■ Next meeting is scheduled to be held in May 2013. Specific date
11.0Mq and time is yet to be determined.
7YLWD-City of Yorba Linda Joint Agency Committee
(Kiley /Beverage) 1%
ow
First meeting is scheduled to be held April 17, 2013 at 6:00 p.m. at
Yorba Linda City Hall.
Director Beverage requested that staff verify the room location of
this meeting being held at Yorba Linda City Hall.
11.8. YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
■ Minutes of the meeting held March 26, 2013 at 4:00 p.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled to be held May 28, 2013 at 4:00 p.m.
9
11.9. Citizens Advisory Committee
(Beverage)
■ Minutes of the meeting held March 25, 2013 at 8:30 a.m. will be
provided at the next regular Board meeting.
■ Next meeting is scheduled April 22, 2013 at 8:30 a.m.
12. INTERGOVERNMENTAL MEETINGS
12.1. YL City Council — March 19, 2013 (Kiley) (Collett)
Director Collett was unable to attend this meeting.
12.2. MWDOC Board — March 20, 2013 (Melton /Staff)
Director Melton attended and noted that it was a very short meeting.
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from April 1, 2013 — May 31, 2013
Iff The Board made no changes to the activity calendar.
14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
14.1. North Orange County Legislative Alliance Elected Official Reception —
April 4, 2013 in
MWD /MWDOC California State Water Project / Sacramento -San Joaquin
Bay Delta Inspection Trip — April 12 -13, 2013
Director Beverage made a motion, seconded by Director Hawkins, to
authorize Director attendance at the above listed events if desired. Motion
carried 5 -0.
15. CLOSED SESSION
The meeting was adjourned to Closed Session at 9:21 a.m. All Directors were
present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, and
Beltran.
9
16.
15.1. 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.
State of Pennsylvania,
00486884)
Insurance Company of the
et al (OCSC — Case No.
Steve Conklin
Board Secretary
10
AGENDA REPORT
Meeting Date: April 11, 2013
ITEM NO. 8.3
Subject: Minutes of the Board of Directors Workshop Meeting held April 1, 2013
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Description: Type:
040113 BOD Workshop - Minutes.doc BOD Mtg Minutes 04/01/13 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
4/11/2013
RC /RK 5 -0
1.
2.
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS WORKSHOP MEETING
Monday, April 1, 2013, 11:00 a.m.
1717 E Miraloma Ave, Placentia CA 92870
CALL TO ORDER
The April 1 2013 Yorba Linda Water District Board of Directors Workshop
7
Meeting was called to order by President Melton at 11:00 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.
PLEDGE OF ALLEGIANCE
President Melton led the pledge
3. ROLL CALL
DIRECTORS PRESENT
Gary T. Melton, President
Robert R.
Michael J
Ric Collett
IM
01 --
Kiley, Vice President
Beverage
Steve Conklin, Acting General Manager
Gina Knight, HR and Risk Manager
Bryan Melton, HR Technician
Alexander, Executive Secretary
4. PUBLIC COMMENTS
®�
DISCUSSION 5. ®® ®®
Linda
5.1. RECRUITMENT FOR THE POSITION OF GENERAL MANAGER
A. Job Flyer (To be provided at the meeting.)
Mrs. Knight began her presentation and provided the Board with a
copy of the draft job flyer. She indicated that the information contained
in the flyer was identical to what was included in the final job
description. Mrs. Knight explained that the flyer would be mailed to
water districts and city agencies throughout the state. The position will
also be advertised in Brown & Caldwell's electronic newsletter and
Jobs Available. Director Hawkins suggested that staff place a small
advertisement in the ACWA newsletter as well.
B. Final Job Description
Mrs. Knight provided the Board with a duplicate copy of the job
description. She explained that the highlighted areas identified
sections of the document that had been revised from the version that
was in place during the tenure of the former General Manager.
A recess was declared at 11:52 a. m.
The meeting was reconvened at 12:03 p.m.
19M lqmh
Staff provided the Board with copies of the current salary ranges for
IN management staff. Following additional discussion, it was the
consensus of the Board to set the salary for the position of General
Manager at Range ME 45. The Board also determined to leave the
duration of the employment agreement open for negotiation.
E. Assessment / Selection Process (Verbal Report)
Mrs. Knight stated that the assessment process for the position of
General Manager would be discussed during Closed Session at the
next regular Board meeting.
F. Recruitment Schedule (Verbal Report)
The Board and staff discussed aligning the recruitment schedule with
completion of the draft Operations and Efficiency (O &E) Study. This
would afford the Board the opportunity to use the draft study as an
assessment tool while evaluating the candidates for General Manager.
Mr. Conklin reported that the firms being interviewed by the Board to
conduct the O &E study would available for a special meeting on April
12th 191h or 26th. Following discussion, the Board decided to call a
2
special meeting on Friday, April 19, 2013 at 2:00 p.m. for the purposes
of interviewing the firms. The recruitment schedule for the position of
General Manager would then be determined once a contract for
performance of the O &E study had been awarded. The Board
requested staff to ask the firms to be prepared to discuss the scope of
work and an accelerated work schedule at the special meeting.
6. ADJOURNMENT
Steve
Boar(
6.1. The meeting was adjourned at 12:30 p.m. The next Board of Directors
Regular Meeting will be held Thursday, April 11, 2013 at 8:30 a.m.
3
Meeting Date;
To:
From:
Presented By
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
April 11, 2013
Board of Directors
Steve Conklin, Acting General
Manager
Budgeted:
Cost Estimate:
Funding Source:
Stephen Parker, Finance Manager Dept:
Maria Trujillo, Accounting Assistant
I
Payments of Bills, Refunds, and Wire Transfers
ITEM NO. 8.4
Yes
$1,323,378.58
All Funds
Finance
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 $1,323,378.58.
DISCUSSION:
The wire and major item on this disbursement list are as follows: a wire of $864,045.81 to US Bank for
interest payments on the 2008 Certificates of Participation and 2012 Refunding Revenue Bonds; and a
check of $44,142.63 to Southern California Edison for March 2013 services rendered on all sites. The
balance of $174,339.90 is routine invoices.
The Accounts Payable check register total is $1,082,528.34; Payroll No. 7 total is $240,850.24; and, the
disbursements of this agenda report are $1,323,378.58. A summary of the checks is attached.
STRATEGIC PLAN:
FR 1 -F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a Timely and
Transparent Manner to the Board of Directors and Member Agencies
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi - monthly.
ATTACHMENTS:
Name:
CkReg41113 BOD.pdf
13 -CS 411.doc
13 CC 411.xls
Approved by the Board of Directors of the Yorba
Linda Water District
4/11/2013
RC /RK 5 -0
Description:
Type:
Check Register
Backup Material
Cap Sheet
Backup Material
Credit Card Summary
Backup Material
Check No.
61018
61019
61020
61021
61022
61024
61023
61025
59067
58888
61026
61027
61028
61035
61030
61031
61032
61033
61034
61036
58875
61037
61038
58676
61042
61039
61040
59084
61041
61015
61043
61044
61045
61046
61047
61048
61049
61050
61051
61052
61053
59081
61054
61055
61056
61057
60440
61017
Yarha Linda Water District
Check Register
For Checks Dated: 3/292013 thru 4/11/2013
Date Vendor Name
04/11/2013 Alternative Hose Inc.
04/11/2013 America's Instant Signs
04/11/2013 Anaheim Wheel & Tire
04/11/2013 Aramark
04/11/2013 Aspen Risk Management Group Inc
04/11/2013 AT & T
04/11/2013 AT & T - Calnet2
04/11/2013 Bank Of America
03/29/2013 Bank of America/ Bac Field Svc
03/29/2013 Bassam Salameh
04/11/2013 Battery Systems Inc
04/11/2013 Best Interiors Inc
04/11/2013 BLX Group LLC
04/11/2013 C & L Refrigeration Corp.
04/11/2013 CalCard US Bank
04/11/2013 CDW Government, Inc
04/11/2013 Chambers Group Inc.
04/11/2013 City Of Placentia
04/11/2013 City Of Yorba Linda
04/11/2013 Culligan of Santa Ana
03/29/2013 Dale Bourgeois
04/11/2013 Dan Copp Crushing Corp.
04/11/2013 Dapper Tire Co. Inc.
03/29/2013 David Hiersekorn
04/11/2013 Dean Criske Trucking
04/11/2013 Delta Wye Electric, Inc.
04/11/2013 Derek Nguyen
03/29/2013 Dey Lofink
04/11/2013 Diane Dalton
04/11/2013 DOUGLAS BECKSTROM
04/11/2013 Eisel Enterprises, Inc.
04/11/2013 Energy Environmental Soln, Inc
04/11/2013 Equarius Waterworks
04/11/2013 Fairway Ford Sales, Inc.
04/11/2013 Federal Express
04/11/2013 Filter Recycling Services, Inc
04/11/2013 Fleet Services, Inc
04/11/2013 Haaker Equipment Co.
04/11/2013 Harrington Industrial
04/11/2013 Infosend Inc.
04/11/2013 Jackson's Auto Supply - Napa
03/29/2013 Jennie Kolakosky
04/11/2013 Jennifer Hill
04/11/2013 John Bogosian
04/11/2013 Konica Minolta Business
04/11/2013 Konica Minolta Business
03/29/2013 Lindy 5cialla
04/11/2013 LYN DA CAVALLO
Amount
Description
241.96
UNIT 168 HOSE ASSEMBLY
126.36
ALUM SIGN
90.00
VEHICLE MOUNTIBAL TIRES
1,062.20
UNIFORM
3,101.15
SAFETY CONSULTANT MAR
45.74
CIRCUIT 33984101725899 MAR
3,118.81
COMMUNICATIONS
18,308.10
REWARDS VISA
(98.28)
VOID CK/REFUND LOST IN MAIL
(30.26)
VOID CK/REFUND LOST IN MAIL
228.53
UNIT 136 GROUP 31 BATTERY
5,483.00
DRYWALL LABORIHR -ADMIN
2,200.00
2008 C0PIINT ARBITRAGE RE RPT
1,587,00
SVC CALL MIRALOMA
28,502.55
CAL CARD VISA
901.25
SAMSUNG 840 SSD, FLASH MEM
3,469.01
CONSULTING HIDDEN HILLS FEB
338.50
ROW PERM
3,000.00
PALM PIPELN PERM /INSP FEES
68.40
WTR SOFTENER SVC
(42.22)
VOID CK/REFUND LOST IN MAIL
180.00
DUMP FEES
727.08
TIRES
(71.43)
VOID CKIREFUND LOST IN MAIL
1,248.31
ROAD MATL
11206.08
ELECTRICAL WORK
891.75
WLC /BRIEF,LC TOUR NGUYEN,D
(90.25)
VOID CK/REFUND LOST IN MAIL
60.00
CERT TRTMT GR II DALTON,D
39.66
CUSTOMER REFUND
1,269.00
DEVELOPER 438 METER BOX ETC
4,400.00
ICE TESTING
22,292.85
T -10 METER R9001
77.41
UNIT 180 FLOOR MAT KIT
119A6
FE;DEX CHARGES FEBRUARY
414.00
REMOVE WASTE OIL
185.14
VEHICLE PARTS
3,126.95
PARTS /SEWER CAMERA
26.01
CONNECTOR
3,319.88
BILL MAILING
1,280.88
MISC VEHICLE PARTS
(10.89)
VOID CK/REFUND LOST IN MAIL
159.77
BOOT ALLOW
257.26
SHOP EQUIPMENT
27.95
COPY CHARGE C224
519.59
BIZHUB C224
(137.43)
VOID CK/REFUND LOST IN MAIL
106.29
CUSTOMER REFUND
59057
03/29/2013
Martha Sanchez
61059
04/11/2013
Mc Fadden -Dale Hardware
61060
04/11/2013
Mc Master -Carr Supply Co.
61061
04/11/2013
Minuteman Press
59079
03/29/2013
Monica Rael
61062
04/11/2013
MR2 Solutions Inc
61063
04/11/2013
Muzak LLC
61064
04/11/2013
Nickey Kard Lock Inc
61065
04/11/2013
Nickey Petroleum Co Inc
61066
04/11/2013
Northern Tool & Equipment Co
61067
04/11/2013
Office Solutions
61068
04/11/2013
One Stop Parts Source
61069
04/11/2013
Orange Coast Petroleum Equip,
61070
04/11/2013
Pacific Safety Center
61071
04/11/2013
Powerstride Battery
61072
04/11/2013
Praxair Distribution
61073
04/11/2013
Prudential Group Insurance
61074
04/11/2013
RBF Consulting
60285
03/29/2013
Rex Torrez
61016
04/11/2013
RUSSELL GILLIAM
61075
04/11/2013
Sanders Paving, Inc.
58882
03/29/2013
Scott Williams
61076
04/11/2013
Shred -It USA Inc
61078
04/11/2013
So California Door Masters
61077
04/11/2013
Southern Calif Edison Co.
W32913A
03/29/2013
Southern Calif Edison Co.
61079
04/11/2013
Southern Calif Gas Co.
61080
04/11/2013
Staples Business Advantage
61029
04/11/2013
State of CA - Dept of Public Health
61081
04/11/2013
Step Saver Inc
61082
04/11/2013
Suburban Propane
60926
03/29/2013
Systems Source
61058
04/11/2013
The Lighthouse Inc.
61083
04/11/2013
Time Warner Cable
W32913
03/29/2013
U 5 Bank
61084
04/11/2013
United Industries
(5.36)
VOID CK/REFUND LOST IN MAIL
623.68
PURCH MARCH
145.97
FLOAT VALVE ETC
233.28
BUSINESS CARDS /HR
(149.49)
VOID CK/REFUND LOST IN MAIL
5,199.92
24 PORT MANAGED SWITCH
73.74
MUZAK VOICE
6,114.29
FUEL MARCH
1,613.41
MOBIL DTE
217.98
IMPACT WRENCH
544.97
PAPER SUPPLY
79.24
UNIT 172 POWER STEERING HOSE
116.00
UNITS 168,174 BALL STOP ASSY
255.00
MEMBER RENEWAUPSC
229.74
BATTERY
113.35
CYLINDER RENTAL
3,187.33
L/T DISABILITY APRIL
10,824.50
2010 WTRLN PROJECT FEB SVCS
(8.64)
VOID CK/REFUND LOST iN MAIL
10.26
CUSTOMER REFUND
13,775.00
ASPHALT REPAIR
(22.54)
VOID CK/REFUND LOST IN MAIL
89.89
CONFIDENTIAL DOC SHRED
2,925.00
FURN /INSTALL PWR GATE OPER
44,142.63
ELECTRICAL CHGS MARCH
2,280.00
ELECTRICAL CHGS PLUMOSA FEB
4,588.08
MARCH SVCS
466.19
GENL, TONER
6,778.80
WTR SYS FEES/3010037 J UL-DEG 12
522.83
SALT
256.23
UNIT E -1 PROPANE, NEW CYL
(2,108.41)
VOID CK/P.O. REDONE
928.02
UNIT 174 CAMERA KIT
999.00
FIBER I NET
864,045.81
Revenue COP 2008, 2012 interest
155.52
SAFETY GLASSES
Total $1,082,528.34
CHECK NUMBERS:
Void Checks
Computer Checks
WIRES:
W -32913
W- 32913A
April 11, 2013
58676, 58875, 58882,
58888, 59057, 59067,
59079, 59081, 59084,
60285, 60440, and
60926
61 01 5 -61 084
U S Bank
Southern Cal Edison
TOTAL OF CHECKS AND WIRES
PAYROLL NO. 7:
Direct Deposits
Third Party Checks 5543 -5552
Payroll Taxes
$ (2,775.20)
$ 218, 977.73
$ 216,202.53
$ 864, 045.81
$ 2,280.00
$ 866, 325.81
$ 156,259.12
$ 42,474.04
$ 42,117.08
$ 1,082,528.34
TOTAL OF PAYROLL $ 240,850.24
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $ 1,323,378.58
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF APRIL 11, 2013
------------------------------------------------------------------
------------------------------------------------------------------
Cal Card Credit Card
Bank of America
03/18/2013- 03/28/2013
03/18/13 Core Support Resources 5,967.80 Ultra Service Plan
03/28/13 Wells Supply 12,340.30 February purch
TOTAL 18,308.10
Cal Card Credit Card
U S Bank
03/14/2013- 03/29/2013
Date
Vendor Name
Amount
Description
03/14/13
The Garden Gate
74.51
Symapthy Bouq /Kiley
03/14/13
Westside Building
71.28
Cutter wheel
03/14/13
McMaster Carr
503.90
Low Pressure Regulator
03/15/13
CMAA
120.00
CMAA dues Polimino
03/18/13
Hyatt Place San Diego
164.00
Lodging CSDA Gov Found Dir Melton
03/18/13
Staples Business Advantage
6,101.90
Surface Win 8 Tablet
03/19/13
Verizon Wireless
2,287.13
February charges
03/19/13
Inland Group
4,190.53
Postage/ Spring 2013 Newsletter
03/19/13
Glidden
129.18
Paint /Bldg 4
03/20/13
Grainger
218.53
Motor /HVAC unit -CL2 bldg
03/20/13
Home Depot
72.66
Misc Bldg parts
03/20/13
McMaster Carr
457.68
Low Pressure Regulator, misc parts
03/20/13
Lomeli's
187.92
Lunch /Board Workshop
03/21/13
Water Education Found
(695.00)
Refund /Bay Delta Tour Collett
03/22/13
West Coast Safety
1,321.96
Rubber Cap /primus nozzle
03/25/13
Emerald Mirror & Glass
40.00
Tempered glass
03/25/13
KB Design
238.24
Shirts /So Cal Tappers
03/25/13
Dick's Sporting Goods
48.61
Duffel bag /Tapping Team
03/25/13
Harrington Industrial
377.97
Valve parts /Well 20
03/25/13
Mandalay Bay Resort
207.20
Deposit /Lodging Interop Vega
03/26/13
Placentia Disposal
480.66
Disposal February
03/26/13
Online Information
48.50
Online Utility Exchange February
03/26/13
C. Wells Pipeline
27.22
Saddle gasket
03/26/13
C. Wells Pipeline
179.28
Ori -Seal valve, tapping grease
03/26/13
Carl's Jr
26.06
Meals ACWA conf OPS
03/26/13
Hooters
39.94
Meals ACWA conf OPS
03/27/13
Staples Business Advantage
642.64
February and March purch
03/27/13
State Chemical
489.31
Pen Fast, glass cleaner
03/27/13
C. Wells Pipeline
898.56
Parts /Hidden Hills Repair
03/27/13
CWEA
140.00
CWEA dues Ostiz
03/27/13
Arco AM PM
30.00
Fuel ACWA conf OPS
03/27/13
Arco AM PM
15.00
Fuel ACWA conf OPS
03/27/13
Peppermill
03/27/13
Dick's Last Resort
03/27/13
McDonald's
03/28/13
Wells Supply
03/28/13
Tropicana Las Vegaas
03/28/13
Wells Supply
03/28/13
Harrington Industrial
03/28/13
Chevron Primm
03/28/13
McDonald's
03/29/13
Grainger
64.10
Meals ACWA conf CPS
52.97
Meals ACWA conf CPS
17.05
Meals ACWA conf CPS
8,084.45
February and March purch
235.16
ACWA Conf Lodging CPS
68.10
Sewer parts
160.96
CL2 parts /Production
50.00
Fuel ACWA conf CPS
27.41
Meals ACWA conf CPS
606.98
Light bulbs
TOTAL 28,502.55
AGENDA REPORT
Meeting Date: April 11, 2013
To: Board of Directors
ITEM NO. 9.1
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Manager Dept: Finance
Reviewed by Legal: Yes
Prepared By: Stephen Parker, Finance Manager
Subject: Preservation of Tax - Exempt Financing
STAFF RECOMMENDATION:
That the Board of Directors approve Resolution No. 13 -05 In Support of the Preservation of Tax - Exempt
Financing.
COMMITTEE RECOMMENDATION:
The Finance - Accounting Committee discussed this item at its meeting held March 25, 2013 and supports
staff's recommendation.
DISCUSSION:
Congress and the President have recently proposed legislation to reduce or repeal the tax exemption on
municipal bonds. The Government Finance Officer's Association (GFOA) has urged their membership to
engage our Congressional representatives on this issue. If municipal bonds' tax exempt status was
repealed, it would translate to significantly higher borrowing costs in the future, which would have a
detrimental impact on national infrastructure development.
As such, staff has taken a draft resolution provided by GFOA and put it into the District's format and
made some minor modifications. Staff received legal counsel's comments after this item was presented
to the Finance - Accounting Committee, and they have been incorporated in the attached version. The
requested change from legal counsel calls for the language in the last line to change from "key members
of the Administration" to "the President of the United States ".
STRATEGIC PLAN:
CP 2 -D: Enhance the District's Regional Water and Wastewater Industry Participation
ATTACHMENTS:
Resolution No 13- 05.doc
Approved by the Board of Directors of the
Yorba Linda Water District
4/11/2013
PH /RC 5 -0 Roll Call
Description: Type:
Resolution in Support of the Preservation of Tax Exempt
Backup Material
Financing
RESOLUTION NO. 13 -05
RESOLUTION OF THE BOARD OF DIRECTORS OF
YORBA LINDA WATER DISTRICT IN SUPPORT OF THE
PRESERVATION OF TAX - EXEMPT FINANCING
WHEREAS, tax - exempt municipal bonds are the primary means by which state and
local governments finance three quarters of the critical infrastructure of our
nation, including roads, bridges, hospitals, schools, and utility systems;
and
WHEREAS, through the tax exemption, the federal government continues to provide
critical support for the federal, state and local partnership that develops
and maintains essential infrastructure, which it cannot practically replicate
by other means; and
WHEREAS, the municipal tax exemption has enabled state and local governments to
finance more than $1.65 trillion in infrastructure investment over the last
decade; and
WHEREAS, this tax exemption is part of a more than century -long system of reciprocal
immunity under which owners of federal bonds are, in turn, not required to
pay state and local income tax on the interest they receive from federal
bonds; and
WHEREAS, municipalities benefit from this tax exemption through substantial savings
on the interest cost of borrowed money; and
WHEREAS, tax exempt bonds benefit state and local governments who need the
support of investors to finance critical infrastructure, taxpayers across the
country who depend on this infrastructure for reliable transportation
systems, schools, public health facilities, energy, clean water and
affordable housing, the federal government, who gets quite a bargain on
their partnership with state and local government to provide the nation's
infrastructure through the exemption; and investors who buy bonds for
many reasons, including the safe nature of these financial products; and
WHEREAS, municipal bonds are the second safest investment, aside from U.S.
Treasuries, with state and local governments having nearly a zero default
rate; and
WHEREAS, 72.4 percent of the total outstanding municipal debt is held by individual
investors, either directly or through mutual funds and money market funds
(Source - 2010 Thomson Reuters); and
Resolution No. 13 -05 Support of the Preservation of Tax - Exempt Financing
WHEREAS, Congress and the President have proposed legislation to reduce or repeal
the tax exemption on municipal bonds; and
WHEREAS, these proposals to reduce or repeal the tax exemption would have
severely detrimental impacts on national infrastructure development and
the municipal market, raising costs for state and local borrowers and
creating uncertainty for investors; and
WHEREAS, if the proposal to cap the exemption on municipal bonds at 28 percent had
been in place over the last 10 years it would have cost state and local
governments an additional $173 billion in interest costs; and
WHEREAS, total repeal of the exemption over the last decade would have cost state
and local governments over $495 billion in additional interest costs; and
WHEREAS, the municipal tax exemption has a long history of success, having been
maintained through two world wars and the Great Depression, as well as
the recent Great Recession, and it continues to finance the majority of our
nation's infrastructure needs for state and local governments of all sizes
when no other source exists to do so;
NOW, THEREFORE, BE IT RESOLVED, that the Yorba Linda Water District opposes
any efforts by Congress and the White House to reduce or repeal the federal tax
exemption on interest earned from municipal bonds; and;
BE IT FURTHER RESOLVED, that we oppose any action that would reduce or repeal
the exemption on tax - exempt bond interest, and affirm that there should be no
legislative action to apply any changes retroactively to current outstanding bonds; and
BE IT FURTHER RESOLVED, that a copy of this resolution shall be sent to our
Congressional Representative, Ed Royce, and the President of the United States.
PASSED AND ADOPTED this 11th day of April 2013 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Gary Melton, President
Yorba Linda Water District
Resolution No. 13 -05 Support of the Preservation of Tax - Exempt Financing
ATTEST:
Steven R. Conklin, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
Kidman Law, LLP
Resolution No. 13 -05 Support of the Preservation of Tax - Exempt Financing
AGENDA REPORT
Meeting Date: April 11, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: Damon Micalizzi, Public
Information Officer
Prepared By: Damon Micalizzi, Public
Information Officer
Budgeted:
Cost Estimate:
Funding Source:
Account No:
Dept:
CEQA Compliance:
Subject: Mission, Vision and Core Values Signage for Lobby
SUMMARY:
ITEM NO. 9.2
No
$1,685
Multiple Funds
1- 2020 - 0580 -05
Administration /Public
Affairs
N/A
The Public Affairs - Communications - Technology (PACT) Committee has discussed and reviewed potential
options for dressing the walls in the lobby with the District's Logo, Mission and Vision Statements and Core
Values. The version currently on display for each is that favored by the Committee. This proposed signage
will not only help in the branding of our Administration Building but also serve as reminders for Directors,
staff and customers, of the principles that serve as the foundation for our business model of public service.
STAFF RECOMMENDATION:
That the Board of Directors approve payment for the design and for providing the signage at the cost of
$1,685.52, paid from the Public Affairs Budget.
COMMITTEE RECOMMENDATION:
The PACT Committee considered this item at its April 2, 2013 meeting and recommended consideration by
the full Board.
DISCUSSION:
Over the past few months, the PACT Committee has been discussing options for putting the "finishing
touches" on the Administration Building, with this and the signage for the Board Room being the primary
pieces. The Committee discussed the design and over the course of several meetings, reviewed multiple
proofs to arrive at the look for the design with the proofs on display in the Lobby.
STRATEGIC PLAN:
CP 1 -A: Enhance Resources for Public Information and Governmental Affairs Division
ATTACHMENTS:
Name: Description: Type:
Estimate.pdf Price Quote Backup Material
Approved by the Board of Directors of the Yorba
Linda Water District
4/11/2013
MB /RC 5 -0
Estimate Page 1 of
America's Instant Signs
A F_ 1 q;� 1265 Manassero St., Units 309 -310 Estimate: 22551
Anaheim, CA 92807
ph. (714) 693 -2989
fax (714) 693 -2925 Printed: 3/26/2013 5:31:09PM
AMP
�• email: aisigns @aol.com
Description: Sign Panels for Mission, Vision and Core Values and Logos
Prepared For: Damon Micalizzi ph: (714) 701 -3000
Company: Yorba Linda Water District
email: dmicalizzi @ylwd.com
Dear Damon:
Below is the cost for the large acrylic panel signs and logos for your front lobby. Please call if you have any questions.
Sincerely
Linda Prina
Product Font Qty Sides Height Width Unit Cost Install Item Total
1 Paper Pattern 1 1 0 0 $50.00 $0.00 $50.00
Color:
Description: PAPER PATTERN:
* 3 full size digital paper prints of signs for hanging on wall to see if they like the sizing.
Text:
2 1/4" Acrylic 1 1 14 60 $222.00 $40.00 $262.00
Color: Black text & Vivid Blue on acrylic
Description: CORE VALUES PANEL:
• AIS to provide a layout for your approval, prior to production.
• Fabricate sign panel out of 1/4" thick, non - glare, P99 clear acrylic with straight cut edges (no bevel, no
polish), 6 holes drilled, and decorate with computer cut vinyl letters on first surface to say:
CORE VALUES
_ Integrity Accountability
Responsibility Transparency Teamwork
* Provide with 6 solid aluminum standoffs, with a brushed finish (7/8" diameter x 1/4" deep cap with 1" long
barrel).
* Includes installation onto your drywall, above the double- doors.
Text:
3 1/4" Acrylic 1 1 20 96 $410.00 $40.00 $450.00
Color: Black & Vivid Blue on acrylic
www.AmericasinstantSigns.com
Estimate Page 2 of 3
America's Instant Signs
A F_ 1 q;� 1265 Manassero St., Units 309 -310 Estimate: 22551
Anaheim, CA 92807
ph. (714) 693 -2989
fax (714) 693 -2925 Printed: 3/26/2013 5:31:09PM
�• limp email: aisigns @aol.com
Description: OUR MISSION PANEL:
• AIS to provide a layout for your approval, prior to production.
• Fabricate sign panel out of 1/4" thick, non - glare, P99 clear acrylic with straight cut edges (no bevel, no
polish), 6 holes drilled, and decorate with computer cut vinyl letters on first surface to say:
OUR MISSION
Yorba Linda Water District will provide reliable
......to our community.
* Provide with 6 solid aluminum standoffs, with a brushed finish (7/8" diameter x 1/4" deep cap with 1" long
barrel).
* Includes installation onto your drywall, in the lobby area.
Text:
4 1/4" Acrylic 1 1 14 80 $270.00 $40.00 $310.00
Color: Black & Vivid Blue on acrylic
Description: OUR VISION PANEL:
• AIS to provide a layout for your approval, prior to production.
• Fabricate sign panel out of 1/4" thick, non - glare, P99 clear acrylic with straight cut edges (no bevel, no
polish), 6 holes drilled, and decorate with computer cut vinyl letters on first surface to say:
OUR VISION
Yorba Linda Water District will become the leading,
innovative and efficient source for high quality reliable services.
* Provide with 6 solid aluminum standoffs, with a brushed finish (7/8" diameter x 1/4" deep cap with 1" long
barrel).
* Includes installation onto your drywall, above the framed photos.
Text:
5 1/4" Acrylic 2 1 15.4 18 $221.00 $60.00 $502.00
— Color: white and Vivid Blue on acrylic
Description: YLW LOGO PANELS:
Text
• AIS to provide a layout for your approval, prior to production.
• Fabricate sign panel out of 1/4" thick, blue acrylic with straight cut edges and radius corners (no bevel, no
polish), and decorate with 1/4" raised white acrylic letters:
YLW = approx. 6 "h
* Provide hidden 1" long spacers behind blue logo panel, so that sign will "stand off" wall and be at the same
height as the statement panels. YLWwill be 1/4" higher.
* Includes installation onto your drywall, above the 2 panels.
www.AmericasinstantSigns.com
Estimate Page 3 of 3
America's Instant Signs
A F- 1 q;� 1265 Manassero St., Units 309 -310 Estimate: 22551
Anaheim, CA 92807
ph. (714) 693 -2989
fax (714) 693 -2925 Printed: 3/26/2013 5:31:09PM
�• limp email: aisigns @aol.com
Notes:
TURNAROUND: Please allow 18 working days for production and installation.
Company: Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92807
www.AmericasinstantSigns.com
Line Item Total:
$1,574.00
Tax Exempt Amt:
$180.00
Subtotal:
$1,574.00
Taxes:
$111.52
Total:
$1,685.52
Received /Accepted By:
AGENDA REPORT
Meeting Date: April 11, 2013
To: Board of Directors
From: Steve Conklin, Acting General
Manager
Presented By: John DeCriscio, Operations
Manager
Prepared By: Harold Hulbert, Operations
Assistant
Budgeted:
Total Budget:
Funding Source:
Account No:
Dept:
Reviewed by Legal:
Subject: Award of Janitorial Services Contract
SUMMARY:
ITEM NO. 9.3
Yes
$60,000
All Water Funds
1- 5060 - 0600 -35
Operations
Yes
Following continued unsatisfactory janitorial services by the District's provider, staff elected to solicit
for proposals for a new provider. Three proposals were received and reviewed.
STAFF RECOMMENDATION:
That the Board of Directors authorize the Acting General Manager to enter into a Janitorial Service
Contract with SC PrimeSource, Inc. The initial term of the contract will be 14 months with service
starting on May 1, 2013 and ending on June 30, 2014, with a total estimated contract cost of
$68,355.00.
COMMITTEE RECOMMENDATION:
The Planning- Engineering- Operations Committee will consider this item at its April 8, 2013 meeting
and will provide its recommendations to the Board.
DISCUSSION:
On March 10 & 17, 2013 the District solicited Requests for Proposals (RFP) for Janitorial Service.
Solicitations were sent to several vendors who had previously contacted the District and expressed
interest in providing this service. Additionally a public notice was printed in the OC Register. The
notice and emails provided to the vendors included a mandatory walk- through on March 18, 2013
for any vendor wishing to submit a proposal.
Four vendors were on hand for the walk- though and each was provided specifics as to how
proposals must be completed. These specifics included detailed cost sheets showing labor hours
for each task and building, as well as labor rate and material cost, with a total not -to- exceed cost
per month. Of the four vendors who did the walk- through three submitted proposals.
Each vendor submitted their proposal as a "Fixed Rate Not to Exceed" cost per month as follows:
SC PrimeSource, Inc: $4,822.50
Coastal Building Services: $6,392.00
Express Building Maintenance: $6,506.08
When evaluating the proposals staff looked at all of the cost and labor hours that would be required
to complete work in each of the 4 buildings. While all of the vendors used different labor hours and
associated cost, staff determined that the proposal submitted by SC PrimeSource, Inc., met all
requirements and was appropriate to meet the needs of the District. References were called to
verify satisfaction of service. SC PrimeSource provided similar service to the Health Care Partners,
Inc and Stremick's Heritage Foods for over 5 years. Both of these companies rate the level of
service provided very high, with the comment that SC PrimeSource works very hard to meet the
needs of these companies with call -back and follow -up if needed.
A copy of the proposed Service Contract is attached for review and information. The contract
provides for an initial 14 -month period, with options for three one -year renewals at the discretion of
the District.
ATTACHMENTS:
Description: Type:
2013 Janitorial Documents.pdf 2013 Janitorial Documents Backup Material
Approved by the Board of Directors of the
Yorba Linda Water District
4/11/2013
MB /RK 5 -0
VENDOR:
CONTRACT #
MAINTENANCE SERVICES AGREEMENT
BETWEEN THE YORBA LINDA WATER DISTRICT
/\all
SC PRIMESOURCE, INC.
THIS MAINTENANCE SERVICES AGREEMENT ("Agreement") is made and
entered into on May 1, 2013, (the "Effective Date ") by and between the YORBA LINDA
WATER DISTRICT, a local public agency, created and operating under authority of Division 12
of the California Water Code ( "District "), and SC PrimeSource, Inc. ( "Contractor ") (District and
Contractor are sometimes individually referred to herein as a "Party" and collectively as the
"Parties ") .
RECITALS
A. WHEREAS, District owns and operates certain facilities, located throughout its service
area ( "Facilities ") and;
B. WHEREAS, District requires a contractor with the requisite knowledge, skill, ability and
expertise to provide the necessary maintenance services for the Facilities in all areas
where the specialized services of Contractor are appropriate; and
C. WHEREAS, Contractor represents to District that it is fully qualified and available to
provide Janitorial services for District's Facilities ( "Services "); and
D. WHEREAS, it has been determined that it is in the best interests of District to enter into the
Agreement hereinafter contained.
NOW, THEREFORE, in consideration of the mutual promises, conditions and covenants
herein contained, the Parties hereto agree as follows:
AGREEMENT
I.O. SCOPE OF WORK 1 TERMS AND CONDITIONS. The specific services and related
materials and supplies to be provided by Contractor are called out in the Scope of Work attached
as Attachment "A" and incorporated herein by reference. Contractor shall perform all work
necessary to complete the Services detailed in Attachment "A" and shall furnish all labor,
materials, equipment, supplies and 'incidentals, except those which are designated to be furnished
by District. All work under this Agreement shall be done in a workmanlike fashion and
Contractor represents that it is competent to provide the Services required under this Agreement
in a manner acceptable to District and in conformity with the requirements of this Agreement.
Janitorial Services Agreement — 315113 Page 1 of 12
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CONTRACT #
1.1. Project Manager. Contractor acknowledges that continuous and effective
communication between District, Contractor, and other contractors (as appropriate) is necessary
to the successful completion of the Services. Contractor's primary contact with District shall be
through District's Project Manager specified on Attachment "A." District's primary contact with
Contractor shall be through the Contractor's Representative, designated on Contractor's
Schedule for Services attached as Attachment "B" and incorporated herein by reference.
1.2. Terra and Termination. The base term of this Agreement shall be for fourteen
(14) months from the Effective Date with District holding an option to renew this Agreement for
three (3) additional one (1) year option terms provided District gives Contractor written notice of
such extension no later than fifteen (15) days prior to the expiration of the base term and, if
exercised, the first and second option terms.
1.2.1. Price Adjustment. The price established by this Agreement may be
adjusted at the start of each option term and shall be valid until the start of the next option term, if
any. The adjustment may allow for either an increase or decrease in the original service cost.
However, an increase shall not exceed the Orange County area Consumer Price Index (CPI)
increase for the year in which the Agreement is up for extension. If a Party desires an adjustment
for an option term, that Party must send written notice to the other Party no later than ninety (90)
days prior to the expiration of the base term, the first option term, or the second option term, as the
case may be, with the proposed adjustment for the option team. Upon receipt of the notice(s), the
Parties shall negotiate a possible adjustment for the option term.
1.2.2. Time Adjustment. The time for performance of any Services under this
Agreement may be extended, in the reasonable discretion of the District, based on unavoidable
disruption of work due to strikes, lockouts, government acts, acts of God and other similar
conditions shown by the Contractor to be beyond the control of the Contractor.
1.2.3. Termination by District. District may terminate this Agreement at any
time upon ten (10) days written notice to Contractor. Should District exercise the right to
terminate this Agreement, District shall pay Contractor for any Services satisfactorily completed
prior to the date of termination, based upon Contractor's Fee Schedule. Provided however, that
if the District terminates this Agreement due to what it, in its sole discretion, has determined to
be unsatisfactory performance by the Contractor, and if the District is required to undertake
completion of said work or to retain a new Contractor to perform said work, the Contractor shall be
liable to the District for any additional costs and expenses thereby incurred.
1.2.4 Termination by Contractor. Contractor may terminate this Agreement
upon ten (10) days written notice to District in the event of substantial failure by District to
perform in accordance with the terms hereof through no fault of Contractor; or in the event
District fails to pay Contractor in accordance with the terms in Section 2.0; or if Contractor's
Services hereunder are suspended for a period of time greater than ninety (90) days through no
fault of Contractor.
1.2.5. Withholding Payment. In the event District has reasonable grounds to
believe Contractor will be materially unable to perform the Services under this Agreement, or if
Page 2 of 12
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District becomes aware of a potential claim against Contractor or District arising out of
Contractor's negligence, intentional act or breach of any provision of this Agreement, including
a potential claim against Contractor by District, then District may, to the fullest extent allowed
by law, withhold payment of any amount payable to Contractor that District determines is related
to such inability to complete the Services, negligence, intentional act, or breach.
2.0. COMPENSATION. As compensation for performance of the Services specified under
the Scope of Work (Attachment "A "), District shall pay Contractor an amount not to exceed that
contained in Contractor's Schedule for Services (Attachment "B "). Payment shall be made at the
rates set forth in Contractor's Fee Schedule, which is attached as Attachment "C" and
incorporated herein by reference. Costs or expenses not designated or identified in the Fee
Schedule shall not be reimbursable unless otherwise provided in this Agreement or agreed to by
District in writing.
2.1 Invoicing. Contractor shall submit an invoice within ten (10) days after the end
of each month during the term of this Agreement describing the Services performed for which
payment is requested. District shall review and approve all invoices prior to payment. District
shall pay approved invoices within thirty (30) days of receipt. Contractor agrees to submit
additional documentation to support the invoice if requested. If District does not approve an
invoice, District shall send a notice to Contractor setting forth the reason(s) the invoice was not
approved. Contractor may re- invoice District to cure the defects identified by District. The
revised invoice will be treated as a new submittal. District's determinations regarding
verification of Contractor's performance, accrued reimbursable expenses, if any, and percentage
of completion shall be binding and conclusive. Contractor's time records, invoices, receipts and
other documentation supporting the invoices shall be available for review by District upon
reasonable notice and shall be retained by Contractor for three (3) years after the termination of
this Agreement.
2.2 Extra Services. Before performing any Services outside the scope of this
Agreement ( "Extra Services "), Contractor shall submit a written request for approval of such
Extra Services and receive written approval from District. District shall have no responsibility to
compensate Contractor for any Extra Services provided by Contractor without such prior written
approval.
3.0 SAFETY. Contractor shall execute the Services so as to avoid injury or damage to any
person or property. Contractor shall be solely and completely responsible for the safety of all
Contractor personnel during performance of Services and while on or near District Facilities.
Contractor shall fully comply with all state, federal and other laws, rules, regulations and orders
relating to safety of the public and workers, including State of California, Department of
Industrial Relations (Cal /OSHA) requirements and the District's own safety rules, during
performance of Services under this Agreement.
4.0. INDEMNIFICATION. To the fullest extent permitted by law, the Contractor shall
indemnify, defend, and hold harmless the District, its directors, officers, agents, consultants,
employees, and authorized volunteers (the "Indemnified Parties ") from and against any and all
actions, agreements, attorneys' fees, causes of action, claims, contracts, costs, covenants,
damages, debts, demands, expenses, judgments, lawsuits, liabilities, liens, losses, obligations,
Page 3 of 12
Janitorial Services Agreement -- 3 /5/13
VENDOR:
CONTRACT #
orders, and rights of whatever kind or nature in law, equity or otherwise, which arise out of or
are in any way connected with the Contractor's (or any of its subcontractors, consultants or its
independent contractors) performance of the Services under the Agreement (collectively, the
"Claims "), save and except such Claims that are determined by a court of competent jurisdiction
to have arisen from the active negligence or willful misconduct of an Indemnified Party.
The Contractor, at its own expense, cost, and risk, shall defend at the District's request any and
all Claims that may be brought or instituted against any of the Indemnified Parties, and shall pay
or satisfy any judgment that may be rendered against any of the Indemnified Parties in any
action, suit or other proceedings as a result thereof and shall reimburse District or its directors,
officers, employees, and authorized volunteers, for any and all legal expenses and costs incurred by
each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's
obligation to indemnify, defend and hold harmless pursuant to this Indemnification section is
separate and distinct from its obligations to provide insurance pursuant to the Insurance
Requirements section. Compliance with the requirements set forth under the Insurance
Requirements section shall not relieve Contractor of its obligation under this Indemnification
section. The Contractor shall defend itself against any and all liabilities, claims, losses, damages,
and costs arising out of or alleged to arise out of the Contractor's performance or non-
performance of the Services hereunder, and shall not tender such claims to District nor to its
directors, officers, employees, or authorized volunteers, for defense or indemnity. Without
limiting the generality of the foregoing in this Section 4.0, the Contractor shall indemnify,
defend and hold harmless the Indemnified Parties against Claims arising from or in any way
connected to:
4.1 The negligence or willful misconduct of the Contractor or its shareholders,
directors, officers, partners, members, managers, agents, employees, engineers, consultants,
contractors, or subcontractors;
4.2 The death of or bodily injury to any person, regardless of whether that death or
injury occurs at on or off of any property of the District;
4.3 Injury to property, loss of property, or theft of property, regardless of whether that
injury, loss or theft occurs on or off of any property of the District; or
4.4 Any other loss, damage or expense sustained by the Contractor.
5.0. INTENTIONALLY OMITTED
6.0. INTENTIONALLY OMITTED
7.0. EQUAL OPPORTUNITY.
During the performance of this Contract, the Contractor will not discriminate against any
employee or applicant for employment in a manner that would violate state or federal law.
Page 4 of 12
Janitorial Services Agreement -- 315113
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8.0. INSURANCE REQUIREMENTS.
Prior to execution of this Agreement, and at any time thereafter on request, Contractor shall
provide executed certificates of insurance and policy endorsements acceptable to District
evidencing the required coverage and limits for each insurance policy. Each insurance policy
shall be primary insurance as respects District, its affiliated organizations and its and their
respective officers, directors, trustees, employees, agents, consultants, attorneys, volunteers and
successors and assigns (collectively, the "Covered Parties ") for all liability arising out of the
activities performed by or on behalf of Contractor. Any insurance, pool coverage, or self -
insurance maintained by Covered Parties shall be excess of Contractor's insurance and shall not
contribute to it.
All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to
waive subrogation against the Covered Parties or shall specifically allow Contractor or others
providing insurance evidence in compliance with these requirements to waive their right of
recovery prior to loss. Contractor waives its right of recovery against the Covered Parties for
damages covered by insurance required by this Agreement. Contractor shall require similar
written express waivers and insurance clauses from each of its subcontractors. The insurer
issuing the Workers' Compensation insurance shall amend its policy to waive all rights of
subrogation against the Covered Parties.
Each insurance policy shall provide, or be endorsed to provide, that coverage shall not be
cancelled except after thirty (30) days prior written notice by U.S. Mail (ten (10) days for non-
payment of premium) has been given to District. Unless otherwise approved by District, each
insurance provider shall be authorized to do business in California and have an A.M. Best rating
(or equivalent) of not less than "A-IX." Contractor shall provide and maintain at all times during
the performance of this Agreement the following insurance: (1) Commercial General Liability
( "CGL ") insurance; (2) Automobile Liability insurance; (3) Workers' Compensation and
Employer's Liability insurance.
The Covered Parties are to be included as insureds on all third party liability policies, including
automobile and general liability policies. The coverage shall contain no special limitations on
the scope of protection afforded to the Covered Parties.
8.1 Commercial General Liability. Each CGL policy shall be as broad as ISO
Occurrence Form No. CG 0001, or equivalent, including completed operations coverage, with no
explosion, collapse or underground damage exclusions (XCU). Defense costs must be paid in
addition to limits. Each CGL policy shall have liability coverage limits of at least $1,000,000
per occurrence for bodily injury, personal injury and property damage, and either at least (a)
$2,000,000 general aggregate applied separately to the Project; or at least (b) $5,000,000 general
aggregate limit for all operations. CGL insurance and endorsements shall be kept in force at all
times during the performance of this Agreement and all coverage required herein shall be
maintained after the term of this Agreement so long as such coverage is reasonably available.
8.2 Automobile Liability. Each Automobile Liability policy shall be as broad as
ISO Form No. CA 0001, or equivalent, covering Automobile Liability, Code 1 (any auto) or in
Page 5 of 12
Janitorial Services Agreement — 315113
VENDOR:
CONTRACT #
the alternative, owned or scheduled autos plus non -owned and hired autos. The policy shall have
limits of at least $1,000,000 per accident combined single limit. Automobile Liability insurance
and endorsements shall be kept in force at all times during the performance of this Agreement
and all coverage required herein shall be maintained after the term of this Agreement so long as
such coverage is reasonably available.
8.3 Workers' Compensation /Employer's Liability. Contractor shall cover or
ensure the existence of coverage under the applicable laws relating to Workers' Compensation
insurance, all of their employees employed directly by them or through subcontractors at all
times in carrying out the Services contemplated under this Agreement, in accordance with the
"Workers' Compensation and Insurance Act" of the California Labor Code and any amendatory
Acts. Contractor shall provide Employer's Liability insurance, including an "all states"
endorsement, with limits of at least $1,000,000 each accident, $1,000,000 disease policy limit,
and $1,000,000 disease each employee.
By Contractor's signature hereunder, Contractor certifies that it is aware of the provisions of
Section 3700 of the California Labor Code, which requires every employer to be insured against
liability for Workers' Compensation or to undertake self- insurance in accordance with the
provisions of that code, and that Contractor will comply with such provisions before
commencing Services under this Agreement. Upon the request of District, subcontractor must
provide certificates of insurance evidencing such coverage.
9.0. INDEPENDENT CONTRACTOR. The Parties agree that the relationship between
District and Contractor is that of an independent contractor and Contractor shall not, in any way,
be considered to be an employee or agent of District. Contractor shall not represent or otherwise
hold out itself or any of its directors, officers, partners, employees, or agents to be an agent or
employee of District. District will not be legally or financially responsible for any damage or
loss that may be sustained by Contractor because of any act, error, or omission of Contractor, nor
shall Contractor make any claim against District arising out of any such act, error, or omission.
9.1. Taxes and Benefits. Contractor shall be solely responsible for the payment of all
federal, state and local income tax, social security tax, Workers' Compensation insurance, state
disability insurance, and any other taxes or insurance Contractor, as an independent contractor, is
responsible for paying under federal, state or local law. Contractor is not eligible to receive
Workers' Compensation, medical, indemnity or retirement benefits through District, including
but not limited to enrollment in Ca1PERS. Contractor is not eligible to receive overtime, vacation
or sick pay.
9.2. Permits and Licenses. Contractor shall procure and maintain all permits, and
licenses and other government- required certification necessary for the performance of its
Services, all at the sole cost of Contractor. None of the items referenced in this section shall be
reimbursable to Contractor under the Agreement.
9.3. Methods. Contractor shall have the sole and absolute discretion in determining
the methods, details and means of performing the Services required by District. Contractor shall
furnish, at its own expense, all labor, materials, equipment, tools, transportation and work
Page 6 of 12
Janitorial Services Agreement -- 3/5113
VENDOR:
CONTRACT #
necessary for the successful completion of the Services to be performed under this Agreement.
District shall not have any right to direct the methods, details and means of the Services;
however, Contractor must receive prior written approval from District before assigning or
changing any assignment of Contractor's project manager or key personnel and before using any
subcontractors or subcontractor agreements for Services or materials under this Agreement and
any work authorizations.
10.0. NOTICES. Any notice may be served upon either Party by delivering it in person, or by
depositing it in a U.S. Mail Deposit Box with the postage thereon fully prepaid, and addressed to
the Party at the address set forth below:
District: Steve Conklin
Acting General Manager
Yorba Linda Water District
P.O. Box 309
Yorba Linda, California 92885 -0309
Contractor: As designated in Attachment "B."
Any notice given hereunder shall be deemed effective in the case of personal delivery, upon
receipt thereof, or, in the case of mailing, at the moment of deposit in the course of transmission
with the United States Postal Service.
11.0. ASSIGNMENT. Neither Contractor nor District may assign or transfer this Agreement,
or any part thereof, without the prior written consent of the other Party, which shall not be
unreasonably withheld.
12.0. ATTORNEY'S FEES. In the event of any action arising out of, or in connection with,
this Agreement, or the Services to be performed hereunder, the prevailing Party shall be entitled
to have and recover, in addition to damages, injunctive relief or other remedy, its reasonable
costs and expenses, including without limitation, its attorney's fees.
13.0. BINDING ARBITRATION. Within thirty (30) days after service of a civil action on
either Party arising out of, or in connection with, this Agreement, either Party may elect to submit
the action to binding arbitration before the Judicial Arbitration and Mediation Service ( "JAMS "),
located in Orange County. The Parties agree that upon an election to arbitrate, any civil action filed
will be stayed until arbitration proceedings have concluded. Upon submission of the matter to
JAMS, the submitting Party shall obtain from JAMS a list of three (3) arbitrators, selected by
JAMS, and serve said list upon the other Party. In the event that there are more than two parties to
the action, the number of arbitrators selected and included in the list shall be increased by two for
each additional party involved. Upon service of the selected list of arbitrators, each party shall have
twenty (20) days to eliminate two arbitrators from the list and return it to JAMS, with the selected
arbitrator being the remaining name on the list. Should more than one name remain on the list,
JAMS will select the arbitrator from the names remaining on the list. Arbitration shall be scheduled
for hearing on the merits no later than six (6) months after the date the arbitrator is selected. All
parties shall be permitted to conduct discovery as provided by the current rules of the California
Page 7 of 12
Janitorial Services Agreement — 315113
VENDOR:
CONTRACT #
Code of Civil Procedure. All costs of JAMS or of the arbitrator for services shall be divided equally
among the Parties, unless otherwise ordered by the arbitrator. In an arbitration to resolve a dispute
under this provision, the arbitrator's award shall be supported by law and substantial evidence.
14.0. WARRANTY. Contractor warrants that the Services to be rendered pursuant to this
Agreement shall be performed in accordance with the standards customarily provided by an
experienced and competent professional rendering the same or similar services.
15.0. FORCE MAJEURE. Upon written notice by the owing Party, the respective duties and
obligations of the Parties hereunder (except District's obligation to pay Contractor such sums as
may become due from time to time for services rendered by it) shall be suspended while and so
long as performance thereof is prevented or impeded by strikes, disturbances, riots, fire,
governmental action, war acts, acts of God, or any other cause similar or dissimilar to the
foregoing which are beyond the reasonable control of the Party from whom the affected
performance was due.
16.0. ENTIRE AGREEMENT. This Agreement, and all Attachments, represent the entire and
integrated agreement between District and Contractor and supersedes all prior negotiations,
representations, or agreements, either written or oral. This Agreement may be amended only by
written instrument signed by both District and Contractor.
17.0 GENERAL COMPLIANCE WITH LAW.
17.1. Contractor is required to have a business license issued by the City of Yorba
Linda to perform all Services required by this Agreement.
17.2. All Services performed and materials supplied in the execution of this Agreement
shall comply with applicable laws, standards, codes and regulations governing such materials,
items and work. All material is guaranteed to be as specified in the Scope of Work. Any
alteration or deviation from the specifications, which involve extra costs, will be executed only
by written order as specified in Section 2.2, which will specifically state the change in the
specifications and the additional charges to be incurred.
[INTENTIONALLY BLANK]
Page 8 of 12
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17.3. Federal Law 29 CFR 1919.1220 (FED OSHA) and Mate Law, Title 8, California
Code of Regulations (CCR.) § 5194, established the "HAZARD Communication Standard"
which requires that individuals (employees) working in an area where hazardous substances are
being used are to be informed of any potential dangers associated with working in that area. If
applicable to Contractor (see Attachment "A "), it is the responsibility of Contractor to read and
acknowledge receipt of District's information, packet before the start of any scheduled Services,
Furthermore, all applicable information regarding hazardous substances and conditions must be
made available to all Contractor employees.
IN WITlti€�ES WHEREOF, the parties hereto have caused this Agreement to be executed the day
and year first above written.
ORBA LINDA WATER DISTRICT
(Signature)
APPROVED AS TO FORM:
Kid man Law LLP
Yorba Linda Water District. Legal Counsel
Arthur G. Kidman, Esq.
Steve Conklin
Acting General Manager
(Contractor— Firm Name) SC PRIMESOURCE INC
By (Name)
BRUCE KIM
(Title) GENERAL MANAGER
1
Si stature
AtMchments: Attachment A: Scope of Work
Attachment B; Schedule for Services
Attachment C: Fee Schedule
Page 9of12
3anAotW 8orwics Agreement - 315113
ATTACHMENT A
SCOPE OF WORK
The Yorba Linda Water District has four buildings that require regular cleaning. While all
of the buildings occupy that same site, they use different addresses. To help facilitate
this we have identified the buildings as such:
The Administrative building (Bldg 4) is located at 1717 Miraloma Blvd,
92870
The Operations Buildings (Bldg 1, 2, 3) are located at 913 S. Richfield
CA 92870.
The Project Manager for this contract is:
Harold D Hulbert
Operations Assistant
913 S. Richfield Road
Placentia, CA 92870
(714) 701 -3121
(714) 701 -3047 fax
MATERIALS
Placentia, CA
Road, Placentia,
A. Contractor to supply all material and equipment as follows:
1. Dispensers to be filled by contractor and will be marked as;
a. Anti - bacterial lotion hand soap.
b. Hand scrubbing soap.
c. Shower soap and shampoo.
2. Paper towels:
a. Roll type.
b. Mufti -fold.
3. Quilted Northern or equal Toilet paper.
4. Sanitary Napkins.
5. Toilet seat covers.
6. Toilet and urinal deodorizers.
7. Cleaning chemicals.
8. Floor cleaning products.
9. Floor stripping and waxing materials.
10. Hand tools, cloths, sponges and spray bottles.
11. Furniture polish and polishing cloths.
12. Wastebasket, sanitary disposal, and trash can liners (correct sizes).
13. Mops, buckets, brooms, buffers, dusters, etc.
Page 1 of 6
14. Any other items/materials/equipment required to fulfill contract
requirements.
II. WORK PERIODS
A. All areas: Four (4) days per week — Monday through Thursday, between
the hours of 6:00 p.m. and 12:30 a.m. Arrangements for weekend work
must be made in advance with the Project Manager.
B. No work shall be performed on the following District Holidays if these days
occur during a Monday thru Thursday;
1. Independence Day
2. Labor Day
3. Veterans Day
4. Thanksgiving
5. Day after Thanksgiving
6. Christmas Eve
7. Christmas Day
8. New Years Day
9. Presidents Day
10. Memorial Day
III. FIELD INSPECTION
A. Once per month and when directed by the District's Project Manager, the
Contractor and Project Manager will make a field inspection of contract
work areas. (Assigned to the 1" Wednesday of each month — 8:OOAM)
IV GENERAL INFORMATION
A. Contractor will clearly mark their equipment and provide the District with
an itemized inventory of all equipment by location.
B. Contractor will not use any items marked as "YLWD ".
C. The District will provide contractor with storage room (7'x9').
D. Contractor will sign in each day in the "Janitors log books" located at the
reception desks of the Miraloma and Lichfield Offices.
E. The District will provide two sets of keys or access cards with identification
for each entry.
F. Contractor to use appropriate cleaner for leather furniture only.
Contractor shall be liable for any cost related to building alarms that result from
improperly rearming or arming of alarms during the course of their work.
Page 2 of 6
V WORK TO BE PERFORMED /TASKS
A. FOUR DAYS` PER WEEK
1. Vacuum all carpets and spot clean where needed.
2. Vacuum all entryway carpets.
3. Clean counters, cabinet sinks and wipe down outside of all
refrigerators and doors:
a. Board Room
b. Emergency Operations Center
c. Lunch Rooms (Bldg 2 & 4)
d. Kitchenette (Bldg 1)
e. Counters (Bldg 1 & 4)
f. Conference Rooms
g. DO NOT CLEAN COUNTERS /SINKS IN ANALYTICAL
LABORATORY.
4. Wipe down chairs and tables
a.
In all lunch rooms.
b.
Board & training room.
c.
All conference rooms.
5. Empty all wastebaskets and trash containers.
a.
Replace trash container liners daily:
1) Lunch /Kitchen Rooms
2) Laboratory area
3) Offices
b.
Dispose of trash in outside bins.
6. Sweep all floors with chemically treated dust mop:
a.
Tile in reception area Lobbies.
b.
Gray floor in Meter Room
C.
Blue floor in laboratory area.
d.
Central Vault in Bldg 4.
e.
Lunchrooms and kitchens.
7. Properly position furniture:
a.
Lunch /Kitchen Rooms.
b.
Offices.
C.
Board /Conference Rooms.
d. Lobby.
8. Check and lock all doors for both buildings:
a. General Managers Office.
b. Operations Managers Office.
C. Laboratory.
d. EOC / Training Room.
e. All other rooms as identified by YLWD.
9. Restrooms, Showers and Locker Rooms:
a. Empty and wipe down all wastepaper receptacles.
Page 3 of 6
b. Check and replenish all soap and paper dispensers.
C. Empty and disinfect sanitary napkin receptacle.
d. Clean, disinfect and wipe dry all basins and counters.
e. Clean and disinfect all toilets and urinals.
f. Clean all mirrors.
g. Clean and polish all chrome fixtures and dispensers.
h. Clean all soap dispensers.
i. Wet mop all restrooms, locker areas and shower floors with
germicidal disinfectant solution.
B. TWO DAYS* PER WEEK (not consecutive days)
Wet mop all floors and spot clean as needed paying particular
attention to:
a. Tile lobby areas (reception area).
b. Lunchrooms and halls.
C. Central Vault in Bldg 4.
2. Dust open areas on desks, chairs, counters, and office furniture.
3. Clean glass doors at all building entrances.
4. Sweep clean area outside of building entryways, distance of 10 ft,
shake outside mats.
5. Scrub clean all restrooms, locker room, and shower tile floors and
shower tile walls.
6. Spray with disinfectant, let stand for at least 30 minutes, and rinse
clean all shower tiled floors and walls.
7. Scrub clean with scouring powder and wipe dry all basins and
counters in restrooms and locker rooms.
8. Clean and polish drinking fountains.
C. ONE DAY* PER WEEK
1. Wet mop floors in laboratory and spot clean as needed:
2. Dust all partition, railing, and counter ledges.
3. Wipe down all door frames and door faces on both sides.
4. Dust tops of all file cabinets.
5. Remove dust, dirt and cobwebs from walls and ceilings
6. Clean all interior glass doors to include offices, general use areas,
laboratory, conference rooms and lunchroom.
7. Spot wax floors as needed.
8. Buff all tile floors.
9. Wipe down lunchroom wall behind trash container and sink.
10. Clean top of trash cans in lunchrooms.
11. Sweep out uniform storage area.
12. Spray with mildew remover, let stand for at least 30 minutes, and
rinse clean all shower tiled floors and walls.
13. Clean and disinfect toilet and urinal dividers, walls and doors with
Page 4 of 6
E.
F
germicidal solution.
15. Clean and disinfect all lunchroom tables and chairs with germicidal
solution.
ONCE' PER MONTH
1. Brush and wipe down ceiling vents.
2. Brush or vacuum discoloration from ceiling panels.
3. Wipe down discoloration from lunchroom walls.
4. Thoroughly vacuum upholstered furniture, check and spot clean as
necessary.
5. Clean all partition glass including offices, general use area.
0. Clean and polish all wooden furniture.
7. Dust picture frames and bookcases.
8. Dust all mini - blinds and window sills.
9. Dust /clean vertical blinds.
10. Clean and organize janitor storage area.
11. Spot clean partition glass.
12. Spot clean around wall switches.
13. Wipe down base boards and spot clean as needed.
14. Strip and wax all tiled floors.
ONCE* EVERY THREE MONTHS:
1. Clean all windows - inside and outside.
2. Wipe down front & tops surfaces of all cabinets.
EVERY* SIX MONTHS:
1. Dust air vents and grills.
2. Dust light fixtures and high places.
3. Strip and wax Data Center vinyl flooring.
4. Spot clean all walls in all buildings.
Page 5 of 6
G. ADDITIONAL SPECIFIC SERVICE FOR BOARD ROOM, TWICE PER
MONTH *, ON THE EVENING PRIOR TO A SCHEDULED BOARD
MEETING (Board meets twice per month, usually on the second and
fourth Thursday of the month. Contractor's Representative will confirm the
date of the Board Meeting with the receptionist on a monthly basis.)
1. Brush and wipe down ceiling vents and down lights above board
room chairs.
2. Thoroughly vacuum floor and upholstered furniture.
3. Clean all window ledges.
4. Clean and polish all wooden furniture, paying particular attention to
board room casework.
5. Clean and scrub board granite countertops.
6. Dust picture frames, bookcases and chairs.
7. Dust all window sills in lobby.
8. Dust and wipe down podium and board room entry door.
9. Spot clean around wall switches and any wall dirty spots.
10. Wipe down base boards, handrails and spot clean as needed.
11. Empty and clean exterior of trash receptacle. Install new receptacle
liner.
12. Sweep building entry concrete walk.
13. Clean lobby furniture.
The District's Project Manager to approve written cleaning schedule submitted by
Contractor.
Page 6 of 6
VENDOR:
CONTRACT#
ATTACHMENT B - SCHEDULE FOR SERVICES
Page 1I of 12
Janitorial Services Agreement — 3/5/13
Yorbe Linda
Water District
far" r"M,:30 %VY
PROPOSAL
13Y� --
SC Pri.meSource. inc. (Contractor)
FOR
JANITORIAL SERVICE
Contract No.
Yorba Linda Water district
1717 E. Miraloma Avenue
Placentia, California 92870
The undersigned Contractor submits the following bid for Janitorial Service after carefully
examining the Yorba Linda Water District's Form Maintenance Services Contract (dated March
S, 2013) ( "Form Contract "). Contractor proposes and agrees to furnish all labor, materials,
equipment, tools, transportation and services necessary= to perforrn Janitorial Service for the
Yorba Linda Water District (`:District ") during the term specified in the Form Contract, for:
Janitorial Service: L1,822,50 Fixed Flat Rate per Month -Not to Exceed.
The District reserves the right to reject any and all Proposals, to waive any irregularities or to
award the contract to other than the lowest Proposal.
THE CONTRACTOR UNDERSTANDS AND AGREES THAT:
All prices are to include sales tax and delivery of Contractor furnished materials to District
sites.
2. The Contractor is responsible .for all words and figures inserted in this Proposal, and the
District will in no way be responsible for any errors or omissions in the preparation of this
Proposal.
3. The Contractor must provide a DETAILED Rate Schedule (See Attached Sample) with. this
Proposal, broken down by building and task.
4. If requested by the District, the Contractor shall .furnish a notarized financial statement,
references, and other information sufficiently comprehensive to permit an appraisal of its
current financial condition.
C "ilea'�ntcc Kim D m+ wm' Ldo n LAw n.WR Ja h"sai Pmpcsal.do Past 1 of 3
M Yorba Linda
Water District
ICrA&V T[W Ion YM
5. This Proposal may be withdrawn by the Contractor before the time fixed in the public
notice for the opening of the Proposals. Following the time fixed in the public notice for
the opening of the proposals, this Proposal may not be withdrawn for a period of sixty (60)
days. Any request to withdraw this Proposal as provided for herein must be made in writing
to the District.
6. Contractor must provide the references requested in the attached INFORMATION
REQUIRED OF CONTRACTORS.
7. Receipt is hereby acknowledged of Addenda number(s) through . All Addenda
have been considered by the Contractor in the preparation of this Proposal.
NOW, THEREFORE, in compliance with all the provisions hereinbefore stipulated, the
undersigned, with full cognizance thereof, proposes to perform the requested janitorial services
for the prices set forth in this Proposal, upon which award of Contract is made.
s e31,) Do f
Signature: Date:
Printed Name: Bruce Kim
Business Address:
1756 Crenshaw Blvd.
Los Angeles, CA 90019
C:SUserslBmu Ki6Domrments\Mdman Law YLWD Janitorial Proposal.doc Page 2 of 3
�r Dbtvid
fi*WA"WAW4*01"W
sage ar aaarw
N, FORMATIO-N REQUIRED OF C0\TRACTOR,:
List of Refaces
T w following information should contain persons or entities familiar with the ContractOr'S
janitorial services. The Contractor shall list at lust three (3) projects completed h, the
Conlq wor the past five (5) Yeats for JANITORIAL SERVICES WORK,
L Name of Agency: Health Cam Partners, Inc.
Agency Address and Telephone: 1236 N. Magnolia Ave, Anaheim, CA 92,801 (714)
24"972
Contact Person. Wayne Kendrick
Type of Construction project: Medical Build
Contract Amount: S 2,750.00 per month.
2. Name of Agency: Digital Ti ter Systems, Inc.
Agency Address and Telephone: 5220 Las Virgenes Rd. Calabasas, CA 91307 (818) 2t)1-
,1I
Contact Person: Paolo Burgos
Type ofConsauction Project: Corporate Qfce
Coat W Amount: $ 9,850.00 per month_
3. Name of Agcy: Strerni;Ws heritage Foods
Agency Address and Telephone: 4042 Westminister Ave. Santa Aria, CA 92170' ) (714)
775 -5050
Contact Person: Gayle L&% orio
Type of Cron Project. Corporate Office, 2 buildings in Ontario, Riverside
CaflUM Anvxwt, $ 10,140.00 per month
. tRi�l�yr '�1�FrrYf.�y+i+Ai►�1�+�11.Mtr ef�idF
I _
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: Finance - Accounting Committee
(Hawkins /Melton)
ATTACHMENTS:
Name:
032513 FA - Minutes.doc
• Minutes of meeting held March 25, 2013 at 12:00 p.m.
• Meeting scheduled April 22, 2013 at 12:00 p.m.
Description:
FA Mtg Minutes 03/25/13
ITEM NO. 11.2
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE - ACCOUNTING COMMITTEE MEETING
Monday, March 25, 2013 12:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3.
4.
5.
The March 25, 2013 meeting of the Yorba Linda Water District's Finance -
Accounting Committee was called to order by Director Hawkins at 12:00 p.m.
The meeting was held in the Admin Conference Room at the District's
Administration Building located at 1717 East Miraloma Avenue in Placentia,
California 92870.
ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton Stephen Parker, Finance Manager
PUBLIC COMMENTS
None.
ACTION CALENDAR
4.1. Preservation of Tax - Exempt Financing
Mr. Parker presented a draft resolution for the Committee's review. The
resolution expresses opposition to current proposals from Congress and
the President to reduce or eliminate tax - exempt financing for municipal
entities, which would result in significantly higher borrowing costs for
municipal governments. The resolution uses language that was drafted by
the Government Finance Officers Association, who requested that
municipalities adopt similar resolutions and submit them to their
congressional representatives. The Committee supported the resolution
and requested that it be presented to the Board for consideration. Mr.
Parker explained that this resolution had not yet been seen by legal
counsel, and therefore might be adjusted or be delayed pending that
review.
DISCUSSION ITEMS
5.1. FY 2013/14 Budget Calendar Update
Mr. Parker presented an updated budget calendar and highlighted
changes from the last time this was presented. The budget process is still
on pace to be completed by the end of May.
1
5.2. Preliminary 2014 Budget Numbers
Mr. Parker presented the preliminary budget numbers for FY13/14. The
Committee expressed concern about the level of increases in the budget
process. Clarification was given about how the District's reserves were
established and what their levels looked like into the future. Mr. Parker
explained that there were two large potential gain contingencies in the
form of OCWD Annexation and a lawsuit with the District's excess carrier.
He added that those could not be budgeted on until they actually occurred,
and that he expected to complete a mid -year budget should the District
obtain Annexation in the fall as expected. It was evident that cuts needed
to be made prior to the budget workshop, and staff indicated that they had
their marching orders.
5.3. Draft Reserve Policy for FY 2013/14
Mr. Parker presented the draft reserve policy for FY 13/14. He explained
that there were not any significant changes other than updating numbers
that were required to be updated annually. He further mentioned that this
policy would be discussed in the upcoming budget workshop.
5.4. Investment Report for Period Ending February 28, 2013
Mr. Parker presented the investment report for February 2013. Mr. Parker
discussed the reserve changes and noted that the investment yield for the
month increased to 0.80 %.
5.5. Comparison of Investment Types and Yields of Local Water Districts
Mr. Parker shared with the Committee the comparison of investment types
and yields that was made with five other local water districts as of
December 2012. The District, by having a large portion of investments
with CaITRUST, has reaped a higher yield than all the other comparative
agencies. However, Mr. Parker pointed out that the principal balance of
the investments was at risk as a result of CaITRUST's floating Net Asset
Value (NAV), and he intended to decrease the portion of District's
investments with any investments that contain a floating NAV. The
Committee thanked staff for the comparison and shared that this was a
valuable exercise and that the Committee would like this comparison to
continue annually.
5.6. Budget -to- Actual Results for February 2013
Mr. Parker presented the February budget -to- actual information. The
trends were similar to those that had been established so far, including
supplies and services trending as budgeted, personnel expenses trending
lower than budgeted due to unfilled positions, and water revenue and
variable water costs trending higher than budgeted due to higher than
expected demands.
2
5.7. Detail of Variances in CY Budget (To be provided at the meeting.)
Mr. Parker presented the primary variances in the current year budget -to-
actual statements through February 2013. The Committee reviewed the
information and provided general discussion of the items. The Committee
pointed out that the information provided only identified items that
exceeded the budget.
5.8. Future Agenda Items and Staff Tasks
None.
6. ADJOURNMENT
6.1. The meeting was adjourned at 1:28 p.m. The next Finance - Accounting
Committee meeting is scheduled to be held Monday, April 22, 2013 at
12:00 p.m.
3
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: Personnel -Risk Management Committee
(Collett /Beverage)
ATTACHMENTS:
Name:
032713 PRM - Minutes.doc
• Minutes of meeting held March 27, 2013 at 4:00 p.m.
• Meeting scheduled April 9, 2013 at 4:00 p.m.
Description:
PRM Mtg Minutes 03/27/13
ITEM NO. 11.3
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING
Wednesday, March 27, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The March 27, 2013 meeting of the Yorba Linda Water District's Personnel -Risk
Management Committee was called to order by Director Collett at 4:00 p.m. The
meeting was held in the Admin Conference Room at the District's Administration
Building located at 1717 East Miraloma Avenue in Placentia, California 92870.
E
3.
4.
ROLL CALL
COMMITTEE
Director Ric Collett, Chair
Director Michael J. Beverage
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
STAFF
Steve Conklin, Acting General Manager
Gina Knight, HR and Risk Manager
4.1. Draft Salaries and Benefits Budget for FY 2013/14 (Verbal Report)
Staff presented the proposed salaries and benefits Budget for FY 2013/14
to the Personnel -Risk Management Committee. Staff requested the
Committee members to consider several salary reclassifications for
specific positions which are key and critical to the operations of the
District. In addition, staff requested an additional position, a Safety
Specialist, be added to the existing list of budgeted positions. Following
discussion, the Committee recommended that the Safety position be
budgeted for six months of FY 2013/14 (the second half of the FY) and to
continue with Aspen as the District's safety consultant for the first six
months of FY 2013/14. The Committee also recommended keeping the
HR Clerk on a part -time basis. These recommendations brought the
Salary and Benefit proposal down from a 2.6% to a 1.6% increase from
the current year's budget.
4.2. Future Agenda Items and Staff Tasks
The Committee Chair asked staff to place several standing items back on
the agendas for on -going review until those items are addressed.
5. ADJOURNMENT
5.1. The meeting was adjourned at 5:40 p.m. The next Personnel -Risk
Management Committee meeting is scheduled to be held Tuesday, April
9, 2013 at 4:00 p.m.
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: Public Affairs - Communications - Technology Committee
(Beverage /Collett)
• Minutes of meeting held April 2, 2013 at 4:00 p.m.
• Meeting scheduled May 6, 2013 at 4:00 p.m.
ATTACHMENTS:
Name:
040213 PACT - Minutes.docx
Description:
PACT Mtg Minutes 04/02/13
ITEM NO. 11.5
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING
Tuesday, April 2, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
K�
CI
The April 2, 2013 meeting of the Yorba Linda Water District's Public Affairs -
Communications- Technology Committee was called to order by Director
Beverage at 4:00 p.m. The meeting was held in the Admin Conference Room at
the District's Administration Building located at 1717 East Miraloma Avenue in
Placentia, California 92870.
ROLL CALL
COMMITTEE STAFF
Director Michael J. Beverage, Chair Steve Conklin, Acting General Mgr
Director Ric Collett Art Vega, Acting IT Manager
Damon Micalizzi, Public Info Officer
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
4.1. Draft IT Department Budget
The Committee reviewed the proposed budget presented by Mr. Vega. Mr
Vega informed the Committee that since the March Committee meeting,
he cut the proposed IT budget down by $67,900 from the originally
proposed $616,377 to $548,477 a 9.8% increase from last year's budget.
Further, Mr. Vega informed the Committee that the $60,000 budgeted for
CMMS was being reduced to $50,000 and moved from the CIP budget
into IT Department Supplies and Services. This resulted in a net decrease
of only $17,900 from the previously proposed budget, leading to a net
increase of 19.78% from last year's budget. The Committee had more
budgetary questions regarding Data Processing, Travel and Conferences,
and Contractual Services for which Mr. Vega answered.
4.2. Draft Public Affairs Division Budget
The Committee reviewed the proposed budget and noted that Mr.
Micalizzi had identified opportunities to cut roughly 16% from the budget
proposed during the Committee's March meeting. Mr. Micalizzi also
informed the Committee that the current supply of bottled water presently
meets the forecasted demand, thusly pointing out a potential savings
opportunity.
1
4.3. Lobby Signage — Core Values (Verbal Report)
The Committee reviewed the most recent proofs for Lobby Signage and
suggested that the design be taken to the full Board for review.
4.4. YLWD Campus Inspirational Messaging (Verbal Report)
Mr. Micalizzi updated the Committee on progress being made throughout
the District for department- inspired messaging. After some discussion the
Committee agreed that this process will be one that will take some time.
4.5. Education Kiosk for Lobby (Verbal Report)
Mr. Micalizzi presented a new option for an educational kiosk for the lobby
that utilized fiber - optics and a topographical rendering of the District.
Though impressed, the Committee decided that presently, this option
would be cost prohibitive and directed staff to continue to explore internal
options that would use our GIS, SCADA and the Hydraulic Model.
4.6. Status of Public Outreach Activities
The Committee reviewed the report and noted the number of requests
coming in is significantly more than years past.
4.7. Status Report on Strategic Plan Initiatives
The Committee reviewed the report and Mr. Vega informed the Committee
on the progress of the Dynamics GP HR software module project.
Director Beverage inquired when that project would be completed for
which Mr. Vega replied that it should be finished by June 30.
4.8. Future Agenda Items and Staff Tasks
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 5:15 p.m. The next Public Affairs -
Communications- Technology Committee meeting is scheduled to be held
Tuesday, May 7, 2013 at 4:00 p.m.
2
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: YLWD - MWDOC -OCWD Joint Agency Committee
(Beverage /Melton)
• Minutes of meeting held March 26, 2013 at 4:00 p.m.
• Meeting scheduled May 28, 2013 at 4:00 p.m.
ATTACHMENTS:
Name:
032613 MWDOC OCWD - Minutes.docx
Description:
YLWD /MWDOC /OCWD Mtg Minutes 03/26/13
ITEM NO. 11.6
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
JOINT COMMITTEE MEETING WITH MWDOC AND OCWD
Tuesday, March 26, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The March 26, 2013 meeting of the Yorba Linda Water District's Joint Agency
Committee with MWDOC and OCWD was called to order by Director Melton at
4:00 p.m. The meeting was held in the Admin Conference Room at the District's
Administration Building located at 1717 East Miraloma Avenue in Placentia,
California 92870.
2. ROLL CALL
3.
CI
YLWD COMMITTEE MEMBERS
Director Michael J. Beverage
Director Gary T. Melton
MWDOC COMMITTEE MEMBER
Director Brett Barbre
YLWD STAFF
Steve Conklin, Acting General Manager
Damon Micalizzi, Pub Info Officer
MWDOC STAFF
Karl Seckel, Interim General Manager
OCWD STAFF
John Kennedy, Asst General Manager
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
4.1. YLWD Annexation to OCWD
Mr. Kennedy reported that the draft Annexation EIR will be released for
the 45 -day public review period on March 28 or 29. He anticipates that
the issue of annexation may still come to the OCWD Board for
consideration in August 2013. If approved, the annexation will then go to
LAFCO for review. Mr. Kennedy said that if LAFCO approves, annexation
takes effect at that time, allowing increased production by the annexing
parties.
4.2. YLWD Well Site on OCWD Property
Mr. Conklin reported that YLWD retained CDM for hydrogeologic services,
and that work is beginning on the data collection and specifications for
well drilling.
1
4.3. OCWD Budget Planning Issues.
Mr. Kennedy reported that proposed for FY 13/14 is an RA of $277/AF
and a BPP of 70 %. He noted that the Board established a BPP goal of
73% and 75 %, respectively, for the next two years, subject to weather
conditions. He also indicated that GWRS Phase 2 is planned to begin
operation in March or April 2015, increasing daily production to
approximately 100 MGD.
4.4 MWDOC Discussion Items
Mr. Seckel described the MWDOC Water Education Program for the
Schools and the flexibility to accommodate various particulars requested
by various participating water retailers. Mr. Micalizzi described YLWD's
thoughts and plans for education in the Placentia -Yorba Linda schools,
particularly for 3rd and 4t" graders. Following discussion, it was confirmed
that YLWD will continue participation in the MWDOC program.
Director Melton asked about MWDOC subsidy and rebate programs
available through MWD and MWDOC for water conservation and turf
removal. He noted that the City of Placentia was asking for assistance
with such programs. Mr. Seckel commented that this may be possible and
that he will check and get back.
Mr. Conklin recalled that MWDOC had a trailer- mounted water storage
tank that it was looking to offer to YLWD to store on site and make use of
for events, and make available for emergency use. Following discussion,
Mr. Conklin indicated that he will discuss with staff the issues relative to
taking and maintaining the water trailer, and keep MWDOC advised of
progress.
4.5 Future Agenda Items and Staff Tasks
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 5:15 p.m. The next YLWD- MWDOC-
OCWD Joint Agency Committee meeting is scheduled to be held
Tuesday, May 28, 2013 at 4:00 p.m.
2
AGENDA REPORT
Meeting Date: April 11, 2013
Subject: Meetings from April 12, 2013 - May 31, 2013
ATTACHMENTS:
Description:
BOD - Activities Calendar.pdf Backup Material
ITEM NO. 13.1
Type:
Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
April 2013
MWD /MWDOC State Water Project Inspection Trip
Fri, Apr 12
8:OOAM
Collett
MWD /MWDOC State Water Project Inspection Trip
Sat, Apr 13
8:OOAM
Collett
Exec - Admin- Organizational Committee Meeting
Tue, Apr 16
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, Apr 16
6:30PM
Collett
MWDOC Board
Wed, Apr 17
8:30AM
Melton
OCWD Board
Wed, Apr 17
5:30PM
Kiley
Joint Committee Meeting with City of Yorba Linda
Wed, Apr 17
6:OOPM
Kiley /Beverage
Board of Directors Workshop Meeting
Thu, Apr 18
8:30AM
Board of Directors Special Meeting
Fri, Apr 19
2:OOPM
Collett /Beverage
Citizens Advisory Committee Meeting
Mon, Apr 22
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, Apr 22
12:OOPM
Hawkins /Melton
Yorba Linda Planning Commission
Wed, Apr 24
7:OOPM
Hawkins
Board of Directors Regular Meeting
Thu, Apr 25
8:30AM
Beverage /Collett
May 2013
MWDOC /MWD Workshop
Wed, May 1
8:30AM
Melton
OCWD Board
Wed, May 1
5:30PM
Kiley
Planning- Engineering- Operations Committee Meeting
Thu, May 2
3:OOPM
Kiley /Hawkins
WACO
Fri, May 3
7:30AM
Hawkins /Kiley
Pub Affairs - Communications -Tech Committee Meeting
Mon, May 6
4:OOPM
Beverage /Collett
Yorba Linda City Council
Tue, May 7
6:30PM
Kiley
LAFCO
Wed, May 8
8:30AM
Beverage
Board of Directors Regular Meeting
Thu, May 9
8:30AM
Personnel -Risk Management Committee Meeting
Tue, May 14
4:OOPM
Collett /Beverage
MWDOC Board
Wed, May 15
8:30AM
Melton
OCWD Board
Wed, May 15
5:30PM
Kiley
Yorba Linda Planning Commission
Wed, May 15
7:OOPM
Melton
Harassment Prevention Training
Thu, May 16
10:OOAM
Beverage /Collett
Exec - Admin- Organizational Committee Meeting
Tue, May 21
4:OOPM
Melton /Kiley
Yorba Linda City Council
Tue, May 21
6:30PM
Collett
Board of Directors Regular Meeting
Thu, May 23
8:30AM
District Offices Closed
Mon, May 27
7:OOAM
Citizens Advisory Committee Meeting
Mon, May 27
8:30AM
Beverage
Finance - Accounting Committee Meeting
Mon, May 27
12:OOPM
Hawkins /Melton
Joint Committee Meeting with MWDOC and OCWD
Tue, May 28
4:OOPM
Beverage /Melton
Yorba Linda Planning Commission
Wed, May 29
7:OOPM
Hawkins
ISDOC
Thu, May 30
11:30AM
Collett
4/3/2013 5:54:12 PM