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2013-04-25 - Board of Directors Meeting Agenda Packet
Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 25, 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. PRESENTATIONS 6.1. San Onofre Nuclear Generating Station (SONGS) - Provided by Pat Buttress, Government Affairs Manager, Southern California Edison 7. 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. 7.1. Minutes of the Board of Directors Regular Meeting held April 11, 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 $1,370,136.70. 7.3. Progress Payment No. 2 for the 2012 Waterline Replacement Project, Phase 11 Recommendation. That the Board of Directors approve Progress Payment No. 2 in the net amount of $416,052.50 to TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase 11, Job No. 2011 -20. 7.4. Terms and Conditions for Water and Sewer Service with the City of Yorba Linda Recommendation. That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with the City of Yorba Linda, Job No. 201302. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. Sole- Source Proposal for Fairmont Booster Station Upgrade Project (FBSU) SCADA Integration Services Recommendation. That the Board of Directors authorize execution of a Professional Services Agreement with RKI for a not -to- exceed amount of $35, 000 to provide SCADA Integration Services for the FBSU Project, in accordance with RKI's proposal of April 15, 2013. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report 9.2. Directors' Report • MWD /MWDOC State Water Project Inspection Trip - April 12 -13, 2013 (Collett) 9.3. Acting General Manager's Report 9.4. General Counsel's Report 9.5. Future Agenda Items and Staff Tasks 10. COMMITTEE REPORTS 10.1. Executive - Administrative - Organizational Committee (Melton /Kiley) Minutes of meeting held April 16, 2013 at 4:00 p.m. Meeting scheduled May 21, 2013 at 4:00 p.m. 10.2. Finance - Accounting Committee (Hawkins /Melton) • Minutes of meeting held April 22, 2013 at 12:00 p.m. (To be provided at the next Regular Board meeting.) • Date and time of meeting in May yet to be determined. 10.3. Personnel -Risk Management Committee (Collett /Beverage) • Minutes of meeting held April 9, 2013 at 4:00 p.m. • Meeting scheduled May 8, 2013 at 4:00 p.m. 10.4. Planning- Engineering- Operations Committee (Kiley /Hawkins) Minutes of meeting held April 8, 2013 at 3:00 p.m. Meeting scheduled May 2, 2013 at 3:00 p.m. 10.5. Public Affairs - Communications - Technology Committee (Beverage /Collett) Meeting scheduled May 7, 2013 at 4:00 p.m. 10.6. YLWD -City of Placentia Joint Agency Committee (Melton /Hawkins) • Date and time of meeting in May yet to be determined. 10.7. YLWD -City of Yorba Linda Joint Agency Committee (Kiley /Beverage) • Minutes of meeting held April 17, 2013 at 6:00 p.m. (To be provided at the next regular Board meeting.) • Date and time of next meeting yet to be determined. 10.8. YLWD - MWDOC -OCWD Joint Agency Committee (Beverage /Melton) Meeting scheduled May 28, 2013 at 4:00 p.m. 10.9. Citizens Advisory Committee (Beverage) • Minutes of meeting held April 22, 2013 at 8:30 a.m. (To be provided at the next regular Board meeting.) • Date and time of meeting in May yet to be determined. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council -April 16, 2013 (Collett) 11.2. MWDOC Board - April 17, 2013 (Melton /Staff) 11.3. OCWD Board - April 17, 2013 (Staff) 11.4. YL Planning Commission -April 24, 2013 (Hawkins) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from April 26, 2013 - May 31, 2013 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 13.1. Anaheim Public Utilities Water Sustainability Campus Dedication Ceremony - May 7, 2013 Recommendation. That the Board of Directors authorize Director attendance at these events if desired. 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. Conference with Legal Counsel - Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Related to Line Break at 1301 North Rose Drive, Placentia CA 92870 Number of Potential Cases: One 15. ADJOURNMENT 15.1. The next Regular Board of Directors Meeting will be held Thursday, May 9, 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 25, 2013 ITEM NO. 7.1 Subject: Minutes of the Board of Directors Regular Meeting held April 11, 2013 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 041113 BOD - Minutes.doc BOD Mtg Minutes 04/11/13 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 MB /RK 5 -0 1. 2. K� MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 11, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 CALL TO ORDER The April 11, 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. PLEDGE OF President Melton led the pledge. ® ® ® ®® MEN - • ® ® ®® DIRECTORS PRESENT Gary T. Melton President IN 01 -- Robert R. Kiley, Vice President Michael J. Beverage %k** ... h... Ric Collett Phil Hawkins ALSO PRESENT 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 Ruben Maldonaldo, Water Quality Tech II Damon Micalizzi, Public Information Officer Rick Walkemeyer, SCADA Administrator sm Brett Barbre, Director, Municipal Water District of Orange County (MWDOC) Eugene Hernandez, Councilmember, City of Yorba Linda Kathleen Tiegs, Director, Cucamonga Valley Water District (CVWD) Art Kidman, Partner, Kidman Law LLP Roger W. Simpson, Attorney, Law Office of Roger W. Simpson Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS /DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Tiegs addressed the Board and thanked them for their consideration in regards to her bid for Vice President of the Association of California Water Agencies (ACWA). She provided the Board with an overview of her career in the water industry and explained that she is currently serving a second term on the CVWD Board of Directors. In addition, she is also serving as President for the Association of San Bernardino County Special Districts and as a Board Member for the California Special Districts Association. Ms. Tiegs further commented on her experience serving on the ACWA Region 9 Board of Directors and the ACWA Legislative Affairs Committee. She then responded to questions from the Board regarding her vision for ACWA if she were to become Vice President and the election process. The Board thanked Director Tiegs for her comments. Director Barbre addressed the Board and commented on an upcoming inspection tour being hosted by the Metropolitan Water District (MWD) and MWDOC of the State Water Project. He also reported on the current water supply situation and topics presented during MWDOC's Elected Officials Forum held the previous week. The Board thanked Director Barbre for his comments. Director Tiegs left the meeting at this time. 6. SPECIAL RECOGNITION —4 6.1. Recognition of Employees for Their Service to the Distriii ■ Ruben Maldonaldo, Water Quality Technician II (5 Years) Mr. Conklin noted that Mr. Maldonaldo's job title was incorrectly listed as Water Quality Technician I in the agenda and that he had been promoted to the position of Water Quality Technician II during the previous year. Mr. Conklin then provided an overview of Mr. Maldonaldo's work history. Mr. Maldonaldo has been with the District just over 5 years and holds multiple water distribution and treatment related certificates. He is responsible for all the routine water sampling as well as administering the cross connection and backflow prevention programs for the District. Rick Walkemeyer, SCADA Administrator (20 Years) Mr. Vega provided an overview of Mr. Walkemeyer's work history. Mr. Walkemeyer first joined the District in 1993 as a Chief Plant Operator and also holds multiple water distribution and treatment related certificates. Mr. Vega summarized one of the cost savings projects initiated by Mr. Walkemeyer related to power usage and the growth of his career with the District. The Board commended Mr. Maldonaldo and Mr. Walkemeyer for their service. Mr. Conklin presented each of them with a pin commemorating the number of years they had served the District. Messrs. Maldonaldo and Walkemeyer left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) ■ Minutes of the meeting held March 25, 2013 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and offered an apology on behalf of the Committee members who cancelled their attendance at a recent inspection tour of the 2 Colorado River hosted by MWDOC. Mr. Mole then provided a report regarding matters discussed during the meeting including a presentation provided by staff regarding water quality. Also discussed was the possibility of developing a code of conduct for participation on the committee. This topic will be placed on the next month's agenda for additional discussion. Mr. Mole provided the Board with feedback from the Committee regarding the members' desire to take a more active role in the District's decision - making process. President Melton thanked Mr. Mole for his report. Director Beverage reported on the status of the development of a brochure for use by Committee members which will include answers to frequently asked questions. He also relayed a comment from one of the Committee members related to the attendance for the MWDOC Colorado River Inspection Trip. Recommendation. That the Board of Directors approve the minutes as presented. 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 9.1. Preservation of Tax - Exempt Financing Mr. Parker explained that the resolution being presented to the Board related to legislation recently proposed by Congress and the President to repeal tax exempt financing for municipalities. This tax exemption results in considerable savings for municipalities when seeking bond funding for 3 infrastructure development. The Government Finance Officers Association (GFOA) has requested all of its member agencies to present this resolution for consideration by their Councils and Boards. The Finance - Accounting Committee reviewed this matter at its last meeting and supports Board approval of the resolution. Legal counsel has also reviewed the resolution and requested one minor revision. Director Hawkins made a motion, seconded by Director Collett, to approve Resolution No. 13 -05 In Support of the Preservation of Tax - Exempt Financing. Motion carried 5 -0 on a Roll Call vote. Director Beverage made a motion, seconded by Director Kiley, to authorize the Acting General Manager to enter into a Janitorial Service Contract with SC PrimeSource, Inc. The initial term of the contract will be for 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. Motion carried 5 -0. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Melton did not have any comments at this time. 12 10.2. Directors' Report Director Hawkins commented on a public notice he had received from the City of Anaheim regarding a proposed water rate increase. ■ MWDOC Elected Officials Forum —April 4, 2013 (Collett /Kiley /Melton) Directors Collett, Kiley and Melton briefly reported on their attendance at this event. 10.3. Acting General Manager's Report Mr. Conklin also reported on his attendance at the forum. He reminded the Directors of the various Board and Committee meetings scheduled to take place the following week. In addition, he noted that it was the 5t" anniversary of the move to the new building. Mr. Conklin and Mrs. Knight then reported on staff efforts related to a line break inside the Placentia - Linda Hospital and responded to questions from the Board. 10.4. General Counsel's Report Mr. Kidman introduced Mr. Simpson and provided an overview of his work experience with insurance related litigation. Mr. Kidman explained that Mr. Simpson was acting as Special Counsel for the District and would be attending the Closed Session to report on developments related to pending litigation. In addition, Mr. Kidman commented on the Public Records Act and how it was being interpreted in the courts in relation to electronic communications to and from elected officials. Councilmember Hernandez briefly commented on the City of Yorba Linda's practices and policies regarding electronic communications to Councilmembers. ■ 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. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 22, 2013 at 12:00 p.m. 11.3. Personnel -Risk Management Committee (Collett /Beverage) ■ Minutes of the meeting held March 27, 2013 at 4:00 p.m. were provided in the agenda packet. 5 ■ Next meeting is scheduled to be held April 9, 2013 at 4:00 p.m. 11.4. Planning- Engineering- Operations Committee (Kiley /Hawkins) ■ Minutes of the meeting held April 8, 2013 at 3:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held May 2, 2013 at 3:00 p.m. 11.5. Public Affairs - Communications - Technology Committee (Beverage /Collett) Aa ■ Minutes of the meeting held April 2, 2013 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held May 6, 2013 at 4:00 p.m. 11.6. YLWD - MWDOC -OCWD Joint Agency Committee 1% (Beverage /Melton) • Minutes of the meeting held March 26, 2013 at 4:00 p.m. were provided in the agenda packet. 1% • Next meeting is scheduled to be held May 28, 2013 at 4:00 p.m. ■ First meeting is scheduled to be held April 17, 2013 at 6:00 p.m. at Yorba Linda City Hall. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL City Council — April 2, 2013 (Kiley) Director Kiley attended and remarked on easements, encroachment issues and Landscape Maintenance Assessment Districts which were discussed during the meeting. 12.2. MWDOC /MWD Workshop — April 3, 2013 (Melton /Staff) Director Melton attended and reported that MWDOC's Board had decided to leave it to their Executive Committee to determine which firm to enter into an agreement with to conduct the recruitment for their General D Manager. A presentation regarding the Cap- and -Trade Program (AB32) was also provided at the meeting. 12.3. OCWD Board — April 3, 2013 (Kiley /Staff) Director Kiley attended but did not have any District related business to report. 12.4. WACO —April 5, 2013 (Kiley) Director Kiley attended and commented on two presentations provided during the meeting regarding the capture of stormwater. 14.2. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:50 a.m. President Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 7 15. ADJOURNMENT Steve Boarc 15.1. The meeting was adjourned at 10:51 a.m. 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. 9 AGENDA REPORT Meeting Date: April 25, 2013 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Stephen Parker, Finance Manager Prepared By: Maria Trujillo, Accounting Assistant I Budgeted: Funding Source: Dept: Subject: Payments of Bills, Refunds, and Wire Transfers SUMMARY: ITEM NO. 7.2 Yes 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 $1,370,136.70. DISCUSSION: The wire and major items on this disbursement list are as follows: A wire of $394,222.06 to MWDOC for February water purchase; a check of $46,170.89 to Elk Grove Ford for a 2013 F350 and a 2013 F150 for the Operations Department; a check of $42,754.56 to Kidman Law for March legal services rendered; and, a check of $416,052.50 to TBU, Incorporated for 2010 Waterline progress payment. The balance of $234,282.99 is routine invoices. The Accounts Payable check register total is $1,133,483.00; Payroll No. 8 total is $236,653.70; and, the disbursements of this agenda report are $1,370,136.70. 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: CkReg42513 BOD.pdf 13 -CS 425.doc Description: Check Register Cap Sheet Type: Backup Material Backup Material 13 CC 425.xls CC Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 MB /RK 5 -0 Yorba Linda Water District Check Register For Checks Dated: 4/12/2013 Check No. Date Vendor Name 61094 04/25/2013 Alternative Hose Inc. 61095 04/25/2013 Anthem Blue Cross EAP 51096 04/25/2013 Apollo Technologies Inc. 61097 04/25/2013 Aramark 61110 04/25/2013 ARC 61098 04/25/2013 Associated Laboratories 61099 04/25/2013 AT & T 61101 04/25/2013 B & M Lawn and Garden Inc 61100 04/25/2013 Bio Acoustical Corporation 61109 04/25/2013 C & L Refrigeration Corp. 61112 04/25/2013 C. Wells Pipeline 60946 04/12/2013 C3 Office Solutions 61102 04/25/2013 CalCard US Bank 61090 04/25/2013 CAREAN MARKHAM 61103 04/25/2013 Carollo Engineers 61104 04/25/2013 CDW Government, Inc 61105 04/25/2013 Chambers Group Inc. 61105 04/25/2013 City Of Anaheim 61107 04/25/2013 City Of Placentia 61108 04/25/2013 Clinical Lab. Of San Bern. 61111 04/25/2013 Culligan of Santa Ana 61085 04/15/2013 Damon Micalizzi 61087 04/25/2013 DARRiN STREILEN 61113 04/25/2013 Datalok Orange County 61114 04/25/2013 Dell Marketing L.P. 61115 04/25/2013 DeltaCare USA 61116 04/25/2013 Eisel Enterprises, Inc. 61117 04/25/2013 Elk Grove Ford 51118 04/25/2013 Energy Environmental Soln, Inc 61119 04/25/2013 ESRI 61122 04/25/2013 EyeMed 61120 04/25/2013 Fairway Ford Sales, Inc. 61121 04/25/2013 Federal Express 61123 04/25/2013 Fleet Services, Inc 61124 04/25/2013 Fry's Electronics 61125 04/25/2013 Fuller Truck Accessories 61126 04/25/2013 George Baltierra 61127 04/25/2013 Haaker Equipment Co. 61128 04/25/2013 Hach Company 61129 04/25/2013 Hall & Foreman, Inc 61130 04/25/2013 Harrington Industrial 61131 04/25/2013 Hushmand Associates Inc 61132 04/25/2013 Infosend Inc. 61133 04/25/2013 Instrument & Valve Service Co 61088 04/25/2013 J L TWOMBLEY 61091 04/25/2013 JENNIFER SEKHON 61092 04/25/2013 JOHN TAYLOR 61134 04/25/2013 Karen Shea thru 4/25/2013 Amount Description 112.00 UNIT 174 PUSH LOK HOSE ETC 166.32 ANTHEM BC EAP 430.00 WTR TRTMT /CLSD LOOPS 700.68 UNIFORM 20.00 PLANWELL DATA NETWK 1,774.40 LAB ANALYSES FEBRUARY 45.43 CIRCUIT 33984101725899 APR 38272 LEAF BLOWER ETC 440.93 LAB ANALYSES 56830 MIRALOMA MAINT 1,134.00 MUELLER UPPER STEM (11,351.88) VOID CK /WRG ADD -CC PAYMENT 17,417.74 YLWD VISA 183.89 CUSTOMER REFUND 4,039.25 FAIRMONT BPS CONSULTING MAR 8,386.05 VMWARE VSPHERE 1,489.94 HIDDEN HILLS MARCH 16,795.46 RICHFIELD,LAKEVW MAR SVCS 169.25 ROW PERM -NE MCCORM,BERKNSTI 1,720.00 LAB ANALYSES MARCH 1,991.95 WTR SOFTENER SVC 266.14 MILEAGE REIMBURSMT MICALI=I 21.46 CUSTOMER REFUND 125.98 DATA STORAGE 3,224.03 DOCKING STN /MTG KIT 215.54 DELTA CARE APRIL 255.15 DEVELOPER METER BOX ETC 46,170.89 UNIT 198 AND 199 FORD F350,F150 4,400.00 FAIRMONT ICE TESTING 11,592.00 ARC GIS MAINT 1,322.52 VISION APRIL 555.55 UNIT 198 BODY STEP ETC 199.96 FEDEX CHARGES MARCH 35.02 ADHESIVE,SEALANT 295.38 CABLE 1,144.52 UNIT 198 SADDLEBOX TOOL BOX 60.00 CERT TRTMT II BALTiERRA 3,957.26 UNIT 154,168 MISC PARTS 1,761.42 REAGENT KITS ETC 945.00 CONSULTING MAR 3,607.76 VALVES PARTS ETC 10,735.91 2010 WTRLN,PALM AVE CONSULT 6,091.96 BILL MAILING 1,791.00 FLOW METER CALIBRATION 47.38 CUSTOMER REFUND 84.89 CUSTOMER REFUND 129.98 CUSTOMER REFUND 146.82 FIRST AID SUPPLIES 51135 51136 61089 61137 61138 61139 61140 61141 61143 61144 61145 61146 61147 W41213 61148 61149 61150 61151 61152 61154 61153 61155 61156 61161 61157 61158 61159 61093 61160 61162 61163 61164 61165 61166 61169 W41913 61167 61168 W42413 61170 61171 61176 61172 61175 61174 61173 W41213A 611.77 61142 61178 63179 61180 61086 61183 04/25/2013 Ken Mendum 04/25/2013 Kidman Law 04/25/2013 KIMBERLY BURGESS 04/25/2013 Konica Minolta Business 04/25/2013 Konica Minolta Business 04/25/2013 Lee & Ro, Inc. 04/25/2013 Leweilyn Technology LLC 04/25/2013 Liebert Cassidy Whitmore 04/25/2013 Marina Landscape, Inc 04/25/2013 Mc Fadden -Dale Hardware 04/25/2013 Mc Master -Carr Supply Co. 04/25/2013 Merchants Building Maintenance LL{ 04/25/2013 Municipal Water District 04/12/2013 Municipal Water District 04/25/2013 NatPay Online Business Solutions 04/25/2013 Nickey Kard Lock Inc 04/25/2013 Occu -Med, Ltd. 04/25/2013 Orange Coast Petroleum Equip. 04/25/2013 Orange County - I W M D 04/25/2013 Orange County -Tax Collector 04/25/2013 Orange County Register 04/25/2013 Orange County Water District 04/25/2013 Orvac Electronics 04/25/2013 P.T.I. Sand & Gravel, Inc. 04/25/2013 Pacific Communications Tech 04/25/2013 Pacific Truck Equipment Inc. 04/25/2013 Peter Road Service Inc 04/25/2013 PHIL BOWDEN 04/25/2013 Powerstride Battery 04/25/2013 Quinn Power Systems Associates 04/25/2013 RKI Engineering, LLC 04/25/2013 Robert Kiley 04/25/2013 Selman Chevrolet Company 04/25/2013 Shred -It USA Inc 04/25/2013 So California Door Masters 04/19/2013 SoCal GIB -Wells Fargo Bank 04/25/2013 Source Graphics 04/25/2013 South Coast AQMD 04/24/2013 Southern Calif Edison Co. 04/25/2013 Southern Calif Gas Co. 44/25/2013 Southwest Material 04/25/2013 St.Jude Hospital Yorba Linda 04/25/2013 Stater Bros. Markets 04/25/2013 Stephen Parker/ Petty Cash 04/25/2013 Steven Engineering 04/25/2013 Steven Enterprises 04/12/2013 Tao Inc 04/25/2013 TBU Inc 04/25/2013 The Lighthouse Inc. 04/25/2013 Time Warner Cable 04/25/2013 Townsend Public Affairs, Inc. 04/25/2013 Toxguard Fluid Technologies 04/25/2013 TRACY ESCHENBRENNER 04/25/2013 U 5 Bank 183.13 AWWA CONF MARCH MENDUM 42.754.56 LEGAL SVCS MARCH 28.92 CUSTOMER REFUND 849.72 COPY CHARGE C552 567.01 BIZHUB 0552,181 10,676.09 J0817B CONSULTING MAR 4,689.24 ARC FLASH STUDY, ON -SITE TRG 2,457.00 GENERAL HR ISSUES FEBRUARY 18,368.65 LNDSCPE QTRLY MAINT JAN,MAR 1,277.44 PURCH MARCH, APRIL 143.09 CHAIN SLING 5,488.8E JANITORIAL APRIL 150.00 SMART TIMER FEBRUARY 394,222.06 WATER PURCH FEBRUARY 34.20 DOCULIVERY MARCH 5,704.18 FUEL MARCH 90.00 OUT /AREA EXAM HR TECH 135.44 UNIT 174 BALL STOP 919.14 REFUSE DISPOSAL MARCH 35.00 INSP LABORIHAMER DR 278.00 PUBLIC NOTICE /OPS 14,795.86 EIR SVCS #10 10/27 -1125 71.83 ROCKER SWITCH 1,876.35 ROAD MATL 6,069.80 PARBOLIC ANTENNA,LBR INSTALL 845.10 VEHICLE MISC PARTS 1,692.30 UNIT 154 SVC CALL TIRE REPL 89.98 CUSTOMER REFUND 89.38 UNIT 190 BATTERY 192.55 WELL 18 MISC PARTS 9,300.00 PGM REPORTS /UPGRADE 313.99 REIMS /IPHONE PURCH KILEY 438.53 UNIT 151 CLUTCH 179.78 CONFIDENTIAL DOC SHRED 800.00 FURNIIINSTALL PHOTO SFTY EYE 6,228.11 LOC FEES /INTEREST JAN -MAR 137.88 PREMIUM BOND 3,325.12 EMISS, ICE FEES VAR.SITES 2,200.34 MIRALOMA MARCH 11,472.64 RICHFIELD 01241070000 MAR 2,962.84 PALLET RACK AND INSTALL 35.00 DMV PHYS EXAM 17.60 TRGIARC FLASH 364.25 PETTY CASH /OFFICE 441.17 PHOENIX PWR SUPPLY 221.66 PAPER /PREMIER BOND 3,532.47 VERBAL JUDO TRAINING 416,052.50 2010 WTRLN PROG PAY 2 172,59 UNIT 198 FLOOD WORK[-AMP 220.26 CABLE FEB, MAR 5,000.00 CONSULTING APRIL 373.10 COOLANT111VASTE: 4.31 CUSTOMER REFUND 2,500.00 2008 COP ADMIN FEES W41813 04/18/2013 US Bank 61181 04/25/2013 Underground Service Alert 61182 04/25/2013 United Industries 61184 04/25/2013 Yorba Linda Hardware 6,000.00 2008 COP DEBT RESERVE DEPOSIT 395.00 NEW TICKETS 269.55 SAFETY EQUIPMENT 148.88 PURCH MARCH Tota 1 $1,133,483.00 CHECK NUMBERS: Void Check Manual Check Computer Checks WIRES: W -41213 W- 41213A W -41813 W -41913 W -42413 April 25, 2013 60946 61085 61086-61184 MWDOC Tao Inc U S Bank SoCal GIB -Wells Fargo Bank Southern Cal Edison TOTAL OF CHECKS AND WIRES PAYROLL NO. 8: Direct Deposits Third Party Checks 5553 -5562 Payroll Taxes $ (11,351.88) $ 266.14 $ 732,385.76 $ 721, 300.02 $ 394, 222.06 $ 3,532.47 $ 6,000.00 $ 6,228.11 $ 2,200.34 $ 412,182.98 $ 152, 545.67 $ 43, 322.44 $ 40, 785.59 $ 1,133,483.00 TOTAL OF PAYROLL $ 236,653.70 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 1,370,136.70 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF APRIL 25, 2013 ------------------------------------------------------------------ ------------------------------------------------------------------ Cal Card Credit Card U S Bank 04/01/2013-04/15/2013 Date Vendor Name Amount Description 04/01/13 AWWA (50.00) Credit AWWA Registration 04/01/13 Orange Tree Deli 123.66 Meal /Board Workshop 04/01/13 Praxair 37.07 Welding supplies 04/02/13 Orange Tree Deli 517.42 Lunch /Verbal Judo 04/02/13 CSDA 69.00 Webinar /Accomodating Bad Melton 04/02/13 Andrea's Boot Repair 40.10 Repair Traffic ctrl flags 04/02/13 A &R Floor Supply 25.05 Floor Trim 04/02/13 Home Depot 53.98 Chipping gun /Hydrant crew 04/04/13 C.Wells 145.16 Diaphragm 04/04/13 Grainger 141.05 Float switch 04/04/13 Home Depot 24.27 Landscape supplies etc 04/05/13 Prezi 159.00 Software Upgrade 04/08/13 Toll Roads 33.25 Unit 170 Toll violation 04/08/13 Amazon 26.21 GPS Receiver 04/08/13 Fullerton Paint 231.34 Rustoleum 04/09/13 C3 Office Solutions 11,351.88 Digital White Board 04/09/13 Keno's 29.44 Lunch HR -Dir discuss Budget and Staff 04/09/13 Monoprice 63.27 USB Cables and wall chargers 04/10/13 Answer One 606.45 Answering Service 04/10/13 Verizon Wireless 2,109.43 Cell Phone, Mobile B/B 04/10/13 Accessorygeeks 81.14 USB Cables and wall chargers 04/11/13 Cal -OSHA Reporter 395.00 Subscription 04/11/13 Line X 490.20 Unit 198 Spray on Bed liner 04/11/13 Community Lock 22.64 Keys 04/15/13 CA -State Board of Equal. 139.69 Sales Use Tax filing 04/15/13 Praxair 64.82 Welding supplies 04/15/13 Fullerton Paint 487.22 Hy -Lux Cat Yellow TOTAL 17,417.74 AGENDA REPORT Meeting Date: April 25, 2013 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Subject: SUMMARY: Budgeted: Total Budget: Cost Estimate: Funding Source: Account No: Job No: Dept: Reviewed by Legal Joe Polimino, Project Engineer CEQA Compliance: ITEM NO. 7.3 Yes $1.12 M $1.5 M Water Capital Reserves 101 -2700 2011 -20 Engineering No Exempt Progress Payment No. 2 for the 2012 Waterline Replacement Project, Phase II Work continues on construction of the 2012 Waterline Replacement Project, Phase II. The project consists of replacing old waterlines and appurtenances in seven locations, ranging from 200 to 3,000 feet, with a total replacement length of approximately 6,700 feet. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 2 in the net amount of $416,052.50 to TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase II, Job No. 2011 -20. DISCUSSION: In accordance with the contract documents, TBU Inc. submitted a request for Progress Payment No. 2, in the amount of $437,950.00 for completed work through March 31, 2013. During this period, the contractor installed 1100 feet of 8 -inch water line and 200 feet of 10 -inch water line at various locations; installed a tie -in to an existing 10 -inch line and two "hot tap" connections into existing 8- inch water lines; installed two 8 -inch and two 6 -inch gate valves; installed and connected 26 new copper service lines and two new fire hydrant assemblies including laterals. The contractor also base paved 1200 feet of trench at Tamarisk and Fircrest Dr. and continued to pothole existing utilities to verify design elevations on Richfield Rd. The status of the construction contract with TBU Inc. is as follows: • The current contract is $1,359,300.11 and 370 calendar days starting February 1, 2013. • If approved, Progress Payment No. 2 is $437,950.00 (32.2% of the total contract amount), less 5% retention of $21,897.50 for a net payment of $416,052.50. • If approved, total payments to date including retention will be $518,000.00 (38.1 % of the total contract amount). • As of March 31, 2013, 59 calendar days were used (15.9% of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 2 is attached for your reference. STRATEGIC PLAN: SR 3 -A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011 -2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): The Board authorized the President and Secretary to execute a construction agreement in the amount of $1,359,300.11 for the 2012 Waterline Replacement Project, Phase II with TBU Inc., on November 21, 2012. The Board has approved one progress payment to date for this project, the last of which was approved on March 14, 2013. ATTACHMENTS: Description: Type: TBU Phase II Waterline Progress Pay Request 2.Pdf TBU Phase II Waterline Progress Pay Request 2 Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 MB /RK 5 -0 YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT 2012 Waterline Replacement, Phase 11 PROGRESS PAY REQUEST NO. 002 LOCATION Yorba Linda, CA PROJECT NO. 201120 PAGE 1 OF 1 PAGES CONTRACTOR TBU Inc. DATE 3127/13 ORIGINAL CONTRACT AMOUNT: $ 1,359,300.11 AUTHORIZED CHANGE ORDERS: $ REVISED CONTRACT AMOUNT: $ 1,359,300.11 PROGRESS PAY ESTIMATE FOR PERIOD VALUE OF WORK COMPLETED CHANGE ORDER WORK COMPLETED TOTAL VALUE OF WORK COMPLETED LESS RETENTION 5% LESS OTHER DEDUCTIONS NET EARNED TO DATE LESS AMOUNT PREVIOUSLY PAID BALANCE DUE THIS ESTIMATE NOTICE TO PROCEED COMPLETION TIME APPROVED TIME EXTENSIONS TOTAL CONTRACT TIME TIME EXPENDED TO DATE TIME REMAINING REQUESTED BY: RECOMMENDED: March 1, 2013 TO March 31, 2013 PREVIOUS THIS MONTH TO DATE $ 80,050.00 $ 437,950.00 $ 518,000.00 $ 80,050.00 $ 437,950.00 $ 518,000.00 $ 76,047.50 $ 416,052.50 $ 492,100.00 Electronic Wire Fees $ 492,100.00 $ 76,047.50 $ 416,052.50 DATE: SAI-$i (a '� JDATE: �E3 ( S APPROVED BY: DATE: Steve Conklin, Engineering Manager, YLWD February 1, 2013 370 CALENDAR DAYS 0 CALENDAR DAYS 370 CALENDAR DAYS 59 CALENDAR DAYS 311 CALENDAR DAYS DATE: SAI-$i (a '� JDATE: �E3 ( S APPROVED BY: DATE: Steve Conklin, Engineering Manager, YLWD AGENDA REPORT Meeting Date: April 25, 2013 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Ariel Bacani, Engineering Technician II Budgeted: Funding Source: Account No: Job No: Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 7.4 N/A Developer Funded 1 -2600 201302 Engineering N/A N/A Subject: Terms and Conditions for Water and Sewer Service with the City of Yorba Linda SUMMARY: The Placentia - Yorba Linda Unified School District (PYLUSD) and City of Yorba Linda (City) are proposing to develop a 9.2 -acre park within the School District's property, located south of the Yorba Linda High School, as shown in the attached exhibit. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with the City of Yorba Linda, Job No. 201302. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee discussed this matter at its meeting held April 8, 2013 and supports staff's recommendation. DISCUSSION: The City is working with the property owner, PYLUSD, in planning the facilities for the proposed park development. The City has agreed to apply for water and sewer service on behalf of PYLUSD. The District has an existing Zone 4 pipeline within the Yorba Linda High School campus, which is adequate in size and of sufficient pressure to serve the project. The applicant requests to install a double -check detector assembly for their private fire suppression system, and two water services for domestic and irrigation purposes. The proposed park is located within Drainage Area "1" of the District's Sewer Service Area. The District has an existing sewer main in Fairmont Boulevard that is adequate in size to serve the project. The applicant will construct a sewer lateral to an existing stub -out to serve the project site. The proposed Terms and Conditions for Water and Sewer Service with the City of Yorba Linda are attached for your consideration. ATTACHMENTS: 201302 T C.doc Description: Type: Terms & Conditions for Water & Sewer Service with City of Yorba Linda Agreement Exhibit of Proposed Water & Sewer Improvements for 201302 Exhibit.pdf Exhibit City of Yorba Linda Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 RC /PH 5 -0 Date: APRIL 25, 2013 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER AND SEWER SERVICE NAME OF APPLICANT: CITY OF YORBA LINDA LOCATION OF PROJECT: YORBA LINDA HIGH SCHOOL PARK TRACT NUMBER: N/A JOB NUMBER: 201302 LOT(S): 1 The applicant will be required to complete to the satisfaction of the District the following items that have an "X" following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. I. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1 % Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. Page 2 of 5 NAME OF APPLICANT: CITY OF YORBA LINDA LOCATION OF PROJECT: YORBA LINDA HIGH SCHOOL PARK 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract /Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) X The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24 -hour emergency telephone number prior to the District's approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water facilities. 14) X The applicant shall complete an Application to and Agreement for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations of the District. 16) X The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Water Service. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. Page 3 of 5 NAME OF APPLICANT: CITY OF YORBA LINDA LOCATION OF PROJECT: YORBA LINDA HIGH SCHOOL PARK 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the District's Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 20) X The applicant's water facilities (on -site) shall be Privately owned and maintained. 21) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 22) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 23) The applicant shall install one 1 water Sampling Station(s) in conformance with the District's Standard Plans. 24) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 25) The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 26) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 27) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 28) X The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 29) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 30) X The applicant shall install a pressure regulator in all dwellings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 31) X The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new dwellings. Page 4 of 5 NAME OF APPLICANT: CITY OF YORBA LINDA LOCATION OF PROJECT: YORBA LINDA HIGH SCHOOL PARK 32) X The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 33) X The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 34) X The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 35) X The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 36) X The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District's Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross - Connections. 37) X The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 38) The applicant shall complete an Application to and Agreement for Sewer Service. 39) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Sanitary Sewer Service. 40) X The applicant shall pay all of the sewer fees as required by the Rules and Regulations of the District. 41) The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 42) The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 43) X The applicant's sewer facilities (on -site) shall be Privately owned and maintained. 44) The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District's Plans and Specifications. Page 5 of 5 NAME OF APPLICANT: CITY OF YORBA LINDA LOCATION OF PROJECT: YORBA LINDA HIGH SCHOOL PARK 45) The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 46) X The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 47) The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 48) X The applicant shall install two new water services and one new fire protection line per approved plans and District Specifications. 49) X The applicant shall install one new sewer lateral per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the April 25, 2013 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Water Service is not executed for the project under consideration. Steve Conklin, P.E., Acting General Manager EX. 39" STL. qY YLWD 39..W - - -+ - 39 "W, WIE �g 5 PROP. 4" FIRE SERVICE PROP. 2" WATER SERVICE PROP. 6" IRRIO SERVICE EX. 18" WATERLINE i r PROPOSED SEWER \ LATERAL LOCATION MAP N.T.S. PREPARED BY: EXHIBIT 11611 SCALE: AS -NOTED YORBA LINDA WATER DISTRICT PROPOSED WATER & SEWER IMPROVEMENTS DATE: El 1717 E. MIRALOMA AVENUE FOR 03 -11 -2013 PLACENTIA, CALIFORNIA 92870 YORBA LINDA HIGH SCHOOL PARK FILENAME: (714) 701 -3100 J- 201302 ITEM NO. 8.1 AGENDA REPORT Meeting Date: April 25, 2013 Budgeted: Yes Total Budget: $35,000 To: Board of Directors Cost Estimate: $35,000 Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101 -2700 Manager Job No: J- 2010 -11 B Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Hank Samaripa, Project CEQA Compliance: MND Engineer Subject: Sole- Source Proposal for Fairmont Booster Station Upgrade Project (FBSU) SCADA Integration Services SUMMARY: At the request of District staff, RKI Engineering, LLC (RKI) provided a sole- source proposal for SCADA integration services (integration) for the FBSU Project. RKI recently completed integration services for Highland Pump Station and Well 20, professionally and to the satisfaction of staff. Additionally, RKI's hourly rates are approximately half that of other integration consultants. Following evaluation of the proposal, staff recommends award to RKI for a fee not to exceed $35,000. STAFF RECOMMENDATION: That the Board of Directors authorize execution of a Professional Services Agreement with RKI for a not -to- exceed amount of $35,000 to provide SCADA Integration Services for the FBSU Project, in accordance with RKI's proposal of April 15, 2013. COMMITTEE RECOMMENDATION: Due to time constraints and the goal of moving the FBSU Project forward in a timely fashion, this item is being brought to the Board for consideration without first being reviewed by the Planning - Engineering- Operations Committee on May 2. However, the PEO Committee members were advised of this and agreed, in order to expedite the project. Their comments on this item will be provided at the Board meeting. DISCUSSION: In order to allow sufficient time for SCADA integration for the District's next large and complex project, the District solicited a proposal from RKI who is most familiar with the District's integration standards. Time is of an essence for the SCADA integration task. The intent is to have an operational narrative prior to hiring the project's design consultant. The FBSU Project is a key element in order to provide groundwater to the District's Northeast service area. SCADA integration services is normally not included in the construction contract and is typically completed by District staff and its integration consultant working closely together. To ensure that the SCADA system is fully integrated, it is imperative that the integrator be under contract during the design of the new facility so the operational controls are designed correctly and included in the contract plans and specifications. The District's SCADA staff has been successful implementing this approach in order to reduce start- up problems. RKI was asked to provide a proposal for the FBSU Project. Staff evaluated RKI's attached proposal based on experience, technical merit, content, understanding of the project, hours and fee. RKI's scope of work includes, but is not limited to, the following major items: • Prepare a operational narrative for FBSU project • Review P &ID of Design Engineer • SCADA development for station controls • Assist in developing operational test plan • Station start -up verification and final functional test • Final controls documentation and Training Staff reviewed the proposed fee and staff hours for the above scope of work. Based on the above qualifications and work scope, staff recommends award to RKI for a not to exceed fee of $35,000. STRATEGIC PLAN: SR 3 -A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011 -2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): On July 12, 2012 Board of Directors authorize execution of a Professional Services Agreement with Carollo Engineers, Inc. in the amount of $102,883 to provide professional services to update, calibrate, and analyze the District's water system hydraulic model and to prepare a Northeast Area Planning Study. On March 14, 2013 the Board of Directors received and filed the Northeast Area Planning Study which summarized and recommended the operating conditions of the future Fairmont Booster Station Upgrade project. ATTACHMENTS: Name: RKI Services -FBSU Promect041613.pdf Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 MB /PH 5 -0 Description: Type: RKI proposal for SCADA integration service Backup Material RKI Engineering LLC RKI SERVICES FOR THE FAIRMONT BOOSTER STATION UPGRADE PROJECT Prepared for: Hank Samaripa Project Engineer, YLWD RKI Engineering LLC 2029 Verdugo Blvd. #109 Montrose, CA 91020 (818) 317 -3003 El 11140 *11b] RKI Engineering LLC April 14, 2013 Mr. Hank Samaripa Yorba Linda Water District 1717 Mira Loma Ave. Placentia, CA 92870 RE: RKI Services for the Fairmont Booster Station Upgrade Project Dear Mr. Samaripa: RKI`s major expertise is in furnishing engineering services to the water and power industries. Our staff has successfully completed numerous projects of different project size and scope. RKI can draw from experiences in a variety of process control projects with proficiencies in power equipment and distribution, distributed control systems, PLC's, HMI's, communications and computer networks, database, and software applications. Our experience involves working with major electricity and water providers, industrial process, municipalities, and governmental agencies. Our goal, at RKI Engineering, is to work with you in making this project a complete success and forging a continued relationship. Please let me know if you have any questions by giving me a call at (818) 317 -3003 or contact me by e -mail at rki- engr @earthlink.net. Sincerely, Norman S. Iseri, P.E. 2029 Verdugo Blvd #109, Montrose, CA 91020 -1626 (818) 317 -3003 RKI Engineering LLC TABLE OF CONTENTS BACKGROUND SCOPE OF WORK BREAKDOWN OF WORK COST OF WORK. INSURANCE COVERAGE FEE SCHEDULE PROJECT EXPERIENCE PROJECT METHODOLOGY Fairmont Booster Station Upgrade Project, 04/15/2013 PAGE 2 2 2 3 5 7 RKI Engineering LLC BACKGROUND In the quick paced world of business, the ability to complete a task faster, better and less expensive is critical. At RKI Engineering, we are committed to finding the best solutions for our customers. Our goal is to work closely with your staff to compliment your efforts on projects. Because of our experience with control systems in the Water and Power Industries, we can provide a control system that meets your every need. SCOPE OF WORK RKI Engineering will provide the following services to assist in the Fairmont Booster Station Upgrade Project: 1. Attend several District meetings to discuss preliminary Control / SCADA design requirements: Participate in discussion on how the new FPS will operate and interface with the various instrumentation, subsystem, etc. 2. Prepare preliminary operational narrative for the new FPS: Assist in developing operational narrative to describing the interface between operating requirements and the design requirements for the various FPS subsystems. 3. Review P &ID and submittals from Design Engineer and Contractor: Provide review of project design to assure compatibility with the established Yorba Linda Water District operational narratives and standards. Determine proper interface between the station control and the proposed subsystems. 4. SCADA Development for Station Controls: Program the Yorba Linda Water District standard controller to interface with the various field devices: Station pumps, chemical systems, field transmitters, etc. Utilize the YLWD base PLC program to maintain common logic. Work on the Application Service 1/0 Object to interface with the SCADA graphics. PLC programming software and Wonderware Application Server for SCADA will be provided by Yorba Linda Water District. 5. Assist in developing Operational Test Plan: Assist in developing an Operational Testing Plan. The operational testing plan shall cover the interaction of the major subsystem. Checks that the various instrumentation, subsystem, etc. meets the FPS operational narratives and requirements. 6. Provide start -up hours in the RFP for verification of SCADA systems: Assist in the test and startup procedure to check the various subsystems, instrumentation, and field devices. Work with the General Contractors and subcontractors to perform point to point testing of all field wiring to the station PLC. Perform a complete local test and startup. Participate in complete functional test with the various entities. Test the SCADA and alarming system Interface to insure proper operations from the graphic screens to the field devices. 7. Provide final controls documentation and narrative for the as -built system: Provide Operation and Maintenance manuals for the Station PLC Logic. Provide narrative to describe the operations of the local controls. 8. Provide in -house staff training on the operations of the control system: Provide one operator training class on the local control system. 9. Additional Services: Other requested services will be provided based on the Fee Schedule. Fairmont Booster Station Upgrade Project, 04/15/2013 Page 1 RKI Engineering LLC BREAKDOWN OF WORK The following is the estimated hours required to complete each service item for the Fairmont Booster Station Upgrade Project: ITEM DESCRIPTION ESTIMATED HOURS 1 Attend several District meetings to discuss preliminary Control / SCADA design requirements 40 2 Prepare preliminary operational narrative for the new FPS 40 3 Review P &ID and submittals from Design Engineer and Contractor 32 4 SCADA Development for Station Controls 100 5 Assist in developing Operational Test Plan 32 6 Provide start -up hours in the RFP for verification of SCADA systems 50 7 Provide final controls documentation and narrative for the as -built system 40 8 Provide in -house staff training on the operations of the control system 10 TOTAL ESTIMATED HOURS: 344 COST OF WORK The cost to provide the RKI Services for the Fairmont Booster Station Upgrade Project that was outline in the Scope of Work shall not exceed $34,400. INSURANCE COVERAGE RKI Engineering maintains both General and Professional Liability Insurance. The General Liability Insurance policy has coverage of $1,000,000. The Professional Liability Insurance policy has coverage of $1,000,000. Evidence of these insurance policies will be provided upon request. Fairmont Booster Station Upgrade Project, 04/15/2013 Page 2 RKI Engineering LLC FEE SCHEDULE Standard Rate.. ........ ............................... $100.00 per hour SCHEDULE OF CHARGES A: LABOR o Travel Time Standard Rate • Weekdays up to 8 hrs /day between 7:00 am & 9:00 Standard Rate pm • Weekdays in excess of 8 hrs /day Service & 1.5 times Standard Rate nocturnal time between 9 p.m. & 7 a.m. • Saturdays, Sundays, Holiday. 1.5 times Standard Rate B. EXPENSES • Equipment and Expenses will be invoiced at cost plus 15% handling fee. Fairmont Booster Station Upgrade Project, 04/15/2013 Page 3 RKI Engineering LLC Norman S. Iseri, P.E. SUMMARY. Over 25 years of experience in Control and Computer Applications in a variety of functions and projects. Experience includes Project Management and lead Engineer in the design and installation of control systems at various facilities, including SCADA Water System, Steam Generating Facilities, Hydro Generating Facilities, and Electrical Power Distribution systems. Extensive knowledge in both EPA and Regional Air Quality Management District regulatory requirements for Continuous Emission Monitoring Systems /Data Acquisition and Handling System. Background includes Project Management and Contract Administration. EXPERTISE: • Industrial Automation and Process Control • Air Quality Supervision and Project Management • Programming on Allen - Bradley, Modicon, Siemens, GE Fanuc, Bristol platforms, etc. • Human Machine Interface and Operator interface software development including Inductive Automation Ignition, Wonderware Archestra, CiTect, Iconics, FactoryLink, PanelView, etc. • Continuous Emissions Monitoring System /Data Acquisition and Handing Systems • ORACLE and Microsoft SQL Server Development and Administration • Microsoft ACCESS Development PROFESSIONAL EXPERIENCE: • RKI Engineering LLC (2001 — Present) • MASS Group (1998 - 2001), Manager of Product Development • Los Angeles Department of Water and Power (1986 - 1998), Electrical Engineering • Hughes Radar Systems Group (1985 - 1986), Member of Technical Staff • Registered Professional Electrical Engineer, CA (since 1990) • Certified US Data FactoryLink Trainer, (1998) EDUCATION: • M.S., Electrical Engineering - University of Southern California • B.S., Electrical Engineering - University of California, Los Angeles • Business Management Courses - University of California, Los Angeles Extension Program SPECIAL TRAINING: Oracle Database Administration Course, 1993 Oracle Advanced SQL Course, 1992 U.S. Data FactoryLink Application Course, 1992 Fairmont Booster Station Upgrade Project, 04/15/2013 Page 4 RKI Engineering LLC PROJECT EXPERIENCE RKI's staff has completed a variety of projects related to the Water and Power Industries. The following represent a partial list of such projects. YORBA LINDA WATER DISTRICT SCADA SYSTEM SCOPE: Engineering and integration support for YLWD SCADA System. Upgrade and maintain a Wonderware A2 System. Includes Redundant Application Servers -1 /0 Server configuration. Utilize IDE object modeling of their Wells, Booster Pump Stations, Reservoirs, Pressure Reducing Station, etc. Application server connects to Modicon PI-Cs using a wireless TCP /IP network operating on 5.6Gz. Intouch operator interface accesses the AppSry though a Galaxy data network. CLIENT: Yorba Linda Water District JURUPA COMMUNITY SERVICES DISTRCT SCADA SYSTEM SCOPE: Integration support for JCSD SCADA System. Programming and installed a Bristol 3305 and ControlWave Micro for the various water facilities. SCADA communication was established using the BSAP protocol through MDS radio. Redundant SCADA Workstations configured with Iconics provides the Operator Interface to the system. CLIENT: Yorba Linda Water District WMWD ARLINGTON DESALTER FACILITY SCOPE: Developed control scheme for the reverse osmosis potable water system. Programmed Siemens 545 PLC to control the variable frequency drives to supply well water to the RO process. Used radio modems to communicate to remote turnouts to control the supplied drinking water. CLIENT: Western Municipal Water District CITY OF LAS VEGAS WATER POLLUTION CONTROL FACILITY SCOPE: Assisted the City of Las Vegas Personnel in developing their new Water Pollution Control Facility SCADA System. The projects included the design of Operator Screens, develop Math and Logic scripts, and configured database logging. CLIENT: City of Las Vegas Fairmont Booster Station Upgrade Project, 04/15/2013 Page 5 RKI Engineering LLC AES ALAMITOS AND REDONDO BEACH SELECTIVE CATALYTIC REDUCTION (SCR) SYSTEM SCOPE: Designed the SCR control system for Alamitos Units 1, 2, 3, 4 and Redondo Beach Units 5, 6. Programmed a hot - standby Modicon Quantum System that interfaces to the RMV9000 DCS control system. Modicon Momentum PLCs were used as gateways. CLIENT: Mitsubishi Power Systems, Inc. CONTINUOUS EMISSIONS MONITORING /DATA ACQUISITION AND HANDLING SYSTEM SCOPE: Develop and install a continuous emissions monitoring /data acquisition and handling system to meet all the requirement of the South Coast Air Quality Management District Rule RECLAIM, Rule 1135, and the Environmental Protection Agency 40 CFR Part 75. This project involved working with OPTO 22, Allen Bradley SLC 500, Kaye Instruments DIGI, US Data FactoryLink, Oracle Database, and Microsoft Access. CLIENT: City of Burbank, Glendale, and Pasadena Public Service Department CLIENT: Los Angeles Department of Water and Power Fairmont Booster Station Upgrade Project, 04/15/2013 Page 6 RKI Engineering LLC PROJECT METHODOLOGY The capability described herein highlights RKI's project design and implementation methodology. This work description is based on our standard project methodology as applied to the scope of work and associated proposed Systems Overview drawings supplied with the request for proposal. Based on project experience, RKI teams have learned to work within our customers' project environment. Our success is based on quickly assimilating each customer's technical and documentation standards, project procedures, construction processes, supplier requirements, contractual terms and conditions, and preferred contractors and equipment supplier agreements. In many situations, we function as an extension of our customer's staff and as an integral part of the project effort. In addition, we believe that our team can add value to the project execution process based on our experience and internal company policies and procedures. The methodology assures your expectations are met and with essential approval steps. You are given the opportunity to measure RKI performance in a concise and detailed manner that assures the system provided by RKI exactly meets your expectations. In this role, we take responsibility for the project scope definition, engineering, start -up assistance, commissioning, project documentation, and training. RKI's methodology consists of 10 integral phases. Each phase consists of one or more items. The diagram below illustrates the methodology. 1 --font Booster Station Upgrade Project, 04/15/2013 Page 7 [��]Hl; k otF ting 1H 1 System Requir ent System Design I H Spec. Spec. Phase 10 Phase 9 Phase 8 Phase 7 Phase 6 Contirtious Improvement Oocumertation Antl Warranties Onsite Support Se rv�ces Factory Acceptance Testing System Development 1 --font Booster Station Upgrade Project, 04/15/2013 Page 7 RKI Engineering LLC The following describes the phases in RKI's project methodology. The phases do not necessarily occur sequentially or for every project. Phase 1 — Proposal This phase establishes the initial foundation for the working relationship between your staff and RKI Project team. The proposal establishes the complete framework in which the project will be completed. Phase 2 — Kickoff Meeting RKI will participate in a kickoff meeting with our design team upon award of the project contract. RKI project team members work with you to review the scope of work, review the project schedule, and document outstanding technical issues and questions. Phase 3 — System Requirements Specification This phase results in a Systems Requirements Specification document that is developed jointly with RKI and your team. This document describes in detail the project's goals and objectives, process capacities, product chemistry, product physical properties, product mixes, control functions, terminology and preferred hardware and software to be implemented with the project. Phase 4 — System Design Specification and Detailed Design RKI will perform the detailed design, resulting in a System Design Specification. When completed, this document is presented to your team for review and approval. This document becomes the base document for configuration, programming, implementation, testing, start -up, and acceptance criteria. Phase 5 — Test Plans This phase consists of the development of the Factory Acceptance Test (FAT), Site Acceptance Test (SAT) and other industry specific test plans. When complete, they will be presented for review and approval. These documents describe the testing procedures and measurement criteria to determine the system functions as desired. Phase 6 — System Development The project implementation phase includes equipment, hardware and third party software procurement and construction. Automation components are assembled, communications networks are configured and the specific control and display functions are programmed in accordance to the System Design Specification. Associated plant construction activities are also coordinated in this phase. Fairmont Booster Station Upgrade Project, 04/15/2013 Page 8 RKI Engineering LLC Phase 7 — Factory Acceptance Testing This phase is the integration testing of the system. This test can be witnessed by your team members in order to assure the delivered system meets the project requirements and provides the expected benefits. Phase 8 — On -site Support Services RKI provides field support during construction, equipment installation, and system start -up. This phase includes execution of the previously submitted SAT Plan (Phase 5) to assure the system is ready for operation. RKI supports your team through start -up, validation, and training. Phase 9 — Documentation and Training This phase consists of finalizing project documentation to "as- built' status. In addition, training will be provided to insure proper transfer of knowledge to key Personnel. Phase 10 — Continuous Improvement This phase represents the ongoing relationship between your organization and RKI that will have matured over the life of the project. Because of our in depth experience and knowledge of your system, we can offer services to help maintain the system and to help you identify additional enhancements to improve productivity and reduce operating costs. Fairmont Booster Station Upgrade Project, 04/15/2013 Page 9 ITEM NO. 10.1 AGENDA REPORT Meeting Date: April 25, 2013 Subject: Executive - Administrative - Organizational Committee (Melton /Kiley) • Minutes of meeting held April 16, 2013 at 4:00 p.m. • Meeting scheduled May 21, 2013 at 4:00 p.m. ATTACHMENTS: Name: Description: Type: 041613 EAO - Minutes.docx EAO Mtg Minutes 04/16/13 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING Tuesday, April 16, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. The April 16, 2013 meeting of the Yorba Linda Water District's Executive - Administrative- Organizational Committee 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. ROLL CALL COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Damon Micalizzi, Public Info Officer OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Christopher Townsend, President, Townsend Public Affairs Heather Stratman, Senior Director, Townsend Public Affairs Jeff Bedinian, Associate, Townsend Public Affairs Joe Berg, Water Use Efficiency Program Mgr, Municipal Water District of Orange County PUBLIC COMMENTS None. DISCUSSION ITEMS 4.1. Status of Legislative Affairs (Verbal Report) Mr. Townsend introduced Jeff Bedinian, TPA's newest Associate to the Committee. Mr. Townsend and Mrs. Stratman then discussed with the Committee local governmental issues of concern including issues with the OC San District and potential collaborations with the cities of Yorba Linda and Placentia. At the completion of this item, Messrs. Townsend and Bedinian and Mrs. Stratman departed. 4.2. Presentation Regarding MWDOC Water Use Efficiency Programs — Provided by Joe Berg, Water Use Efficiency Program Manager for MWDOC Mr. Berg presented to the Committee current programs offered by MWDOC and MWD for Water Use Efficiency including those for potential future rebates. Mr. Conklin noted that this information will be provided by 1 the District to staff at the cities of Placentia and Yorba Linda, and that they will be informed that Mr. Berg is available to meet with them to discuss how these programs may be of benefit. Mr. Berg departed at the completion of this item. 4.3. Draft of Board of Directors Budget for FY 2013/14 The Committee reviewed the Board of Directors Draft Budget for the upcoming fiscal year. 4.4. Third Draft of Administration Department Budget for FY 2013/14 The Committee reviewed the third draft of the Administration Budget noting cuts in the areas of travel and conferences and CEQA fees. 4.5. Status of Operations and Efficiency Study SOQ (Verbal Report) The Committee discussed the process for the April 19, 2013 interviews with the two potential firms. 4.6. Status of OCWD Annexation Project (Verbal Report) Mr. Conklin informed the Committee that the Annexation EIR was completed and released for public review on April 1, 2013 for a 45 -day review period, and the process to follow. 4.7. Status of Sage and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin updated the Committee on issues with the aforementioned projects noting that pushback from both developers on various issues are presently preventing progress. It was noted that these projects are a discussion item for the Joint Committee meeting with the City of YL on April 17, 2013. 4.8. Status of Security Measures at Valley View Reservoir (Verbal Report) Mr. Micalizzi reported that as a result of the additional signage and increased YLWD staff and Sheriff's Department presence, neighbors are reporting less traffic and that vandalism has seemingly ceased. In the next weeks, an electrician will be completing wiring for lights and motion detector, as well as conduit for a potential future camera if determined necessary. 4.9. Customer Service Feedback Report Mr. Conklin reviewed the above with the Committee. 4.10. Status of Strategic Plan Initiatives Mr. Conklin reviewed the above with the Committee. OTHER ITEMS Mr. Conklin reported on the status of water service for Placentia -Linda Hospital. He advised that the letter to State Senator Correa in support of legislation for 2 changes to the OCWD Act was being mailed out. He noted that an invitation was just received for the May 7, 2013 dedication of Anaheim's Water Sustainability Campus. DISCUSSION ITEMS CONTINUED 4.11. Future Agenda Items and Staff Tasks Director Melton asked staff to research fire suppression chemical systems, and their potential use at District pumping and other facilities in high fire - risk areas. The Committee adjourned to Closed Session at 6:00 p.m. Directors Melton and Kiley were present. Also present were Messrs. Conklin and Kidman. 5. CLOSED SESSION 5.1. 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) The Committee reconvened in Open Session at 6:30 p.m. Director Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 6. ADJOURNMENT 6.1. The meeting was adjourned at 6:30 p.m. The next Executive - Administrative- Organizational Committee meeting is scheduled to be held Tuesday, May 14, 2013 at 4:00 p.m. 3 AGENDA REPORT Meeting Date: April 25, 2013 Subject: Personnel -Risk Management Committee (Collett /Beverage) ATTACHMENTS: Name: 040913 PRM - Minutes.doc • Minutes of meeting held April 9, 2013 at 4:00 p.m. • Meeting scheduled May 8, 2013 at 4:00 p.m. Description: PRM Mtg Minutes 04/09/13 ITEM NO. 10.3 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING Tuesday, April 9, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The April 9, 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. 2. ROLL CALL COMMITTEE Director Ric Collett, Chair Director Michael J. Beverage 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS STAFF Steve Conklin, Acting General Manager Gina Knight, HR and Risk Manager 4.1. Draft Human Resources Department Budget for FY 2013/14 (Verbal Report) Staff presented a revised Draft Human Resources Budget for FY 2013- 2014. Staff reduced the following categories: HR Section - District Activities and Events by $5,000, Professional Services by $5,000 and Professional Development by $2,500. In the Risk Management Section - Travel and Conferences were reduced by $1,000. In addition, under the Safety Section — Professional Services category was reduced by $20,000. 4.2. Draft Salaries and Benefits Budget for FY 2013/14 (Verbal Report) Staff presented a revised proposed Salaries and Benefits Budget for FY 2013 -2014 to the Personnel -Risk Management Committee. The revisions included a full -time Safety Officer hired during the second half of FY 2013- 2014. An additional part -time position (Limited -term Records Management Clerk) was added to the Budgeted list of positions. The budget includes a proposal to reclassify five (5) positions. 4.3. Status of Performance Evaluations (Verbal Report) Mr. Conklin advised the Committee members on the status of existing past -due performance evaluations. Mr. Conklin advised the Committee that Managers with past -due evaluations would be given a deadline to get the evaluations completed. 4.4. Stats of Assessment of Job Descriptions and Titles (Verbal Report) This item was not discussed. 4.5. Status of Operations Manager Recruitment (Verbal Report) Staff informed the Committee that interviews were scheduled for April 17, 2013. Three outside panelists would conduct the interviews for four candidates. 4.6. Human Resources, Risk Management, and Safety Activity Staff reported on the status of several recruitments. Two Maintenance Worker I positions were filled as well as an internal promotion for a Customer Service Rep II position. Twenty applications are under review for the vacant Instrumentation Technician position. 4.7. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:10 p.m. The next Personnel -Risk Management Committee meeting is scheduled to be held Wednesday, May 8, 2013 at 4:00 p.m. 2 AGENDA REPORT Meeting Date: April 25, 2013 Subject: Planning- Engineering- Operations Committee (Kiley /Hawkins) • Minutes of meeting held April 8, 2013 at 3:00 p.m. • Meeting scheduled May 2, 2013 at 3:00 p.m. ATTACHMENTS: Name: 040813 - PEO Minutes.docx Description: PEO Mtg Minutes 04/08/13 ITEM NO. 10.4 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Monday, April 8, 2013 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. 5. The April 8, 2013 meeting of the Yorba Linda Water District's Planning - Engineering- Operations Committee was called to order by Director Kiley at 3:00 p.m. The meeting was held in the Admin Conference Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Mgr Director Phil Hawkins John DeCriscio, Acting Operations Mgr PUBLIC COMMENTS None. ACTION CALENDAR 4.1. Terms and Conditions for Water and Sewer Service with the City of Yorba Linda Mr. Conklin reported that the City is requesting water and sewer service for the planned park on the southeast side of YL High School. Following discussion, the Committee supported the staff recommendation that the Board approve Terms and Conditions for Water and Sewer Service for the planned facility. 4.2. Award of Janitorial Contract Mr. DeCriscio reported that following continued unsatisfactory janitorial services by the District's provider, staff solicited proposals for a new provider, and received three proposals. Following discussion, the Committee supported the staff recommendation that the Board authorize the Acting GM to enter into a Contract with the lowest -cost proposer, SC Primesource, Inc., for 14 months of service, starting May 1, 2013, for a total contract cost of $68,385. DISCUSSION ITEMS 5.1. Revised Draft FY 13/14 Engineering Department Budget Mr. Conklin reported that since the first draft Supplies & Services budget for the Engineering Department was presented to PEO, staff has identified means to reduce the proposed budget from $193,003 to $170,543. He 1 also noted that the department's budget is still up $56,000 from the current year's budget of $114,440, most all of which is due to the cost of professional services for environmental mitigation at Hidden Hills to comply with permit conditions. Mr. Conklin provided a hand -out to the Committee with a summary table of the proposed travel and conference budgets for Engineering as well as all other District departments. He noted that this information will be part of the Budget Workshop on April 18. The Committee reviewed the table and asked that staff include for comparison the current budget for travel and conference costs for each department and overall for the workshop. 5.2. Revised Draft FY 13/14 Operations Department Budget Mr. DeCriscio reported that since the last presentation to PEO, staff has identified means to reduce the proposed S &S budget from $1,768,500 to $1,713,500, a reduction of $55,000. He noted that the newly proposed budget is still up 16% from the current budget of $1,471,925. Mr. DeCriscio reviewed the various elements of the budget and where and why the budget amounts were increasing. The Committee asked that staff indicate the increases as a percentage and not just a dollar amount based on the current budget amount, actual cost and proposed amount for next year for the Budget Workshop. 5.3. Revised Vehicle Equipment & Capital Outlay Budget Messrs. Conklin and DeCriscio reviewed this budget with the Committee, noting that it has been reduced 33% since last presented from $660,000 to $444,000. The proposed vehicle replacements were reviewed, noting the age and mileage for each vehicle proposed for replacement, or other extenuating reasons. It was also noted that staff has a table of all vehicles and equipment, noting age, mileage or run -hours that is regularly updated and indicates a projection out several years for replacements. Following discussion, the Committee agreed with the proposed elements in this budget. 5.4. Revised Draft FY 13/14 CIP Budget Mr. Conklin reported that an updated version of the CIP budget has been prepared and provided since last presented to PEO. The update incorporates edits such as proposed cuts and deferrals, as well as improved forecasts on costs to the end of the FY in June. He provided a handout that showed the proposed changes from the prior version, with reductions in the CIP of $485,000 and $2,310,000 for FYs 13/14 and 14/15, respectively. These changes were mostly achieved by moving projects further out, in order to reduce costs in the two upcoming FYs. Mr. Conklin noted that the CIP shows work proceeding with the Fairmont Booster Station Project and the Well 21 Project, as planned, with completion of Fairmont in FY 15/16. He commented that the District will likely need to make use of the $7 million line -of- credit and /or consider obtaining a loan to fund our capital projects in the near term. Director Hawkins noted that he was informed by staff of the California Special 2 Districts Association (CSDA) that they have funds available for loan for projects. Mr. Conklin thanked Dir Hawkins and indicted that staff will follow -up on this with CSDA. The Committee commented that they were pleased with all of the above updated budget information prepared and presented by staff. 5.5. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported on the water production, noting that groundwater production was 66% for the month, and cumulative 48.6% for the FY. The Committee reviewed and liked the simplified report. 5.6. Monthly Production Summary Report Mr. DeCriscio reviewed the subject report with the Committee, noting water consumption, weather conditions, water quality, and equipment service conditions for the month. 5.7. Monthly Preventative Maintenance (PM) Report Mr. DeCriscio reviewed the subject report with the Committee, noting that PM achieved was on target for the year. He was pleased to note that we are fully staffed and that all equipment is operating well. 5.8. Groundwater Producers Meeting Report for March 2013 (Verbal Report) Mr. DeCriscio attended the March meeting and noted that the principal item of discussion was the status of preparation of the annexation EIR, which has since been released to the public for review. 5.9. Status of Northeast Area Developments (Verbal Report) Mr. Conklin reported that County Planning has reviewed the District's Northeast Area Planning Study and has asked the District to answer some questions for further clarification. He indicated that the response is in progress and he is working with legal counsel on a question relating to annexation to YLWD. Otherwise, the proposed developments remain a volatile topic in the community. It is an agenda item for the District /City Joint Agency meeting on April 17, 2013. 5.10. Status of Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 5.11. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of the above that relate to engineering and operations. 5.12 Future Agenda Items and Staff Tasks None. 3 6. ADJOURNMENT 6.1. The meeting was adjourned at 4:30 p.m. The next Planning- Engineering- Operations Committee meeting is scheduled to be held Thursday, May 2, 2013 at 3:00 p.m. 12 AGENDA REPORT Meeting Date: April 25, 2013 Subject: Meetings from April 26, 2013 - May 31, 2013 ATTACHMENTS: Description: BOD - Activities Calendar.pdf Backup Material ITEM NO. 12.1 Type: Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: 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 Tue, May 7 4:OOPM Beverage /Collett Yorba Linda City Council Tue, May 7 6:30PM Kiley LAFCO Wed, May 8 8:30AM Beverage Personnel -Risk Management Committee Meeting Wed, May 8 4:OOPM Collett /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 /Melton Harassment Prevention Training Thu, May 16 1:OOPM Collett OC Water Summit Fri, May 17 7:30AM Collett /Kiley /Melton 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 4/22/2013 7:59:00 AM ITEM NO. 13.1 AGENDA REPORT Meeting Date: April 25, 2013 Subject: Anaheim Public Utilities Water Sustainability Campus Dedication Ceremony - May 7, 2013 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at these events if desired. ATTACHMENTS: Name: Description: Anaheim Water Sustainability Campus Dedication Invitation.pdf Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/25/2013 PH /RC 5 -0 Type: Backup Material Tuesday, May 7th, 2013 at 1 1:00 a.m. Please RSVP by April 30th 714.765.5050 or onaheimpublicutilitie s @anaheim.net 200 S. Anaheim Blvd. Adjacent to City Hall Q PUBLIC UTILITIES Join us as we dedicate Anaheim's Water Sustainability Campus UKOINAPr. PARKING ❑ EVENT DIRECTIONS: O FROM THE S FREEWAY SOUTH: Exit at Lincoln Ave. Head east on Lincoln to Anaheim Blvd. Turn right on Anaheim Blvd. Turn left on Broadway. Turn left on 42nd St. © FROM THE S FREEWAY NORTH: FxFt at Anaheim Blvd. Head north on Anaheim Blvd. Turn right on Broadway. Turn left on 42nd St. © FROM THE 91 FREEWAY: Exit at Anaheim Blvd. Head south on Anaheim Blvd. Turn left on Broadway. Turn left on 42nd St. 4 } i3KKW1Ayr. ALTERNATE PARKING RK6rf IFAIitn, Po AuNrt Oozy _ {memMJGala a :P7. 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