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HomeMy WebLinkAbout2013-04-08 - Planning-Engineering-Operations Committee Meeting Minutes1 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 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. 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Mgr Director Phil Hawkins John DeCriscio, Acting Operations Mgr 3. PUBLIC COMMENTS None. 4. 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. 5. 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 2 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 3 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. 4 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.