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Home My WebLink About2013-09-12 - Board of Directors Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, September 12, 2013, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Gary T. Melton, President Robert R. Kiley, Vice President Michael J. Beverage Ric Collett Phil Hawkins 4. ADDITIONS/DELETIONS TO THE AGENDA 5. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 6. SPECIAL RECOGNITION 6.1. Recognize Ruben Maldonado, Water Quality Technician II, for Completion of the ACWA/JPIA Supervisor Basics Certification Program 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) · Minutes of meeting held August 26, 2013 at 8:30 a.m. · Meeting scheduled September 23, 2013 at 8:30 a.m. 8. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 8.1. Minutes of the Board of Directors Workshop Meeting held August 19, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Regular Meeting held August 22, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Special Meeting held August 29, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,821,226.84. 8.5. Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 16208 Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract No. 16208, Job No. 201315. 8.6. Amendment to PSA for Dynamics GP Upgrade Recommendation: That the Board of Directors aprove an amendment to the PSA with Cogsdale to upgrade Dynamics GP software and Cogsdale's CSM module from version 10 to their latest 2013 version for a total fee not to exceed $24,750 8.7. Unaudited Financial Statements for the Period Ending June 30, 2013 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending June 30, 2013. 9. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 9.1. Claim filed by Cozen O'Connor on behalf of Tenet Healthcare Corporation Recommendation: That the Board of Directors reject the claim and refer it to ACWA/JPIA. 9.2. ACWA Election of Region 10 Board for 2014-2015 Term Recommendation: That the Board of Directors consider casting its vote for the offices of President, Vice-President and three to five Board Members in the ACWA Region 10 Election. 9.3. ACWA Committee Appointment Nominees for 2014-2015 Term Recommendation: That the Board of Directors consider nominations for ACWA Committee appointments for the 2014-15 term, including a nomination for Mr. Art Kidman to continue serving on the ACWA Legal Affairs Committee. 10. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District’s interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This portion of the agenda may also include items for information only. 10.1. Consider Rescheduling Board of Directors Regular Meetings on Thursday, November 28, 2013 and Thursday, December 26, 2013 Consider Rescheduling Finance-Accounting Committee Meeting on Monday, December 23, 2013 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. President's Report 11.2. Directors' Report 11.3. Acting General Manager's Report 11.4. General Counsel's Report 11.5. Future Agenda Items and Staff Tasks 12. COMMITTEE REPORTS CONTINUED 12.1. Executive-Administrative-Organizational Committee (Melton/Kiley) · Minutes of meeting held August 20, 2013 at 4:00 p.m. · Meeting scheduled September 17, 2013 at 4:00 p.m. 12.2. Finance-Accounting Committee (Hawkins/Melton) · Minutes of meeting held August 26, 2013 at 12:00 p.m. · Meeting scheduled September 16, 2013 at 12:00 p.m. 12.3. Personnel-Risk Management Committee (Collett/Beverage) · Minutes of meeting held August 13, 2013 at 4:00 p.m. · Minutes of meeting held September 10, 2013 at 4:00 p.m. (To be provided at the next regular Board meeting.) · Meeting scheduled October 8, 2013 at 4:00 p.m. 12.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) · Minutes of meeting held September 3, 2013 at 12:00 p.m. · Meeting scheduled October 7, 2013 at 12:00 p.m. 12.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) · Minutes of meeting held August 27, 2013 at 4:00 p.m. · Minutes of meeting held September 9, 2013 at 4:00 p.m. (To be provided at the next regular Board meeting.) · Meeting scheduled October 7, 2013 at 4:00 p.m. 12.6. Organizational and Efficiency Study Ad Hoc Committee (Beverage/Hawkins) · Meeting to be scheduled. 12.7. YLWD-City of Placentia Joint Agency Committee (Melton/Hawkins) · Meeting to be scheduled. 12.8. YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) · Minutes of meeting held August 21, 2013 at 6:00 p.m. · Meeting scheduled October 16, 2013 at 6:00 p.m. 12.9. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) · Meeting scheduled September 24, 2013 at 4:00 p.m. 13. INTERGOVERNMENTAL MEETINGS 13.1. YL Planning Commission - August 28, 2013 (Hawkins) 13.2. ISDOC - August 29, 2013 (Collett/Hawkins/Kiley) 13.3. MWDOC/MWD Workshop - September 4, 2013 (Melton) 13.4. OCWD Board - September 4, 2013 (Kiley) 13.5. WACO - September 6, 2013 (Kiley) 13.6. YL Planning Commission - September 11, 2013 (Melton) 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from September 13, 2013 - October 31, 2013 15. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 15.1. MWD/MWDOC Inspection Trip of the A.D. Edmonston Pumping Plant - September 20, 2013 Recommendation: That the Board of Directors authorize Director attendance at this event if desired. 16. CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 16.1. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al. vs. Insurance Company of the State of Pennsylvania, et al. (OC Superior Court - Case No. 00486884) 16.2. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA, Sacramento – Case No. 34-2013-80001529) 16.3. 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 16.4. 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 written communications from potential plaintiffs threatening litigation. Number of Potential Cases: One 16.5. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager 17. ADJOURNMENT 17.1. The next Regular Board of Directors Meeting will be held Thursday, September 26, 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. ITEM NO. 7.1 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Citizens Advisory Committee (Beverage) · Minutes of meeting held August 26, 2013 at 8:30 a.m. · Meeting scheduled September 23, 2013 at 8:30 a.m. ATTACHMENTS: Name:Description:Type: 082613_-_CAC_Minutes.docx CAC Mtg Minutes 08/26/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, August 26, 2013 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 26, 2013 meeting of the Yorba Linda Water District’s Citizens Advisory Committee was called to order by Chair Daniel Mole at 8:30 a.m. The meeting was held in the Training Room at the District’s Administration Building located at 1717 East Miraloma Avenue, Placentia, California 92870. 2. ROLL CALL COMMITTEE MEMBERS PRESENT Daniel Mole, Chair Bill Guse Rick Buck Oscar Bugarini Sr. Carl Boznanski Fred Hebein Cheryl Spencer-Borden Lindon Baker Joe Holdren Modesto Llanos YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael J. Beverage, Director Steve Conklin, Acting General Manager Damon Micalizzi, Public Information Officer OTHER ATTENDEES Kelly Hubbard, Program Manager, Water Emergency Response Organization of OC Mark Schock Brett Barbre, Director, Municipal Water District of Orange County Mark Schock 3. PUBLIC COMMENTS None. 4. PRESENTATIONS 4.1. A Look at the Water Emergency Response Organization of Orange County (WEROC) – Presented by Kelly Hubbard, WEROC Emergency Manager Mr. Barbre, introduced Ms. Hubbard and applauded her for her role in bringing water utilities forward in the realm of emergency management. Ms. Hubbard then offered a presentation to the Committee outlining WEROC’s role in regional emergency management, the services provided to its member agencies and highlighted examples of WEROC’s support to the District during the Freeway Complex Fire. 2 5. DISCUSSION ITEMS 5.1. Status of OCWD Annexation (Verbal Report) Mr. Conklin updated the Committee on the status of YLW D’s pending annexation of the remainder of the service area into OCWD, noting that there could be a conclusion by the Committee’s next meeting. 5.2. YLWD/City of Yorba Linda Joint Agency Committee Meeting Recap (Verbal Report) The Committee was informed of the happenings of the August 21, 2013 Joint Agency Committee Meeting with the City of Yorba Linda. The next meeting of that Committee will be on October 16, 2013 and will have the agenda dedicated to one item, a five year retrospective on the Freeway Complex Fire. 5.3. OCWD Desalination Citizens Advisory Committee (CAC) Mr. Micalizzi reminded the Committee that if they were interested in serving on the OCWD Desalination CAC, their applications needed to be submitted by August 30, 2013. 5.4. Future Agenda Items District Organizational & Efficiency Study 6. ADJOURNMENT 6.1. The meeting was adjourned at 10:30 a.m. The next Citizens Advisory Committee meeting is scheduled to be held Monday, September 23, 2013 at 8:30 a.m. ITEM NO. 8.1 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Minutes of the Board of Directors Workshop Meeting held August 19, 2013 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 081913_BOD_-_Minutes.doc BOD Mtg Minutes 08/19/13 Minutes Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 1 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING Monday, August 19, 2013, 9:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 19, 2013 Yorba Linda Water District Board of Directors Workshop Meeting was called to order by President Melton at 9:00 a.m. The meeting was held in the Board/Training Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Melton led the pledge. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, President Gina Knight, HR and Risk Manager Robert R. Kiley, Vice President Amelia Cloonan, Human Resources Analyst Michael J. Beverage Bryan Melton, Human Resources Technician Ric Collett Phil Hawkins ALSO PRESENT Norm Traub, President, Norman A. Traub Associates 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. Status of General Manager Recruitment (Verbal Report) Mrs. Knight reported that 35 applications for the position had been received thus far. Recruitment began on July 22, 2013 and will end today at 5:00 p.m. The opening was advertised in Jobs Available, GovernmentJobs.com (NeoGov), ACWA’s electronic and print newsletters, CSDA and Brown & Caldwell. Mrs. Knight then responded to questions from the Board regarding the advertisement in ACWA’s print newsletter and the possibility of including a question on the District’s employment application asking where or how the applicant heard about the job opening. 4.2. Assessment Process for General Manager Candidate Evaluation Mrs. Knight distributed a copy of the job description for the General Manager’s position and briefly explained the purpose of the assessment process and the evaluation criteria. Mrs. Knight introduced Mr. Traub who provided the Board with a summary of his education and work experience. 2 Mr. Traub then explained the purpose and setup of the assessment center and responded to questions from the Board. 5. ADJOURNMENT 5.1. The meeting was adjourned at 10:14 a.m. The next Regular Board of Directors Meeting will be held Thursday, August 22, 2013 at 8:30 a.m. Gina Knight Human Resources and Risk Manager ITEM NO. 8.2 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Minutes of the Board of Directors Regular Meeting held August 22, 2013 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 082213_BOD_-_Minutes.doc BOD Mtg Minutes 08/22/13 Minutes Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 1 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, August 22, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 22, 2013 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Melton at 8:30 a.m. The meeting was held in the Board Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, President Steve Conklin, Acting General Manager Robert R. Kiley, Vice President John DeCriscio, Operations Manager Michael J. Beverage Gina Knight, HR and Risk Manager Ric Collett Delia Lugo, Acting Finance Manager Art Vega, Acting IT Manager DIRECTORS ABSENT Annie Alexander, Executive Secretary Phil Hawkins Damon Micalizzi, Public Information Officer ALSO PRESENT Brett Barbre, Director, Metropolitan Water District/Municipal Water District of Orange Co. Gene Hernandez, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Conklin requested to add the following item to the agenda as there was a need to take immediate action on this item and the need for action came to staff’s attention subsequent to the agenda being posted. 13.5. Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code Director Beverage made a motion, seconded by Director Collett, to add Item No. 13.5. to the agenda. Motion carried 4-0-1 with Director Hawkins being absent. 5. PUBLIC COMMENTS Director Barbre addressed the Board and reported that MWDOC had hired Mr. Rob Hunter to serve as the agency’s new General Manager beginning in early September. He also noted that discussions regarding the proposed 2 consolidation of MWDOC and OCWD are continuing. A committee has been formed to consider this matter consisting of Director’s from both agencies. 6. CONSENT CALENDAR Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 4-0-1 with Director Hawkins being absent. 6.1. Minutes of the Board of Directors Regular Meeting held August 8, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,373,008.91. 6.3. Award of Landscape Maintenance Contract Recommendation: That the Board of Directors authorize the General Manager to enter into a Landscape Service Contract with Marina Landscape, Inc. The initial term of the contract will be 10 months with service starting on September 1, 2013 and ending on June 30, 2014, with a total contract cost not to exceed of $37,050.00 Additionally, that the Board of Directors authorize the General Manager to execute the annual renewal options as provided, if staff remains satisfied with the level of service being provided by Marina Landscape, Inc. 6.4. Progress Payment No. 4 for the Yorba Linda Blvd Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 4 in the net amount of $88,421.39 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008- 17B. 6.5. Terms and Conditions for Water and Sewer Service with Yavitz Companies, Inc. Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer with Yavitz Companies, Inc., Job No. 2013-13. 6.6. Verizon Cell Site Lease Agreement at Quarter Horse Reservoir Recommendation: That the Board of Directors authorize the Acting General Manager to execute the Verizon Cell Site Lease Agreement. 3 7. ACTION CALENDAR 7.1. Renewal of ISDOC OCCOG Membership Mr. Conklin explained that the Independent Special Districts of Orange County (ISDOC) was conducting a vote of its membership regarding the renewal of its membership in the Orange County Council of Governments (OCCOG). The cost to ISDOC is $5,000. The Executive-Administrative- Organizational Committee reviewed this matter at its last meeting and suggested that Director Collett be asked to provide his opinion as he is currently assigned to attend the ISDOC meetings. Director Collett stated that he didn’t see renewal of this membership being an issue. Director Collett made a motion, seconded by Director Kiley, to support the renewal of ISDOC’s membership in OCCOG. Motion carried 4-0-1 with Director Hawkins being absent. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President’s Report President Melton asked about the postponement of the Board workshop meeting to discuss the draft Organizational & Efficiency Study. Director Beverage explained that staff had contacted the consultant conducting the study and was advised that the draft document would not be available until the end of September. This delay will not affect the evaluation process for the General Manager’s position. 8.2. Directors’ Report Director’s Collett and Kiley expressed their concerns regarding the assessment process for the position of General Manager. UWI Annual Conference – August 14-16, 2013 (Kiley) Director Kiley reported on his attendance at this conference and commented on several topics presented during the event including the status of the Colorado River, efforts by the Imperial Irrigation District to restore the Salton Sea, the draft Bay Delta Conservation Plan, and hydraulic fracking in California. Director Barbre noted that a presentation regarding fracking had been provided at a recent MWDOC/OCWD Board meeting and that he would be happy to forward a copy of the PowerPoint presentation. He also offered to have the live presentation provided at a future meeting if the Board desired. Director Beverage mentioned that the Citizens Advisory Committee may also be interested in receiving this presentation as well. 8.3. Acting General Manager’s Report Mr. Conklin reported that he had been attending multiple meetings related to the District’s request for annexation to OCWD. The OCWD Board has postponed consideration of this matter until their meeting scheduled September 18, 2013. The joint agency committee meeting on August 21, 2013 with the City of Yorba Linda was very productive. An all-hands 4 meeting is scheduled August 28, 2013 which will be followed by lunch provided by the Operations department, a horseshoe competition and hot- tap demonstration. The Directors are invited to attend this event. Construction is on schedule for the Yorba Linda Booster Station and 2012 Pipeline Replacement projects and a pre-bid meeting is scheduled August 28, 2013 for the drilling of Well 21. 8.4. General Counsel’s Report Mr. Kidman noted that a Closed Session would be needed. 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Melton/Kiley) Minutes of the meeting held August 20, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled to be held September 17, 2013 at 4:00 p.m. 9.2. Finance-Accounting Committee (Hawkins/Melton) Next meeting is scheduled to be held August 26, 2013 at 12:00 p.m. 9.3. Personnel-Risk Management Committee (Collett/Beverage) Minutes of the meeting held August 13, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled to be held September 10, 2013 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) Minutes of the meeting held August 5, 2013 at 12:00 p.m. were provided in the agenda packet. Next meeting is scheduled to be held September 3, 2013 at 12:00 p.m. 5 9.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) Minutes of the meeting held August 6, 2013 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled to be held August 27, 2013 at 4:00 p.m. 9.6. Organizational and Efficiency Study Ad Hoc Committee (Beverage/Hawkins) Next meeting to be scheduled. 9.7. YLWD-City of Placentia Joint Agency Committee (Melton/Hawkins) Next meeting to be scheduled. 9.8. YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) Minutes of the meeting held August 21, 2013 at 6:00 p.m. will be provided at the next regular Board meeting. Directors Kiley and Beverage briefly commented on matters discussed during this meeting and plans for conducting the next meeting. Councilmember Hernandez stated that the City of Yorba Linda would like to ask a representative from the YLWD Board to attend the City’s Citizens Advisory Committee meetings for the Landscape Maintenance Assessment District (LMAD). President Melton appointed Directors Kiley and Beverage to alternate their attendance at these meetings. Next meeting is scheduled to be held October 16, 2013 at 6:00 p.m. 9.9. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) Next meeting is scheduled to be held September 24, 2013 at 4:00 p.m. 9.10. Citizens Advisory Committee (Beverage) Next meeting is scheduled to be held August 26, 2013 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council – August 20, 2013 (Collett) 6 Director Collett attended and commented on a presentation provided by the Orange County Vector Control. He also noted that the Mayor was planning to reinstate the State of the City address. 10.2. MWDOC Board – August 21, 2013 (Melton) Director Melton attended but did not any District related business to report. 10.3. OCWD Board – August 21, 2013 (Staff) Mr. Conklin reported that staff had attended this meeting which consisted mostly of consent calendar items. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from August 23, 2013 – September 30, 2013 The Board reviewed the activity calendar and made no changes. An updated calendar will be distributed following the meeting. 12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 12.1. CSDA Special District Leadership Academy Conference – November 17- 20, 2013 President Melton expressed an interest in attending this conference. Director Beverage made a motion, seconded by Director Collett, to authorize Director attendance at this event if desired. Motion carried 4-0-1 with Director Hawkins being absent. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 9:22 a.m. All Directors were present with the exception of Director Hawkins. Also present were Mrs. Knight and Messrs. Conklin, Kidman and Beltran. 13.1. 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) 13.2. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA, Sacramento – Case No. 34- 2013-80001529) 7 13.3. 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 13.4. 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 written communications from potential plaintiffs threatening litigation. Number of Potential Cases: One 13.5. Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code 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. 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:50 a.m. The next Regular Board of Directors Meeting will be held Thursday, September 12, 2013 at 8:30 a.m. Steven R. Conklin Board Secretary ITEM NO. 8.3 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Minutes of the Board of Directors Special Meeting held August 29, 2013 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 082913_BOD_-_Minutes.doc BOD Mtg Minutes 08/29/13 Minutes Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 1 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Thursday, August 29, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 29, 2013 Yorba Linda Water District Board of Directors Special Meeting was called to order by President Melton at 8:30 a.m. The meeting was held in the Board Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, President Gina Knight, Human Resources and Risk Mgr Robert R. Kiley, Vice President Bryan Melton, Human Resources Technician Michael J. Beverage Ric Collett Phil Hawkins 4. PUBLIC COMMENTS None. 5. CLOSED SESSION The meeting was adjourned to Closed Session at 8:31 a.m. All Directors were present. Also present were Mrs. Knight and Mr. Bryan Melton. 5.1. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 9:55 a.m. President 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 9:56 a.m. The next Regular Board of Directors Meeting will be held Thursday, September 12, 2013 at 8:30 a.m. Gina Knight, Human Resources and Risk Manager ITEM NO. 8.4 AGENDA REPORT Meeting Date: September 12, 2013 Budgeted:Yes To:Board of Directors Cost Estimate:1,821,226.84 Funding Source:All Funds From:Steve Conklin, Acting General Manager Account No:N/A Job No:N/A Presented By:Delia Lugo, Acting Finance Manager Dept:Finance Reviewed by Legal:N/A Prepared By:Charmaine Holland, Acting Accounting Asst I CEQA Compliance:N/A Subject:Payments of Bills, Refunds, and Wire Transfers SUMMARY: Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for the Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,821,226.84. DISCUSSION: The wire and major items on this disbursement list are as follows: A wire of $983,899.33 to MWDOC for July water purchase; a check of $46,059.76 to Haaker Equipment Co. for vehicle repairs; and a check of $45,244.49 to Cal Card U.S. Bank for visa payment. The balance of $258,504.20 is routine invoices. T he Accounts Payable check register total is $1,333,707.78, Payroll Nos. 17 and 18 totals are $238,800.71 and $248,718.35, and the disbursements of this agenda report are $1,821,226.84. A summary of the checks is attached. STRATEGIC PLAN: FR 1-F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a Timely and Transparent Manner to the Board of Directors and Member Agencies PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name:Description:Type: CkReg91213.xls Check Register 9/12/13 Backup Material 13-CS_9.12.13.doc Cap Sheet Backup Material CC_Summary_9.12.13.xlsx Credit Card Summary Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 RC abstained from voting on the Credit Card Summary as he has a financial interest with one of the listed vendors. Check No.Date Vendor Name Amount Description 6183408/22/2013A PLUS AWARDS BY DEWEY(447.82)VOID CK - WRONG VENDOR 6192509/12/2013A Plus Awards By Dewey17.82DELIA LUGO NAME PLATE 6191809/12/2013A-1 Fence 3,685.00INSTALL CHAIN FENCE 6191909/12/2013Alhambra Foundry Company3,029.24REPAIR PARTS 6192009/12/2013Alternative Hose Inc.77.25HOSE ASSEMBLY 6192109/12/2013Amelia Cloonan 25.50REIMBURSE DAMAGE CLOTHING 6192209/12/2013America's Instant Signs240.00BOARDROOM LOGO PANELS 6192309/12/2013Anaheim Wheel & Tire65.00MOUNT & BALANCE TIRE 6191709/12/2013ANDREA BRATTAIN88.34CUSTOMER REFUND 6192409/12/2013Anthem Blue Cross EAP161.70ANTHEM BC SEPT 2013 6192609/12/2013Apollo Technologies Inc.430.00WATER TREATMENT SVC 6192709/12/2013Aqua-Metric Sales Co.29,665.44WHSE SUPPLIES 6192809/12/2013Aramark 2,119.51UNIFORMS 6194409/12/2013ARC 421.96DRILLING PROJECT WELL 21 6192909/12/2013Associated Laboratories685.00JULY ANALYSES 6193109/12/2013AT & T 45.43CIRCUIT # 33984101725899 6193009/12/2013AT & T - Calnet23,173.28COMM 7/12-8/11 ACCT 705614 6193209/12/2013Autoscribe Corporation451.50VISION GATEWAY AP1 6193309/12/2013AWWA 197.50MATERIAL OF WATER MAINS 6193409/12/2013Azteca Systems Inc11,285.00CITYWK ANNUAL UPDATE FEE 6193509/12/2013Bryan Arnado 112.94CONFINED SPACE TRAINING 6194709/12/2013C. Wells Pipeline1,576.80MULLER NOZZLES 6193609/12/2013CalCard US Bank45,244.49VISA PAYMENT 6193709/12/2013CDM Smith 1,508.50HYDROGELOGIC SVC WELL 21 6193809/12/2013CDW Government, Inc123.70HARD DRIVE DATA STORAGE 61939 09/12/2013 Charles P. Crowley Company 181.49 REPAIR PARTS Yorba Linda Water District Check Register For Checks Dated: 8/23/2013 thru 9/12/2013 61939 09/12/2013 Charles P. Crowley Company 181.49 REPAIR PARTS 6191409/12/2013CHRIS SHI 75.69CUSTOMER REFUND 6182208/06/2012CITY OF ANAHEIM(195.00)VOID CHECK - PAID W/CREDIT CRD 6194009/12/2013City Of Yorba Linda7,245.00ADJ VALVES CTY ST REHAB PROG. 6194109/12/2013Cla-Val Co.3,269.79PARTS 6194209/12/2013Clinical Lab. Of San Bern.3,170.00LAB ANAYSES JULY 6194309/12/2013Coastal Ignition & Controls464.50THERMOCOUPLE 6191209/12/2013CRAIG REES 370.25CUSTOMER REFUND 6194609/12/2013Culligan of Santa Ana1,989.10WATER SOFTENER SVC 6194809/12/2013Dapper Tire Co. Inc.670.35TIRES 6194909/12/2013Datalok Orange County130.74DATA STORAGE 6195309/12/2013Dean Criske Trucking554.61BASE MATERIAL 6195009/12/2013Dell Marketing L.P.2,596.13ULTRASHARP 23' MONITOR 6195109/12/2013DeltaCare USA 566.36DENTAL PLAN AUGUST 6195209/12/2013Derek Nguyen 112.002013 CDPH ANNUAL INS 6195409/12/2013Economy Radiator Repair225.00REPAIR RADIATOR UNIT#145 6194509/12/2013EDWARD RAYMOND932.50CUSTOMER REFUND 6195509/12/2013Eisel Enterprises, Inc.1,561.73PC COVERS & READING LID 6195609/12/2013Elite Equipment Inc394.33FILTERS 6195709/12/2013Fairway Ford Sales, Inc.91.93PART S FOR UNIT # 199 6195809/12/2013Federal Express 47.18POSTAGE CHARGES 6195909/12/2013Fleet Services, Inc163.71WHEEL CHOCK 6196009/12/2013Fry's Electronics 70.18COMPUTER PARTS 6196309/12/2013G.M. Sager Construction Co., Inc.7,500.00PERM PAVING REPAIR 6196109/12/2013Gary Melton 708.80REIMBURSE ELECTRONIC EQUIP 6196209/12/2013Gladwell Governmental Services Inc.1,200.00POLICY & PROCEDURE MANUALS 6178708/08/2013GOLDEN BELL PRODUCT(367.20)VOID CHECK - ITEM RETURNED 6196409/12/2013Graybar Electric Co4,509.03PLC HAREWARE FOR WELL 5 6196509/12/2013Haaker Equipment Co.46,059.76REPAIR IN UNIT 168 6196609/12/2013Hushmand Associates Inc9,634.50GEOTECHNICAL OBSERVATION TEST 6196709/12/2013Infosend Inc.10,794.23MONTHLY MAINTENANCE SVC 6196809/12/2013Integrity Backflow4,879.00INSTALL WATER LINES 6196909/12/2013J&K Welding 475.00REPAIR 6197009/12/2013Jackson's Auto Supply - Napa441.66OIL FILTER & BRAKLEEN 6190609/12/2013KHAMMY LIM 237.95CUSTOMER REFUND 6200809/12/2013Kimball Midwest214.91PARTS 6187408/22/2013KONICA MINOLTA BUSINESS(333.51)VOID CK- WRONG REMIT TO 6197109/12/2013Konica Minolta Business3,870.06BIZ HUB C552/181 6197209/12/2013Liebert Cassidy Whitmore13,346.80GENERAL LEGAL SVC 6197309/12/2013LPR-Laser Printer Repair Co85.00SVC CALL ON BROTHER MACHINE 6190509/12/2013MARK LAY 57.29CUSTOMER REFUND 6197409/12/2013Mc Fadden-Dale Hardware244.74OC ERC JAN-DEC 2010 6197509/12/2013Mc Master-Carr Supply Co.229.19SPROCKET & CHAIN 6161407/11/2013MR2 SOLUTION(7,500.00)VOID CHECK- LOST IN MAIL 6197609/12/2013MR2 Solutions Inc7,500.00STORAGE CONSOLIDATION W91213A09/12/2013Municipal Water District983,899.33WATER PURCHASE JULY 2013 6197709/12/2013Muzak LLC 73.74SEPT SVC 6197809/12/2013Nickey Kard Lock Inc13,823.34FUEL JULY 31,2013 6197909/12/2013One Source Distributors, LLC30.84VEHICLE PARTS 6198009/12/2013Orange County - HCA387.00HAZARD MAT RICHFIELD LOC 6198309/12/2013Orange County - Tax Collector132.00PERMIT 2013 CARTLEN DR 6198109/12/2013Orange County Register288.00PUBLIC NOTICE 6198209/12/2013Orange County Sanitation District360.76BMP INSP/OCHCA FOG 12-13Q4 6198409/12/2013Orvac Electronics 11.02COPPER LUG 6198809/12/2013P.T.I. Sand & Gravel, Inc.3,025.95FILL SAND 6198509/12/2013PC World 49.95PC WORLD SUB VEGA 6198609/12/2013Powerstride Battery85.96BATTERY 61987 09/12/2013 Praxair Distribution 88.63 REPAIRS6198709/12/2013Praxair Distribution88.63REPAIRS 6200509/12/2013Prudential Group Insurance3,180.59SEP 13 L/T DISABILITY GRP 6198909/12/2013RBF Consulting11,912.212010 PIPELINE REPLACEMENT 6190809/12/2013RHONDA LAMPEN153.84CUSTOMER REFUND 6191009/12/2013RICK C GARCIA 63.43CUSTOMER REFUND 6199009/12/2013Robert Kiley 338.95UWI ANNAUL WATER 8/13 6191509/12/2013RUTH VELASQUEZ178.54CUSTOMER REFUND 6190709/12/2013S&S CONSTRUCTION18.10CUSTOMER REFUND 6190909/12/2013SAFEGAURD PROPERTIES297.80CUSTOMER REFUND 6199109/12/2013Shred-It USA Inc 88.70SHREDDING SVC 6199209/12/2013South Coast AQMD1,304.82VALLEY VW EMISS FY1314 136018 W91213B09/12/2013Southern Calif Edison Co.31,666.84CITATION LN/TRENTINO LOC W9121309/12/2013Southern Calif Gas Co.37,896.22GAS SVC FOR JULY 2013 6199309/12/2013Southern Counties216.00TEGRA OIL 6199709/12/2013St.Jude Hospital Yorba Linda305.00DMV PHYSICAL EXAM 6199409/12/2013Staples Business Advantage462.63OFFICE SUPPLIES 6199509/12/2013State Chemical Manufacturing592.60CASE OF PENFAST 6199609/12/2013Stephen Parker/ Petty Cash221.51OFFICE PETTY CASH 6199809/12/2013Strophe America Inc1,080.00RESEARCH AND TESTING 6199909/12/2013Sunrise Medical Group810.00MEDICAL ACTIVITY 6191109/12/2013TIM NORCROSS 66.72CUSTOMER REFUND 6200609/12/2013Time Warner Cable2,113.62BROADCAST 8/18-9/17 6191309/12/2013UNIQUE PERFORMANCE CONSTRUCTION INC.934.44CUSTOMER REFUND 6200009/12/2013United Industries1,444.64WHSE SUPPLY 6200709/12/2013Village Nurseries212.54SOD ST AUGUSTINE 6200109/12/2013West Coast Safety Supply Co785.99WHSE PARTS 6200209/12/2013Western Highway Products, Inc.1,551.44WHSE SUPPLY 6191609/12/2013WHITE GLOVE PROPERTY MGMT399.12CUSTOMER REFUND 6200309/12/2013Yorba Linda Hardware95.38JULY PURCHASE 6200409/12/2013Zep Manufacturing601.73TRASH BAGS 1,333,707.78 . September 12, 2013 CHECK NUMBERS: Void Checks 61614, 6178, 61822, $ (8,843.53) 61834 and 61874 Computer Checks 61905—62008 $ 289,088.92 $ 280,245.39 WIRES: W-91213 Southern Calif. Gas $ 37,896.22 W-91213A MWDOC $ 983,899.33 W-91213B Southern Calif. Edison $ 31,666.84 $ 1,053,462.39 TOTAL OF CHECKS AND WIRES $ 1,333,707.78 PAYROLL NO. :17 Direct Deposits $ 150,080.08 Third Party Checks 5650—5660 $ 47,078.62 Payroll Taxes $ 41,642.01 $ 238,800.71 PAYROLL NO. :18 Direct Deposits $ 161,033.11 Third Party Checks 5661—5669 $ 43127.78 Payroll Taxes $ 44,557.46 $ 248,718.35 TOTAL OF PAYROLL $ 487,519.06 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $ 1,821,226.84 ================================================================== APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF SEPTEMBER 12, 2013 ==================================================================. Date Vendor Name Amount Description 08/08/13 Praxair 77.31 Welding Supplies 08/09/13 Westside 158.54 Paint Supplies 08/12/13 Brown and Caldwell 200.00 Job Advertisement Sr. Accountant 08/12/13 Pacific Safety Council 95.00 Space Entrant & Attendant Training 08/13/13 Orchard Supply 11.50 Misc parts for production 08/13/13 Wells Supplies 5,010.71 June & July Invoices 08/14/13 Answer 1 912.80 August Svc 08/14/13 Costco 617.66 Coffee Supplies 08/14/13 Tom's Truck Center 925.00 Repair on Dump Tk # 144 08/15/13 Home Depot 17.09 Ant Spray 08/15/13 Village Nurseries 182.09 SOD for Landscape 08/16/13 Staples 46.41 Office Supplies 08/17/13 Hilton Hotel 470.54 Lodging for UWI Water Conference 08/19/13 Advance School for Driving 2,990.00 Class A Driver School 08/19/13 Inland Group 3,970.91 July Invoice 08/19/13 Online Conference 477.10 July Invoice 08/19/13 Republic Trash Service 490.28 July Invoice 08/19/13 Wells Supplies 13,788.07 June & July Invoices 08/20/13 C. Wells 680.40 Hydrant Parts - Muller 08/20/13 California Nevada Section 700.00 Water Education Seminar 5 ppl 08/20/13 CalPers 325.00 Mrs. Lugo Registration 10/21-23 Cal Card Credit Card U S Bank 8/23/13 -09/12/13 08/20/13 CalPers 325.00 Mrs. Lugo Registration 10/21-23 08/20/13 City of Anaheim 220.00 WELL 21 PERMIT FEE 08/20/13 Southwest Airline 146.30 CalPERS Travel Edu Forum 10/21 08/20/13 USA Blue Book 28.77 Parts for CL 2 08/20/13 USA Blue Book 169.65 Filters for CL2 System 08/20/13 Verizon 2,155.70 July Bill 08/21/13 Accessory Geek 37.60 Flip Phone case 08/21/13 C. Wells 588.60 Corp stop for Tapping Team 08/21/13 C. Wells 83.70 Parts for Tapping machine 08/21/13 California State University 395.00 Safety Class for Bryan Arnado 08/21/13 Konica Minolta 1,156.67 July Invoices 08/21/13 Mail Finance 313.93 Aug 2013 to Nov 2013 Svc 08/21/13 Positive Promotion 47.15 Misc Item for Cust Svc Week 08/22/13 C. Wells 507.60 Hydrant Parts 08/23/13Home Depot 139.32 SawZall 08/24/13FULLERTON PAINT 178.68 Paint Supplies 08/25/13Home Depot 311.36 Paint Supplies 08/27/13Answer 1765.82 July Svc 08/27/13Bell Pipe Supply 64.37 Warehouse Parts 08/27/13California Ranch Mkt 149.25 Main dish for the All Hands Meeting 08/27/13California Special District Assoc600.00 Leadership Conference Nov 17-20 08/27/13Mc Master Carr 20.55 Signs for Production 08/27/13Sunstate21.60 Propane 08/27/13Walters Wholesale Electric1,141.49 Flash Clothing & Tools 08/27/13Wells Supplies 3,610.82 July Invoices 08/28/13Buy Low21.41 Supplies for the All Hands Meeting 08/28/13Buy Low29.17 Supplies for the All Hands Meeting 08/28/13Cold Star Ice75.00 Ice for 5K Run in Fullerton 08/28/13Schorr Metals 16.57 Parts for CL 2 08/28/13Taqueria El Sancho70.00 Side dish for the All Hands Meeting 08/29/13Francisco Meat32.00 Main dish for the All Hands Meeting TOTAL45,244.49 ITEM NO. 8.5 AGENDA REPORT Meeting Date: September 12, 2013 Budgeted:N/A To:Board of Directors Funding Source:Developer Funded From:Steve Conklin, Acting General Manager Account No:1/2-2600 Job No:201315 Presented By:Steve Conklin, Acting General Manager Dept:Engineering Reviewed by Legal:N/A Prepared By:Ariel Bacani, Engineering Technician II CEQA Compliance:N/A Subject:Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 16208 SUMMARY: Shapell Homes is proposing to develop Tract 16208 into 49 single family residential units on 18.55 acres. The project is located within the area covered by the Pre-Annexation Agreement (PAA) that was executed on July 25, 2006 between the District and Shapell Industries, Inc. The project is located on the south side of Bastanchury Rd., between Tract 14555 and Yorba Linda High School as shown on the attached exhibit. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract No. 16208, Job No. 201315. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this matter at its meeting held September 3, 2013 and supports staff's recommendation. DISCUSSION: The District has an existing Pressure Zone 4 pipeline in Bastanchury Road, which is adequate in size and of sufficient pressure to serve the project. The pad elevations within Tract 16208 range between 540 and 593 feet above mean sea level. The entire tract will be served by the Spring View Reservoir in the District's Pressure Zone 4, which has a high water elevation of 780 feet. This equates to water pressures exceeding 80 p.s.i., which will require the installation of pressure regulators for each lot. Staff will also require that the applicant loop the proposed onsite water facilities at "G" Street and "I" Street to Bastanchury Road to provide greater redundancy for this tract. Tract 16208 is located within Drainage Area "1" of the District's Sewer Service Area. The District has an existing offsite sewer main at the tract's southeast corner that is adequate in size to serve the proposed project. Staff will require the applicant to connect onto this existing sewer main. The District's standard water and sewer fees will apply to this project. In addition, annexation fees will be collected in accordance with the PAA, on the 49 lots. The Terms and Conditions for Water and Sewer Service with Shapell Homes, Tract No. 16208 are attached for your consideration. ATTACHMENTS: Name:Description:Type: 201315_T_C.doc Terms & Conditions for Water & Sewer Service with Shapell Homes for Tract 16208 Agreement 201315_Exhibit.pdf Exhibit of Proposed Water & Sewer Improvements for Shapell Homes Tract 16208 Exhibit Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 Date: SEPTEMBER 12, 2013 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER AND SEWER SERVICE NAME OF APPLICANT: SHAPELL HOMES LOCATION OF PROJECT: SOUTH SIDE OF BASTANCHURY RD., WEST OF YORBA LINDA HIGH SCHOOL TRACT NUMBER: 16208 JOB NUMBER: 201315 LOT(S): 49 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. l. 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: SHAPELL HOMES LOCATION OF PROJECT: S. SIDE OF BASTANCHURY RD., W. OF YORBA LINDA HIGH SCHOOL – TRACT 16208 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: SHAPELL HOMES LOCATION OF PROJECT: S. SIDE OF BASTANCHURY RD., W. OF YORBA LINDA HIGH SCHOOL – TRACT 16208 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 District 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) X 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) X 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. 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. Page 4 of 5 NAME OF APPLICANT: SHAPELL HOMES LOCATION OF PROJECT: S. SIDE OF BASTANCHURY RD., W. OF YORBA LINDA HIGH SCHOOL – TRACT 16208 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) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 38) X 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) X 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) X 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 District owned and maintained. 44) X The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District’s Plans and Specifications. 45) X The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. Page 5 of 5 NAME OF APPLICANT: SHAPELL HOMES LOCATION OF PROJECT: S. SIDE OF BASTANCHURY RD., W. OF YORBA LINDA HIGH SCHOOL – TRACT 16208 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) X 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 loop the proposed public onsite water system onto the existing Zone 4 water transmission main at Bastanchury Rd., per approved plans and District Specifications. 49) X The applicant shall pay the annexation fee and comply with all provisions of the “Pre-Annexation Agreement between Yorba Linda W ater District and Shapell Industries, Inc.” executed on July 25, 2006 and recorded on August 7, 2006 in the Official Records of Orange County as Document No. 2006000525185. I hereby certify that the foregoing Terms and Conditions were approved at the September 12, 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 and Sewer Service is not executed for the project under consideration. Steve Conklin, P.E., Acting General Manager I X.36_'W _ _ I - -_- EX.FH i BASTANCHURY ROAD --- - FH I ---EX. // DO doe sl r� RD M n N BASrANCHURY O N ORIENTE OR �0� 2 YORBA eP'R LINDA uNBA l M YORBA m� P� Q II �$ DE EEO TRACT NO." ------- 16 TRACT NO. PROPOSED SEWER n N z 0 o e� III YORBA LINDA V oaANC�tio } 14555 III HIGH SCHOOL RPM ASE PPMn ° ANAHEIM PROPOSED WATER 91 N ' � N III N1 VICINI TY MAP I NOT TO SCALE I _ 0 G li T— 12 13 14 15 i - 16 18 f 17 SEWER � I � I l LOCATION MAP 7 PREPARED BY: EXHIBIT SCALE: AS-NOTED YORBA LINDA WATER DISTRICT WATER & SEWER IMPROVEMENTS DATE: FOR 08-20-2013 1717 E. MIRALOMA AVENUE TRACT NO. 16208 PLACENTIA, CALIFORNIA 92870 SHAPELL HOMES FILENAME: (714) 701-3100 J-201315 ITEM NO. 8.6 AGENDA REPORT Meeting Date: September 12, 2013 Budgeted:Yes Total Budget:$18,000 To:Board of Directors Cost Estimate:Up to $24,750 Funding Source:Operating Funds From:Steve Conklin, Acting General Manager Account No:1-6020-0780-20 Presented By:Art Vega, Acting IT Manager Dept:Information Technology Reviewed by Legal:Yes Prepared By:Art Vega, Acting IT Manager Subject:Amendment to PSA for Dynamics GP Upgrade SUMMARY: The proposed upgrade would update the Districts Dynamics GP software to the current version and allow the District to continue to receive tax updates. The District's current version of Dynamics GP will stop receiving tax updates on December 31, 2013 and will eventually no longer be supported by the provider. A Scope of Work letter and a cost quotation from Cogsdale are attached for review and consideration. STAFF RECOMMENDATION: That the Board of Directors aprove an amendment to the PSA with Cogsdale to upgrade Dynamics GP software and Cogsdale's CSM module from version 10 to their latest 2013 version for a total fee not to exceed $24,750 COMMITTEE RECOMMENDATION: The Public Affairs-Communications-Technology Committee discussed this matter at its meeting held August 27, 2013 and supports staff's recommendation. DISCUSSION: Microsoft's Dynamics GP Version 10.0 is the software the District currently uses for finance, payroll, HR, inventory and project accounting. A third party add-on to Dynamics GP is Cogsdale's CSM program which the District uses for utility billing. Cogsdale's CSM program was developed by Cogsdale and is independent of Microsoft. The IT Department became aware in December 2012 during the installation of the payroll year-end tax code update that the District's current version of Dynamics GP, version 10, would no longer receive tax updates after December 31, 2013. As such, IT budgeted for upgrading to the latest version of Dynamics GP for fiscal year 2013-2014. Staff proposes bypassing the next version of Dynamics GP, version 2010, and upgrading to the latest version released this year Dynamics GP 2013. In so doing, Cogsdale's CSM add-on module will also need to be upgraded to the 2013 version. Staff obtained a quote and a follow up Scope of Work letter from Cogsdale for assistance in upgrading Dynamics GP and Cogsdale's CSM add-on program module to version 2013. The summary is as follows: Staff also looked into obtaining a second quote for this upgrade from NeuLogics. NeuLogics has the knowledge and experience to do this upgrade to Dynamics GP 2013. However, it would be more expensive because we would still need to obtain the services from Cogsdale for Cogsdale's CSM 2013 module. Feedback from Cogsdale's staff is that most of the customers that have upgraded do not require the training. This is due to Dynamics GP 2013 being very similar to Version 10 as far as its screens and operation. The need for training will be evaluated after District staff has implemented Dynamics GP 2013 in a "test" environment and is more familiar and aware of how this new version operates. Should the Board approve moving forward with this upgrade, Staff's goal would be to go "live" with the upgrade by the end of November 2013. Services Hours Rate Total Professional Services72$ 165.00 $ 11,880.00 Upgrade Project Management18$ 165.00 $ 2,970.00 Sub-Total $ 14,850.00 To Be Determined if needed Training48$ 165.00 $ 7,920.00 Project Management12$ 165.00 $ 1,980.00 Sub-Total $ 9,900.00 Total $ 24,750.00 ATTACHMENTS: Name:Description:Type: YLWD_2013_Upgrade_-_Scope_of__work.pdf GP 2013 Upgrade - Scope of Work Backup Material Cogsdale_quote_GPv10_To_GP2013_Upgrade.docx Cogsdale quote Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 August 23, 2013 Delia D. Lugo Acting Finance Manager Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92870 (714) 701-3043 Dear Delia, This letter is to outline the work that is being completed as per Cogsdale Quotation # QUO-03275. This quotation is related to the upgrade of the Cogsdale solution to version GP2013 and CSM2013. As per the Professional Services Agreement (“PSA”) between Cogsdale and the Yorba Linda Water District (“YLWD”) dated October 14, 2008, any software upgrades and release functionality enhancements are included in the Annual Maintenance and Support payment. Annual Maintenance and Support Payment is identified in Exhibit B of the PSA Quote # QUO-03275 is a quote for professional services to assist Yorba Linda Water District with the upgrade of its solution. The upgrade is required for YLWD to complete year end processing and install year end payroll tax updates. Due to the in-house expertise at YLWD, Cogsdale is proposing that all of the services could be provided remotely through ‘Live Meeting” and other technology. An overview of services is provided below. Technical Consultant – Remote Work (Client Services) The Technical Consultant will prepare a Test Upgrade a few weeks before the Production Upgrade to allow Yorba Linda Water District staff to test before going live. During this time, the team will garner a full understanding of scope to be expected for the Production Upgrade phase. This will include possible modifications and customizations required to meet Yorba Linda Water District requirements. During the Production Upgrade phase, the technical consultant will assist the client with weekend task preparations that will ensure the system is ready for go-live activities. During this phase, the consultant will ensure that upgrade routines are executed, perform and assist with testing, ensure the go-live goes smoothly and provide general assistance to staff. Training Consultant – Remote Work (Client Services) Upon completing the test upgrade, the Training Consultant will work with the Yorba Linda Water District team during testing to provide assistance/guidance as well as to clarify requirements and/or focus for cutover support activities. sAcutoversAtoA“live”AtypicallyAhappenAduringAtheAweekend,AtheAtrainingAconsultantAwillAbeAavailable to work directly with the team to support and assist during the first few days of being live with the newly upgraded system. During this time, business processes can be reviewed to determine if efficiencies to either system setup or business processes can be introduced due to newer functionalities introduced through the newly updated GP/CSM systems. 14 MacAleer Drive •AACharlottetown, PE • C1E 2A1 p. 800-533-9690 •AAf. 902-368-5960 info@cogsdale.com www.cogsdale.com •AA Development Team – Remote Work The Development team will be involved in the event there are modifications/customizations that have to be updated for the successful completion of the upgrade. Should these services be required, Cogsdale will work with the Yorba Linda Water District to come to a mutually acceptable adjustment to the original quote should the effort exceed the overall budget approved through this original quote. NOTES:  This quote assumes that: o Yorba Linda Water District has a test environment and a plan for both its Test and Live environments to meet GP2010 system requirements (see inserted PDF). o Yorba Linda Water District is using 3 companies (i.e., live, test, train). Should additional companies be required, this quote will need to be adjusted by an additional 2 hours for each additional company to cover DB conversions as part of the upgrade process. Training costs have been included in this quote should Yorba Linda Water District require training. Budget will only be used should training be requested or other activities be approved by the Yorba Linda Water District. The work identified to provide upgrade services as per Quote # QUO-03275 is not to exceed $24,750.00. Sincerely, Stephen Gordon Account Executive Cogsdale Quote CLIENT Yorba Linda Water District CLIENT CONTACT PROJECT MANAGER Chris Harris PREPARED BY REFERENCE NUMBER QUO-03275 CASE NUMBER DATE August 9th, 2013 CLIENT PO DESCRIPTION Upgrade: GP/CSM v10 -> GP/CSM 2013 Estimate Quantity/HoursRateTotal Services Professional Services7216511,880.00$ Design00-$ Development00-$ Testing00-$ Project Management181652,970.00$ Sub-Total 14,850.00$ TBD Training481657,920.00$ PM 121651,980.00$ Sub-Total 9,900.00$ Annual Maintenance and Support -$ Total - This quote is valid for 90 days 24,750.00$ PAYMENT TERMS: This quote is a high level estimate based on the current information available. Cogsdale will work with the customer to come to a mutually acceptable adjustment to the original quote should a change in scope occur. Expenses related to the above services (e.g., travel) will be invoiced per the services agreement between Cogsdale and the Yorba Linda Water District. In addition to said expenses, a travel cost of $75/hr will be incurred based on flight duration between airports should travel be necessary. Cogsdale will consider alternative meeting options such as; LiveMeeting, Remote Desktop and Conference Calls in an effort to reduce travel costs and expenses. Services to be reviewed at month-end and invoiced as incurred on an hourly basis through the duration of this project as per the approved estimates identified in this quote and/or subsequent change orders. Charges may be incurred if scheduled work is cancelled without sufficient notice. Client Description and Proposed Solution are defined on page 2. AUTHORIZED BY CLIENT: AUTHORIZED BY COGSDALE: NAME/DATE NAME/DATE Quote CLIENT DESCRIPTION: The Yorba Linda Water District has requested a quote for upgrading from GP/CSM v10 to GP/CSM v2013. PROPOSED SOLUTION: Cogsdale will provide the Yorba Linda Water District with to ensure a successful upgrade. The recommended upgrade assistance plan includes: Technical Consultant (Client Services) The Technical Consultant will prepare a Test Upgrade a few weeks before the Production Upgrade to allow Yorba Linda Water District staff to test before going live. During this time, the team will garner a full understanding of scope to be expected for the Production Upgrade phase. This will include possible modifications and customizations required to meet Yorba Linda Water District requirements. Should the Test Upgrade phase expose a change in scope, Cogsdale will work with Yorba Linda Water District to come to a mutually acceptable adjustment to the original quote. During the Production Upgrade phase, the technical consultant will assist the client with weekend task preparations that will ensure the system is ready for go-live activities. During this phase, the consultant will ensure that upgrade routines are executed, perform and assist with testing, ensure the go-live goes smoothly and provide general assistance to staff. Training Consultant (Client Services) Upon completing the test upgrade, the Training Consultant will work with the Yorba Linda Water District team during testing to provide assistance/guidance as well as to clarify requirements and/or focus for cutover support activities. As cutovers to “live” typically happen during the weekend, the training consultant will be available onsite to work directly with the team to support and assist during the first few days of being live with the newly upgraded system. During this time, business processes can be reviewed to determine if efficiencies to either system setup or business processes can be introduced due to newer functionalities introduced through the newly updated GP/CSM systems. Development The Development team will be involved in the event there are modifications/customizations that have to be updated for the successful completion of the upgrade. Should these services be required, Cogsdale will work with the Yorba Linda Water District to come to a mutually acceptable adjustment to the original quote should the effort exceed the overall budget approved through this original quote. NOTES: • This quote assumes that: o Yorba Linda Water District has a test environment and a plan for both its Test and Live environments to meet GP2010 system requirements (see inserted PDF). o Yorba Linda Water District is using 3 companies (i.e., live, test, train). Should additional companies be required, this quote will need to be adjusted by an additional 2 hours for each additional company to cover DB conversions as part of the upgrade process. o Training costs have been included in this quote should Yorba Linda Water District require training; however, this budget will only be used should training be requested or otherwise approved by the Yorba Linda Water District for other activities. ITEM NO. 8.7 AGENDA REPORT Meeting Date: September 12, 2013 To:Board of Directors From:Steve Conklin, Acting General Manager Presented By:Delia Lugo, Acting Finance Manager Dept:Finance Prepared By:Delia Lugo, Acting Finance Manager Subject:Unaudited Financial Statements for the Period Ending June 30, 2013 SUMMARY: Presented are the Unaudited Financial Statements for the Period Ending June 30, 2013 for the District. STAFF RECOMMENDATION: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending June 30, 2013. COMMITTEE RECOMMENDATION: The Finance-Accounting Committee discussed this item at its meeting held August 26, 2013 and supports staff recommendation. DISCUSSION: For the period ending June 30, 2013, staff is presenting unaudited statements in the CAFR format. We have included the traditional budget to actual statements for the District as a whole, as well as the individual water and sewer funds. Water Operating Revenue, as presented, is 105.6% of annual budget, which is 5.6% higher when compared to the historical trend for this point of the year. Other Operating Revenue is 113.9% of annual budget. Sewer Other Operating Revenue, as presented, is 100.46% of annual budget. Variable Water Costs are 106.73% of budget, due to higher than budgeted water consumptions as well as purchasing more expensive import water prior to the January 1st rate increase. Salary Related Expenses are 101.46% of budget at the end of this fiscal year. To confirm the covenant is upheld, a calculation is made quarterly and presented to the Finance- accounting Committee and received and filed by the Board of Directors. Accordingly, the unaudited debt service ratio through June 2013 is shown in the calculation as 172%. This shows strong financial health for the District as it pertains to the debt service ratio. 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): On June 13, 2013 the Board received and filed the Unaudited Financial Statements for the Period Ending March 31, 2013. ATTACHMENTS: Name:Description:Type: FY_2013_4th_Qtr_Consolidated_Balance_Sheet.xlsx FY 2013 4th Qtr Consolidated Balance Sheet Backup Material 2013_4th_Qtr_Consolidated_Stmt.xlsx FY 2013 Qtr 4 Consolidated Statement Backup Material 2013_Qtr_4_Water_Stmt.xlsx FY 2013 Qtr 4 Water Statement Backup Material 2013_Qtr_4_Sewer_Stmt.xlsx FY 2013 4th Qtr Sewer Statement Backup Material 2013_Qtr_4_Debt_Service_Calc.xlsx FY 2013 4th Qtr Debt Service Ratio Calculation Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 RC/RK 5-0 YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF NET ASSETSUNAUDITED COMBINING SCHEDULE OF NET ASSETS June 30, 2013 (With June 30, 2012 for comparison only) ASSETS June 2013 June 2012 (With June 30, 2012 for comparison only) ASSETS June 2013 June 2012 CURRENT ASSETS:CURRENT ASSETS: Cash and cash equivalents 17,438,231$ 20,152,582$ Cash and cash equivalents 17,438,231$ 20,152,582$ Investment 2,137,144 2,157,786 Accounts receivable - water and sewer services 3,983,015 3,813,696 Accounts receivable - water and sewer services 3,983,015 3,813,696 Accounts receivable - property taxes 16,885 128,479 Accounts receivable - property taxes 16,885 128,479 Accrued interest receivable 9,312 18,981 Prepaid expenses & other deposits 932,486 243,771 Inventory 221,477 288,204 Inventory 221,477 288,204 TOTAL CURRENT ASSETS 24,738,550 26,803,499 NONCURRENT ASSETS:NONCURRENT ASSETS: Bond issuance costs 1,410,061 725,802 Other post-employment benefit (OPEB) asset 176,295 32,630 Other post-employment benefit (OPEB) asset 176,295 32,630 Capital assets:Capital assets: Non-depreciable 6,099,294 10,959,085 Depreciable, net of accumulated depreciation 195,242,684 190,090,770 Depreciable, net of accumulated depreciation 195,242,684 190,090,770 TOTAL NONCURRENT ASSETS 202,928,334 201,808,287 TOTAL NONCURRENT ASSETS 202,928,334 201,808,287 TOTAL ASSETS 227,666,884 228,611,786 TOTAL ASSETS 227,666,884 228,611,786 LIABILITIESLIABILITIES CURRENT LIABILITIES:CURRENT LIABILITIES: Accounts payable 6,396,061 4,894,637 Accrued expenses 452,963 152,907 Accrued expenses 452,963 152,907 Accrued interest payable 441,081 474,418 Accrued interest payable 441,081 474,418 Certificates of Participation - current portion705,000 925,000 Refunding Revenue Bond - current portion 260,000 - Refunding Revenue Bond - current portion 260,000 - Compensated absences 241,597 266,861 Compensated absences 241,597 266,861 Customer and construction deposits 300,833 230,597 Deferred revenue 414,694 413,531 Deferred revenue 414,694 413,531 TOTAL CURRENT LIABILITIES 9,212,229 7,357,951 LONG-TERM LIABILITIES (LESS CURRENT PORTION): Deferred annexation revenue 13,823,421 14,064,550 Deferred annexation revenue 13,823,421 14,064,550 Compensated absences 765,057 800,582 Refunding Revenue Bond 8,070,000 - Certificate of Participation 32,996,188 41,353,128 Certificate of Participation 32,996,188 41,353,128 TOTAL LONG TERM LIABILITIES (LESS TOTAL LONG TERM LIABILITIES (LESS CURRENT PORTION)55,654,666 56,218,260 TOTAL LIABILITIES 64,866,895 63,576,211 NET ASSETS:162,799,989$ 165,035,575$ YORBA LINDA WATER DISTRICT UNAUDITED COMBINING SCHEDULE OF REVENUES, EXPENSESUNAUDITED COMBINING SCHEDULE OF REVENUES, EXPENSES AND CHANGES IN NET ASSETS For the period ended June 30, 2013 AND CHANGES IN NET ASSETS (With fiscal year ended June 2013 for comparison only) For the period ended June 30, 2013 June 2013 June 2012 (With fiscal year ended June 2013 for comparison only) June 2013 June 2012 OPERATING REVENUES:OPERATING REVENUES: Water sales 26,369,939$ 24,998,675$ Sewer revenues 1,762,038 1,785,805 Sewer revenues 1,762,038 1,785,805 Other operating revenues 725,818 854,155 Other operating revenues 725,818 854,155 TOTAL OPERATING REVENUES28,857,795 27,638,635 OPERATING EXPENSESOPERATING EXPENSES Variable water costs 13,825,205 12,275,854 Variable water costs 13,825,205 12,275,854 Personnel services 7,387,278 6,981,798 Supplies and services 4,210,130 3,811,296 Supplies and services 4,210,130 3,811,296 Depreciation and amortization 6,863,066 6,595,723 Depreciation and amortization 6,863,066 6,595,723 TOTAL OPERATING EXPENSES32,285,679 29,664,671 OPERATING INCOME/(LOSS)(3,427,884) (2,026,036) OPERATING INCOME/(LOSS)(3,427,884) (2,026,036) NONOPERATING REVENUES (EXPENSES):NONOPERATING REVENUES (EXPENSES): Property taxes 1,340,915 1,273,856 Investment income 137,603 277,137 Interest expense (1,780,123) (1,626,191) Interest expense (1,780,123) (1,626,191) Other nonoperating revenues 568,135 795,982 Other nonoperating expenses (39,807) (108,988) TOTAL NONOPERATING REVENUES/EXPENSES 226,723 611,796 TOTAL NONOPERATING REVENUES/EXPENSES 226,723 611,796 NET INCOME/(LOSS) BEFORE CAPITAL CONTRIBUTIONS & EXTRAORDINARY ITEM(S)(3,201,161) (1,414,240) EXTRAORDINARY ITEM(S)(5,000,000) CAPITAL CONTRIBUTIONS 958,926 17,214,140 CHANGES IN NET ASSETS (2,242,235) 10,799,900 NET ASSETS - BEGINNING OF YEAR 165,042,224 154,235,675 NET ASSETS - BEGINNING OF YEAR 165,042,224 154,235,675 NET ASSETS - FOR PERIOD END MARCH 31, 2013 162,799,989$ 165,035,575$ NET ASSETS - FOR PERIOD END MARCH 31, 2013 162,799,989$ 165,035,575$ OriginalYTDYTDYTD BudgetActualUnder(Over)% of FY 2013FY 2013BudgetBudget Revenue (Operating): Water Revenue (Residential)$15,405,197$16,596,681(1,191,484)107.73% Water Revenue (Commercial & Fire Det.)1,822,6651,890,271(67,606)103.71% Water Revenue (Landscape/Irrigation)4,035,1214,161,528(126,407)103.13% Water Revenue (Service Charge)3,755,1913,721,45933,73299.10% Sewer Charge Revenue1,548,6821,561,849(13,167)100.85% Locke Ranch Assessments198,433200,189(1,756)100.88% Other Operating Revenue643,737725,818(82,081)112.75% Total Operating Revenue:27,409,02628,857,795(1,448,769)105.29% Revenue (Non-Operating): Interest 170,000137,60332,39780.94% Property Tax 1,244,3201,340,915(96,595)107.76% Other Non-Operating Revenue494,437568,135(73,698)114.91% Total Non-Operating Revenue:1,908,7572,046,653(137,896)107.22% Total Revenue 29,317,78330,904,448(1,586,665)105.41% Expenses (Operating): Variable Water Costs (G.W., Import & Power)12,953,02413,825,205(872,181)106.73% Salary Related Expenses7,648,8917,387,278261,61396.58% Supplies & Services 3,896,180 4,210,130 (313,950)108.06% Yorba Linda Water District Summary Financial Report Water & Sewer Funds For The Period Ending June 30, 2013 Supplies & Services 3,896,180 4,210,130 (313,950)108.06% Total Operating Expenses24,498,09525,422,613(924,518)103.77% Expenses (Non-Operating): Interest on Long Term Debt2,011,3951,780,123231,27288.50% Other Expense 124,21039,80784,40332.05% Total Non-Operating Expenses:2,135,6051,819,930315,67585.22% Total Expenses 26,633,70027,242,543(608,843)102.29% Net Income (Loss) Before Capital Contributions 2,684,083 3,661,905 (977,822)136.43% Capital Contributions - 958,926 958,926 0.00% Net Income (Loss) Before Depreciation 2,684,083 4,620,831 (18,896)172.16% Depreciation & Amortization6,602,3396,863,066(260,727)103.95% Total Net Income (Loss)($3,918,256)($2,242,235)($1,676,021)57.23% YTD YTD YTD Budget Actual Under(Over)% of FY 2013 FY 2013 Budget Budget Revenue (Operating): Water Revenue (Residential)$15,405,197 $16,596,681 (1,191,484)107.73% Water Revenue (Commercial & Fire Det.)1,822,665 1,890,271 (67,606)103.71% Water Revenue (Landscape/Irrigation)4,035,121 4,161,528 (126,407)103.13% Water Revenue (Service Charge)3,755,191 3,721,459 33,732 99.10% Other Operating Revenue 585,929 667,743 (81,814)113.96% Total Operating Revenue:25,604,103 27,037,682 (1,433,579)105.60% Revenue (Non-Operating): Interest 150,000 121,239 28,761 80.83% Property Tax 1,244,3201,340,915(96,595)107.76% Other Non-Operating Revenue 490,262 573,119 (82,857)116.90% Total Non-Operating Revenue:1,884,582 2,035,273 (150,691)108.00% Total Revenue 27,488,685 29,072,955 (1,584,270)105.76% Expenses (Operating): Variable Water Costs (G.W., Import & Power)12,953,024 13,825,205 (872,181)106.73% Salary Related Expenses 6,741,403 6,562,271 179,132 101.46% Supplies & Services: Communications 280,232 186,569 93,663 66.58% Contractual Services 455,041 440,656 14,385 96.84% Data Processing 125,866 124,249 1,617 98.72% Dues & Memberships 57,609 53,264 4,345 92.46% Fees & Permits 139,165 173,118 (33,953)124.40% Board Election 47,988 - 47,988 0.00% Yorba Linda Water District Water Fund For The Period Ending June 30, 2013 Board Election 47,988 - 47,988 0.00% Insurance 259,656 242,339 17,317 93.33% Materials 451,506 733,933 (282,427)162.55% District Activities, Emp Recognition 17,298 20,054 (2,756)115.93% Maintenance 350,383 352,227 (1,844)100.53% Non-Capital Equipment 109,782 163,054 (53,273)148.53% Office Expense 37,702 39,440 (1,738)104.61% Professional Services 740,578 873,105 (132,527)117.90% Training 41,353 19,742 21,611 47.74% Travel & Conferences 40,833 23,882 16,951 58.49% Uncollectible Accounts 36,270 32,089 4,181 88.47% Utilities 79,050 73,909 5,141 93.50% Vehicle Equipment 282,400 327,849 (45,449)116.09% Supplies & Services Sub-Total 3,552,711 3,879,479 (326,768)109.20% Total Operating Expenses 23,247,138 24,266,955 (1,019,817)104.39% Expenses (Non-Operating): Interest on Long Term Debt 2,009,777 1,780,123 229,654 88.57% Other Expense 118,210 39,807 78,403 33.67% Total Non-Operating Expenses:2,127,987 1,819,930 308,057 85.52% Total Expenses 25,375,125 26,086,885 (711,760) 102.80% Net Income (Loss) Before Capital Contributions 2,113,560 2,986,070 (872,510)141.28% Capital Contributions - 543,073 543,073 0.00% Net Income (Loss) Before Depreciation 2,113,560 3,529,143 (329,437)166.98% Depreciation & Amortization 5,332,175 5,562,388 (230,213) 104.32% Total Net Income (Loss)($3,218,615)($2,033,245)($1,185,370)63.17% YTD YTD YTD Budget Actual Under(Over)% of FY 2013 FY 2013 Budget Budget Revenue (Operating): Sewer Charge Revenue$1,548,682$1,561,849(13,167)100.85% Locke Ranch Assessments198,433200,189(1,756)100.88% Other Operating Revenue57,80858,075(267)100.46% Total Operating Revenue:1,804,9231,820,113(15,190)100.84% Revenue (Non-Operating): Interest 20,00016,3643,63681.82% Other Non-Operating Revenue4,175(4,984) 9,159-119.38% Total Non-Operating Revenue:24,17511,38012,79547.07% Total Revenue 1,829,098 1,831,493 (2,395)100.13% Expenses (Operating): Salary Related Expenses907,488825,00782,48191.58% Supplies & Services: Communications 23,018 12,578 10,440 54.64% Contractual Services34,28033,40088097.43% Data Processing 9,4749,17729796.87% Dues & Memberships4,5834,14044390.33% Fees & Permits 12,155 15,303 (3,148)125.90% Board Election 3,612 - 3,612 0.00% Insurance 19,544 14,935 4,609 76.42% Materials 34,51918,06316,45652.33% District Activities, Emp Recognition1,302 1,367(65)104.99% Maintenance 74,665 103,272 (28,607)138.31% Yorba Linda Water District Sewer Fund For The Period Ending June 30, 2013 Maintenance 74,665 103,272 (28,607)138.31% Non-Capital Equipment18,26918,415(147)100.80% Office Expense 2,8232,903(80)102.83% Professional Services36,88230,2746,60882.08% Training 4,7475,365(618)113.02% Travel & Conferences3,4181,5771,84146.14% Uncollectible Accounts2,7304,293(1,563)157.25% Utilities 5,9506,317(367)106.17% Vehicle Equipment51,49949,2722,22795.68% Supplies & Services Sub-Total343,469330,65112,81896.27% Total Operating Expenses1,250,9571,155,65895,29992.38% Expenses (Non-Operating): Interest Expense 1,618 - 1,618 0.00% Other Expense 6,000- 6,0000.00% Total Non-Operating Expenses:7,618- 7,6180.00% Total Expenses 1,258,575 1,155,658 102,917 91.82% Net Income (Loss) Before Capital Contributions 570,523 675,835 (105,312)118.46% Capital Contributions - 415,853415,8530.00% Net Income (Loss) Before Depreciation 570,523 1,091,688 310,541 191.35% Depreciation & Amortization1,270,1641,300,678(30,514)102.40% Total Net Income (Loss)($699,641)($208,990)($490,651)29.87% YTD Included in Actual Debt Service FY 2013 Calculation OPERATING REVENUES: Water sales 26,369,939$ 26,369,939$ Other operating revenues 667,743 667,743 TOTAL OPERATING REVENUES 27,037,682 27,037,682 OPERATIANG EXPENSES: Variable water costs 13,825,205 13,825,205 Payroll and Related Expenses 6,562,271 6,562,271 Supplies and services 3,879,479 3,879,479 Depreciation and amortization 5,562,388 TOTAL OPERATING EXPENSES 29,829,343 24,266,955 OPERATING INCOME(LOSS)(2,791,661)2,770,727 For The Period Ending June 30, 2013 Yorba Linda Water District Water Fund OPERATING INCOME(LOSS)(2,791,661)2,770,727 NONOPERATING REVENUES (EXPENSES): Property taxes 1,340,915 1,340,915 Investment income 121,239 121,239 Interest expense (1,780,123) Other nonoperating revenues 573,119 573,119 Other nonoperating expenses (39,807)(39,807) TOTAL NONOPERATING REVENUES/EXPENSES 215,343 1,995,466 NET INCOME(LOSS) BEFORE CAPITAL (2,576,318)4,766,193 CONTRIBUTIONS CAPTIAL CONTRIBUTIONS 543,073 CHANGES IN NET ASSETS (2,033,245)4,766,193 DEBT SERVICE RATIO CALCULATION Net Revenues 4,766,193 Debt Service 2,766,871 %172% ITEM NO. 9.1 AGENDA REPORT Meeting Date: September 12, 2013 To:Board of Directors Funding Source:N/A From:Steve Conklin, Acting General Manager Presented By:Gina Knight, HR/Risk Manager Reviewed by Legal:No Prepared By:Amelia Cloonan, Human Resources Analyst Subject:Claim filed by Cozen O'Connor on behalf of Tenet Healthcare Corporation SUMMARY: A claim was received by the District on July 31, 2013 for damage that occurred to Placentia-Linda Hospital on April 10, 2013. STAFF RECOMMENDATION: That the Board of Directors reject the claim and refer it to ACWA/JPIA. COMMITTEE RECOMMENDATION: The Personnel-Risk Management Committee reviewed this item at its meeting held August 13, 2013 and recommends that the Board of Directors reject the claim submitted by Cozen O'Connor on behalf of Tenet Healthcare Corporation and refer it to ACWA/JPIA. DISCUSSION: Claimant states that on April 10, 2013 at approximately 10:00 a.m., a 6" cast iron pipe located under the hospital's mechanical room failed causing damage and flooding to the building located at 1301 N. Rose Drive, Placentia, CA. The District wishes to reject and refer this claim to ACWA Joint Powers Insurance Authority for investigation, appraisal and handling. ATTACHMENTS: Name:Description:Type: Placentia- Linda_Hospital_SKMBT_C55213080115340.pdf Claim Form Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 PH/RC 5-0 ITEM NO. 9.2 AGENDA REPORT Meeting Date: September 12, 2013 To:Board of Directors From:Steve Conklin, Acting General Manager Presented By:Steve Conklin, Acting General Manager Dept:Administration Reviewed by Legal:N/A Prepared By:Cindy Botts, Management Analyst Subject:ACWA Election of Region 10 Board for 2014-2015 Term SUMMARY: ACWA's Region 10 2014-2015 Board is now open for election. The District is entitled to cast one vote per position. (President, Vice-Present, three to five Board Members) STAFF RECOMMENDATION: That the Board of Directors consider casting its vote for the offices of President, Vice-President and three to five Board Members in the ACWA Region 10 Election. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee reviewed this item at its meeting on August 20, 2013 and made no recommendations regarding candidates. DISCUSSION: The ACWA President and Vice-President will serve on ACWA's Board of Directors for the next two year term of office beginning January 1, 2014. Additionally, the newly elected President and Vice- President will be required to hold seats on the ACWA Executive Committee and either the President or the Vice-President will hold a seat on the Finance Committee. The EAO Committee discussed nominations for the President and Vice-President positions on June 25, 2013 and the Board of Directors discussed nominations on July 25, 2013. The Committee did not recommend a nomination to the Board for either ACWA position. Similarly, the Board did not take action on a nomination. The District has the option to cast its vote for the slate as recommended by the Region 10 Nominating Committee or cast its vote for individuals for a Region 10 President, Vice-President and three to five board members. A copy of the ballot is attached. The electronic ballot must be received by September 30, 2013. STRATEGIC PLAN: CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation PRIOR RELEVANT BOARD ACTION(S): The District has participated in previous ACWA Region 10 elections. ATTACHMENTS: Name:Description:Type: region-10-ballot-2013_0.pdf 2014-2015 ACWA Region 10 Election Ballot Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 MB/RK 5-0 Vote to be cast as follows: Candidate for Chair: Larry McKenney Candidate for Vice Chair: DeAna Verbeke Candidates for Board Members: Dave Draper, Cathy Green, and Richard Vasquez OfficialRegion 10 Board Ballot Please return completed ballot by September 30, 2013 E-mail: anat@acwa.com Mail: ACWA 910 K Street, Suite 100 Sacramento, CA 95814 General Voting instructions: 1 You may either vote for the slate recommended by the Region 10 Nominating Committee or vote for individual region board members. Please mark the appropriate box to indicate your decision. 2 Please complete your agency information. The authorized representative is determined by your agency in accordance with your agency’s policies and procedures. Region 10 Rules & Regulations: The chair and vice chair shall be from different counties. The 2014- 2015 Term shall consist of a Chair and 2 Board Members from Orange County and a Vice Chair and 3 Board Members from San Diego County. AgENCY NAME AuThORizED REPRESENTATiVE DATE 1 2 Nominating committee’s Recommended Slate i concur with the Region 10 Nominating Committee’s recommended slate below. chair: • Oc – Peer Swan, irvine Ranch Water District Vice chair: • SD – Deana Verbeke, helix Water District Board Members: • SD – Dave Draper, Rincon del Diablo Municipal Water District • Oc – cathy Green, Orange County Water District • Oc – larry McKenney, Moulton Niguel Water District • SD – Richard Vasquez, Vista irrigation District • SD – Vacant OR individual Board candidate Nominations i do not concur with the Region 10 Nominating Committee’s recommended slate. i will vote for individual candidates below as indicated. candidates for chair: (choose one) Oc – Peer Swan, irvine Ranch Water District Oc – larry McKenney, Moulton Niguel Water District candidates for Vice chair: (choose one) SD – Deana Verbeke, helix Water District candidates for Board Members: (Max of 5 choices) SD – Dave Draper, Rincon del Diablo Municipal Water District Oc – cathy Green, Orange County Water District Oc – Saundra Jacobs, Santa Margarita Water District Oc – larry McKenney, Moulton Niguel Water District Oc – Peer Swan, irvine Ranch Water District SD – Richard Vasquez, Vista irrigation District SD – Deana Verbeke, helix Water District 2014-2015TERM ITEM NO. 9.3 AGENDA REPORT Meeting Date: September 12, 2013 To:Board of Directors From:Steve Conklin, Acting General Manager Presented By:Steve Conklin, Acting General Manager Dept:Administration Prepared By:Cindy Botts, Management Analyst Subject:ACWA Committee Appointment Nominees for 2014-2015 Term SUMMARY: Committees are an integral part of ACWA's activities and policy development. The end of the current committee term is in December 2013 and ACWA has requested nominations from its membership. STAFF RECOMMENDATION: That the Board of Directors consider nominations for ACWA Committee appointments for the 2014- 15 term, including a nomination for Mr. Art Kidman to continue serving on the ACWA Legal Affairs Committee. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee reviewed this item at its meeting on August 20, 2013 and supports staff's recommendation. DISCUSSION: ACWA has requested nominations for consideration for upcoming committee appointments for the 2014-2015 term. Attached are descriptions of each of the committee's purposes and responsibilities including the number and location of meetings held each year. Current committee members must stand again for reappointment by completing and submitting to ACWA the attached committee consideration form by September 30, 2013. Compensation for Directors is set at $150 per meeting with a limit of 10 meetings per month. Directors and staff will be reimbursed for actual costs to attend activities not to exceed: $750 for round trip travel, $400 per night for lodging, $50 per day for meals and $50 per day for actual and necessary expenses. Costs will vary according to the ACWA committee selected. STRATEGIC PLAN: CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation PRIOR RELEVANT BOARD ACTION(S): Mr. Art Kidman is currently serving on the ACWA Legal Affairs Committee. ATTACHMENTS: Name:Description:Type: ACWA_Committee_Nomination_Correspondence.pdf ACWA Committee Nomination Correspondence Backup Material Approved by the Board of Directors of the Yorba Linda Water District 9/12/2013 MB/PH 5-0 Nominating Art Kidman to continue to serve on the ACWA Legal Affairs Committee. RECEIVED Association of California Water Agencies AUG 13 2013 Since 1910 YORBA LINDAWATER DISTRICT MEMORANDUM August 8, 2013 TO: ACWA MEMBER AGENCY BOARD PRESIDENTS ACWA MEMBER AGENCY GENERAL MANAGERS FROM: RANDY RECORD, ACWA PRESIDENT SUBJECT: ACWA COMMITTEE APPOINTMENT NOMINATIONS FOR THE 2014-2015 TERM PLEASE RESPOND BY SEPTEMBER 30, 2013 Committees are an integral part of ACWA's activities and policy development. The end of the current committee term is fast approaching and it is time again to request committee nominations from ACWA members. New officers (PresidentNice President) will be elected at the fall conference by the general membership, so it is time to prepare to reconstitute all committees for the 2014-2015 term. In submitting names for consideration, please do so with the understanding that committees need active, involved individuals able to expend the time and provide their expertise if appointed. Please keep in mind that the district is responsible for all costs associated with the participation of its representatives on committees. An important part of helping committees function as effectively as possible is attendance. ACWA's bylaws state, "Two consecutive, unexcused absences from an ACWA limited committee shall constitute a resignation and a replacement will be named as soon as possible." Also, those with a record of repeated, excused absences will be reviewed and considered for replacement. The following information is enclosed in this packet. • ACWA Policy Committee Guidelines • ACWA Committee Purposes and Responsibilities • Committee attendance records (only for limited committees) • Committee consideration form(before you begin, please make extra copies) • Sample committee consideration form Association of California Water Agencies 910 K Street, Suite 100, Sacramento, California 95814-3577 916/441-4545 FAX 916/325-48,19 Hall of the States 400 N. Capitol St., N.W., Suite 357 South, Washington, D.C. 20001-1512 202/434-4760 FAx 202/434-4763 www.acwa.com Committee Appointments Page 2 • Current agency committee representation(if you receive a blank report, this indicates your agency has no committee representation) • Committee timeline All correspondence and forms regarding committee appointments must be in to the ACWA office no later than September 30, 2013 to be eligible for consideration. Committee appointments will be made by the incoming ACWA president in Decmeber. Please contact Paula Quinn at (916) 441-4545 or paulaq@acwa.com, if you have any questions concerning the committee appointment process. We appreciate your timely attention to this matter. Enclosures RR:pq ACWA POLICY COMMITTEE GUIDELINES Revised May 21, 2013 GENERAL COMMITTEES 1. All committees of the Association shall strive to provide continuity in leadership, shall geographically distribute membership and shall ensure all regions are adequately represented. 2. All committee chairs, vice chairs, and members shall be appointed by the president, and shall serve for a term to coincide with that of the president. 3. Nominations for committee appointments shall be made in writing by members for consideration by the region chair and vice chair. If an agency chooses to designate a representative other than a director or salaried staff member, written confirmation to that effect must be received in the ACWA office prior to appointment consideration. Nomination forms (aka Committee Consideration Form) can be obtained from the Association office or on-line at www.acwa.com. a. Where membership on a given ACWA committee is limited, only one representative from an agency may be appointed. Since we do not count the chairperson in the maximum count, then one person could be on the committee that is from the same agency as the chairperson. Other individuals representing an agency may serve on subcommittees of that committee. b. Unlimited committees may have more than one representative from an agency on their committees. 4. The committee chairperson shall: a. chair all meetings of the committee; b. submit a written report regarding committee activities for all meetings of the Board of Directors (with assistance from the ACWA staff committee liaison). C. pre-schedule meetings and check the ACWA calendar to foster total committee member attendance and avoid conflicts. The vice chairperson shall assume those duties in the chairperson's absence. 5. All committee appointments are made by the ACWA president following recommendations submitted by the region chairs and vice chairs. The appointments are for two years and run simultaneously with the board term. Committee chairpersons may appoint subcommittees as necessary to carry out the committee responsibilities. <The subchair must be a member of the full committee, subcommittee members do not need to be a member of the full committee.> W:/Committees/2014-2015 Committee Term'ACWA Committees/Committee Guidelines May 21,2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES IMPORTANT COMMITTEE INFORMATION ATTENDANCE REQUIREMENTS FOR LIMITED COMMITTEES: Two consecutive, unexcused absences from an ACWA limited committee shall constitute a resignation and a replacement will be named as soon as possible. Travel required to any area of the state where a committee meeting is being held, and lack of a travel budget will not constitute an excused absence. **NOTE: When a committee member is "unable" to attend a meeting and has asked for an excused absence in advance of the meeting, they may send a representative from their agency for monitoring purposes only. However, the committee member will still be recorded with an excused absence from the meeting. The representative does not have a voting right.** STATE LEGISLATIVE COMMITTEE ONLY: The State Legislative Committee will allow a member of the committee with an excused absence to designate an alternate. The committee member will be required to secure the concurrence of the appropriate ACWA Region Chair for the alternate. The committee member should provide the name of the alternate to ACWA's Director of State Relations prior to the colrunittee meeting. The alternate will be authorized to fully participate in all discussions of the committee and to vote on issues before the committee. Committee members, including alternates, act on behalf of the region for which they were appointed to represent. GRASSROOTS OUTREACH: As a member of the committee,you will be enrolled as an active participant in ACWA's Grassroots Outreach Program. See ACWA's website for more information on the grassroots outreach program which supports ACWA's legislative and regulatory efforts. COMMITTEE ['ACANCIES WILL NOT BE FILLED AFTER THE SPRING CONFERENCE OF AN UPCOMING ELECTION YEAR. BLUE INDICATES BYLAW COMMITTEE LANGUAGE. W:/Committee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 2 COMMUNICATIONS COMMITTEE-STANDING/LIMITED(40 MAXIMUM) ACWA COMMITTEE STAFF LIAISON:LISA LIE.N-AIAGER MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • Two at the Sacramento office between conferences The purpose of the ACWA Communications Committee is to develop and make recommendations to the Board of Directors regarding a comprehensive internal and external communications program for the Association. Programs are crafted to support ACWA and its members'positions on legislative, regulatory, and policy issues. The committee is responsible for developing and updating a comprehensive communications plan for ACWA. The committee promotes the development and implementation of sound public information and education programs and practices among member agencies. It prepares materials that can be duplicated or used by member agencies for their local public information/education efforts. The committee also provides guidance to ACWA's Communications Department. ENERGY COMMITTEE—STANDING/UNLIMITED ACWA COMMITTEE STAFF LIAISON:ABBY SCHNEIDER MEETINGS ARE HELD 2 TIMES A YEAR • One at both the Fall and Spring conferences The purpose of the Energy Committee is to recommend policies and programs to the Board of Directors and to the State Legislative Committee and/or Federal .Affairs Committee as appropriate. Work with staff in developing and making recommendations to the Board of Directors regarding: • Programs to assure an adequate power supply for member agencies, including energy, availability, pricing, distribution and hydro generation • Policy recommendations relating to the development of new power sources • Recommended positions regarding state and federal legislation to the State Legislative and Federal Affairs Committees • Assistance with the development, direction and work associated with representation before the Public Utilities Commission, the Federal Energy Regulatory Commission and other regulatory agencies dealing with energy • Educate members on all energy matters having impact on their operations W:/Conunittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 3 - FEDERAL AFFAIRS COMMITTEE-STANDING/LIMITED (S PER REGION) ACWA COMMITTEE STAFFLIAISON.' DAVID REYNOLDS MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • Two between conferences (Jan & Sept) in the Sacramento office • DC Conference—Attendance is not REQUIRED,but STRONGLY encouraged The purpose of the Federal Affairs Committee is to review all federal legislative proposals and regulatory proposals affecting members of the Association, after consulting with other appropriate committees, and to develop Association positions consistent with existing policy, where it has been established; recommend sponsorship of bills that will resolve problems or improve conditions for members of the Association; and assist in the establishment of the Association's federal legislative program. The committee shall consist of at least one and no more than five individuals from each region. Coordinates with other ACWA committees regarding their input on any issues directly related to federal issues before both Congress and the Federal administrative branches. The committee currently has four separate subcommittees. Committee members have the opportunity to sign-up for as many of the subcommittees as they want, plus being supplemented by other members with interest in a focused area. The subcommittees with areas of responsibility are: • Drinking Water &Ener2v Subcommittee: Responsible for the oversight and policy direction on Environmental Protection Agency and Energy- Water Nexus. • Water Supply Subcommittee: Responsible for oversight and policy direction on the Safe Drinking Water Act and Endangered Species Act. • Infrastructure &A2riculture Subcommittee: Responsible for oversight and policy direction on the Clean Water Act, and agricultural issues. • Finance. Technolop-v&Research Subcommittee: Responsible for oversight and policy direction on financing water infrastructure legislation. FINANCE COMMITTEE-STANDING/LIMITED(2 PER REGION—I SPOT IS FILLED BY REGION CHAIR OR VICE CHAIR;OTHER SPOT IS FILLED B Y A REPRESENTATIVE FROM REGION WITH EXPERIENCE IN FINANCIAL MATTERS) ACWA COMMITTEE STAFF LIAISON:FILI GONZALEZ MEETINGS ARE HELD APPROXIMATELY 4-5 TIMES A YEAR • One at both the Fall and Spring conferences • All other meetings are held in the Sacramento office WICommittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 4 The purpose of the Finance Committee is to make recommendations to the Board of Directors regarding annual budgets, dues formula and schedules and other revenue-producing income, annual audit and selection of an auditor, and investment strategies. Makes recommendations to the Board of Directors regarding annual budgets, investment strategies, annual audits and the selection of the auditor, the dues formula and schedules and other financial matters that may come before the committee. Each committee member will be expected to serve on at least one of the subcommittees, which are: • Audit Subcommittee • Budget Subcommittee • Investment Subcommittee • Revenue Subcommittee • Education Subcommittee GROUNDWATER COMMITTEE-STANDING/UNLIMITED ACWA COMMITTEE STAFF LIAISON: TO BE ASSIGNED MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • One in Northern California between conferences • One in Southern California between conferences The purpose of the Groundwater Committee is to recommend policies and programs to the Board of Director and to the State Legislative Committee and/or Federal Affairs Committee as appropriate. Monitors state and federal regulations and legislation that could affect the quality or quantity of groundwater, conducts studies, develops policies regarding the management of groundwater and coordinates with other ACWA committees on issues directly related to groundwater. Committee members are expected to participate in a variety of activities including writing legislation, preparing comments for state or federal hearings on groundwater issues, developing programs for workshops and conferences, and providing input on state and federal legislation. PERSONNEL AND BENEFITS COMMITTEE-STANDING/LiwTED-(2 PER REGION) ACWA COMMITTEE STAFF LIAISdN. PAULA QUINN MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • Two in the Sacramento office The purpose of the Personnel and Benefits Committee is to review, on a regular basis, membership salary survey, retirement issues, and other personnel, benefits, and administrative issues pertinent to the management WICommittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 5 of members of the Association. Works with staff in developing, reviewing and making recommendations to the Board of Directors regarding the following: • Sponsor special studies on personnel-related problems and issues • Sponsor safety programs for risk management or workers' compensation claims • Define the scope of any audit to be performed by an independent actuary, as needed • Gather, develop and publish comparative data on salary ranges, employee benefits and other personnel and administrative data pertinent to the management of member agencies LEGAL AFFAIRS COMMITTEE-STANDING/LmiTED(45 MAXIMUM) ACWA COMMITTEE STAFF LIAISON., WHITNIE WILEY MEETINGS ARE HELD APPROXIMATELY 2-3 TIMES A YEAR • One at both the Fall and Spring conferences • As needed in between the conferences The purpose of the Legal Affairs Committee is to support the mission of the Association, and more particularly to deal with requests for assistance involving legal matters of significance to members of the Association, including but not limited to state and federal court litigation, water rights matters, selected regulatory and resources agency matters, proposed bylaw revisions, review of legislation as requested by the State Legislative Committee, etc. The committee shall consider matters and issues submitted to it in order to. determine which ones are of major significance to members of the Association and, assuming a finding of major significance, recommend to the Board of Directors the position(s) which the committee believes the Association should take with respect thereto. The committee shall be composed of between 35 and 45 attorneys, each of whom shall be, or act as, counsel for a member of the Association, representing diverse interests within the Association, including but not limited to, different geographical areas throughout the state, large and small agencies, agricultural and urban agencies, agencies created under the various enabling statues, etc. The committee's primary purpose is to support the mission of the Association, and more particularly, to deal with requests for assistance involving legal matters of significance to ACWA member agencies, water rights matters, proposed ACWA bylaw revisions, etc. The committee also works with staff to produce publications to assist water agency officials in complying with applicable state and federal laws. The committee's areas of responsibility include: • Amicus curia filings on important cases • Commenting on proposed regulations and guidelines of state agencies such as Fair Political Practices Commission regulations or opinions and CEQA implementation guidelines • Entering a suit as primary litigant • Dealing with any water rights matters of interest to member agencies WICommittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILPTIES PAGE 6 • Reviewing all proposed ACWA bylaws for technical competence and consistency with the nonprofit corporation law and other bylaws LOCAL GOVERNMENT COMMITTEE-STANDING/LIMITED (3 PER REGION) ACWA COMMITTEE STAFF LIAISON: WENDY RIDDERBUSCH MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • Two in between the conferences in the Sacramento office The purpose of the Local Government Committee is to recommend policies to the State Legislative Committee, as appropriate, and Board of Directors on matters affecting water agencies as a segment of local government in California. • Recommends policies to the State Legislative Committee and the Board of Directors on matters affecting water agencies as a segment of local government in California, such as planning issues and local government organization and finance • Plans and presents a program at each ACWA conference relating to local governance issues affecting water agencies • Gathers data and disseminates information on the value of special districts • Disseminates information promoting excellence in service delivery • As a member of the committee, you will be enrolled as an active participant in ACWA's Outreach Program. MEMBERSHIP COMMITTEE-STANDING/UNLIMITED ACWA COMMITTEE STAFF LIAISON: TIFFANY GIAMMONA MEETINGS ARE HELD 2 TIMES A YEAR • One at both the Fall and Spring conferences The purpose of the Membership Committee is to assist staff in developing membership recruitment and retention programs, make recommendations to the Board of Directors regarding membership policies, eligibility, and applications for membership and review and make recommendations to the Finance Committee regarding an equitable dues structure. Takes any suggestions regarding ACWA policy to the ACWA Board of Directors for approval, meets to review and make recommendations regarding membership eligibility and all membership applications; assists the staff with the development of recruitment and retention programs and reviews and makes recommendations regarding an equitable dues structure to the ACWA Finance Committee. W:/Coxnmittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 7 STATE LEGISLATIVE COMMITTEE-STANDING/LIMITED(4 PER REGION) ACWA STAFF LIAISON. WENDY RIDDERBUSCH MEETINGS ARE HELD APPROXIMATELY 10-12 TIMES A YEAR • Every three weeks during Session in the Sacramento Office • One planning meeting at the end of the year in the Sacramento Office The purpose of the State Legislative Committee is to review all state legislative proposals affecting members of the Association and to establish Association positions, consistent with existing policy, where it has been established; sponsor bills that will resolve problems or improve conditions for members of the Association; and assist in the establishment of the Association's legislative program. Sets state legislative policy for the Associations. Committee members are responsible for reading relevant legislation, developing positions, working with staff to draft appropriate amendments to bills, providing input to the ACWA Board of Directors, and directing ACWA legislative staff on legislative matters. WATER MANAGEMENT COMMITTEE-STANDING/LIMITED(4 PER REGION) ACWA COMMITTEE STAFF LIAISON: DAVE BOLLAND MEETINGS ARE HELD 4 TIMES A YEAR • One at both the Fall and Spring conferences • Two between conferences in the Sacramento office The purpose of the Water Management Committee is to recommend policy and programs to the Board of Directors on any area of concern in water management. Work with staff in developing and making recommendations to the Board of Directors regarding policy and programs on significant areas of concern in water management, review and recommend positions regarding legislation and regulations as requested by other committees. The committee is also responsible for the gathering and dissemination of information regarding management of agricultural and domestic water, conjunctive use, water management and conservation activities, development and use of water resources, and wastewater treatment and its reclamation and reuse. WATER QUALITY COMMITTEE-STANDING/UNLIMITED ACWA COMMITTEE STAFF LIAISON: TO BE ASSIGNED MEETINGS ARE HELD BY SUBCOMMITTEES Safe Drinking Water Subcommittee meets 4 times a year • One at both Fall and Spring conferences • One in Northern California between conferences • One in Southern California between conferences Clean Water Subcommittee meets 3 times a year • One at both the Fall and Spring conferences WICommittee/Committee Purposes and Responsibilities May 2013 ACWA COMMITTEES PURPOSES AND RESPONSIBILITIES PAGE 8 The purpose of the Water Quality Committee is to develop and recommend Association policy, positions, and programs to the Board of Directors, to promote cost-effective state and federal water quality regulations that protect the public health, to enable interested members of the Association to join together to develop and coordinate with other organizations, and to present unified comments regarding agricultural and domestic water quality regulations. This committee was established to recommend policy and programs to the Board of Directors, State Legislative Committee and/or Federal Affairs Committee; promote cost effective state and federal water quality regulations affecting both agricultural and domestic water agencies; and provide a means for members to work together to develop and present unified comments on water quality regulations, as well as to coordinate with other organizations. The ACWA bylaws provide authority to the committee to develop and recommend ACWA positions and testimony on water quality regulatory issues. Revised:May 21,20I3 W:/Committee/Coimnittee Purposes and Responsibilities May 2013 _ Association of NCalifornia Water Agencies Since 7 910 COMMITTEE CONSIDERATION FORM ASSOCIATION OF CALIFORNIA WATER AGENCIES 910 K Street, Suite 100 Sacramento, California 95814-3577 (916)441-4545 Fax(916)325-4849 NAME/TITLE COMMITTEE *Rank 1=1st choice Please print legibly 2=2nd choice 3=3 choice QUESTIONS? Please call Paula Quinn at ACWA(916) 441-4545 or email at paulaq@acwa.com. FORM MUST BE COMPLETE TO BE PROCESSED. RECOMMENDATION SUBMITTED BY: District/Company Name Phone SIGNATURE: Title Either the Agency/District General manager or Board President must sign this form. Association of California Water Agencies 910 K Street, Suite 100, Sacramento, California 95814-3577 916/441-4545 FAx 916/325-4849 Hall of the States 400 N. Capitol St., N.W.,Suite 357 South,Washington, D.C. 20001-1512 202/434-4760 F,ix 202/434-.1763 wu•w.acwa.com Association of California Water Agencies Since 7970 COMMITTEE CONSIDERATION FORM ASSOCIATION OF CALIFORNIA WATER AGENCIES 910 K Street, Suite 100 Sacramento, California 95814-3577 (916)441-4545 Fax(916)325-4849 NAME/TITLE COMMITTEE * *Rank 1=Ist choice Please print legibly 2=2nd choice 3=3rd choice John Doe, General Manager Federal Affairs Committee 1 John Doe, General Manager State Legislative Committee 2 Barbara Smith, President Legal Affairs Committee 1 T.O. Goode Water Management Committee 1 QUESTIONS? Please call Paula Quinn at ACWA (916)441-4545 or email at paulaq@acwa.com. FORM MUST BE COMPLETE TO BE PROCESSED. RECOMMENDATION SUBMITTED BY: District/Company Name Phone SIGNATURE: Title Either the Agency/District General manager or Board President must sign this form. Association of California Water Agencies 910 K Street, Suite 100, Sacramento, California 95814-3577 916/441-4545 FA9161325-4849 Hall of the States 400 N. Capitol St., N.W., Suite 357 South,Washington, D.C. 20001-1512 202/434-4760 riz 202/434-4763 mvww.acwa.com ACWA 2014-2015 COMMITTEE APPOINTMENT PROCESS TIMELINE 2013 August 8th Committee Appointment Packets are sent to all Agency general managers, board presidents & Friends of ACWA contacts The packet contains: List of all agency staff, directors, associate/affiliate members currently serving on ACWA committees. Committee descriptions, purposes and responsibilities. Committee consideration form and sample for the 2014-2015 term. 2014-2015 Committee consideration process and timeline outline. August 12th Letters are sent to all current committee members notifying them of the process for reappointment to ACWA committees. IMPORTANT NOTE: All current committee members must stand again for reappointment by completing and submitting to ACWA a committee consideration form. September 30th DEADLINE: ALL committee consideration forms must be submitted to ACWA. Any consideration forms submitted after this date will be added to the waiting list after ACWA's President has made his/her committee selections. (October Committee considerations are compiled and organized for recommendations by the new region chairs. Copy to region chairs and (staff liaisons. November 21st I DEADLINE: The incoming region chairs/vice chairs will make their recommendations for committee appointments. They will I meet with the outgoing and incoming region chairs/vice chairs for training, input and continuity of the committee process. November 11th 22nd Region recommendations are compiled and organized for the new ACWA President. December 5th I Region committee recommendations are submitted to the incoming ACWA President and Vice President for their consideration. December 20th DEADLINE: for the ACWA President to complete committee appointments. December 31st JACWA sends official appointment letters to new committee members who will serve for the 2014-2015 term. J 2014 January Executive Assistant/Clerk of the Board holds a conference call to ratify the chair/vice chair appointments. ACWA sends letters to those not receiving an appointment to ACWA committes and places those individuals on a waiting list for possible future appointment as vacancies occur. W:\Committee\2014-2015 Committee Term Association of Standing and Regular Committee Participation by Agency California Water Agencies Scor, inu • • . Linda WD Mr.Arthur G. Kidman Legal Affairs Committee Member 07/09/2013 3:15:06PM Material Distributed Less Than 72 Hours Prior to the Meeting ITEM NO. 9.4. AGENDA REPORT Meeting Date: September 12, 2013 Budgeted: Yes Total Budget: $307,000 To: Board of Directors Cost Estimate: $12,000 Funding Source: Water Op Fund From: Steve Conklin, Acting General Mgr Account No: 1-2010-0780-36 Job No: 2010-24 Presented By: Steve Conklin, Acting General Mgr Dept: Admin Reviewed by Legal: Yes Prepared By: Steve Conklin, Acting General Mgr CEQA Compliance: EIR Subject: Approval of Sole-Source PSA for Land Surveying Services SUMMARY: This is being brought to the Board for approval because it is in excess of the $5,000 limit in the District's Purchasing Policy for sole-source contract approval by the General Manager. This firm was chosen by staff for this work based on its extensive experience in working with the County Surveyor's Office, which must approve the OCWD Annexation mapping documents before consideration and approval by LAFCO. STAFF RECOMMENDATION: That the Board of Directors authorize approval of a sole-source Professional Services Agreement with Johnson-Frank & Associates, Inc, for professional land surveying and mapping services for a total fee not to exceed $12,000 for preparation of OCWD Annexation Area legal description and exhibit, as necessary for submittal and processing through the County Surveyor and LAFCO. COMMITTEE RECOMMENDATION: This was discussed with the Planning-Engineering-Operations Committee on September 3. DISCUSSION: District staff prepared draft exhibits and legal description of the District's service area proposed for annexation to OCWD. Final documents, reviewed and signed-off by a Professional Land Surveyor, are required for the YLWD annexation that must be approved by the County Surveyor and then by LAFCO. Material Distributed Less Than 72 Hours Prior to the Meeting ATTACHMENTS: Johnson-Frank & Associates Letter Proposal, dated September 10 2013 Material Distributed Less Than 72 Hours Prior to the Meeting JOHNSON - FRANK & ASSOCIATES, INC. F LAND SURVEYING & MAPPING 5150 E. Hunter Ave. Anaheim, CA 92807 (714) 777-8877 FAX (714)777-1641 www.johnson-frank.com September 10, 2013 Mr. Anthony Manzano Yorba Linda Water District 1717 E. Miraloma Ave. Placentia, CA 92870 Re: YLWD Annexation to the OCWD JFA Job Number 2013101 Mr. Manzano: We have reviewed the information provided, as well as the County Annexation Procedures Manual, and estimated the level of effort and cost associated with producing an annexation description and exhibit for the areas depicted on the Exhibit B provided. We are estimating this effort at approximately 4 days of Licensed Surveyor time together with approximately 1 week of Survey Technician time, at a cost of approximately $12,000. Said fees would be billed per the attached rate schedule and would not exceed the stated total without prior authorization. Regarding the proposed contract, we find said contract acceptable with the exception of the indemnification clause. Specifically, our insurance will not cover 'volunteers" as that term is too vague and could mean essentially anyone. Striking the words "and authorized volunteers" should make the contract acceptable. We look forward to working with you on this project and appreciate the opportunity. Please feel free to contact us should you have any questions or require any additional information. Sincerely, D L sG� o Alan D. Frank P.C.S. 7172 Vice President ��qTF OF CAC�FO��P Material Distributed Less Than 72 Hours Prior to the Meeting F-.'X7 Johnson-Frank & Associates, Inc. r Professional Consulting Services Schedule of Current Hourly Rates for Services Performed by our Company Effective November 1, 2012 through September 30, 2013 Licensed Surveyor** $174.00 Senior Technician $129.00 Technician/CAD Operator $117.00 One Person Survey Party w/equipment $165.00 Two Person Survey Party w/equipment $255.00 Three Person Survey Party w/equipment $342.00 Per Diem Rate Per Department of Defense Per Diem rate listings (http://www.defensetravel.dod.mil) Clerical/Delivery $50.00 Prints, research material & other incidental supplies Cost + 10% 3D Laser Scanner $1,250.00/day Dual Frequency GPS Equipment- 2 Units $200/day 3 Units $300/day 4 Units $400/day Survey Vehicle Mileage $0.70/mile The above rates shall be charged portal to portal (time spent on job site plus travel time) excluding lunch breaks. * Rates for Licensed Surveyor, acting as Expert Witness, shall be$300.00 per hour,which shall include travel time to and from deposition/trial location as well as any wait time at deposition/trial location. A minimum charge of$1200.00 (four hours)will be charged for each day an appearance for deposition or trial is required. Time &effort in preparation for appearance at deposition or trial will be billable at the normal rates listed above. Overtime shall be charged at 1.35 times the regular rate except for Sundays and/or holidays. Rates for Sunday shall be 1.75 times the regular rate and for holidays it shall be 2.5 times the regular rates. Daily overtime billing for field survey work during Monday through Friday does not commence until 8 hours of on-site work has been completed. (Travel time is not charged at overtime rates.) 5150 E. Hunter Ave. Anaheim, CA 92807 (714) 777-8877 FAX: (714) 777-1641 Material Distributed Less Than 72 Hours Prior to the Meeting BEARING TABLE EXHIBIT vvBvv NO. BEARING LENGTH 2 N85°35'10"W 107.70' 4 N84°38'12"W 281.06' ANNEXATION N O■ 5 N79°57'47"W 459.74' 6 N63°56'25"W 526.20 TO THE ORANGE COUNTY WATER DISTRICT 78 NS78'1��39"W 206.85' 9 S60°05'50"W 316.67' 10 S54°23'43"W 268.58' 11 S47°26'09"W 195.69' 12 S36°10'33"W 169.38' 13 S23°53'20"W 210.98' 322 676°0s'SjF 14 S62°46'35"W 152.07' �n5 S917. 15 S76'39'1 3"W 324.72' 52959 8s 16 S88'1 2'09"W 784.04' Ne 17 S84°33'08"W 325.19' 18 S82°21'43"W 433.06' S�z?8, 1.40"E 19 N69°07'09"W 799.53' 5�F N79°26 ss?° 20 S81°20'35"W 521.28' w 2O2 ps• S 21 N73°30'28"W 238.67' V. N - ?071 SOF q 22 N48'1 6'27"W 534.68' M _ 23 N46°50'03"W 854.92' N NE 24 N06°24'55"W 345.64' z DA 010-21 ANNEXATION IMPROVEMENT DISTRICT NO. 1 i F 25 N27°20'14"W 717.56' S88'18'26"E 5245.68' TO PL COR. 26 N07°09'00"W 565.80' i �ti 27 N 16°49'58"W 363.85' � NE CO r 78-81 ANNEXATION TO I q 28 N45°45'53"W 241.34' N1°17'06"E ANNEXATIONNO.DA01-21 YLWD i 29 N45°45'53"W 1417.20' 1230.02' TO YORBA LINDA WATER DISTRICT MON i O 311 S88°26'30 N 57'1 4T'W 666.09' - I P,\R �, N87°20'23" PARCEL.I P1-TE x-- I/ 77 ° A�/ 32 S58 41'18"W 409.73' N25°11'0a"E Nas°53'ao"w 4�- _-_-_--- O 33 S06°14'10"W 420.23' I N89°03'3 "W `a� 1596.98' 1 PARCEL.3 0 2658.08' r---------- POB I b zssl 5' p i �� 34 S38°12'24"W 715.07' /PARCEL 1 MOST i a Z I 35 S72'57'31"W 709.71' - A-39°18,11^ o° ��/ p I 0 36 N00 13'32'E 347.49' NELYCOR." FORMATION" R=12oo.00' �� ' Z A i N 37 S72°11'10"W 566.64' No°o8'a1^w I j �6�� Q TOryry.��,, E 38 N17°48'50"W 50.00' 989.13' I L=823.16' Sao• '17E 1 j Nas°44'05"W - X11°oc�'9 k0 A ON O y 39 S72°11'10"W 879.96' �"'� -IAN I N 78'1 N89°40'57"W �, P qo itOT� ii +. 2330.81' 3a"u~ z WATER DjS 299 0° w 1 o I T F v v ' w C'T 'se °FORMATION" Q --j s�7 PER SENATE BELL N0.1026 0�.- , �� I _¢.I � `< I E TO THEO.C.WD. o N: rn I J -4 I AN Z A te' YORBA LINDA _ o �pQ� -n BLVD - \ I i / -L� I HILLS IMPROVEMENT DISTRICT NO.2 YORBA LINDA _ 70 Sq� L� Z; NTSN89°55'16" 150.00' I 2AS8DRY 2.2AC�ITY OF Y0 BA LINDA TRACT PER DECNO.1978 ALSO iO ^I ` 'VO I EAST LINE z TOPEKA 9'04 RANCHO SANTA S85°0 ANA AS SHOWN I--- ON R.S.21-21 30 ro z A=20-15-42- I P�G�\ l o o R=3881.10' 33 I "FORMATION' N L=1381.81', I \� nNi o PER SENATE BILL NO.1026 ' �4I 9 SE COR. -vi' TO THE O.C.WD. -3 - i TRACT NO.11662 4=2°30'05" o 2 \ R=1813.18' -!N L=79.16' m 3 3 P LEGEND: 3s 38 6 VE RAILWAY Hca. SANTA ► `0 2 0= ,15 0^ _ �° R=2496.64' /"r ` � � 0 � L=403.43' mm§�91�11mmmm ANNEXATION BOUNDARY /' �y /� 1a 7 6 5 a _ s�/ U 12 8 ZMMMMMSM EXISTING ORANGE COU NTY - �_ R$ 2 21 19 18 17 16 13 , , WATER DISTRICT(O.C.W.D.) BOUNDARY 14 10 Z ITEM NO. 12.1 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Executive-Administrative-Organizational Committee (Melton/Kiley) · Minutes of meeting held August 20, 2013 at 4:00 p.m. · Meeting scheduled September 17, 2013 at 4:00 p.m. ATTACHMENTS: Name:Description:Type: 082013_EAO_-_Minutes.docx EAO Mtg Minutes 08/20/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT EXECUTIVE-ADMINISTRATIVE-ORGANIZATIONAL COMMITTEE MEETING Tuesday, August 20, 2013, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 20, 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. 2. ROLL CALL COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Damon Micalizzi, Public Info Officer John DeCriscio, Operations Manager OTHER ATTENDEES Roger Yoh, Director, Orange County Water District Mike Markus, General Manager, Orange County Water District Arthur G. Kidman, Partner, Kidman Law LLP Heather Stratman, Senior Director, Townsend Public Affairs, Inc. 3. PUBLIC COMMENTS None. (The following items were taken out of order.) 5. DISCUSSION ITEMS 5.1. Status of Legislative Affairs (Verbal Report) Mrs. Stratman and the Committee discussed local and state issues of interest to the District. Mrs. Stratman left the meeting following discussion of Item No. 5.1. Director Yoh and Mr. Markus joined the meeting prior to discussion of Item No. 5.3. 5.3. Status of OCWD Annexation Project (Verbal Report) Mr. Conklin reported on the August 15, 2013 and August 19, 2013 meetings concerning OCWD annexation. He noted that the tone and direction of the discussion at those meetings prompted Mr. Mike Markus to suggest that he and Director Roger Yoh meet with the YLWD EAO 2 Committee to further discuss the annexation approval process and agreement issues. The Committee had an informative discussion with Director Yoh and Mr. Markus. Director Yoh and Mr. Markus left the meeting following discussion of Item No. 5.3. 4. ACTION CALENDAR 4.1. ACWA Election of Region 10 Board for 2014-2015 Term Mr. Conklin reported that ACWA is requesting the vote of YLWD for offices for the ACWA Region 10 Board. Following discussion, the Committee asked that this item go to the Board for discussion and determination without a recommendation from the Committee. 4.2. Renewal of ISDOC OCCOG Membership Mr. Conklin reported that ISDOC is requesting the YLWD Board consider three items of importance—that is, the Board consider supporting ISDOC’s membership renewal in OCCOG, confirm that the Board has no additional amendments to the proposed ISDOC bylaws, and supports the proposed ISDOC procedural changes, as defined in the OSDOC letter dated August 9, 2013. Following discussion, the Committee was in general agreement with the request, but asked Mr. Conklin to confirm with Director Collett, the District’s representative to ISDOC. This will be brought to the Board for input from Director Collett and consideration. 4.3. ACWA Committee Appointment Nominees for 2014-2015 Term Mr. Conklin reported that ACWA is seeking nominees for committee appointments. Following discussion, the Committee had no recommendations for appointment of YLWD directors, but recommends that the Board support the nomination of Mr. Art Kidman for re- appointment to the ACWA Legal Affairs Committee. 5. DISCUSSION ITEMS CONTINUED 5.2. MWDOC Water Wagon (Verbal Report) Mr. Conklin recalled when the idea of trailer-mounted water tanks was first proposed by MWDOC about two years ago, and how YLWD considered the pros and cons and ultimately decided at a staff-level not to participate in the offer. Mr. Conklin and Mr. DeCriscio provided a hand-out that was reviewed with the Committee summarizing the various considerations. Following discussion, the Committee asked that the hand-out be forwarded to MWDOC and to Director Brett Barbre. Director Kiley will review the information with Councilman Hernandez. 3 5.4. Status of Sage and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin reported that he is not aware of any new information on this matter. He provided copies of the August 2013 LAFCO Newsletter item that made note of the Stakeholder Focus Group established by LAFCO to try to bring the parties together. 5.5. Status of Plumosa Property Sale (Verbal Report) Mr. Conklin reported that the District is requesting proposals for the preparation of a MAI appraisal for the property. 5.6. Status of YLWD/City of YL Joint Agency Committee Meeting – August 21, 2013 at 6:00 p.m. Mr. Conklin reported on planning for the subject meeting on August 21 at City Hall, noting that he met with the new City Manager, Mark Pulone, on August 19, 2013, to introduce himself and briefly discuss the items on the agenda for the meeting. 5.7. Status of YLWD/City of Placentia Joint Agency Committee Meeting – Date and time to be determined. Mr. Conklin reported that he contacted City Manager, Troy Butzloff, about a meeting in the fall. Mr. Butzloff indicated that he will contact his council representatives for potential meeting dates in October. 5.8. Status of Operations and Efficiency Study (Verbal Report) Mr. Conklin reported that he is not aware of any problems or issues and understands that the study is in preparation, being directed through the District’s Ad Hoc Committee. 5.9. Fire Retardant Evaluation (Verbal Report) Mr. Conklin reported that staff has completed a draft report listing District facilities in fire-prone areas and an evaluation of relative risk. He noted that last week, staff visited the various sites with a representative from Fire Break Spray Systems and is awaiting a written response with thoughts and recommendations. Findings will be brought to EAO when complete. 5.10. Revision of District Policies Related to the Acceptance of Gifts (Verbal Report) Mr. Conklin reported that this is an issue to be addressed by staff, but has been delayed in order to address other issues of higher priority. 5.11. Director’s & Acting General Manager Fees & Expense Report The Committee reviewed the report and provided no comments. 5.12. Status of Strategic Plan Initiatives Mr. Conklin reviewed the subject initiatives with the Committee. 4 5.13. Future Agenda Items and Staff Tasks The Committee asked staff to schedule a tour of the new OC Sheriff facilities in Yorba Linda when completed. The Committee adjourned to Closed Session at 5:52 pm. Directors Melton and Kiley were present. Also present were Messrs. Conklin and Kidman. 6. CLOSED SESSION 6.1. 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) 6.2. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA, Sacramento – Case No. 34-2013-800001529) 6.3. 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 6.4. 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 written communications from potential plaintiffs threatening litigation. Number of Potential Cases: One The Committee reconvened in Open Session at 6:07 pm. Director Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 5 7. ADJOURNMENT 7.1. The meeting was adjourned at 6:07 pm. The next Executive- Administrative- Organizational Committee meeting is scheduled to be held Tuesday, September 17, 2013 at 4:00 p.m. ITEM NO. 12.2 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Finance-Accounting Committee (Hawkins/Melton) · Minutes of meeting held August 26, 2013 at 12:00 p.m. · Meeting scheduled September 16, 2013 at 12:00 p.m. ATTACHMENTS: Name:Description:Type: 082613_FA_-_Minutes.doc FA Mtg Minutes 08/26/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING Monday, August 26, 2013 12:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 26, 2013 meeting of the Yorba Linda Water District’s Finance- Accounting Committee was called to order by Director Hawkins at 12:00 p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Phil Hawkins, Chair Steve Conklin, Acting General Manager Director Gary T. Melton Delia Lugo, Acting Finance Manager 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. Unaudited Financial Statements for Period Ending June 30, 2013 Mrs. Lugo presented the unaudited quarterly financial statements to the committee. She explained that these statements would change pending further reconciliations and journal entries pertaining to the year-end processes of the annual audit. The June 2013 debt service coverage is at 1.72%, well above the 1.10% required coverage level. Due to the annual audit field work being postponed till October 28, 2013, Delia explained that there will not be unaudited statements to present for the 1th quarter of FY2014. The general ledger balances would need to be rolled over by closing the books for FY 2013. After some further discussion about the financial statements the Committee supported staff recommendation to present the June 2013 Unaudited Financial Statements on the Consent Calendar for the next Board meeting. 5. DISCUSSION ITEMS 5.1. Investment Report for the Period Ending July 31, 2013 Mrs. Lugo presented the investment report for July 2013. In discussion the Committee was told that the District’s investment portfolio’s average yield is 0.69%. Committee confirmed that the par value of each Certificate of Deposit investment is below $250,000 due to the FDIC’s threshold. The yields of CDs and Federal Agency Securities purchased are 1.23% or below due to the timing of the purchases which was in late May and early 2 June. Discussion regarding the LOC, the total amount drawn, and which current project expenses are included in the draws occurred. 5.2. Budget-to-Actual Reports for July 31, 2013 Mrs. Lugo shared the July 2013 Budget-to-Actual results with the Committee. As the current fiscal year opens, there are no items or financial activity to highlight. It has been requested that a column displaying the Year to Date Under/(Over) Budget be included in the future monthly Budget-to-Actual reports submitted for discussion. 5.3. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 12:45 p.m. The next Finance-Accounting Committee meeting is scheduled to be held Monday, September 16, 2013 at 12:00 p.m. ITEM NO. 12.3 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Personnel-Risk Management Committee (Collett/Beverage) · Minutes of meeting held August 13, 2013 at 4:00 p.m. · Minutes of meeting held September 10, 2013 at 4:00 p.m. (To be provided at the next regular Board meeting.) · Meeting scheduled October 8, 2013 at 4:00 p.m. ATTACHMENTS: Name:Description:Type: 081313_PRM_-_Minutes.doc PRM Mtg Minutes 08/13/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, August 13, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 13, 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 STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Gina Knight, HR and Risk Manager 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. Claim Filed by Cozen O’Connor on behalf of Tenet Healthcare Corporation The Committee discussed this claim and instructed staff to present this claim to the full board of Directors with the recommendation to reject and refer the claim to ACWA-JPIA for investigation, appraisal and handling. 5. DISCUSSION ITEMS 5.1. Human Resources, Risk Management, and Safety Activity The Committee reviewed and discussed the department’s activity log. In addition, staff reported on the status of the following recruitments: Safety and Training Coordinator, Accounting Assistant II, limited-term Senior Accountant and Water Production Superintendent. Staff will conduct second interviews for the top three candidates for the Safety and Training Coordinator position during the third week of August. The Accounting Assistant II was filled with an internal candidate, Maria Trujillo. The Water Production Superintendent recruitment opened on July 30, 2013 and will close on August 20, 2013. Staff informed the Committee that a limited-term Senior Accountant position would open on August 12, 2013. This position will only be for a six month term to assist the incumbent who was assigned to fill the Finance Manager position in an acting capacity. 2 5.2. Status of Performance Evaluations (Verbal Report) The Committee discussed the status of existing past-due performance evaluations. The Committee commented on the significant reduction in past-due performance evaluations. 5.3. Status of Assessment of Job Descriptions and Titles (Verbal Report) The Personnel-Risk Management Committee discussed the need to review the following job specs: Finance Manager, IT Manager and Human Resources/Risk Manager to assess the accuracy of the listed duties in relation to the actual duties performed. The Committee directed staff to make this task a priority for the near future. 5.4. Status of General Manager Recruitment (Verbal Report) Staff reported on the status of the General Manager recruitment and the scope of work related to the assessment center. 5.5. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:15 p.m. The next Personnel-Risk Management Committee meeting is scheduled to be held Tuesday, September 10, 2013 at 4:00 p.m. ITEM NO. 12.4 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Planning-Engineering-Operations Committee (Kiley/Hawkins) · Minutes of meeting held September 3, 2013 at 12:00 p.m. · Meeting scheduled October 7, 2013 at 12:00 p.m. ATTACHMENTS: Name:Description:Type: 090313_-_PEO_Minutes.docx PEO Mtg Minutes 09/03/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Tuesday, September 3, 2013, 12:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The September 3, 2013 meeting of the Yorba Linda Water District’s Planning- Engineering-Operations Committee was called to order by Director Kiley at 12:00 p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Phil Hawkins John DeCriscio, Operations Manager 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 16208 Mr. Conklin reported that Shapell Homes is proposing to develop Tract 16208 into 49 single-family residential units on 18.55 acres. The project is located within the area covered by the Pre-Annexation Agreement that was executed on July 25, 2006 between the District and Shapell Industries, Inc. Following discussion, the Committee supported the staff recommendation that the Board approve the Terms and Conditions for Water and Sewer Service with Shapell for Tract 16208. 5. DISCUSSION ITEMS 5.1. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported on the above, two months into the new FY. He noted that demand for the month was 3.9% above that projected. He pointed out that we will be drawing more import water early in the FY before the price goes up in January, and more groundwater thereafter, with an end-goal of achieving our BPP of 51.8%. 5.2. Monthly Production Summary Report Mr. DeCriscio reviewed this report with the Committee, describing water production, weather conditions, water quality, and equipment taken out and returned to service in the month of August. 2 5.3. Monthly Preventative Maintenance (PM) Report Mr. DeCriscio described the status of PM work for the first two months of the FY. He noted that staff has determined that they will need to emphasize PM on our 150 pressure regulating valves this year. He reported on the sewer cleaning, televising and repair work. The Committee asked for more details on the sewer work, which will be provided by the Sewer Crew leader at the next PEO Committee meeting. 5.4. Groundwater Producers Meeting Report Mr. Conklin reported on the above meeting, including information on the Huntington Beach Ocean Desal Project, study of OCWD and MWDOC consolidation, the water bond, and highlights of the FY 12-13 OCWD Recharge Report. 5.5. Status of OCWD Annexation Process (Verbal Report) Mr. Conklin reported that efforts continue to bring the EIR and the annexation agreements with each of the three agencies to the Sep 12 OCWD Board meeting for consideration. He noted that a meeting is scheduled with the Groundwater Producers on Sep 5 to discuss the offsetting conditions presented in the latest draft of the annexation agreements. 5.6. Status of Cielo Vista and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin indicated that there has been no activity on these developments that he is aware of. 5.7. Discussion Regarding a Water Trailer (Verbal Report) Mr. Conklin and Mr. DeCriscio discussed the pros and cons of obtaining and maintaining a 2,000-gallon capacity water trailer. They also discussed the option of purchasing smaller 200-gallon tanks that could be placed in District pickup trucks. Following discussion, the Committee asked staff to pursue the option of smaller tanks. 5.8. Box Canyon Booster Pump #1 Repairs Mr. DeCriscio reported on the noise with the motor that lead to the need to replace the mechanical seal that lead to the need to remove and inspect the condition of the pump in Unit #1. The motor was repaired, but it was determined that replacement of the pump with a new, more efficient unit could be provided for the same price as rebuilding the older, less efficient one. Following discussion, the Committee concurred with this plan, which will be funded at a total cost of approximately $25,000 from the Maintenance Reserve Fund. 5.9. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. 3 5.10. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan initiatives relating to engineering and operational objectives. 5.11. Future Agenda Items and Staff Tasks Mr. Conklin updated the Committee on planning work in progress at the Well 21 site on OCWD property. He indicated that OCWD staff asked that the construction of the erosion control chute into Conrock Basin be constructed as soon as possible, while the water level in Conrock is very low, in the next two months. The Committee concurred with the plan by staff to get the concrete work on the slope completed shortly. 6. ADJOURNMENT 6.1. The meeting was adjourned at 1:10 p.m. The next Planning-Engineering- Operations Committee meeting is scheduled to be held Monday, October 7, 2013 at 12:00 p.m. ITEM NO. 12.5 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Public Affairs-Communications-Technology Committee (Beverage/Collett) · Minutes of meeting held August 27, 2013 at 4:00 p.m. · Minutes of meeting held September 9, 2013 at 4:00 p.m. (To be provided at the next regular Board meeting.) · Meeting scheduled October 7, 2013 at 4:00 p.m. ATTACHMENTS: Name:Description:Type: 082713_PACT_-_Minutes.docx PACT Mtg Minutes 08/27/13 Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING Tuesday, August 27, 2013, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 27, 2013 meeting of the Yorba Linda Water District’s Public Affairs- Communications-Technology Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Mgr Director Ric Collett Delia Lugo, Acting Finance Manager Damon Micalizzi, Public Info Officer 3. PUBLIC COMMENTS None. 4. ACTION CALENDAR 4.1. Dynamics GP Upgrade Mr. Conklin reported that the proposed upgrade would update the District’s Dynamics GP software to its most current version and allow the District to continue to receive tax updates. The cost quotation and proposed scope of work provided by Cogsdale was reviewed with the Committee. Following discussion, the Committee supported the staff recommendation that the Board approve an amendment to the PSA with Cogsdale for the described software update for a total fee not to exceed $24,750. 5. DISCUSSION ITEMS 5.1. Status of Dynamics GP Consultant (Verbal Report) Mrs. Lugo and Mr. Conklin reported on the status of work being provided by our consultant for software upgrades, coordination and training for the Human Resources module. It was reported that HR, IT and Finance Dept staff are pleased with the progress, and that additional conference calls with the consultant are planned for September. 5.2. Draft Fall Newsletter Content (To be provided at the meeting.) The Committee reviewed the Draft Content suggesting only minor edits. A draft layout will be provided to the Committee at the next meeting on September 9, 2013. 2 5.3. Review of District Information Brochure The Committee discussed the content of the Brochure making minor revisions to the “Fast Facts” page and suggesting a change of one of the photos. 5.4. District Participation in Upcoming Events The Committee discussed the District’s participation in the upcoming Costco Health and Business Expo, the Chamber of Commerce’s Chili Cook off and Car Show, the Placentia Heritage Festival & Parade and the YL Fiesta Days Parade & Race. 5.5. Future Outreach and Press Relations (Verbal Report) Mr. Micalizzi updated the Committee on current events that might be of interest to the media and the District’s position on those topics. 5.6. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:40 p.m. The next Public Affairs- Communications-Technology Committee meeting is scheduled to be held Monday, September 9, 2013 at 4:00 p.m. ITEM NO. 12.8 AGENDA REPORT Meeting Date: September 12, 2013 Subject:YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) · Minutes of meeting held August 21, 2013 at 6:00 p.m. · Meeting scheduled October 16, 2013 at 6:00 p.m. ATTACHMENTS: Name:Description:Type: 082113_-_City_of_YL_Minutes.docx YLWD/City of YL Mtg Minutes 08/21/13 Minutes YLWD/CC BOARD MINUTES AUGUST 21, 2013 PAGE 1 CITY OF YORBA LINDA Land of Gracious Living YORBA LINDA WATER DISTRICT/ CITY COUNCIL JOINT ADVISORY COMMITTEE MEETING MINUTES August 21, 2013 6:00 p.m. CALL TO ORDER The Yorba Linda Water District/City Council Joint Advisory Committee meeting convened at 6:00 p.m. in the Council Chambers at 4845 Casa Loma Avenue, Yorba Linda. PLEDGE OF ALLEGIANCE City Manager Mark Pulone ROLL CALL Committee Members City Council: John Anderson, Gene Hernandez Water District: Robert Kiley, Mike Beverage Staff Members: City: Marcia Brown, Allison Estes, Steve Harris, Mark Pulone, Jim Smith Water District: Steve Conklin, Damon Micalizzi Others: Battalion Chief Randy Black PUBLIC COMMENTS None YLWD/CC BOARD MINUTES AUGUST 21, 2013 PAGE 2 ACTION CALENDAR 1. Minutes of the YLWD/City of Yorba Linda Joint Agency Committee meeting held on June 19, 2013 The Yorba Linda Water District/City Council Committee approved the minutes of the June 19, 2013 Joint Agency meeting. DISCUSSION ITEMS 2. Landscape Maintenance Assessment Districts Interim Public Works Director Jim Smith provided a brief update on the Landscape Maintenance Citizen Advisory Committee (LMCAC). The next meeting would be held on August 22nd at 6:30 p.m. Board Member Mike Beverage inquired about having a Yorba Linda Water District Board Member serve as a liaison to the LMCAC. Board Members Anderson and Hernandez agreed to have the YLWD designate a liaison to attend the LMCAC meetings, not as a voting member but as a representative of the Water District. 3. Cielo Vista/Esperanza Hills Developments Community Development Director Steve Harris provided an update on the two housing developments and reviewed the details of the meeting between Orange County Board of Supervisor Todd Spitzer, Mayor Tom Lindsey and staff. Some of the topics discussed were increased communication between County and City Hall staff, the City’s concern with both projects, specifically, traffic & environmental impacts, and the large scale of development. Board Members and staff discussion ensued regarding fire prevention requirements and standards including sprinklers, fire hydrants, pump stations, water pressure and volume. 4. Sale of 4622 Plumosa Drive Property Acting General Manager Steve Conklin stated that he and City staff met with National Core to determine their interest in the property. National Core requested a MAI appraisal be performed. The Water District is arranging to have an appraisal prepared and more information will be provided by the next meeting. 5. Potential Use of District Sites for Recreational Purposes Acting General Manager Conklin distributed a list of the Water District’s reservoir sites and provided a general description of the sites such as fencing, slopes and parking. Director Michael Beverage commented on Water District concerns including the lack of funding for maintenance of sites and said they would prefer a city–initiated project. YLWD/CC BOARD MINUTES AUGUST 21, 2013 PAGE 3 City Manager Pulone stated that he forwarded the list of sites to Parks & Recreation Director Bill Calkins to review and that an update would be provided at the meeting to be held in December. 6. Planning for October 16, 2013 Joint Agency Committee Meeting (with OCFA) 5-Year Retrospective on the Freeway Complex Fire Acting General Manager Conklin stated that the joint agency meeting was scheduled for October 16, 2013 and proposed that it be held at the City of Yorba Linda Community Center. The joint meeting would include the Orange County Fire Authority and Orange County Sheriff’s Department. Acting General Manager Conklin introduced YLWD Public Information Officer Damon Micalizzi, who spoke on the proposed meeting. Mr. Micalizzi said the Sheriff’s Department would be doing a presentation on ingress/egress and evacuation procedures and the OCFA would also provide a presentation. The YLWD would speak on infrastructure changes and enhancements to their system since before the Freeway Complex Fire. Dave Ramocinski, resident, cautioned the Water District to be aware that they are still in active litigation and to pay attention to the terms of the Global Settlement Agreement. Director Beverage stated that the meeting would have no relation to the Global Settlement Agreement and that the Water District’s attorney would be present at the meeting. 7. Other Items for Discussion Councilmember Hernandez discussed a recent article in the paper regarding water rate increases. Director Beverage replied that the Water District only charges what it costs them to provide the service with sufficient contingency to handle emergencies. 8. Establishment of Future Meeting Dates The next Committee meeting will be at 6:30 p.m. on October 16, 2013 and will be held at the Community Center. 9. Potential Future Agenda Items Councilmember Hernandez suggested discussing the results of the October 16th joint agency meeting as well as feedback regarding Item 5, Potential Use of District Sites for Recreational Purposes, at the meeting in December. Modesto Llanos, resident, commented on the use of water agency facilities for joint recreational purposes, and said it is quite common in many cities across the US and overseas. YLWD/CC BOARD MINUTES AUGUST 21, 2013 PAGE 4 ADJOURNMENT City Manager Pulone adjourned the meeting at 7:16 p.m. to the next Yorba Linda Water District/City Council Joint Advisory Committee meeting at 6:00 p.m. on October 16, 2013 ___________________________________ Marcia Brown, CMC, City Clerk City of Yorba Linda ITEM NO. 14.1 AGENDA REPORT Meeting Date: September 12, 2013 Subject:Meetings from September 13, 2013 - October 31, 2013 ATTACHMENTS: Name:Description:Type: BOD_-_Activities_Calendar.pdf BOD Activity Calendar Backup Material Event Date Attendance by: September 2013 Finance-Accounting Committee MeetingMon, Sep 16Hawkins/Melton Exec-Admin-Organizational Committee MeetingTue, Sep 17Melton/Kiley Yorba Linda City CouncilTue, Sep 17Collett MWDOC BoardWed, Sep 18Melton OCWD BoardWed, Sep 18Kiley Board of Directors Special MeetingThu, Sep 19 Citizens Advisory Committee MeetingMon, Sep 23Beverage Joint Committee Meeting with MWDOC and OCWDTue, Sep 24Beverage/Melton Yorba Linda Planning CommissionWed, Sep 25Hawkins Board of Directors Regular MeetingThu, Sep 26 City of YL LMAD CAC MeetingThu, Sep 26Kiley October 2013 Yorba Linda City CouncilTue, Oct 1Kiley MWDOC/MWD WorkshopWed, Oct 2Melton OCWD BoardWed, Oct 2Kiley Board of Directors Workshop MeetingThu, Oct 3 WACOFri, Oct 4Hawkins/Kiley Planning-Engineering-Operations Committee MeetingMon, Oct 7Kiley/Hawkins Pub Affairs-Communications-Tech Committee MeetingMon, Oct 7Beverage/Collett Personnel-Risk Management Committee MeetingTue, Oct 8Collett/Beverage LAFCOWed, Oct 9Beverage Yorba Linda Planning CommissionWed, Oct 9Melton Board of Directors Regular MeetingThu, Oct 10 City of YL LMAD CAC MeetingThu, Oct 10Beverage Exec-Admin-Organizational Committee MeetingTue, Oct 15Melton/Kiley Yorba Linda City CouncilTue, Oct 15Collett MWDOC BoardWed, Oct 16Melton OCWD BoardWed, Oct 16Kiley Joint Committee Meeting with City of Yorba LindaWed, Oct 16Kiley/Beverage Yorba Linda Planning CommissionWed, Oct 23Hawkins Board of Directors Regular MeetingThu, Oct 24 City of YL LMAD CAC MeetingThu, Oct 24Kiley Citizens Advisory Committee MeetingMon, Oct 28Beverage Finance-Accounting Committee MeetingMon, Oct 28Hawkins/Melton ISDOCThu, Oct 31Collett 8:30AM 6:30PM 8:30AM 12:00PM 11:30AM 4:00PM 6:30PM 8:30AM 5:30PM 6:30PM 6:30PM 4:00PM 4:00PM 8:30AM 6:30PM 8:30AM 6:30PM 6:30PM 8:30AM 5:30PM 9:00AM 7:45AM 12:00PM 4:00PM 6:30PM 8:30AM 6:30PM 4:00PM 6:30PM 8:30AM 5:30PM 8:30AM 8:30AM Board of Directors Activity Calendar Time 12:00PM 9/5/2013 10:39:03 AM