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Home My WebLink About2014-02-10 - Executive-Administrative-Organizational Committee Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT EXEC- ADMIN- ORGANIZATIONAL COMMITTEE MEETING Monday, February 10, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Ric Collett Damon Micalizzi, Public Information Officer 3. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 4. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 4.1. Status of Legislative Affairs (Verbal Report) 5. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 5.1. Amendments to the District's Conflict of Interest Code Recommendation: That the Committee recommend the Board of Directors approve Resolution No. 14 -XX Adopting a Conflict of Interest Code for the Yorba Linda Water District. 6. DISCUSSION ITEMS CONTINUED 6.1. Draft BOD and Admin Department Budgets FY 14/15 (To be provided at the meeting.) 6.2. MWDOC Turf Removal Rebate Program 6.3. Directors and General Manager Fees & Expense Report - Second Qtr FY 2013 -14 6.4. Status of Sage and Esperanza Hills Development Projects (Verbal Report) 6.5. Status of Legal Services Being Provided to the District (Verbal Report) 6.6. Future Agenda Items and Staff Tasks 7. CLOSED SESSION The Committee may hold a closed session on items related to personnel, labor relations and /or litigation. The public is excused during these discussions. 7.1. 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) 7.2. Conference with Legal Counsel - Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Related to line break at 1301 North Rose Drive, Placentia CA 92870. Number of Potential Cases: One 7.3. 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 potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 7.4. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda CA Agency Negotiators: Steve Conklin Negotiating Parties: To Be Determined Under Negotiation: Price and Terms of Payment 8. ADJOURNMENT 8.1. The next Executive - Administrative - Organizational Committee meeting is scheduled to be held Monday, March 10, 2014 at 4:00 p.m. Items Distributed to the Committee 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 Committee 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. Meeting Date Subject: ATTACHMENTS: Name: SB 946 One Pager.pdf AGENDA REPORT February 10, 2014 Status of Legislative Affairs (Verbal Report) sb 946 bill 20140205 introduced.odf ITEM NO. 4.1 Description: Type: Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting rior to the Meeting SENATE BILL 946 Request for Legislative Support The Orange County Sanitation District (OCSD) Board of Directors is comprised of 25 members, representing municipalities, water and wastewater agencies throughout North and Central Orange County. The City of Yorba Linda held a seat on the OCSD Board of Directors to represent ratepayers within the City of Yorba Linda. However, in 2010 the City of Yorba Linda transferred sewer service and responsibility to the Yorba Linda Water District through a formal agreement. In addition to transferring service and responsibility to the Yorba Linda Water District, the City also agreed to relinquish the OCSD Board seat to the Water District. By mutual agreement of all parties involved including the OCSD, the City of Yorba Linda and the Yorba Linda Water District, the OCSD seeks to amend the District Act to substitute the Board seat held by the City of Yorba Linda to allow representation for the residents of Yorba Linda by the Yorba Linda Water District. Senator Huff (R -33) agreed to author the bill. SB 946, introduced on February 5, 2014, will provide for the appropriate legislative amendment to the OCSD District Act to allow formal representation by the Yorba Linda Water District for the purposes described above. The Orange County Sanitation District would appreciate your formal support for this legislation. A letter of support is attached. Should you have questions, please contact Jim Herberg at 714 - 962 -2411 or Heather Stratman at 949 -399- 9050. Jim r1 r r`J f- �I t 'rI r r» r Backup Material Distributed Less Than 72 Hours Prior to the Meeting SENATE BILL No. 946 Introduced by Senator Huff February 5, 2014 An act to amend Section 4730.65 of the Health and Safety Code, relating to community facilities. LEGISLATIVE COUNSEL'S DIGEST SB 946, as introduced, Huff. Community facilities: consolidated sanitation district. Under the Community Facilities Law of 1911, the governing body of a consolidated sanitation district located in Orange County, which has been formed under specified circumstances, is composed of one member of the city council of each city located wholly or partially within the district's boundaries, as specified, one member of the county board of supervisors, one member of the governing body of each sanitary district, as specified, and one member of the governing body of a public agency empowered to and engaged in the collection, transportation, treatment, or disposal of sewage, as specified. This bill would revise the governing body of a consolidated sanitation district located in Orange County to instead include one member of the city council of each city, except the City of Yorba Linda, as specified, one member of the county board of supervisors, one member of the governing body of each sanitary district, as specified, one member of the governing body of a public agency empowered to and engaged in the collection, transportation, treatment, or disposal of sewage, as specified, and one member of the governing body of the Yorba Linda Water District. This bill would make legislative findings and declarations as to the necessity of a special statute for the consolidated sanitation district in 99 Backup Material Distributed Less Than 72 Hours Prior to the Meeting SB 946 —2— Orange County, the City of Yorba Linda, and the Yorba Linda Water District. Vote: majority. Appropriation: no. Fiscal committee: no. State - mandated local program: no. The people of the State of California do enact as follows: 1 SECTION 1. Section 4730.65 of the Health and Safety Code 2 is amended to read: 3 4730.65. (a) Notwithstanding Sections 4730, 4730.1 and 4 4730.2, or any other provision of law, a sanitation district in Orange 5 County, that has been created by the consolidation, pursuant to the 6 Cortese -Knox- Hertzberg Local Government Reorganization Act 7 of 2000 (Division 3 (commencing with Section 56000) of Title 5 8 of the Government Code), of one or more sanitation districts, 9 originally established pursuant to Section 4730, and one or more 10 sanitation districts, originally established pursuant to Section 11 4730. 1, shall be referred to, for purposes of this section only, as a 12 consolidated sanitation district and the governing body shall be 13 constituted in accordance with subdivision (b). 14 (b) The governing body of the consolidated sanitation district 15 shall be a board of directors composed of all of the following: 16 (1) One member of the city council of each city located wholly 17 or partially within the district's boundaries, except the City of 18 Yorba Linda, provided, however, a city within the consolidated 19 district, the sewered portion of which city lies entirely within 20 another sanitary district, shall have no representation on the board. 21 (2) One member of the county board of supervisors. 22 (3) One member of the governing body of each sanitary district, 23 the whole or part of which is included in the consolidated sanitation 24 district. 25 (4) One member of the governing body of a public agency 26 empowered to and engaged in the collection, transportation, 27 treatment, or disposal of sewage and which was a member agency 28 of a sanitation district consolidated into a consolidated sanitation 29 district. 30 (5) One member of the governing body of the Yorba Linda Water 31 District. 32 (c) The governing body of the county and each city, sanitary 33 district, and public agency that is a member agency having a 99 Backup Material Distributed Less Than 72 Hours Prior to the Meeting — 3 — SB 946 1 representative on the board of directors of the consolidated 2 sanitation district, may designate one of its members to act in the 3 place of its regular member in his or her absence or his or her 4 inability to act. 5 (d) No action shall be taken at any meeting of the consolidated 6 district's board of directors unless a majority of all authorized 7 members of the board of directors is in attendance. 8 (e) A majority of the members of the board of directors present 9 shall be required to approve or otherwise act on any matter except 10 as otherwise required by law. 11 SEC. 2. The Legislature finds and declares that a special law 12 is necessary and that a general law cannot be made applicable 13 within the meaning of Section 16 of Article IV of the California 14 Constitution because of the special circumstances surrounding the 15 change in composition of the governing body of the consolidated 16 sanitation district in Orange County resulting from the transfer of 17 sanitation duties from the City ofYorba Linda to the Yorba Linda 18 Water District. 31 99 AGENDA REPORT Meeting Date: February 10, 2014 To: Executive- Administrative- Organizational Committee From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Annie Alexander, Executive Secretary Dept: ITEM NO. 5.1 Administration Reviewed by Legal: Pending Subject: Amendments to the District's Conflict of Interest Code STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Resolution No. 14 -XX Adopting a Conflict of Interest Code for the Yorba Linda Water District. DISCUSSION: The Political Reform Act requires every local government agency to notify its code reviewing body (in YLWD's case this is the Orange County Board of Supervisors) when its Conflict of Interest code requires amendment. Staff recently reviewed the District's code and has identified the following minor revisions: • The position of Associate Engineer was added. • The position of Project Engineer was renamed to Construction Project Supervisor. • The position of Operations Assistant was renamed to Operations /Warehouse Assistant. • The position of Chief Plant Operator was renamed to Water Production Superintendent. The attached exhibits reflect these modifications and will be sent to legal counsel for review along with the associated resolution. PRIOR RELEVANT BOARD ACTION(S): The Conflict of Interest Code for the District was last amended on October 25, 2012 by Resolution No. 12 -26. ATTACHMENTS: Name: Description: Type: Resolution No. 14- XX Adopting a Conflict of Interest Code.doc Resolution Resolution COICombinedReport Draft.pdf Exhibits - Red Line Exhibit COICombinedReport - Final.pdf Exhibits - Final Exhibit RESOLUTION NO. 14 -XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING A CONFLICT OF INTEREST CODE WHICH SUPERSEDES ALL PRIOR CONFLICT OF INTEREST CODES AND AMENDMENTS PREVIOUSLY ADOPTED WHEREAS, the Political Reform Act of 1974, Government Code Section 81000 et. seq. ( "the Act "), requires a local government agency to adopt a Conflict of Interest Code pursuant to the Act; and WHEREAS, the Yorba Linda Water District has previously adopted a Conflict of Interest Code and that Code now requires updating; and WHEREAS, amendments to the Act have in the past and foreseeably will in the future require conforming amendments to be made to the Conflict of Interest Code; and WHEREAS, the Fair Political Practices Commission has adopted a regulation, Title 2, California Code of Regulations, Section 18730, which contains terms for a standard model Conflict of Interest Code, which, together with amendments thereto, may be adopted by public agencies and incorporated by reference to save public agencies time and money by minimizing the actions required of such agencies to keep their codes in conformity with the Political Reform Act. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The terms of Title 2, California Code of Regulations, Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and, together with Exhibits A and B in which positions are designated and disclosure categories are set forth, constitute the Conflict of Interest Code of the Yorba Linda Water District. Section 2. The provisions of all Conflict of Interest Codes and Amendments thereto previously adopted by the Yorba Linda Water District are hereby superseded. Section 3. The Filing Officer is hereby authorized to submit the updated Conflict of Interest Code to the Clerk of the Orange County Board of Supervisors for review and approval by the Orange County Board of Supervisors as required by California Government Code Section 87303. Resolution No. 14 -XX Adopting a Conflict of Interest Code PASSED AND ADOPTED this 27th day of February 2014, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Robert R. Kiley, President Yorba Linda Water District ATTEST: Steve Conklin, Board Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law LLP Resolution No. 14 -XX Adopting a Conflict of Interest Code ��lOFO� -as 1889- 9LIfi RN1P Conflict of Interest Code EXHIBIT A (Final Draft) Entity: Water Districts Agency: Yorba Linda Water District Position Disclosure Category Files With Status Associate Engineer OC -05 COB Added Attorney OC -01 COB Unchanged Construction Project Supervisor OC -05 COB Renamed Consultant OC -30 Agency Unchanged Customer Service Supervisor OC -05 COB Unchanged Engineering Manager OC -41 COB Unchanged Human Resources and Risk Manager OC -41 COB Unchanged Information Systems Administrator OC -05 COB Unchanged Information Technology Manager OC -41 COB Unchanged Management Analyst OC -05 COB Unchanged Operations Manager OC -41 COB Unchanged Operations /Warehouse Assistant OC -05 COB Renamed Public Information Officer OC -05 COB Unchanged SCADA Administrator OC -05 COB Unchanged Senior Accountant OC -05 COB Unchanged Senior Project Manager OC -05 COB Unchanged Water Maintenance Superintendent OC -05 COB Unchanged Water Production Superintendent OC -05 COB Renamed Water Quality Engineer OC -05 COB Unchanged Total: 19 OFFICIALS WHO ARE SPECIFIED IN GOVERNMENT CODE SECTION 87200 Officials who are specified in Government Code section 87200 (including officials who manage public investments, as defined by 2 Cal. Code of Regs. § 18701 (b)), are NOT subject to the Agency's Conflict of Interest Code, but are subject to the disclosure requirements of the Political Reform Act, Government Code section 87100, et seq. Gov't Code § 87203. These positions are listed here for informational purposes only. The positions listed below are officials who are specified in Government Code section 87200: Finance Manager (Treasurer) Files with COB Unchanged General Manager (Secretary) Files with COB Unchanged Member of the Board of Directors Files with COB Unchanged The disclosure requirements for these positions are set forth in Government Code section 87200, et. seq. They require the Run date /time: Wednesday, February 05 2014 04:35:15 PM Page 1 of 2 Conflict of Interest ' , ��,�25.1889 2p74 EXHIBIT A (Final Draft) O'911F R�� Entity: Water Districts Agency: Yorba Linda Water District disclosure of interests in real property in the agency's jurisdiction, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Run date /time: Wednesday, February 05 2014 04:35:15 PM Page 2 of 2 �/�C�y5.1889 2plg �`9LtF RN1P Disclosure Descriptions EXHIBIT B (Final Draft) Entity: Water Districts Agency: Yorba Linda Water District Disclosure Category Disclosure Description Status It has been determined that this position manages public investments and 87200 Filer will file a statement of economic interests pursuant to Government Code Unchanged Section 87200. All interests in real property in Orange County, the authority or the District OC -01 as applicable, as well as investments, business positions and sources of Unchanged income (including gifts, loans and travel payments). All investments in, business positions with and income (including gifts, loans and travel payments) from sources that provide services, supplies, OC -05 materials, machinery, equipment (including training and consulting Unchanged services) used by the County Department, Authority or District, as applicable. Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest category in the code subject to the following limitation: The County Department Head/Director /General Manager /Superintendent /etc. may determine that a particular consultant, although a "designated position," is hired to perform a range of duties that OC -30 is limited in scope and thus is not required to fully comply with the Unchanged disclosure requirements in this section. Such written determination shall include a description of the consultant's duties and, based upon that description, a statement of the extent of disclosure required. The determination of disclosure is a public record and shall be filed with the Form 700 and retained by the Filing Officer for public inspection. All interests in real property in Orange County, the District or Authority, as applicable, as well as investments in, business positions with and income OC -41 (including gifts, loans and travel payments) from sources that provide Unchanged services, supplies, materials machinery, vehicles orequipment ( includin g training and consulting services) used by the County Department, Authority or District, as applicable. Total: 5 Run date /time: Wednesday, February 05 2014 04:35:15 PM Page 1 of 1 ��lOFO� Conflict of 1 1 X. 2p74 EXHIBIT A (Final Draft) �9LIfi RN1P Entity: Water Districts Agency: Yorba Linda Water District Position Disclosure Category Files With Associate Engineer OC -05 COB Attorney OC -01 COB Construction Project Supervisor OC -05 COB Consultant OC -30 Agency Customer Service Supervisor OC -05 COB Engineering Manager OC -41 COB Human Resources and Risk Manager OC -41 COB Information Systems Administrator OC -05 COB Information Technology Manager OC -41 COB Management Analyst OC -05 COB Operations Manager OC -41 COB Operations/Warehouse Assistant OC -05 COB Public Information Officer OC -05 COB SCADA Administrator OC -05 COB Senior Accountant OC -05 COB Senior Project Manager OC -05 COB Water Maintenance Superintendent OC -05 COB Water Production Superintendent OC -05 COB Water Quality Engineer OC -05 COB Total: 19 OFFICIALS WHO ARE SPECIFIED IN GOVERNMENT CODE SECTION 87200 Officials who are specified in Government Code section 87200 (including officials who manage public investments, as defined by 2 Cal. Code of Regs. § 18701 (b)), are NOT subject to the Agency's Conflict of Interest Code, but are subject to the disclosure requirements of the Political Reform Act, Government Code section 87100, et seq. Gov't Code § 87203. These positions are listed here for informational purposes only. The positions listed below are officials who are specified in Government Code section 87200: Finance Manager (Treasurer) Files with COB General Manager (Secretary) Member of the Board of Directors Files with COB Files with COB The disclosure requirements for these positions are set forth in Government Code section 87200, et. seq. They require the Run date /time: Wednesday, February 05 2014 04:09:22 PM Page 1 of 2 Conflict of Interest ' , ��,�25.1889 2p74 EXHIBIT A (Final Draft) O'911F R�� Entity: Water Districts Agency: Yorba Linda Water District disclosure of interests in real property in the agency's jurisdiction, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Run date /time: Wednesday, February 05 2014 04:09:22 PM Page 2 of 2 �/�C�y5.1889 2plg �`9LtF RN1P Disclosure Descriptions EXHIBIT B (Final Draft) Entity: Water Districts Agency: Yorba Linda Water District Disclosure Category Disclosure Description 87200 Filer It has been determined that this position manages public investments and will file a statement of economic interests pursuant to Government Code Section 87200. All interests in real property in Orange County, the authority or the District as OC -01 applicable, as well as investments, business positions and sources of income (including gifts, loans and travel payments). All investments in, business positions with and income (including gifts, loans and OC -05 travel payments) from sources that provide services, supplies, materials, machinery, equipment (including training and consulting services) used by the County Department, Authority or District, as applicable. Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest category in the code subject to the following limitation: The County Department Head /Director /General Manager /Superintendent /etc. may determine that a particular consultant, although a "designated position," is hired to OC -30 perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant's duties and, based upon that description, a statement of the extent of disclosure required. The determination of disclosure is a public record and shall be filed with the Form 700 and retained by the Filing Officer for public inspection. All interests in real property in Orange County, the District or Authority, as applicable, as well as investments in, business positions with and income (including OC -41 gifts, loans and travel payments) from sources that provide services, supplies, materials, machinery, vehicles, or equipment (including training and consulting services) used by the County Department, Authority or District, as applicable. Total: 5 Run date /time: Wednesday, February 05 2014 04:09:22 PM Page 1 of 1 Meeting Date Subject: ATTACHMENTS: Name: AGENDA REPORT February 10, 2014 ITEM NO. 6.1 Draft BOD and Admin Department Budgets FY 14/15 (To be provided at the meeting.) Actual vs Budaet Thru Dec 2013.pdf Admin Division Only S S Comparison.pdf BOD S S Comparison v1.pdf 1010 Budget for 2014.pdf Budget Detail BOD 2.6.14.pdf Budaet Detail- 2010 FY13- 14.odf Budget Detail- 2010 FY14 -15 FINAL.pdf Description: Type: Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Backup Material Distributed Less Than 72 Hours Prior to the Meeting Name: BOD (1010) Salary Related Expenses: 1 -1010- 0440 -00 SALARIES - DIRECTORS 1- 1010- 0540 -00 FRINGE BENEFITS - D /RECTORS 1- 1010 - 0543 -00 MANDATORYBENEFIT EXPENSE - DIRECTORS Salary Related Expenses Total: Cross Check - Should match Salary Related Expenses Supplies & Services Expenses: 1 -1010- 0600 -00 CONTRACTUAL SERVICES 1- 1010- 0640 -00 DUES,MEMBERSHIPS,SUBSCRIPTIONS 1 -1010- 0650 -00 BOARD ELECTION EXPENSES 1- 1010 - 0780 -00 PROFESSIONAL SERVICES 1- 1010 - 0810 -00 PROFESSIONAL DEVELOPMENT 1 -1010- 0830 -00 TRAVEL & CONFERENCES Supplies & Services Expenses Total: Cross Check - Should match Supplies & Services Department/Div Expenses Total: Actual vs Budget (Dept/Div Expenses) 211012014 1:59 PM For the Six Months Ending Tuesday, December 31, 2013 ORIGINAL BUDGET Jul Actual Aug Actual Sep Actual Oct Actual Nov Actual Dec Actual YTD Original YTD YTD FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Actual FY 2014 Budget FY 2014 Under(Ov... Budget % of I I I Budget I $90,000 $7,200 $6,150 $6,300 $7,500 I 1 $6,000 $39,900 $90,000 $50,100 44,33% 50,877 4,594 4,594 4,583 4,583 4,594 4,573 32,293 50,877 18,584 63.47% 8,400 I 611 620 740 475 642 514 4,187 8,400 4,213 49.85% 149,277 1 5,205 12,414 11,473 11,358 12,736 11,087 1 76,380 149,277 72,897 51.17% 149,277 1 I I 5,205 12,413 11,473 11,358 12,736 11,087 1 1 1 76,380 149,277 72,897 51.17% I 1,500 I 40 I I 60 1,500 1,440 4.00% 5400 I I 9,474 1 1 9,674 5,400 (4,274) 179.15% I 0.00% 102,000 5,000 5,000 8,000 10,000 51000 81150 49,650 102,000 52,350 48.68•/ 4,100 I 600 (600) 1 75 4,100 4,025 1.83% 11,400 I 150 319 1,080 1,811 910 2,849 8,679 11,400 2,721 76,13% 124,400 1 5,150 5,319 9,680 21,325 5,310 10,999 1 68,138 124,400 56,262 54.77% 124,400 i 5,150 5,319 9,697 21,325 5,310 10,999 1 68,154 124,400 56,246 54.79% I 273,677 i 10,355 17,733 21,153 32,683 18,046 22,086 1 144,518 273,677 129,159 52.81% Backup Material Distributed Less Than 72 Hours Prior to the Meeting Name: Date: Admin Dept - Admin Div (2010) Salary Related Expenses: 1. 2010 - 0400 -00 SALARIES 1 -2010- 0400.10 OVERTIME and COMPTIME 1- 2010. 0500 -00 FRINGE BENEFITS 1 -2010- 0545.00 UNEMPLOYMENT INSURANCE EXPENSE 1- 2010-0550.00 FRINGE BENEFITS - OTHER 1- 2010-0555 -00 MANDATORY BENEFIT EXPENSE Salary Related Expenses Total: Cross Check - Should match Salary Related Expenses Supplies & Services Expenses: 1- 2010.0580 -10 Postage 1 -2010- 0600 -W CONTRACTUAL SERVICES 1- 2010 - 0640 -W DUES, MEMBERSHIPS,SUBSCRIPTIONS 1- 2010 - 0690 -W INSURANCE 1- 2010 - 0715.00 DISTRICT EVENTS/MEETINGS 1- 2010 - 0715 -50 Meeting Supplies 1- 1010-0750.00 NON - CAPITAL EQUIPMENT 1- 2010. 0760.00 OFFICE EXPENSE 1- 2010 - 0780 -W PROFESSIONAL SERVICES 1 -2010- 0780 -05 Legal Services 1- 2010- 0780.15 Records Management 1- 2010 - 0780 -36 LEgal Servcies- Water Only 1- 2010 - 0810.00 PROFESSIONAL DEVELOPMENT FY 2014 1- 2010 - 0830.00 TRAVEL & CONFERENCES Supplies & Services Expenses Total: Cross Check - Should match Supplies & Services DepartmenUDiv Expenses Total Dept (2010) FY14 Yorba Linda Water District 2/10/2014 Actual vs Budget (Dept/Div Expenses) 2:09 PM For the Six Months Ending Tuesday, December 31, 2013 ORIGINAL Jul Actual Aug Actual Sap Actual Oct Actual Nov Actual Dec Actual YTD Actual Original Budget YTD Under(Over) YTD % BUDGET FY 2014 I FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 I FY 2014 FY 2014 Budget of Budget I I $258,953 1 $10,089 $33,613 $22,533 $23,363 $20,668 I $21,849 1 $158,784 $258,953 $100,169 flf3Y /o 1 40 271 227 355 23 1 916 (916) 0.00'/0 48,628 1 3,228 3,427 2,984 3,059 2,998 3,739 1 24,442 48,628 24,186 50.26•/ 10,400 1 1,750 458 1 2,208 10,400 8,192 21.23% 167,656 1 187,549 12,252 12,285 12,285 12,285 12,285 1 261,444 167,656 (93,788) 155.94% 26,357 1 I 1,178 3,961 3,210 2,483 2,426 2,570 1 19,482 26,357 6,875 73.92% 511,994 1 202,084 53,524 42,999 41,545 38,635 I 40,466 I 467,276 511,994 44,718 91.27% 511,994 I I I 202,084 53,524 42,998 41,545 38,835 40,465 I I 467,275 511,994 44,719 91.27% I 250 1 I � I 1 250 250 0.00'/0 500 1 I ( I 500 500 0.00•/ 50,060 1 I 24,379 59 19,267 1 43,704 50,060 6,356 87.30•A 1,240 1 I 383 I 1 I 733 1,240 507 59.11% I I 4,050 I 18 75 211 116 9 I 1 124 1 75 602 4,050 31448 14.86% 3,400 I I 1 16 3,400 3,384 0.47% 250 I I 559 I 1 592 250 (342) 236.80•/ 45,000 I 49 7,271 15,356 $30 I 1 23,937 45,000 21,063 53.19% 125,000 1 5,487 2,965 5,603 9,046 713 1 23,812 125,000 101,188 19.05% 22,350 1 137 2,581 220 251 5,309 1,204 1 11,036 22,350 11,314 49.38516 307,000 1 I 10,860 28,940 32,394 9,558 234 1 1 87,671 307,000 219,329 28.56% 3,350 I I 2,194 75 1 2,299 3,350 1,051 68.63% 21000 1 I 150 I 1 I 214 2,000 1,786 10.70% I 564,450 I 24,715 26,217 35,047 54,279 43,819 I 2,350 I 194,691 564,450 369,759 34.49% 564,450 i 24,715 26,216 35,047 54,279 43,818 2,350 I 194,689 564,450 369,761 34.49% 1,076,444 I 226,799 79,741 78,046 95,824 62,654 42,816 1 661,967 1,076,444 414,477 61.50% Dept (2010) FY14 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Administration Department Supplies & Services Comparison * Public Affairs Excluded Expenses (Operating) Supplies & Services Communications Contractual Services Dues & Memberships Insurance District Activities & Events Materials Non - Capital Equipment Office Expense Professional Services Professional Development Travel & Conferences Supplies & Services Sub -Total FY 2013/14 FY 2014/15 Budget Budget $ 250 $ 250 $ 500 $ - $ 50,060 $ 50,060 $ 1,240 $ 1,240 $ 4,050 $ 4,050 $ 3,400 $ - $ 250 $ 250 $ 499,350 $ 380,750 $ 3,350 $ 850 $ 2,000 $ 1,000 $ 564,450 $ 438,450 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Board of Directors Supplies & Services Comparison FY 2013/14 FY 2014/15 Budget Budget Expenses (Operating) Supplies & Services Communications $ - $ - Contractual Services $ 1,500 $ 1,500 Dues & Memberships $ 5,400 $ 13,400 Board Election Expenses $ - $ 75,000 Professional Services $ 102,000 $ 90,000 Professional Development $ 4,100 $ 4,100 Travel & Conferences $ 11,400 $ 9,400 Supplies & Services Sub -Total $ 124,400 $ 193,400 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Section Detail Expense Budget Dept /Section: BOD (1010) FY 2014 Primary GL Category 1- 1010 - 0600 -00 Contractual Services $1,500 Sub Acct No./Sub Category 1- 1010 - 0600 -00 CONTRACTUAL SERVICES (E) 1,500 I Detail Item Description Tablet PC Data Service ($25 x 5) 1,500 1- 1010 - 0640 -00 Dues, Memberships, Subscriptions $5,400 1- 1010 - 0640 -00 DUES,MEMBERSHIPS,SUBSCRIPTI ONS (E) 5,400 ISDOC 100 WACO 200 CSDA 5,000 Colorado River Water Users Assoc 100 1- 1010 - 0780 -00 Professional Services $102,000 1- 1010 - 0780 -00 PROFESSIONAL SERVICES (E) 102,000 Legal Services - Retainer 42,000 Legislative Consultants 60,000 1- 1010 - 0810 -00 Professional Development $4,100 1- 1010 - 0810 -00 PROFESSIONAL DEVELOPMENT (E) 4,100 CSDA Special District Leadership Academy Training 4,100 1- 1010 - 0830 -00 Travel & Conferences $11,400 1- 1010 - 0830 -00 TRAVEL & CONFERENCES (E) 11,400 CRWUA (4 attendees at $1,000 each) 4,000 ACWA (Spring- 2 @ $1,000, Fall- 2 @ $500) 3,000 ISDOC Quarterly 200 CSDA (2 attendees at $1,500 each) 3,000 Other Conferences 1,200 Section Total $124,400 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Section Detail Expense Budget Dept /Section: BOD (1010) FY 2015 Primary GL Category 1- 1010 - 0600 -00 Contractual Services $1,500 Sub Acct No./Sub Category 1- 1010 - 0600 -00 CONTRACTUAL SERVICES (E) 1,500 I Detail Item Description Tablet PC Data Service ($25 x 5) 1,500 1- 1010 - 0640 -00 Dues, Memberships, Subscriptions $13,400 1- 1010 - 0640 -00 Dues, Memberships, Subscriptions 13,400 WACO 200 CSDA 6,000 Colorado River Water Users Assoc 100 CASA 4,500 Water Ed Foundation 2,500 ISDOC 100 1- 1010 - 0650 -00 Board Election Expenses $75,000 1- 1010 - 0650 -10 Elections 75,000 Board Elections (3 seats) 75,000 1- 1010 - 0780 -00 Professional Services $90,000 1- 1010 - 0780 -00 Professional Services 90,000 Legal Services - Retainer 30,000 Legislative Consultants 60,000 1- 1010 - 0810 -00 Professional Development $4,100 1- 1010 - 0810 -00 PROFESSIONAL DEVELOPMENT (E) 4,100 CSDA Special District Leadership Academy Training 4,100 1- 1010 - 0830 -00 Travel & Conferences $9,400 1- 1010 - 0830 -00 Travel & Conferences 9,400 Other Conferences 1,200 CRWUA (2 attendees at $1,000 each) 2,000 CSDA (2 attendees at $1,500 each) 3,000 ACWA (Spring- 2 @ $1,000, Fall- 2 @ $500) 3,000 ISDOC Quarterly 200 Section Total $193,400 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Section Detail Expense Budget Dept /Section: Admin ( Admin) FY 2014 (2010) Primary GL Category 1- 2010 - 0580 -00 Communications Total $250 1- 2010 - 0580 -10 Postage � 250 .• Description Postage 250 1- 2010 - 0600 -00 Contractual Services $500 1- 2010 - 0600 -00 Contractual Services 500 Temp help 500 1- 2010 - 0640 -00 Dues, Memberships, & Subscriptions $50,060 1- 2010 - 0640 -00 DUES,MEMBERSHIPS,SUBSCRIPTI ONS (E) 50,060 Notary Assoc Membership 60 Misc. 1,000 ACWA 19,000 LAFCO 30,000 1- 2010 - 0690 -00 Insurance $1,240 1- 2010 - 0690 -00 INSURANCE (E) 1,240 Notary Insurance (AA) 40 Honesty Bond (SC & AA) 1,200 1- 2010 - 0715 -00 District Activities and Events $4,050 1- 2010 - 0715 -50 Meeting Supplies 4,050 Interagency Meetings 350 All Hands Meetings 2,500 Meeting Supplies 1,200 1- 2010 - 0750 -00 Non - Capital Equipment $3,400 1- 2010 - 0750 -00 Non - Capital Equipment 3,400 Employee Events- Tables, Chairs, etc. 3,400 1- 2010 - 0760 -00 Office Expense $250 1- 2010 - 0760 -00 OFFICE EXPENSE (E) 250 Office Supplies 250 1- 2010 - 0780 -00 Professional Services $505,350 1- 2010 - 0780 -00 PROFESSIONAL SERVICES (E) 45,000 Organizational Efficiency Study 45,000 1- 2010 - 0780 -05 Legal Services 125,000 Routine Legal 125,000 1- 2010 - 0780 -15 Records Management 28,350 Facilitation of Electronic File Clean Up 2,500 Offsite Storage 1,100 Records Retention Schedule Update 250 Records Destruction 500 Laserfiche (ECM) Policy & Procedures Manual 2,500 Records Mgmt Program Policy Manual 9,500 Vault Shelving 12,000 1- 2010 - 0780 -36 --- Water Only Related Expenses 307,000 Freeway Complex Fire Legal Services 250,000 OCWD Annexation Legal Services 47,000 CEQA for Annexation 10,000 1- 2010 - 0810 -00 Professional Development $3,350 1- 2010 - 0810 -00 Professional Development 3,350 CSDA District of Distinction GM Training 850 Laserfiche Conference 1,000 ARMA- RIM Certification 1,500 1- 2010 - 0830 -00 Travel & Conferences $2,000 1- 2010 - 0830 -00 Travel & Conferences 2,000 CUEMF (1 attendee) 1,000 ACWA (1 attendees) 1,000 Section Total $570,450 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Section Detail Expense Budget Dept /Section: Admin ( Admin) FY 2015 (2010) Primary GL Category Total � .• Description 1- 2010 - 0580 -00 $250 1- 2010 - 0580 -10 250 Postage 250 Communications Postage 1- 2010 - 0640 -00 $50,060 1- 2010 - 0640 -00 50,060 Misc. 1,000 Dues, Memberships, & Subscriptions DUES,MEMBERSHIPS,SUBSCRIPTI ONS (E) Notary Assoc Membership 60 ACWA 19,000 LAFCO 30,000 1- 2010 - 0690 -00 $1,240 1- 2010 - 0690 -00 1,240 Notary Insurance (AA) 40 Insurance INSURANCE (E) Honesty Bond (SC & AA) 1,200 1- 2010 - 0715 -00 $4,050 1- 2010 - 0715 -50 4,050 Meeting Supplies 1,200 District Activities and Events Meeting Supplies All Hands Meetings 2,500 Interagency Meetings 350 1- 2010 - 0750 -00 $3,400 1- 2010 - 0750 -00 3,400 Employee Events- Tables, Chairs, etc. 3,400 Non - Capital Equipment Non - Capital Equipment 1- 2010 - 0760 -00 $250 1- 2010 - 0760 -00 250 Office Supplies 250 Office Expense OFFICE EXPENSE (E) 1- 2010 - 0780 -00 $380,750 1- 2010 - 0780 -05 180,000 Routine Legal 180,000 Professional Services Legal Services 1- 2010 - 0780 -15 750 Records Retention Schedule Update 250 Records Management Records Destruction 500 1- 2010 - 0780 -36 200,000 Freeway Complex Fire Legal Services 200,000 - -Water Only Related Expenses 1- 2010 - 0810 -00 $850 1- 2010 - 0810 -00 850 CSDA District of Distinction GM Training 850 Professional Development Professional Development 1- 2010 - 0830 -00 $1,000 1- 2010 - 0830 -00 1,000 ACWA (1 attendees) 1,000 Travel & Conferences Travel & Conferences Section Total $441,850 AGENDA REPORT Meeting Date: February 10, 2014 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Cindy Botts, Management Analyst Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Dept: Reviewed by Legal CEQA Compliance: Subject: MWDOC Turf Removal Rebate Program SUMMARY: ITEM NO. 6.1 Yes $5,000 $0 Water Operating Fund 1- 2020 - 0600 -00 Administration Yes N/A The Board recently approved an Agreement with the City of Placentia for the Joint Turf Replacement Demonstration Project. Based on recent discussions with MWDOC staff, MWDOC will allow YLWD to receive benefit of its Turf Removal Program, even though YLWD is not currently participating in the program. The benefit received will be $1 per square foot for grass removed and replaced with artificial turf. Now that the MWDOC Program includes a rebate for replacement with artificial turf, the Committee may wish to revisit participating in the program District -wide. While the District did participate in the 2010 trial program, the Board opted out of participating in the full program since artificial turf was not included in the program.. Recently, this restriction was lifted. Should the District wish to participate, a new Agreement with MWDOD will be available in May, for execution July 1, 2014. DISCUSSION: The Turf Removal Rebate Program would run as a partnership between the YLWD and MWDOC . The program components include: • A minimum of 250 sq ft and a maximum of 10,000 sq ft of turf must be removed • Projects must not be started prior to the acceptance of the application • The converted area cannot include any live turf, though synthetic turf is now allowed. • If a watering system is used, it must be either a drip or bubbler system. Weather -based irrigation systems or rotating nozzles are not allowed • All exposed soil must be covered with a 2 " -3" layer of mulch • Converted area must be permeable to air and water (no concrete) If YLWD choses to participate, it will be necessary for District staff to perform the pre- and post - renovations inspection at each site. YLWD meter - reading staff was trained for this function in 2010. Additionally, the City of Yorba Linda requires that all front and side lawns "be landscaped and consist primarily of plant materials." Per the City's Community Preservation Department, this ordinance is interpreted to mean as at least 51 % plants. A traditional lawn is not required. In addition to the $1 per sq ft of MWDOC- administered money, each member agency is also allowed to match the funding. Currently, YLWD has budgeted $5,000 (in both FY13/14 and FY14/15) for other rebate programs, including SmarTimers and rotating nozzles. STRATEGIC PLAN: CP 2 -A: Provide Financial Incentives and Rebates for Water Use Efficiency PRIOR RELEVANT BOARD ACTION(S): On September 23, 2010, the Board of Directors authorized participation in the trial Turf Removal Program. In 2011, the Board of Directors declined to participate in the full Turf Removal Program. ATTACHMENTS: Description: Type: Turf Removal Program Backup.r)df Turf Removal Program Backup Backup Material REPLACE YOUR LAWN WITH BEAUTIFUL NATIVE & CALIFORNIA FRIENDLY PLANTS *Receive $1.00 (or more) per sq. foot of turf removed!* Turf Removal Program: Application Period: July 25, 2013 - March 14, 2014 Incentive: As of October 1, 2013 $1.00 (or more) per square foot of turf removed (while funding lasts). Program Requirements: • 250 to 10,000 square feet of turf may be removed and replaced with California Friendly /native plants and other permeable materials. (Smaller areas may be eligible if all grass is removed.) • Before and after site inspections and measurements are required. (Projects started prior to the pre -site inspection are not eligible.) • Soil must be covered with mulch or creeping ground cover. • Entire turf removal project area must be permeable to air and water. Eligibility: Orange County residents, HOAs and small businesses of select retail water providers. (Check website for program requirements and eligibility.) www.mwdoc.com/services/turf-removal MUNICIPAL WATER ' 015TgICT OF ORANGE CO TV MUNICIPAL WATER Turf Removal Program DISTRICT J OF ORANGE COUNTY Frequently Asked Questions What is the current state of the Program? The funding availability for the current fiscal year (July 1, 2013 to June 30, 2014) has been increased to $1.00 per square foot as of October 1, 2013. Additional funding may be provided by your local retail water provider. Please click here to see if you are eligible for additional funding. Can I apply for the Turf Removal Program if I have already removed my turfgrass and /or completed my project? No. MWDOC must be able to gather an accurate measurement of live, well- maintained turfgrass during the pre - inspection. If it is not there, an accurate measurement cannot be obtained. What if my turfgrass is already dead? Your turfgrass must be alive- and -well during the time of the mandatory pre- inspection. In order to be eligible for the turf removal rebate program, all proposed turfgrass removal areas must be well- maintained (free of weeds, dirt patches, etc.) and irrigated with an in- ground irrigation system. Any proposed turfgrass removal areas that do not fall within the guidelines of the turf removal rebate program will be denied eligibility. Can I replace my live turfgrass with a synthetic or artificial turf? Yes. Synthetic or artificial turf can replace your turfgrass removal area so long as it is installed correctly and the project area is permeable to air and water. Is it possible to be denied my rebate after my project has been completed? Yes. In very few cases, projects have been denied a rebate due to the installation of impermeable surfaces such as concrete and pavers that have been grout /cement filled or installed incorrectly. Additionally, projects that re- installed otherturfgrass after removing their original turfgrass have also been denied. Please read the Program Process and Terms & Conditions before submitting your application. What is considered "permeable to air and water"? If at anytime water is applied to your final turf removal project area (either by a water hose or precipitation), tlAn that water must not leave the project area as runoff. The water should be able to seep down into the ground and not pool on or flow off of the surface. Can I replace my turfgrass removal project area with a swimming pool or other water containing No. A swimming pool or other water containing fixtures (fountains, ponds, etc.) are considered imf therefore not eligible for a rebate. Are extensions beyond the 60 -day deadline allowed? Request for extensions will be evaluated on a case by case basis. Factors include the project's progress, expected completion date, reasons for the delay, and proximity to the turf removal program end date. What if I removed more turf than was approved in my Notice to Proceed? You will only receive up to the amount indicated on your Notice to Proceed. Any additional square footage beyond the reserved amount will not be considered for rebate due to program funding limitations. Tf Street Address: 18700 Ward Street, Fountain Valley CA 92708 Phone Number: (714) 963 -3058 Website: www.mwdoc.com j go Participation Process Please read carefully through the instructions and guidelines below. PARTICIPATION INSTRUCTIONS 1. PLEASE NOTE: Projects that are underway or are already completed prior to receiving a Notice to Proceed are not eligible. Applications are processed in the order in which they are received. This offer will be distributed on a first -come, first served basis while funding lasts. 2. Please fill out all fields of the application and submit it, along with a copy of your recent water bill and a simple site plan, to: Turf Removal Program c/o Municipal Water District of Orange County P.O. Box 20895 Fountain Valley, CA 92728 -0895 Each applicant must include a simple site plan of the area to be removed with their application submittal. 3. After we receive your application and establish eligibility under the guidelines of the Program, you will be contacted within two weeks to schedule a mandatory Pre -Turf Removal Site Inspection. Projects that do not establish eligibility will have their applications returned along with a Participant Denial Letter. Not all Projects submitted will be approved. 4. You must provide the inspectors full access to the proposed Project site during daylight hours, Monday thru Friday. Once your Pre -Turf Removal Site Inspection is complete, the results will be forwarded to the Program Administrator for review. If your site qualifies for the Program, a Notice to Proceed will be mailed /e- mailed out to you within three (3) business days. Upon receipt of this Notice to Proceed, you may begin your Project. You will have sixty (60) days from receipt of the Notice to complete the work. • As soon as all work is complete, you must contact the Program Administrator via e-mail at sramirez(a)mwdoc.com to indicate that the work is completed. The Program Administrator will then make arrangements to schedule the mandatory Post -Turf Removal Site Inspection. You must again provide the inspectors with full access to the Project site during daylight hours, Monday thru Friday. At the time of your Post -Turf Removal Site Inspection, you must submit to the inspector copies of all invoices and /or receipts showing any costs incurred during the Project. Costs include materials, dumping fees, design work, etc. Labor costs will be reimbursed if, and only if, a licensed contractor was hired. If you perform the turf removal work yourself, labor costs are not reimbursable. Rebate amount is not to exceed overall project cost. 5. The Post -Turf Removal Site Inspection shall establish the following: • The removal site does not include any live turf. • The water system, if any, is a low flow system (drip, bubblers, or high efficiency, low precipitation rotating nozzles). If part of a lawn is converted, the sprinkler system must be properly modified to provide adequate coverage to the remaining lawn without spraying the converted area. • All exposed soil is covered with a 2 -3" layer of mulch (acceptable mulch includes compost, bark, wood chip, decomposed granite, river rock), except in areas planted with Ver 3 08/13/13 creeping or rooting groundcovers. • Converted area is permeable to air and water. In order to determine your turf removal project area is permeable, water may be directly applied to the area for up to 3 minutes. Weed barriers must be permeable. Concrete, plastic sheeting, or other impermeable surfaces do not qualify for incentives under the Program. Grout and /or mortar are not considered permeable and will disqualify the site from the rebate program if installed. Pavers or bricks that are sand filled and /or spaced sufficiently to allow air and water to pass through can be included in your conversion area so long as all program requirements have been met. • No invasive plant species are used. Click on the link below for more information. http / /www cal -ipc org /landscaping /dpp /planttypes php ?region =socal 6. After this final, MANDATORY Post -Turf Removal Site Inspection is conducted, your incentive check will be issued within ten (10) weeks. 7. All work performed in association with this Program, including the Post -Turf Removal Site Inspection, must be completed within 60 days of receiving your Notice to Proceed or by June 10, 2014, whichever occurs first . 8. The Municipal Water District of Orange County, your retail water agency, and /or their representative will take photos of landscapes being renovated through this Turf Removal Program and use those photos for reproduction or promotional purposes. Identifying location features, such as address numbers, will not be included in any promotional materials. ELIGIBILITY GUIDELINES • Rebates are available for residential and small commercial properties that have submitted an application and received a Pre -Turf Removal Site Inspection, a Notice to Proceed from the Program Administrator, and a Post -Turf Removal Site Inspection. Projects underway or already completed prior to receiving a Notice to Proceed are not eligible. • The property must receive water service from a participating retail water agency. Visit www.mwdoc.com /services /turf- removal for a list of participating agencies. • Areas to be converted must have well maintained live turf (free of weeds and patches of bare soil) and must be irrigated with potable water at the time the Pre -Turf Removal Site Inspection is performed. Commercial sites irrigated with recycled water are not eligible. • All turf removal conversions, including historic sites, are subject to the terms of their local agency's landscape ordinance and must comply with all applicable Federal, State, and local laws, as well as applicable Covenants, Conditions & Restrictions and /or Homeowners Association restrictions. • Since funding is limited, this OFFER IS LIMITED and is available on a first -come, first - served basis to eligible participants only while funding lasts. • YOU MUST SUBMIT YOUR APPLICATION PRIOR TO March 14, 2014. Ver 3 08/13/13 IN ORDER FOR THE REBATE TO BE ISSUED, ALL PROGRAM TERMS, INSTRUCTIONS, AND GUIDELINES MUST BE MET, INCLUDING PERFORMANCE OF YOUR POST -TURF REMOVAL SITE INSPECTION, PRIOR TO THE EXPIRATION OF THE 60 DAY NOTICE TO PROCEED OR June 10, 2014, WHICHEVER OCCURS FIRST. Ver 3 08/13/13 Terms and Conditions for the Turf Removal Program All potential Program participants should review the following Terms and Conditions: PROGRAM TERMS • Only one Turf Removal rebate per address will be issued. Please apply for the maximum area you plan to convert. Maximum rebate paid will not exceed the cost of the project, as described on the program application. • Prior to submitting a rebate application, applicants must have obtained any necessary approvals for their turf removal project from their city's code enforcement and /or HOA/CC &R board. Delays from your failure to obtain an approval may result in your rebate application being cancelled. • Residential and Commercial sites are required to submit a simple design plan showing the proposed turf removal area along with a simple design of your new landscape. • A minimum of 250 square feet of turf must be removed. Exception: Projects less than 250 square feet may qualify if the Project will completely eliminate turf from the property. • A maximum of 10,000 square feet of turf may be removed. Projects over 10,000 square feet will be considered by the Program Administrator on a case -by -case basis. Homeowners Associations (HOAs) are eligible to participate up to a maximum of 10,000 square feet per irrigation meter irrigating the proposed turf removal area with potable water. • At the time of the Post -Turf Removal Site Inspection, applicant must submit to the inspector copies of all invoices and /or receipts showing any costs incurred during the Project. Costs include materials, dumping fees, design work, etc. Labor costs will be reimbursed if, and only if, a licensed contractor was hired. If you perform the turf removal work yourself, labor costs are not reimbursable. Rebate amount is not to exceed overall project cost. • Notices to Proceed are valid for sixty (60) days. Projects must be completed and the Post -Turf Removal Site Inspection performed prior to the notice expiring. • Rebates may be considered taxable income, and a signed IRS W -9 form is required for rebates of $600 or more. Municipal Water District of Orange County, Metropolitan Water District of Southern California, and your local retail water agency are not responsible for any taxes, penalties, or interest that may be imposed in connection with your receipt of any rebate. • Converted areas are subject to mandatory Pre- and Post -Turf Removal Site Inspections. If the Pre and /or Post -Turf Removal Site Inspections cannot be scheduled and completed during the Program term, rebates will not be issued. • The converted area must remain in compliance with all Program conditions for a period of five (5) years. If this requirement is violated, you may be required to refund all or a portion of the rebate. This requirement to maintain Program conditions is not binding on successor owners. V3 07/25/13 RELEASE OF CLAIMS AND INDEMNIFICATION Neither the Municipal Water District of Orange County, the Metropolitan Water District of Southern California, your retail water agency, or their contractors or agents makes any representation or warranty regarding the contracted services or products that you may select for your Project under this Program. Removal of turf and installation of water efficient devices and plants does not guarantee reduced water use. By participating in the Program and accepting the rebates provided, you thereby release the Municipal Water District of Orange County, the Metropolitan Water District of Southern California, your retail water agency, and their contractors and agents from any and all claims and causes of action that may arise out of your removal of turf from your property and /or the purchase, installation, and /or use of water efficient devices in connection with this Turf Removal Program. Any and all claims or causes of action you may have in connection with any defect or failure of performance of any contracted service or installed product or device provided to you for your Project may only be pursued with the contractor you hired or the appropriate manufacturer /distributor. The Municipal Water District of Orange County, the Metropolitan Water District of Southern California, and your retail water agency are responsible for operating and enforcing the terms and conditions of the Turf Removal Program. You, as the Program participant, are responsible for ensuring that your Project complies with all applicable Federal, State and local laws, as well as applicable CC &Rs and /or HOA restrictions. Quality of work and appearance of the converted area are the responsibility of the participant. Further, you agree to indemnify, defend, and hold harmless the Municipal Water District of Orange County, the Metropolitan Water District of Southern California, your retail water agency, and their directors, officers, employees, contractors, and agents from all liability and claims of any kind arising out of or related to your removal of turf and purchase, installation, and use of water efficient devices in connection with this Program. V3 07/25/13 Meeting Date Subject: ATTACHMENTS: AGENDA REPORT February 10, 2014 ITEM NO. 6.3 Directors and General Manager Fees & Expense Report - Second Qtr FY 2013 -14 Travel Expense Report.xlsx BOD GM Qtr Summarv.xlsx BOD GM YTD FYE 2014.xlsx Description: Travel and Expense Detail - 2nd Qtr FY 2013 -14 2nd Qtr FY 2013 -14 Fees and Expense Report YTS Fiscal Year 2013 -14 Fees and Expense Report Type: Backup Material Backup Material Backup Material DIRECTOR'S & GENERAL MANAGER'S RECAP OF TRAVEL /CONFERENCE EXPENSES SECOND QUARTER OF FY 2013 -14 OCTOBER - DECEMBER 2013 GL Director Date Trip Date Trip Name Trip Location Meals Lodging Travel Event/ Conf. Fee Misc. Total trip Total Beverage 10/31/13 12/11 -13/13 CRWUA Annual Conference Las Vegas, NV $ - $ - $ - $ 425 $ - $ 425 12/30/13 12/11 -13/13 CRWUA Annual Conference Las Vegas, NV $ 105 $ $ 286 $ - $ 19 $ 410 $ 835 Collett 10/15/13 10/31/13 ISDOC Quarterly Meeting Fountain Valley, CA $ - $ $ - $ 17 $ - $ 17 10/15/13 10/23/13 Mayor's YL State of City Lunch Yorba Linda, CA $ - $ - $ - $ 45 $ - $ 45 10/15/13 10/23/13 MWDOC Water Policy Forum Costa Mesa, CA $ - $ $ - $ 75 $ - $ 75 $ 137 Hawkins 10/15/13 10/17/13 YL Mayor's Prayer Breakfast Yorba Linda, CA $ - $ - $ - $ 27 $ - $ 27 10/15/13 10/23/13 Mayor's YL State of City Lunch Yorba Linda, CA $ - $ $ - $ 45 $ - $ 45 $ 72 Kiley 10/15/13 10/31/13 ISDOC Quarterly Meeting Fountain Valley, CA $ - $ - $ - $ 17 $ - $ 17 10/15/13 10/17/13 YL Mayor's Prayer Breakfast Yorba Linda, CA $ - $ - $ - $ 27 $ - $ 27 10/15/13 10/23/13 Mayor's YL State of City Lunch Yorba Linda, CA $ - $ $ - $ 45 $ - $ 45 10/15/13 10/23/13 MWDOC Water Policy Forum Costa Mesa, CA $ - $ - $ - $ 75 $ - $ 75 10/31/13 12/2- 6/2013 ACWA 2013 Fall Conference Los Angeles, CA $ 146 $ 574 $ 71 $ 695 $ 37 $ 1,523 12/16/13 2/19- 21/2014 Urban Water Institute Conference Palm Springs, CA $ - $ 167 $ - $ 425 $ - $ 592 12/16/13 4/10- 11/2014 WEF Sea to Sierra Tour Emeryville, CA $ - $ - $ - $ 545 $ - $ 545 12/16/13 1/13- 15/2014 CASA 2014 Winter Conference Indian Wells, CA $ - $ $ - $ 475 $ - $ 475 $ 3,299 Melton 10/15/13 10/17/13 YL Mayor's Prayer Breakfast Yorba Linda, CA $ - $ - $ - $ 27 $ - $ 27 10/15/13 10/23/13 Mayor's YL State of City Lunch Yorba Linda, CA $ - $ $ - $ 45 $ - $ 45 10/15/13 10/23/13 MWDOC Water Policy Forum Costa Mesa, CA $ - $ - $ - $ 75 $ - $ 75 10/31/13 11/17 -20/13 CSDA Leadership Academy Napa, CA $ 81 $ 170 $ 149 $ - $ 80 $ 480 $ 627 Total Director's $ 333 $ 911 $ 506 $ 3,086 $ 136 $ 4,971 $ 4,971 General Manager Conklin Total GM $ - $ - $ - $ - $ - $ - $ - Total Director's & GM $ 333 $ 911 $ 506 $ 3,086 $ 136 $ 4,971 $ 4,971 YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES 2ND QUARTER REPORT FROM 10 -01 -2013 TO 12 -31 -2013 FISCAL YEAR 2013 -2014 BEVERAGE COLLETT HAWKINS KILEY MELTON SUB -TOTAL CONKLIN TOTAL REGULAR MEETINGS ATTENDED 5 6 5 6 5 27 COMMITTEE MEETINGS ATTENDED 14 8 8 7 8 45 OFF SITE MEETINGS ATTENDED 1 3 3 7 3 17 SPECIAL MEETINGS ATTENDED 5 4 5 3 4 21 OTHER MEETINGS ATTENDED 3 5 4 7 6 25 TOTAL MEETINGS ATTENDED FOR QTR 28 26 25 30 26 135 DIRECTOR FEES QTD $ 4,200 $ 3,900 $ 3,750 $ 4,500 $ 3,900 $ 20,250 MEETING FEES BUDGET FOR QTR $ 4,500 $ 4,500 $ 4,500 $ 4,500 $ 4,500 $ 22,500 TRAVEL & CONF. EXPENSES FOR QTR $ 835 $ 137 $ 72 $ 3,299 $ 627 $ 4,971 TRAVEL & CONF. BUDGET FOR QTR $ 570 $ 570 $ 570 $ 570 $ 570 $ 2,850 DIR.FEES AND EXPENSES FORT QTR $ 5,035 $ 4,037 $ 3,822 $ 7,799 $ 4,527 $ 25,221 FEES AND EXPENSES BUDGET FOR QTR $ 5,070 $ 5,070 $ 5,070 $ 5,070 $ 5,070 $ 25,350 GEN MGR EXPENSES FOR QTR GEN MGR TRAVEL /CONF. BUDGET FOR QTR $ TOTAL FEES & EXPENSES FOR QTR $ 5,035 $ 4,037 $ 3,822 $ 7,799 $ 4,527 $ 25,221 $ TOTAL FEES & EXPENSES BUDGET FOR QTR $ 5,070 $ 5,070 $ 5,070 $ 5,070 $ 5,070 $ 25,350 $ $ 20,250 $ 22,500 500 $ 500 $ 25,221 500 $ 25,850 YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES YEAR -TO -DATE REPORT FROM 07 -01 -2013 TO 12 -31 -13 FISCAL YEAR 2013 -2014 BEVERAGE COLLETT HAWKINS KILEY MELTON SUB -TOTAL CONKLIN TOTAL DIRECTORS: REGULAR MEETINGS ATTENDED 11 12 10 12 11 56 COMMITTEE MEETINGS ATTENDED 28 16 15 14 15 88 OFF SITE MEETINGS ATTENDED 1 6 5 16 10 38 SPECIAL MEETINGS ATTENDED 12 10 12 8 10 52 OTHER MEETINGS ATTENDED 4 6 4 10 8 32 TOTAL MEETINGS ATTENDED YTD 56 50 46 60 54 266 266 DIRECTOR FEES YTD $ 8,400 $ 7,500 $ 6,900 $ 9,000 $ 8,100 $ 39,900 $ 39,900 MEETING FEES BUDGET YTD $ 9,000 $ 9,000 $ 9,000 $ 9,000 $ 9,000 $ 45,000 $ 45,000 TRAVEL & CONFERENCES EXPENSES YTD $ 1,097 $ 212 $ 72 $ 4,164 $ 1,575 $ 7,120 $ 7,120 TRAVEL & CONFERENCE BUDGET YTD $ 1,140 $ 1,140 $ 1,140 $ 1,140 $ 1,140 $ 5,700 $ 5,700 TOTAL DIRECTORS FEES & EXPENSES YTD $ 9,497 $ 7,712 $ 6,972 $ 13,164 $ 9,675 $ 47,020 $ 47,020 TOTAL FEES & EXPENSES BUDGET YTD $ 10,140 $ 10,140 $ 10,140 $ 10,140 $ 10,140 $ 50,700 $ 50,700 ACTING GENERAL MANAGER EXPENSES YTD $ 75 $ 75 ACTING GENERAL MANAGER TRAVEL & CONFERENCE BUDGET YTD $ 1,000 $ 1,000 TOTAL FEES & EXPENSES YTD $ 9,497 $ 7,712 $ 6,972 $ 13,164 $ 9,675 $ 47,020 $ 75 $ 47,095 TOTAL FEES & EXPENSES BUDGET YTD $ 10,140 $ 10,140 $ 10,140 $ 10,140 $ 10,140 $ 50,700 $ 1,000 $ 51,700