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2014-04-10 - Board of Directors Meeting Agenda Packet
Yorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 10, 2014, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton 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. 7 SPECIAL RECOGNITION 6.1. Recognition of Director Gary Melton for Completion of CSDA Special District Governance Program COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) Minutes of the meeting held March 24, 2014 at 8:30 a.m. Next meeting is scheduled to be held April 28, 2014 at 8:30 a.m. 8. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 8.1. Minutes of the Board of Directors Workshop Meeting held March 17, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Regular Meeting held March 27, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,384,606.97. 8.4. Progress Payment No. 12 for the Yorba Linda Blvd Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 12 in the net amount of $38,290.07 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 -17B. 9. 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. 9.1. ACWA/JPIA President's Special Recognition Award 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report • CA Senate Governance and Finance Committee Hearing for SIB 946 - April 9, 2014 (Kiley) 10.2. Directors' Reports MWDOC Elected Officials Forum -April 3, 2014 (Kiley /Melton) 10.3. Acting General Manager's Report 10.4. General Counsel's Report 10.5. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS CONTINUED 11.1. Executive - Administrative - Organizational Committee (Kiley / Collett) • Next meeting is scheduled to be held April 14, 2014 at 4:00 p.m. 11.2. Finance - Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held March 28, 2014 at 8:00 a.m. • Next meeting is scheduled to be held April 28, 2014 at 4:00 p.m. 11.3. Personnel -Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held April 1, 2014 at 4:00 p.m. (To be provided at the next regular Board meeting.) • Next meeting is scheduled to be held May 6, 2014 at 4:00 p.m. 11.4. Planning- Engineering- Operations Committee (Melton / Beverage) • Next meeting is scheduled to be held April 15, 2014 at 4:00 p.m. 11.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) • Next meeting is scheduled to be held April 15, 2014 at 12:00 p.m. 11.6. Organizational Performance Review Ad Hoc Committee (Beverage / Hawkins) Next meeting is yet to be scheduled. 11.7. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) Next meeting is scheduled to be held May 12, 2014 at a time yet to be determined. 11.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Next meeting is scheduled to be held April 22, 2014 at 5:00 p.m. 11.9. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held March 25, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL LMCAC - March 27, 2014 (Beverage) 12.2. YL City Council - April 1, 2014 (Collett) 12.3. MWDOC Board - April 2, 2014 (Melton) 12.4. OCWD Board - April 2, 2014 (Collett) 12.5. WACO - April 4, 2014 (Kiley /Hawkins) 12.6. YL Planning Commission - April 9, 2014 (Beverage) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from April 11, 2014 - May 31, 2014 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 14.1. OC Crime Victims' Monument Design Unveiling - April 12, 2014 ACWA/JPIA Spring Conference - May 5 -6, 2014 ACWA Spring Conference - May 6 -9, 2014 OC Water Summit - May 16, 2014 Recommendation: That the Board of Directors authorize Director attendance at these events if desired. 15. 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. 15.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA /JPIA, et al. vs. Insurance Company of the State of Pennsylvania, et al. (OC Superior Court - Case No. 00486884) 15.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Josefina N. Sioson, et al. (OC Superior Court - Case No. 00709123) 15.3. 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 15.4. 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 potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 15.5. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Leonard P. Bigonger, et al. (OC Superior Court - Case No. 00709131) 15.6. 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 15.7. 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 15.8. Public Employment (Recruitment) Pursuant to Section 54957 of the California Government Code Title: General Manager 15.9. Conference with Labor Negotiators (Recruitment) Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Koff & Associates, Inc. Unrepresented Employee: General Manager 16. ADJOURNMENT 16.1. A Board of Directors Workshop Meeting will be held Monday, April 21, 2014 at 3:00 p.m. The next Regular Board of Directors Meeting will be held Thursday, April 24, 2014 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. Meeting Date Subject: ATTACHMENTS: AGENDA REPORT April 10, 2014 Citizens Advisory Committee (Kiley) Name: 032414 - CAC Minutes.docx ITEM NO. 7.1 Minutes of the meeting held March 24, 2014 at 8:30 a.m. Next meeting is scheduled to be held April 28, 2014 at 8:30 a.m. Description: CAC Mtg Minutes 03/24/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, March 24, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The March 24, 2014 meeting of the Yorba Linda Water District's Citizens Advisory Committee was called to order by Chair Daniel Mole at 8:30 a.m. The meeting was held in the Training Room at the District's Administration Building located at 1717 East Miraloma Avenue, Placentia, California 92870. 2. ROLL CALL COMMITTEE MEMBERS PRESENT Daniel Mole, Chair Rick Buck, Vice Chair Lindon Baker Carl Boznanski Oscar Bugarini, Sr. YLWD DIRECTORS PRESENT Robert R. Kiley, President OTHER ATTENDEES Mark Schock Claire Schlotterbeck Marlene Nelson 3. PUBLIC COMMENTS None. 4. PRESENTATIONS Bill Guse Fred Hebein Joe Holdren Modesto Llanos YLWD STAFF PRESENT Steve Conklin, Acting General Manager Damon Micalizzi, Public Information Officer 4.1. Esperanza Hills Development Project — Provided by Developer Doug Wymore Mr. Wymore offered a presentation to the Committee and guests about the proposed Esperanza Hills Development. Mr. Wymore answered several questions about the proposed development. In addition, staff and the Committee took several questions from guests in attendance regarding current water issues facing the state. 1 5 DI DISCUSSION ITEMS 5.1. Status of Potential YLWD Representation on the Orange County Sanitation District Board of Directors Mr. Kiley updated the Committee that SB 946 has been rescheduled to be heard in the Senate Governance and Finance Committee for April 9, 2014. 5.2. CAC Meeting Times and Frequency of Meetings Chairman Mole led a discussion about editing the frequency of Committee Meetings, exploring options such as bi- monthly meetings or reducing the number of annual meetings by one each quarter. With upcoming items such as the District's Budget on the Agenda for the April Meeting, the Committee asked staff to also bring back to the Committee a potential meeting calendar consisting of 8 -9 scheduled meetings. It was also noted that at any time, the Committee could opt to convene for additional meetings if necessary. 5.3. Future Agenda Items None. ADJOURNMENT 6.1. The meeting was adjourned at Committee meeting is scheduled 8:30 a.m. it 10:10 a.m. The next Citizens Advisory to be held Monday, April 28, 2014 at AGENDA REPORT Meeting Date: April 10, 2014 ITEM NO. 8.1 Subject: Minutes of the Board of Directors Workshop Meeting held March 17, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 031714 BOD - Minutes.doc BOD Workshop Mtg Minutes 03/17/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/10/2014 RC /PH 5 -0 1 K 3 4 5 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING Monday, March 17, 2014, 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 F'LCUUM Vr ALLCUTADJUM President Kiley led the pledge. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources /Risk Manager Delia Lugo, Finance Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Cindy Botts, Management Analyst Damon Micalizzi, Public Information Officer ■ Capital Improvement Projects Mrs. Lugo provided the Board with copies of the PowerPoint presentation and following draft documents: 0 5 Year Capital Improvement Project (CIP) Projections o Vehicle Equipment and Capital Outlay Budget o Operations Department Budget o Engineering Department Budget Mrs. Lugo provided an overview of the key budget assumptions, the budget summary, operating revenues and expenses, variable costs, water purchases, and historical water costs. 1 Mrs. Lugo then reviewed the 5 -Year CIP Projections. Mr. Conklin noted that funding for the Meter Replacement Program had been removed and will be considered again once the Fairmont Booster Pump Station Upgrade and construction of Wells No. 21 and 22 have been completed. Mr. Conklin and Mr. DeCriscio then responded to questions from the Board regarding MWD's call for Conjunctive -Use Program (CUP) water from the OC Groundwater Basin and the impact on next year's budget. Following additional discussion, the Board instructed staff to contact other CUP agencies and propose the creation of a joint letter addressed to MWD and OCWD in support of a financial agreement between the two agencies in lieu of pumping water out of the basin and then turning around and pumping it back in. Staff was also instructed to include discussion of this matter on the agenda for the next YLWD /OCWD /MWDOC Joint Agency Committee meeting. Mr. Conklin then provided an overview of the Vehicle Equipment and Capital Outlay Budget and the key factors included in the projected expenses for FY 2014/15. ■ Labor and Benefits Mr. Conklin provided an overview of the projected personnel costs. ■ Engineering Department Budget Mr. Conklin provided an overview of the Engineering Department budget. Mrs. Lugo then reviewed the District's reserves and described what happens with excess funds after operating expenses have been deducted. She stated that the next budget workshop was scheduled Monday, April 21, 2014 at 3:00 p.m. and would focus on the District's non - operating revenue and expenses. 6. ADJOURNMENT 6.1. The meeting was adjourned at 4:00 p.m. The next Regular Board of Directors Meeting will be held Thursday, March 27, 2014 at 8:30 a.m. Steven R. Conklin me 3 AGENDA REPORT Meeting Date: April 10, 2014 ITEM NO. 8.2 Subject: Minutes of the Board of Directors Regular Meeting held March 27, 2014 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Description: Type: 032714 BOD - Minutes.doc BOD Mtg Minutes 03/27/14 Minutes Approved by the Board of Directors of the Yorba Linda Water District 4/10/2014 RC /PH 5 -0 1 K MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, March 27, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 F'LCUUM Vr ALLr-U1A1V1.t President Kiley led the pledge 3. ROLL CALL DIRECTORS PRESENT Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton 'TAFF PRESENT >teve Conklin, Acting General Manager ohn DeCriscio, Operations Manager :ina Knight, Human Resources /Risk Manager )elia Lugo, Finance Manager krt Vega, Acting IT Manager knnie Alexander, Executive Secretary )amon Micalizzi, Public Information Officer ALSO PRESENT Tom Lindsey, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP Linda Bauermeister, Attorney, Barber & Bauermeister 4. ADDITIONS /DELETIONS TO THE AGENDA Mr. Conklin requested that the Board consider taking Item No. 14.1. immediately following Public Comments. Director Beverage made a motion, seconded by Director Collett, to take Item No. 14.1. immediately following Public Comments. Motion carried 5 -0. 5. PUBLIC COMMENTS None. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 8:32 a.m. All Directors were present. Also present were Mrs. Knight and Bauermeister and Messrs. Conklin, Kidman and Beltran. 1 5. 0 7. 14.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) The Board reconvened in Open Session at 9:22 a.m. President Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. Am Ms. Bauermeister left the meeting at this time. PUBLIC COMMENTS CONTINUE[ None. CONSENT CALENDAR Director Collett made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5 -0. 6.1. Minutes of the Board of Directors Regular Meeting held March 13, 2014 Recommendation presented. That the Board of Directors approve the minutes as 6.2. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $608,211.55. 6.3. Progress Payment No. 11 for the Yorba Linda Blvd Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 11 in the net amount of $15,925.42 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 - 17B. ACTION CALENDAR 7.1. Request for Preparation of Job Evaluation and Classification Study Mrs. Knight explained that per the request of the Organizational Performance Review Ad Hoc Committee, Koff & Associates had prepared a proposal to perform a classification study for the District. Koff & Associates will be able to make use of the Position Description Questionnaires and employee interviews that were previously completed. If approved, this new study will take approximately 3 months to finish. 2 Director Hawkins stated that the Personnel -Risk Management Committee had discussed this matter at its last meeting and supported moving forward. Director Collett clarified that the cost of the study would not cause the Human Resources Department to go over budget. Director Hawkins made a motion, seconded by Director Collett, to approve a Professional Services Agreement with Koff & Associates to conduct a job evaluation and classification study for its miscellaneous job classifications, for a total fee not to exceed $26,885. Motion carried 5 -0. 7.2. District Liaison to the Orange County Sanitation District (OCSD) Board Mr. Conklin explained that this matter had been discussed at a previous Board meeting after which staff was instructed to take it back to the Executive - Administrative - Organizational (EAO) Committee for further review. The EAO Committee discussed this matter at its last meeting and recommended that the Board of Directors assign Director Kiley to attend OCSD Board meetings as an observer in preparation for the District's potential representation on OCSD's Board of Directors. Director Kiley stated that the District's seat on this Board (if approved) would not be available until January 2015. The associated Senate hearing that was scheduled March 19, 2014 was cancelled and rescheduled for April 9, 2014. Vk Director Collett made a motion, seconded by Director Hawkins, to approve the appointment of President Kiley as the District's liaison to the Orange County Sanitation District Board, attending the monthly meetings of the OCSD Board of Directors, with stipend paid by YLWD per District policy for each such meeting he attends. This appointment as liaison will end when YLWD has formal representation on the OCSD Board, or when the YLWD Board chooses to appoint a new liaison. If and when YLWD is aware that it will obtain formal representation on the OCSD Board, the YLWD Board will make an appointment of a YLWD Director as the representative on the OCSD Board, with the stipend paid by OCSD for each meeting attended by the YLWD representative, in accordance with OCSD policy. Motion carried 4 -1 with Director Beverage voting No. 8. DISCUSSION ITEMS 8.1. Water System Interties with Neighboring Agencies Mr. Conklin provided an overview of the various water system interties with the Cities of Anaheim and Brea, and the Golden State Water Company (GSWC). He noted that the District has written agreements for the use of these interties with the two cities but not with GSWC. Mr. Conklin and Mr. DeCriscio then responded to questions from the Board regarding the location and benefits of the interties, how access is gained and requests for water are made, and which agency is responsible for maintenance. 3 Director Hawkins made a motion, seconded by Director Collett, to instruct staff to provide written notification to Golden State Water Company of the absence of an official intertie agreement with the District and propose the completion of one based on the agreements already in place with the Cities of Anaheim and Brea. Motion carried 5 -0. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report ■ CA -NV AWWA Conference March 24 -27, 2014 President Kiley attended and noted that there were 178 breakout sessions provided. 9.3. Acting General Manager's Report Mr. Conklin reported on the status of current construction projects, District participation in various competitions at the CA -NV AWWA Conference, the joint- agency artificial turf project with the City of Placentia, and the budget preparation process. Mr. DeCriscio reported on the status and cause of two sewer line breaks and staff efforts response to MWD's call for Conjunctive -Use Program water. Mr. Conklin noted that the District's request for annexation to OCWD was scheduled to be considered by LAFCO in May. 9.4. General Counsel's Report Mr. Kidman did not have any comments at this time. 9.5. Future Agenda Items and Staff Tasks None. 12 10. COMMITTEE REPORTS 10.1. Executive - Administrative - Organizational Committee (Kiley / Collett) ■ Minutes of the meeting held March 10, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 14, 2014 at 4:00 p.m. 10.2. Finance - Accounting Committee (Hawkins / Beverage) ■ Next meeting is scheduled to be held March 28, 2014 at 8:00 a.m. 10.3. Personnel -Risk Management Committee (Hawkins / Melton) ■ Minutes of the meeting held March 4, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 1, 2014 at 4:00 p.m. 10.4. Planning- Engineering- Operations Committee (Melton / Beverage) ■ Minutes of the meeting held March 3, 2014 at 10:00 a.m. were g provided in the agenda packet. ■ Next meeting is scheduled to be held April 15, 2014 at 4:00 p.m. 10.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) ■ Minutes of the meeting held March 3, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 9, 2014 at 4:00 p.m. 10.6. Organizational Performance Review Ad Hoc Committee (Beverage / Hawkins) ■ Next meeting is yet to be scheduled. 10.7. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) ■ Next meeting is yet to be scheduled. 5 10.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) ■ Minutes of the meeting held February 25, 2014 at 6:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held April 22, 2014 at 5:00 p.m. 10.9. YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) ■ Minutes of the meeting held March 25, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m. 10.10. Citizens Advisory Committee' _ (Kiley) ■ Minutes of the meeting held March 24, 2014 at 8:30 a.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held April 28, 2014 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL LMCAC — March 13, 2014 (Collett) Director Collett attended and noted that the Committee was continuing preparations for the community outreach event. 11.2. YL City Council — March 18, 2014 (Kiley) Director Kiley attended and commented on the SAVI Ranch Vision Plan and FY 2013/14 mid -year budget review which were discussed during the meeting. Councilmember Lindsey briefly commented on the SAVI Ranch Vision Plan and construction of the Gun Club Road Linear Park. He requested that the District try and persuade MWD to allow increased equestrian use at this site. Director Beverage suggested that the City consider contacting Brett Barbre, Director for MWDSC and MWDOC regarding this matter. 11.3. MWDOC Board — March 19, 2014 (Melton) Director Melton attended and noted that it was a very brief meeting with no major action items. 11.4. OCWD Board — March 19, 2014 (Collett) Director Collett attended and commented on a public hearing scheduled in April to consider suspension of the FY 2013/14 Coastal Pumping Transfer Program. I 11.5. YL Planning Commission — March 26, 2014 (Beverage) Director Beverage attended and reported that a request for construction of a new cell tower by ATT had been denied. He noted that a joint Traffic Commission and Planning Commission meeting had been scheduled on April 23, 2014. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from March 28, 2014 — April 30, 2014 The Board reviewed the activity calendar and made no changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. CA -NV AWWA Conference — March 24 -27, 2014 Director Hawkins made a motion, seconded by Director Beverage, to ratify Director Kiley's attendance at this event. Motion carried 4 -0 -1 with Director Kiley abstaining. Related to potential claim submitted on behalf of Charles Busch. Number of Potential Cases: One 14.4. 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 7 14.5. 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 Agency Designated Representatives: Koff & Associates, Inc. Unrepresented Employee: General Manager The Board reconvened in Open Session at 11:10 a.m. President Kiley announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 11:11 a.m. The next Regular Board of Directors Meeting will be held Thursday, April 10, 2014 at 8:30 a.m. Steven R. Conklin Board Secretary AGENDA REPORT Meeting Date: April 10, 2014 To: Board of Directors From: Steve Conklin, Acting General Manager Presented By: Delia Lugo, Finance Manager Prepared By: Richard Cabadas, Accounting Assistant I Subject: SUMMARY: Budgeted Cost Estimate: Funding Source: Dept: Reviewed by Legal: CEQA Compliance: Payments of Bills, Refunds, and Wire Transfers ITEM NO. 8.3 Yes $1,384,606.97 All Funds Finance N/A N/A Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors' approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,384,606.97. DISCUSSION: The major items and wires on this disbursement list are as follows: A check of $52,978.20 to City of Placentia for sewer fees and for an agreement with YLWD; a wire of $846,752.20 to U.S. Bank for interest on the 2012A CIP and 2008 revenue bond; and a wire of $10,667.34 to So. Cal GIB -Wells Fargo Bank for March 2014 LOC - fees and interest. The balance of $234,939.05 is routine invoices. The Accounts Payable check register total is $1,145,336.79; Payroll No. 07 total is $239,270.18; and the disbursements of this agenda report are $1,384,606.97. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi - monthly. ATTACHMENTS: 14 -CS 0410.0 14 CC 0410.pdf CkReg041014.pdf Approved by the Board of Directors of the Description: Type: CAP SHEET Backup Material CREDIT CARD SUMMARY Backup Material CHECK REGISTER Backup Material Yorba Linda Water District 4/10/2014 RC /PH 5 -0 RC abstained from voting on Item No. 8.3. as he has a financial interest with one of the listed vendors. April 10, 2014 CHECK NUMBERS: Computer Checks 63165 -63239 WIRES: W032714 U.S. Bank W033114 So. Cal GIB — WFB TOTAL OF CHECKS & WIRES PAYROLL NO. 07: Direct Deposits Third Party Checks 5822 -5836 Payroll Taxes TOTAL OF PAYROLL 287,917.25 287,917.25 846,752.20 10,667.34 857,419.54 $ 150,507.04 $ 48,705.40 $ 40,057.74 239,270.18 $1,145,336.79 $239,270.18 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,384,606.97 ------------------------------------------------------------------ ------------------------------------------------------------------ APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF APRIL 10, 2014 ------------------------------------------------------------------ ------------------------------------------------------------------ Date Vendor Name 03/12/14 WALMART 03/12/14 GRAINGER 03/13/14 MARS COMPANY 03/13/14 VILLAGE NURSERIES 03/17/14 B &H PHOTO VIDEO AUDIO 03/18/14 PRAXAIR 03/18/14 HOME DEPOT 03/19/14 PRAXAIR 03/19/14 HARRINGTON 03/19/14 ANSWER ONE 03/19/14 WELLS SUPPLY 03/20/14 AWWA CA -NV 03/24/14 FULLERTON PAINT 03/25/14 B &M LAWN AND GARDEN 03/25/14 C.WELLS 03/25/14 HOME DEPOT 03/25/14 HOME DEPOT 03/26/14 ORCHARD 03/26/14 C.WELLS 03/26/14 SEARS 03/26/14 OC REGISTER 03/26/14 PLACENTIA DISPOSAL 03/26/14 ONLINE INFORMATION SERVICES 03/26/14 ONLINE INFORMATION SERVICES 03/26/14 KONICA MINOLTA 03/26/14 VERIZON WIRELESS 03/27/14 SHAW HR CONSULTING Cal Card Credit Card U S Bank 3/12/14- 3/27/14 Amount Description 14.13 WATER PITCHERS 190.08 CART FOR ADMIN BUILDING 351.76 (2) 3/4" CC TAPING BITS 26.57 SOD FOR WORK REPAIR 29.94 EH -69P AC ADAPTER 75.10 WELDING SUPPLIES 1,272.79 SOIL TOPPER & CONCRETE 64.82 CARBON DIOXIDE 127.23 3/4" CPVC VALVE FOR CL2 SYSTEM 613.25 ANSWERING SERVICE 10,743.58 INVOICES FOR JANUARY TO MARCH 2014 595.00 CONF. REGISTRATION FOR DIR. KILEY 258.69 MARKING PAINT FOR VALVES 59.40 5 GAL GAS CAN 294.30 3/4" CORPS 81.92 MISC HARDWARE SUPPLIES 54.30 SOD FOR VARIOUS JOBS 148.91 BATTERIES 165.24 PART FOR HYDRANT NOZZLE TEST 135.49 TOOLS FOR MECH SHOP 358.00 POST FOR UNCLAIMED REFUNDS 500.48 (2) FRONTLOADS 272.40 ONLINE COLLECTION SERVICES 42.08 ONLINE COLLECTION SERVICES 900.83 DECEMBER TO FEBRUARY INVOICES 2,426.65 WIRELESS SERVICE - FEBRUARY 2014 837.00 ADA /FEHA DISABILITY CONFERENCE TOTAL 20,639.94 Yorba Linda Water District Check Register 3/28/2014 thru 04/10/. Amount 164.51 2,987.00 692.50 1,489.87 168.63 356.46 1,998.30 5,820.23 45.20 496.50 113.23 500.00 8.74 531.05 20, 639.94 103.38 6,854.77 15,328.18 52, 978.20 4,975.00 3,500.00 877.45 17.10 138.99 2,033.98 771.00 52.11 38,290.07 7,620.48 473.30 212.53 36.69 1,000.00 237.61 3,100.00 2,015.27 1,217.20 540.00 402.18 8,933.35 8,035.00 281.67 380.00 221.84 48.37 6,953.88 831.50 85.00 607.27 490.00 182.15 9,173.63 150.00 76.70 6,018.97 182.52 137.11 190.30 359.69 .014 Description CLIP ON RETRACTABLE BADGE HOLD INSTALL - CHAIN LINK FENCE REPAIR LG REFIGERATOR /ADMIN EDUCATION TUITION REIMBURSEMEN EAP INSURANCE - APRIL'14 UNIFORM SERVICE FEBRUARY INVOICE ATT - CALNET ATT MOBILE TRANS. RECD PAYMENT VISION BATTERIES - #170 2ND SESSION - BUDGET /FIN PLAN CUSTOMER REFUND HVAC SERVICE CALL WELLS SUPPLY BELKING SURGE PROTECTORS PROF SVCS 11/01- 11/30/13 RICHFIELD - ELECTRICITY SEWER FEES & AGREEMENT WITH YLWD LAB TESTING 1 YR SVC CONTRACT HR CONSULTING TRANSPORTATION FEE Mi TO PRSA CONFERENCE SAND, BASE & COLD MIX TROUBLESHOOT HIHI LVL SWITCH 666 MTR BOX, LID & COVER PROGRESS PAYMENT NO. 12 T -10 1" METER R9001 CUSTOMER REFUND SHIPPING FEES D -RING, TURN SIGNAL CUSTOMER REFUND IT HARDWARE /SUPPLIES SEWER ROACH CONTROL Prog. Pmt No.12 Retention AMMONIA CYANURATE PROF. SVCS - FEBRUARY 2014 DMX REBUILD KIT GASKET MAIL DELIVERY & POSTAGE ROSARIO Cl & ROSARIO /SAN PAULO AUTOMOBILE MAINTENANCE HARDWARE - TOOLING BOOT ALLOWANCE CUSTOMER REFUND GM RECRUITMENT, AD, MKTG LEGAL SERVICES REPAIR - HP 4600 PRINTER SHOP HARDWARE SERVICED MAS & PHONE SYSTEM CUSTOMER REFUND IDEALSTOR 2 BAY WORM APPLIANCE RESIDENTIAL SMART TIMERS MUZAK SVCS - APRIL 2014 FUEL - 03- 01 -03 -15 OC REGISTER - 26 WEEKS DEL. FIRST AID KITS PETTY CASH CUSTOMER REFUND For Checks Dated: Check No. Date Vendor Name 63237 04/10/2014 4 Imprint Inc 63172 04/10/2014 A -1 Fence 63173 04/10/2014 Anaheim Wheel & Tire 63174 04/10/2014 Annie Alexander 63175 04/10/2014 Anthem Blue Cross EAP 63176 04/10/2014 Aramark 63177 04/10/2014 Associated Laboratories 63178 04/10/2014 AT & T - Calnet2 63179 04/10/2014 AT & T Mobility 63180 04/10/2014 Autoscribe Corporation 63181 04/10/2014 Battery Systems Inc 63182 04/10/2014 BIGGER THAN YOUR BLOCK 63169 04/10/2014 BRENT SINGER 63190 04/10/2014 C & L Refrigeration Corp. 63184 04/10/2014 CalCard US Bank 63185 04/10/2014 CDW Government, Inc 63186 04/10/2014 Chambers Group Inc. 63187 04/10/2014 City Of Anaheim 63188 04/10/2014 City Of Placentia 63189 04/10/2014 Clinical Lab. Of San Bern. 63192 04/10/2014 Core Support Resources Inc. 63193 04/10/2014 CPS Human Resource Services 63194 04/10/2014 Culligan of Santa Ana 63195 04/10/2014 Damon Micalizzi 63197 04/10/2014 Dean Criske Trucking 63196 04/10/2014 Delta Wye Electric, Inc. 63198 04/10/2014 Eisel Enterprises, Inc. 63199 04/10/2014 Environmental Construction Inc 63200 04/10/2014 Equarius Waterworks 63165 04/10/2014 FAHIMA SIDIQI 63201 04/10/2014 Federal Express 63202 04/10/2014 Fleet Services, Inc 63168 04/10/2014 FRIENDS CHRISTIAN HIGH SCHOOL 63203 04/10/2014 Fry's Electronics 63204 04/10/2014 Golden Bell Products 63205 04/10/2014 Grandpoint Bank 63206 04/10/2014 Hach Company 63207 04/10/2014 Hall & Foreman, Inc 63208 04/10/2014 Harrington Industrial 63209 04/10/2014 Infosend Inc. 63213 04/10/2014 J & S Construction 63210 04/10/2014 Jackson's Auto Supply - Napa 63211 04/10/2014 John Bogosian 63212 04/10/2014 JONATHAN LARSON 63167 04/10/2014 JULIE LAGUILLES 63214 04/10/2014 Koff & Associates, Inc 63215 04/10/2014 Liebert Cassidy Whitmore 63216 04/10/2014 LPR -Laser Printer Repair Co 63217 04/10/2014 Mc Fadden -Dale Hardware 63191 04/10/2014 Merging Communications, Inc. 63166 04/10/2014 MICHAEL SINCLAIR 63218 04/10/2014 MR2 Solutions Inc 63239 04/10/2014 Municipal Water District 63219 04/10/2014 Muzak LLC 63220 04/10/2014 Nickey Kard Lock Inc 63221 04/10/2014 Orange County Register 63222 04/10/2014 OUR FIRST AID COMPANY 63232 04/10/2014 Petty Cash 63170 04/10/2014 PROPERTY SALES 3/28/2014 thru 04/10/. Amount 164.51 2,987.00 692.50 1,489.87 168.63 356.46 1,998.30 5,820.23 45.20 496.50 113.23 500.00 8.74 531.05 20, 639.94 103.38 6,854.77 15,328.18 52, 978.20 4,975.00 3,500.00 877.45 17.10 138.99 2,033.98 771.00 52.11 38,290.07 7,620.48 473.30 212.53 36.69 1,000.00 237.61 3,100.00 2,015.27 1,217.20 540.00 402.18 8,933.35 8,035.00 281.67 380.00 221.84 48.37 6,953.88 831.50 85.00 607.27 490.00 182.15 9,173.63 150.00 76.70 6,018.97 182.52 137.11 190.30 359.69 .014 Description CLIP ON RETRACTABLE BADGE HOLD INSTALL - CHAIN LINK FENCE REPAIR LG REFIGERATOR /ADMIN EDUCATION TUITION REIMBURSEMEN EAP INSURANCE - APRIL'14 UNIFORM SERVICE FEBRUARY INVOICE ATT - CALNET ATT MOBILE TRANS. RECD PAYMENT VISION BATTERIES - #170 2ND SESSION - BUDGET /FIN PLAN CUSTOMER REFUND HVAC SERVICE CALL WELLS SUPPLY BELKING SURGE PROTECTORS PROF SVCS 11/01- 11/30/13 RICHFIELD - ELECTRICITY SEWER FEES & AGREEMENT WITH YLWD LAB TESTING 1 YR SVC CONTRACT HR CONSULTING TRANSPORTATION FEE Mi TO PRSA CONFERENCE SAND, BASE & COLD MIX TROUBLESHOOT HIHI LVL SWITCH 666 MTR BOX, LID & COVER PROGRESS PAYMENT NO. 12 T -10 1" METER R9001 CUSTOMER REFUND SHIPPING FEES D -RING, TURN SIGNAL CUSTOMER REFUND IT HARDWARE /SUPPLIES SEWER ROACH CONTROL Prog. Pmt No.12 Retention AMMONIA CYANURATE PROF. SVCS - FEBRUARY 2014 DMX REBUILD KIT GASKET MAIL DELIVERY & POSTAGE ROSARIO Cl & ROSARIO /SAN PAULO AUTOMOBILE MAINTENANCE HARDWARE - TOOLING BOOT ALLOWANCE CUSTOMER REFUND GM RECRUITMENT, AD, MKTG LEGAL SERVICES REPAIR - HP 4600 PRINTER SHOP HARDWARE SERVICED MAS & PHONE SYSTEM CUSTOMER REFUND IDEALSTOR 2 BAY WORM APPLIANCE RESIDENTIAL SMART TIMERS MUZAK SVCS - APRIL 2014 FUEL - 03- 01 -03 -15 OC REGISTER - 26 WEEKS DEL. FIRST AID KITS PETTY CASH CUSTOMER REFUND 63223 04/10/2014 Prudential Group Insurance 3,728.68 INSURANCE - LIFE /ADD /LTD &STD 63171 04/10/2014 R.J. NOBLE COMPANY 755.00 CUSTOMER REFUND 63224 04/10/2014 RKI Engineering, LLC 6,200.00 YLWD CONTROL PANEL SUBMITTAL 63225 04/10/2014 Robert Kiley 162.19 REIMBURSEMENT - AWWA CONF 63226 04/10/2014 Sancon Engineering Inc. 10,576.00 CIPP LINING OF MH 8" PVC 63227 04/10/2014 Shaw HR Consulting 1,785.00 CONSULTING W033114 03/31/2014 SoCal GIB -Wells Fargo Bank 10,667.34 MARCH '14 LOC -FEES & INTEREST 63228 04/10/2014 Southern Calif Edison Co. 394.31 SCE - SAN ANTONIO & HIDDEN HIL 63229 04/10/2014 Southern Calif Gas Co. 10,835.51 25005 - HIGHLAND - 03/14 63230 04/10/2014 Staples Business Advantage 885.40 OFFICE SUPPLIES & TONER 63183 04/10/2014 State of CA - Dept of Public Health 4,608.00 WTR SYSTEM FEES - 07/01 -12/31 63231 04/10/2014 Step Saver Inc 365.99 EXTRA COURSE SALT 63233 04/10/2014 Systems Source Inc 2,265.59 DISMANTLE & INSTALL - OFF 145 63234 04/10/2014 Terminix Processing Center 185.00 TERMITE SVCS 63235 04/10/2014 Time Warner Cable 1,124.12 BCF FIBER I -NET W022714 03/28/2014 U.S. Bank 846,752.20 2008 CIP & 2012 REV BONDS - INTEREST 63236 04/10/2014 United Industries 272.72 Receivings Transaction Entry 63238 04/10/2014 Villa Ford 21,647.14 2014 FORD E150 VAN 1,145,336.79 Meeting Date To: From: Presented By Prepared By: Subject: SUMMARY: AGENDA REPORT April 10, 2014 Board of Directors Steve Conklin, Acting General Manager Steve Conklin, Acting General Manager Budgeted: Total Budget: Cost Estimate: Funding Source Account No: Job No: Dept: Reviewed by Legal: Joe Polimino, Project Engineer CEQA Compliance: ITEM NO. 8.4 Yes $2.6M $2.3M All Water Funds 101 -2700 200817B Engineering No MND Progress Payment No. 12 for the Yorba Linda Blvd Pump Station Project Work is continuing on the construction of the Yorba Linda Blvd Pump Station Project. The project consists of three electric motor driven vertical turbine pumps, flow control valves, a motor control center, various yard piping and a new masonry block building. STAFF RECOMMENDATION: That the Board of Directors approve Progress Payment No. 12 in the net amount of $38,290.07 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 -17B. DISCUSSION: In accordance with the contract documents, ECI, Inc. submitted a request for Progress Payment No. 12, in the amount of $40,305.34 for completed work through March 31, 2014. During this period, the contractor continued work on electrical installations and completed the mansard roof underlayment and exterior tile. They also continued to paint interior pipe, valves and roof beams. The status of the construction contract with ECI, Inc. is as follows: • The current contract is $1,607,050.37 and 424 calendar days starting April 1, 2013 (includes Change Order No.1 which added $25,871.37 and 59 calendar days). • If approved, Progress Payment No. 12 is $40,305.34 (2.5% of the total contract amount), less 5% retention of $2,015.27 for a net payment of $38,290.07. • If approved, total payments to date including retention will be $1,387,696.90 (86.4% of the total contract amount). • As of March 31, 2014, 365 calendar days were used (86.1 % of the contract time). Staff reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 12 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): On December 20, 2012, the Board of Directors authorized the President and Secretary to execute a construction agreement between Environmental Construction, Inc. (ECI), and the Yorba Linda Water District for the Construction of the Yorba Linda Blvd Pump Station Project in the amount of $1,581,179.00. The Board of Directors has approved eleven progress payments to date, the last of which was approved on March 27, 2014. ATTACHMENTS: Name ECI YL Blvd. PS Progress Pay Request 12.odf Approved by the Board of Directors of the Yorba Linda Water District 4/10/2014 RC /PH 5 -0 Description: Type: Progress Pay Request 12 ECI Construction Backup Material YORBA LINDA WATER DISTRICT PROJECT LOCATION CONTRACTOR PROGRESS PAY REPORT Yorba Linda Blvd. Pump Station PROGRESS PAY REQUEST NO. 012 Yorba Linda, CA PROJECT NO. 2008178 PAGE 1 OF 1 PAGES DATE 3131114 _ ORIGINAL CONTRACT AMOUNT: AUTHORIZED CHANGE ORDERS REVISED CONTRACT AMOUNT: PROGRESS PAY ESTIMATE FOR PERIOD IALUE OF WORK COMPLETED ;HANGE ORDER WORK COMPLETED TOTAL VALUE OF WORK COMPLETED _ESS RETENTION 5% _ESS OTHER DEDUCTIONS NET EARNED TO DATE LESS AMOUNT PREVIOUSLY PAID BALANCE DUE THIS ESTIMATE $ 1,581,179.00 April 1, 2013 $ 25,871.37 CALENDAR DAYS APPROVED TIME EXTENSIONS $ 1,607,050.37 March 1, 2014 TO _ PREVIOUS THIS $ 1,355,116.90 $ $ - $ $ 1,355,116.90 $ $ 1,287,361.06 $ Electronic Wire Fees NOTICE TO PROCEED April 1, 2013 COMPLETION TIME 365 CALENDAR DAYS APPROVED TIME EXTENSIONS 59 CALENDAR DAYS TOTAL CONTRACT TIME 424 CALENDAR DAYS TIME EXPENDED TO DATE 365 CALENDAR DAYS TIME REMAINING 1169 CALENDAR DAYS REQUESTED BY: RECOMMENDED: Joe Manager, ECI Inc. NTH TO DATE 2,580.00 $ 1,387,696.90 7.725.34 $ 7,725.34 34 $ 1,395,422.24 07 $ 1,325,651.13 1,325,651.13 F 1.287,361.06 DATE: � I DATE: I DATE_ APPROVED BY: Steve Conklin, Engineering Manager, YLWD Meeting Date: To: From: Presented By Prepared By: Subject: DISCUSSION: AGENDA REPORT April 10, 2014 Board of Directors Steve Conklin, Acting General Manager Gina Knight, HR /Risk Manager Annie Alexander, Executive Secretary ACWA /JPIA President's Special Recognition Award ITEM NO. 9.1 Each year at the Fall Conference, the ACWA /JPIA recognizes members that have a Loss Ratio of 20% or less in either of the Liability, Property, or Workers' Compensation programs (loss ratio = total losses / total premiums). The members with this distinction receive the President's Special Recognition Award certificate for each program in which they qualify. ACWA/JPIA has presented the District with the attached recognition for achieving a low ratio of Paid Claims and Case Reserves to Deposit Premiums in the Workers' Compensation Program for the period July 1, 2009 through June 30, 2012. ATTACHMENTS: Description: Type: ACWA JPIA Award.0 Backup Material Backup Material President's Special Recognition Award The Presidentofthe ACWAJointPowers Insurance Authority herebpgives Special Recognition to Yorba Linda Wa ter District forachieving a lowratro of "Paid Claims and Case Reserves" to "DepositPremiums" in the Workers' Compensa tlon Program for the period 07/01/09— 06/30/12 announced a t the Board ofDirectors' Meeting in Los Angeles. E G. `Terry "Gladbach, President 4 December 02, 2013 ® GOES 3462 ureo IN us.a. Meeting Date Subject: ATTACHMENTS: Name: 032814 FA - Minutes.doc ITEM NO. 11.2 AGENDA REPORT April 10, 2014 Finance - Accounting Committee (Hawkins / Beverage) Minutes of the meeting held March 28, 2014 at 8:00 a.m. Next meeting is scheduled to be held April 28, 2014 at 4:00 p.m. Description: FA Mtg Minutes 03/28/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT FINANCE - ACCOUNTING COMMITTEE MEETING Friday, March 28, 2014, 8:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The March 28, 2014 meeting of the Yorba Linda Water District's Finance - Accounting Committee was called to order by Director Hawkins at 8:00 a.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 3. 4. Director Phil Hawkins, Chair Director Michael J. Beverage PUBLIC COMMENTS None. DISCUSSION ITEMS STAFF Steve Conklin, Acting General Manager Delia Lugo, Finance Manager 4.1. Investment Report for the Period Ending February 28, 2014 Mrs. Lugo presented the Investment Report for the Period Ending February 28, 2014. She noted that the average yield for the reporting month is 0.72 %. Mrs. Lugo pointed out that there were funds transferred out of Bank of the West and into CaITRUST's Medium Term Pooled Investment account. Director Hawkins asked if the Finance staff would be interested in hearing a presentation by the company who handles investments on behalf of the Orange County Cemetery District. We expressed an interest to do so. There were no other key items to discuss. 4.2. Budget to Actual Results for February 2014 Mrs. Lugo reviewed the February 2014 Budget to Actual Results report with the Committee. Mrs. Lugo noted that the expenditures to date are trending as previously reported with the exception of Materials in the Supplies and Services section of the Sewer Fund statement which are at 176% of the annual budgeted amount. 4.3. Preparation of 2014 -15 Operating Budget Mrs. Lugo and Mr. Conklin made some brief comments on the analysis work that is being performed on the Supplies and Services accounts especially for the projection 2014 year end balances. 1 5. ADJOURNMENT 5.1. The meeting was adjourned at 8:55 a.m. The next Finance - Accounting Committee meeting is scheduled to be held Monday, April 28, 2014 at 4:00 p.m. May's Finance - Accounting Committee meeting is scheduled to be held on Tuesday, May 20, 2014 at 4:OOp.m. 04 Meeting Date Subject: ATTACHMENTS: ITEM NO. 11.9 AGENDA REPORT April 10, 2014 YLWD - MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) Minutes of the meeting held March 25, 2014 at 4:00 p.m. Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m. Name: 032514 MWDOC OCWD - Minutes.docx Description: MWDOC /OCWD Mtg Minutes 03/25/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT JOINT AGENCY COMMITTEE MEETING WITH MWDOC AND OCWD Tuesday, March 25, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The March 25, 2014 meeting of the Yorba Linda Water District's Joint Agency Committee with MWDOC and OCWD was called to order 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 YLWD COMMITTEE MEMBERS Director Robert R. Kiley Director Michael J. Beverage MWDOC COMMITTEE MEMBER Director Brett Barbre OCWD COMMITTEE MEMBER Director Roger Yoh 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS YLWD STAFF Steve Conklin, Acting General Manager MWDOC STAFF Rob Hunter, General Manager OCWD STAFF John Kennedy, Asst General Manager 4.1. MWD Water Supply Conditions and Outlook Director Barbre reported that the MWD water supply conditions are as previously indicated: in good condition for southern California because of the planning and projects completed over the last 15 years, including storage, recycling and conservation. 4.2. MWDOC Draft Budget The budget for FY 2014/15 is in draft form and is undergoing review by the member agencies and the MWDOC committees. 4.3. OCWD Basin Conditions and Outlook Mr. Kennedy reported that the basin is expected to be drawn down to an overdraft of about 322,000 AF by June 2014. In FY 2014/15, OCWD's budget includes the purchase of 65,000 AF of MWD water for recharge. OCWD anticipates that with that recharge and other, including GWRS, the basin is expected to remain at the same overdraft condition at the end of the next FY. 1 4.4. OCWD Draft Budget The budget for FY 2014/15 is in draft form and is undergoing review. Included in the budget is funding for water purchase, as noted above, as well as for construction of the 30 mgd expansion of the GWRS Plant. 4.5. Call by MWD for CUP Water from OC Groundwater Basin Mr. Kennedy reported that MWD has 48,000 AF of water in the OC Basin, and has requested that extraction of the water begin April 1, 2014 under the CUP. He indicated that MWD will probably continue the call for extraction until its storage account is depleted. 4.6. Huntington Beach Ocean Desalination Project Director Yoh reported that OCWD's Board will be considering issuing an RFP to hire a financial consultant to review the estimates by OCWD and by Poseidon as to the construction cost and the operating cost for the project. The goal will be to determine the range of probability for these cost estimates. There was a discussion in the meeting as to how this type project fits in with other water supply development projects that could be pursued, and at what cost. 4.7. Consolidation of OCWD and MWDOC There was no new information to report. Representatives for the two agencies continue to meet, but infrequently. 4.8. OCWD Annexation The issue will be considered by LAFCO at its May 2014 meeting. According to Mr. Kennedy, approval is anticipated, which would result in the newly annexed areas able to be served groundwater in accord with the BPP to be established by the OCWD Board in April 2014. 4.9. Status of OCWD Groundwater Basin Cleanup Projects Nothing new to report. 4.10. YLWD Well Project Mr. Conklin reported that the Well 21 pilot hole has been completed to bedrock at 725 ft below grade and zone testing performed. Work to follow will include drilling out the well to full diameter and setting the perforated well casing. Work is expected to be complete by May 2014. Design work is in progress for the well- equipping facilities. 4.11. Future Agenda Items None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 4:45 p.m. The next YLWD /MWDOC /OCWD Joint Agency Committee meeting is scheduled to be held Tuesday, May 27, 2014 at 4:00 p.m. 4 AGENDA REPORT Meeting Date: April 10, 2014 ITEM NO. 13.1 Subject: Meetings from April 11, 2014 - May 31, 2014 ATTACHMENTS: Description: Type: BOD - Activities Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: April 2014 Exec - Admin- Organizational Committee Meeting Mon, Apr 14 4:OOPM Kiley /Collett Pub Affairs - Communications -Tech Committee Meeting Tue, Apr 15 12:OOPM Collett /Kiley Planning- Engineering- Operations Committee Meeting Tue, Apr 15 4:OOPM Melton /Beverage Yorba Linda City Council Tue, Apr 15 6:30PM Kiley MWDOC Wed, Apr 16 8:30AM Melton OCWD Wed, Apr 16 5:30PM Collett Board of Directors Workshop Meeting Mon, Apr 21 3:OOPM Collett Joint Committee Meeting with City of Yorba Linda Tue, Apr 22 5:OOPM Kiley /Collett OCSD Wed, Apr 23 6:30PM Kiley Yorba Linda Planning Commission Wed, Apr 23 6:30PM Melton Board of Directors Regular Meeting Thu, Apr 24 8:30AM Beverage Yorba Linda LMCAC Thu, Apr 24 6:30PM Collett Citizens Advisory Committee Meeting Mon, Apr 28 8:30AM Kiley Finance - Accounting Committee Meeting Mon, Apr 28 4:OOPM Beverage /Hawkins May 2014 Planning- Engineering- Operations Committee Meeting Thu, May 1 4:OOPM Melton /Beverage WACO Fri, May 2 7:45AM Kiley /Hawkins Pub Affairs - Communications -Tech Committee Meeting Mon, May 5 4:OOPM Collett/Kiley Personnel -Risk Management Committee Meeting Tue, May 6 4:OOPM Hawkins /Melton Yorba Linda City Council Tue, May 6 6:30PM Collett MWDOC Wed, May 7 8:30AM Melton OCWD Wed, May 7 5:30PM Collett Board of Directors Regular Meeting Thu, May 8 8:30AM Yorba Linda LMCAC Thu, May 8 6:30PM Beverage Exec - Admin- Organizational Committee Meeting Mon, May 12 4:OOPM Kiley /Collett LAFCO Wed, May 14 8:30AM Beverage Yorba Linda Planning Commission Wed, May 14 6:30PM Beverage OC Water Summit Fri, May 16 7:30AM Finance - Accounting Committee Meeting Tue, May 20 4:OOPM Beverage /Hawkins Yorba Linda City Council Tue, May 20 6:30PM Kiley MWDOC Wed, May 21 8:30AM Melton OCWD Wed, May 21 5:30PM Collett Board of Directors Regular Meeting Thu, May 22 8:30AM Yorba Linda LMCAC Thu, May 22 6:30PM Collett District Offices Closed Mon, May 26 7:OOAM Citizens Advisory Committee Meeting Mon, May 26 8:30AM Kiley Joint Committee Meeting with MWDOC and OCWD Tue, May 27 4:OOPM Kiley /Beverage Yorba Linda Planning Commission Wed, May 28 6:30PM Melton OCSD Wed, May 28 6:30PM Kiley ISDOC Thu, May 29 11:30AM Hawkins 4/3/2014 1:25:02 PM AGENDA REPORT Meeting Date: April 10, 2014 ITEM NO. 14.1 Subject: OC Crime Victims' Monument Design Unveiling - April 12, 2014 ACWA/JPIA Spring Conference - May 5 -6, 2014 ACWA Spring Conference - May 6 -9, 2014 OC Water Summit - May 16, 2014 STAFF RECOMMENDATION: That the Board of Directors authorize Director attendance at these events if desired. ATTACHMENTS: Name: Description: Type: OC Crime Victims.pdf Backup Matrial Backup Material ACWA JPIA Conf.pdf Backup Material Backup Material ACWA Conf.0 Backup Material Backup Material OC Water Summit.pdf Backup Material Backup Material Approved by the Board of Directors of the Yorba Linda Water District 4/10/2014 RC /PH 5 -0 COUNTY OF ORANGE BOARD OF SUPERVISORS ROBERT E. THOMAS HALL OF ADMINISTRATION 10 CIVIC CENTER PLAZA P.O. BOX 687 SANTA ANA, CA 92702 -0687 Mr. Steven Conklin Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92870 Dear Mr. Conklin, March 31, 2014 We would like to invite you to attend the Design Unveiling of the Orange County Crime Victims' Monument on Saturday, April 12, 2014 at 10 a.m. at William R. Mason Regional Park in Irvine. We are requesting that you or a designee from your agency attend. We will be introducing all of the attendees and their agencies. The unveiling is the culmination of a year -long international solicitation of ideas and design concepts. The competition produced 59 entries from around the world which were narrowed down to five design finalists last fall. These designs were displayed for public review and comment before final consideration by a selection panel. The Orange County Crime Victims' Monument, which will be located at Mason Regional Park, will serve as a place of solace and contemplation for those people whose lives have been affected by crime. The design unveiling will immediately follow the conclusion of the Crime Survivors, Inc. 5K Run/Walk and Resource Fair at the park. Please arrive early to support the individuals and families who are overcoming victimization from acts of crime and to learn more about the assistance programs available to crime victims. We look forward to welcoming the following speakers at the design unveiling: • Orange County Sheriff Sandra Hutchens • Erin Runnion, Mother of Samantha Runnion and Founder of the Joyful Child Foundation • Monique Jackson, Speaking on behalf of sexual assault victims • Paul Wilson, Speaking on behalf of homicide victims You Are Invited: Orange County Crime Victims' Monument Design Unveiling Saturday, April 12, 2014 William R. Mason Regional Park 18712 University Drive, Irvine, CA 92612 Program begins at 10 a.m. RSVP: Communications LAB Phone: 949 - 215 -5539 Email: David@ CommunicationsLAB.co It is our sincere hope that you will be able to join us on this momentous day as we reach a major milestone in the life of this project and stand in support with the many victims who have been affected by crime. Sincerely, Supervisor Todd Spitzer, District 3 4 Supervisor Patricia Bates, District 5 County of Orange and the Orange County Board of Supervisors with OC Parks Presents County Crii'Y a Vic`t'ims MOnu , J The Orange County Board of Supervisors and OC Parks invite you to a tribute to all crime victims. The event will commemorate National Crime Victims' RightsWeek and the winning design for the Orange County Crime Victims' Monumentwill be announced. Speakers Include: (confirmed attme of publication) • Orange County Sheriff Sandra Hutchens • Erin Runnion (speaking on crimes against children) • MoniqueJackson (representing victims of sexual assault) • Paul Wilson (representing families of homicide victims) Program Includes, • CommunityBooths • orange County Crime Victims' Monument design winnerannounced • Dove release in conjunction with Crime Survivors, Inc. For more information please contact, Carrie O'Malley at 714 -634 -3330 or Carrie.omalley@ocgov.com Saturday, 10 a.m. April 12 Immediately following Crime Survivors 5K Run /Walk Mason Regional Park 18712 University Drive Irvine, CA 92512 © facebookcom/QrangeCountyParks J twifter.com/00arks MASON NEGIONAI VAAK IC)It L.waniy Raa Iry CA 12 MIn)hEm W tl11r1] n.olpx�e�prY (pn . wn.. a..la(pn«.wrya r. urther infarmabon at wwwv.ocparks.camtabout1projecu ACWA/JPIA 2014 Spring Conference Schedule Celebrating Endurance: Thriving in The Midst of Challenges Monterey Marriott 350 Calle Principal - Monterey, California 93940 Monday — May 5, 2014 8:30 a.m. — Employee Benefits Program Committee meeting 10:00 a.m. 10:15 a.m. — Executive Committee meeting 11:45 a.m. 1:30 p.m. — Board of Directors' meeting 4:00 p.m. 4:00 p.m. — Town Hall meeting 5:00 p.m. 5:00 p.m. — ACWA/JPIA Reception 6:00 p.m. Tuesday — May 6, 2014 San Carlos Ballroom I - II San Carlos Ballroom I - II San Carlos Ballroom I - III San Carlos Ballroom I - III Ferrantes Bayview 8:30 a.m. — The Challenges of Evaluating Claims: Decision- San Carlos Ballroom II - IV 10:00 a.m. Making Criteria For a Successful Outcome Presenters: Dick Damon, JPIA Director of Casualty Operations and Rob Greenfield, JPIA Claims Litigation Counsel 10:15 a.m. — Leading With Civility: 7 Touchstones To Inspire San Carlos Ballroom II - IV 11:45 a.m. Respect & Cooperation During Challenging Times Presenter: Alison Haugan 1:00 p.m. — Keeping Up With The Affordable Care Act San Carlos Ballroom II - IV 2:00 p.m. Presenter: Tom Sher, First Vice President and Partner, Alliant Insurance Services, Inc. 2:30 p.m. — Sexual Harassment Prevention For Board San Carlos Ballroom II - IV 4:30 p.m. Members & Managers (AB 1825) Presenters: Patricia Slaven, JPIA Training Manager and Rob Greenfield, JPIA Claims Litigation Counsel Wednesday — May 7, 2014 9:00 a.m. — Exhibit Booth #110 & 112 5:00 p.m. Thursday — May 8, 2014 8:00 a.m. — Exhibit Booth # 110 & 112 12:00 p.m. Monterey Convention Center Monterey Convention Center PRELIMINARY AGENDA ACWA /JPIA - MONDAY, MAY 5 8:30 — 10:00 a.m. • ACWA /JPIA Employee Benefits Program Committee 10:15 —11:45 a.m. • ACWA /JPIA Executive Committee 1:30 — 4:00 p.m. • ACWA /JPIA Board of Directors 4:00 — 5:00 p.m. • ACWA /JPIA Town Hall 5:00 — 6:00 p.m. • ACWA /JPIA Reception TUESDAY, MAY 6 8:00 a.m. — 6:00 p.m. • Registration 8:30 —10:00 a.m. • ACWA /JPIA: Seminar I 10:00 —11:45 a.m. • Scholarship Subcommittee • Water Management Committee • Water Quality Committee 10:15 —11:45 a.m. • ACWA /JPIA: Seminar II 11:00 a.m. — Noon • Outreach Task Force Noon — 2:00 p.m. • ACWA 101 & Luncheon • Committee Lunch Break 1:00 - 2:00 p.m. • ACWA /JPIA: Seminar III 1:00 — 2:45 p.m. • Energy Committee • Finance Committee • Groundwater Committee • Social Media &WebsiteWorkgroup 2:00 — 4:00 p.m. • SDLF Special District Administrator Certification Test 2:30 — 4:30 p.m. • ACWA /JPIA: Sexual Harassament Prevention for Board Members & Managers (AB 1825) 3:00 — 4:45 p.m. • Communications Committee • Federal Affairs Committee • Local Government Committee • Membership Committee • Personnel & Benefits Committee 5:00 — 6:30 p.m. • Welcome Reception in the Exhibit Hall WEDNESDAY, MAY 7 7:30 a.m. — 5 p.m. • Registration 8:00 — 9:45 a.m. • Opening Breakfast 9:00 a.m. — Noon & 1:30 — 5:00 p.m. • Exhibit Hall 10:00 —11:30 a.m. • Attorneys Program • Communications Committee Program • Exhibitor Technical Presentations • Finance Program • Human Resources Program • Region Issue Forum • Statewide Issue Forum • Water Industry Trends Program 11:30 —11:45 a.m. • Prize Drawing in Exhibit Hall 11:45 a.m. — 1:45 p.m. • General Session & Luncheon 2:00 — 3:15 p.m. • Attorneys Program • Exhibitor Technical Presentation • Finance Program • Human Resources Program • Region Program • Town Hall • Water Industry Trends Program 3:15 — 3:45 p.m. • Cash Prize Drawing & Snack Break in Exhibit Hall 3:45 — 5:00 p.m. • Attorneys Program • Energy Committee Program • Exhibitor Technical Presentation • Statewide Issue Forum • Water Industry Trends Program 4:00 — 6:00 p.m. • Legal Affairs Committee 5:30 — 7:00 p.m. • CH2MHILL Hosted Reception THURSDAY, MAY 8 7:30 a.m. — 4 p.m. • Registration 8:00 a.m. — Noon • Exhibit Hall 8:00 — 9:15 a.m. • Networking Continental Breakfast 9:30 —11:00 a.m. • Attorneys Program • Exhibitor Technical Presentations • Finance Program • Human Resources Program • Region Issue Forum • Statewide Issue Forum • Water Industry Trends Program 9:30 - 11:45 a.m. • Ethics Training (AB 1234) 11:00 —11:30 a.m. • Prize Drawing in Exhibit Hall 11:45 a.m. —1:45 p.m. • General Session & Luncheon 2:00 — 3:15 p.m. • Attorneys Program • Exhibitor Technical Presentations • Federal Issues Forum • Statewide Issue Forum • Water Industry Trends Program 3:30 — 5 p.m. • Regions 1 -10 Membership Meetings 6:00 — 7:00 p.m. • New Water Professionals Reception 7:00 — 9:00 p.m. • Dinner &Entertainment FRIDAY, MAY 9 8:00 — 9:30 a.m. • Registration 8:30 —10 a.m. • ACWA's Hans Doe Past Presidents' Breakfast in Partnership with ACWA /JPIA L OTHEREVENTS TUESDAY, MAY 6 8:30 a.m. • Golf Tournament Sponsored by HelioPower, Inc. THURSDAY, MAY 8 6:45 — 8:30 a.m. • San Joaquin Valley Agricultural Water Committee ACWA 2014 Spring Conference & Exhibition 1 7 ACWKs 2014 SPRING CONFERENCE & EXHIBITION May 6 — 9, 2014 I Monterey- Portola & Marriott Hotels and Conference Center ATTENDEE INFORMATION First Name Last Name Title Organization Phone Address Attendee E -mail GUEST INFORMATION (Guest registration is not available to anyone with a professional reason to attend.) City State Zip If you select check or bill me payment option, to expedite the check -in process onsite, ACWA must receive payment two weeks prior to the event. First Name Last Name E-mail (MUST be different than attendee's e-mail) M — — MNW REGISTRATION FEES & OPTION REGULAR ONSITE Advantage (For ACWA public agency members, affiliates & associates ONLY) (ends 4/10/14) Full Conference Registration & Meals Package . ............................... $695 Not Available Full Conference Registration Only ............. ............................... $510 $540 Partial Conference Registration Only: ❑Tues5 /6 &Wed 5/7 -OR- ❑ThurS /8 & Fri 5 /9.. $275 $300 Standard (Applies to non - members of ACWA) Full Conference Registration Only ............. ............................... $765 $795 Partial Conference Registration Only: ❑Tues5 /6 &Wed 5/7 -OR- ❑Thur5 /8 & Fri 5 /9.. $395 $450 Guest (Guest registration is not available to anyone with a professional reason to attend.) Guest Conference Registration Only ........... ............................... $45 $45 MEAL FUNCTIONS QUANTITY REGULAR ONSITE Wednesday – May 7 Opening Breakfast ........... ............................... $45 $50 Wednesday Luncheon ....... ............................... $50 $55 Thursday – May 8 Networking Continental Breakfast .......................... $35 $40 Thursday Luncheon ......... ............................... $50 $55 Thursday Dinner ............. ............................... $65 $70 Friday – May 9 Friday Breakfast ............. ............................... $45 $50 K!" V PA ",F I?FO'.R�0r r,FUI0 P,IF(15'Tn,T, N1I kASA' "N 51 'D V1� ON Total Due to ACWA AMOUNT PAYMENT INFORMATION ❑ Enclosed is check payable to ACWA Mail check with completed form to: 910 K Street, Suite 100 Sacramento, CA 95814 ❑ Please bill me ❑ Please charge my credit card: ❑MasterCard ❑Visa Credit Card Number: TIT FI 1-11 TIT TFF AMOUNT Expiration Date: Charged Amount: $ Cardholder's Name (as seen on card): PRINT CLEARLY WWWN�� Submit Completed Form: Please e-mail form to MargieK @acwa.com. Questions? Contact us at 916.441.4545, toll free 888.666.2292. Office Use Only: SC14 Ent Date 7:30 a.m. — 1:30 p.m. Grand Californian Hotel, at the Disneyland Resort, Anaheim, California Cahfomia's $1.9 trillion economy is at risk. We are in the midst of the driest Period on record and in addition, pumping restrictions are still in place - limiting the amount of water we can move throughout the state to keep our economy growing. Business, agriculture, urban popul tft ns and tire emhorm,nt are all dependent on reliable water supplies. Southern California is weathering these conditions better than other regions because of the billions of dollars inverted in water reliability projects. Yesterdays investments are paying off and nowwe need to make additional investments to ensure water reliability tomorrow. What are the impacts of not addressing the issues wRh the Sacramento Bay Delta? Is now the time fora Water Bond? Are Iocal projects "Pork" or pare of the cddml answer to long term, water soppy reliability? How will your business be impacted? What can be done? To find out more, Sav The -Date for the 7th Annual Orange County Water Summit on Friday, May 16, 2014 at Grand Californian Hotel at Disneyland Resort. INDIVIDUAL TICKET - $12O* 'ICKET PRICE WILL INCREASE TO $14. BEGINNING MAY 6, 2014 Ticket includes continental breakfast, lunch, self- parking and summit materials. To sponsor, register or learn more, please visit— OCWaterSammit.comorcontact. Hosted By Darcy Burke (n4) 593'5014 - dburkeemwdoc.com Eleanor Tomas(n4)3783268- etorms@ocwd.coru _ bisneyland Gina Ayala (714) 3783323 - gayala @— cf,com (Media Inquiries)