HomeMy WebLinkAbout2014-05-08 - Board of Directors Meeting Agenda PacketYorba Linda
'"Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, May 8, 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
11
COMMITTEE REPORTS
6.1. Citizens Advisory Committee
(Kiley)
• Minutes of the meeting held April 28, 2014 at 8:30 a.m.
Next meeting is scheduled to be held June 23, 2014 at 8:30 a.m.
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.
7.1. 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
Number of Potential Cases: One
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 April 21, 2014
Recommendation: That the Board of Directors approve the minutes as presented.
8.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize disbursements in
the amount of $483,898.52.
8.3. GIS & CMMS Consulting Services
Recommendation: That the Board of Directors authorize the Acting General
Manager to execute a Professional Services Agreement with Environmental
Engineering & Contracting, Inc. (EEC) in the amount of $58,000 for GIS and CMMS
Consulting Services.
8.4. Investment Report for Period Ending March 31, 2014
Recommendation: That the Board of Director's receive and file the Investment
Report for the Period Ending March 31, 2014.
9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.1. President's Report
9.2. Directors' Reports
9.3. Acting General Manager's Report
9.4. General Counsel's Report
9.5. Future Agenda Items and Staff Tasks
10. COMMITTEE REPORTS CONTINUED
10.1. Executive - Administrative - Organizational Committee
(Kiley / Collett)
Next meeting is scheduled to be held May 12, 2014 at 4:00 p.m.
10.2. Finance - Accounting Committee
(Hawkins / Beverage)
Minutes of the meeting held April 28, 2014 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Next meeting is scheduled to be held May 20, 2014 at 4:00 p.m.
10.3. Personnel -Risk Management Committee
(Hawkins / Melton)
• Minutes of the meeting held May 6, 2014 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Next meeting is scheduled to be held June 10, 2014 at 4:00 p.m.
10.4. Planning- Engineering- Operations Committee
(Melton / Beverage)
• Minutes of the meeting held May 1, 2014 at 4:00 p.m. (To be provided at the next
regular Board meeting.)
• Next meeting is scheduled to be held June 5, 2014 at 4:00 p.m.
10.5. Public Affairs - Communications - Technology Committee
(Collett / Kiley)
• Minutes of the meeting held April 17, 2014 at 4:00 p.m.
Next meeting is scheduled to be held May 13, 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 scheduled to be held May 12, 2014 at 10:00 a.m.
10.8. YLWD -City of Yorba Linda Joint Agency Committee
(Kiley / Collett)
• Minutes of the meeting held April 22, 2014 at 5:00 p.m. (To be provided at the next
regular Board meeting.)
• Next meeting is scheduled to be held June 24, 2014 at 5:00 p.m.
10.9. YLWD - MWDOC -OCWD Joint Agency Committee
(Kiley / Beverage)
Next meeting is scheduled to be held May 27, 2014 at 4:00 p.m.
11. INTERGOVERNMENTAL MEETINGS
11.1. YL LMCAC - April 24, 2014 (Collett)
11.2. WACO -May 2, 2014 (Kiley)
11.3. YL City Council - May 6, 2014 (Collett)
11.4. MWDOC Board -May 7, 2014 (Melton)
11.5. OCWD Board - May 7, 2014 (Collett)
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from May 9, 2014 - June 30, 2014
13. CLOSED SESSION CONTINUED
13.1. 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: Prospective Buyers
Under Negotiation: Price and Terms of Payment
13.2. Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code
Name of Case: ACWA /JPIA, et al. vs. Insurance Company of the State of Pennsylvania,
et al. (OC Superior Court - Case No. 00486884)
13.3. 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)
13.4. 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)
13.5. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section
54956.9 of the California Government Code
Related to line break at 1301 North Rose Drive, Placentia CA 92870.
Number of Potential Cases: One
13.6. 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 potential claim submitted on behalf of Charles Busch.
Number of Potential Cases: One
13.7. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section
54956.9 of the California Government Code
Related to written communications from potential plaintiffs threatening litigation.
Number of Potential Cases: One
13.8. Public Employment (Recruitment)
Pursuant to Section 54957 of the California Government Code
Title: General Manager
13.9. 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
14. ADJOURNMENT
14.1. The next Regular Board of Directors Meeting will be held Thursday, May 22, 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
May 8, 2014
Citizens Advisory Committee
(Kiley)
Name:
042814 - CAC Minutes.docx
ITEM NO. 6.1
Minutes of the meeting held April 28, 2014 at 8:30 a.m.
Next meeting is scheduled to be held June 23, 2014 at 8:30 a.m.
Description:
CAC Mtg Minutes 04/28/14
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
Monday, April 28, 2014, 8:30 a.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The April 28, 2014 meeting of the Yorba Linda Water District's Citizens Advisory
Committee was called to order by Vice Chair Rick Buck at 8:30. The meeting was
held in the Training Room at the District's Administration Building located at 1717
East Miraloma Avenue, Placentia, California 92870.
2.
3.
4.
ROLL CALL
COMMITTEE MEMBERS PRESENT
Rick Buck, Vice Chair
Lindon Baker
Modesto Llanos
YLWD DIRECTORS PRESENT
Robert R. Kiley, President
PUBLIC COMMENTS
None.
PRESENTATIONS
Fred Hebein
Joe Holdren
Oscar Bugarini, Sr.
YLWD STAFF PRESENT
Steve Conklin, Acting General Manager
Damon Micalizzi, Public Information Officer
Delia Lugo, Finance Manager
Cindy Botts, Management Analyst
4.1. Draft YLWD Budget for FY 2014/15
Mrs. Lugo presented to the Committee a PowerPoint presentation
outlining the proposed draft budget for the upcoming fiscal year. While
taking questions from the committee, Mr. Conklin highlighted the 5 Year
Capital Improvement Project (CIP) Projections and Vehicle Equipment and
Capital Outlay 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.
5. DISCUSSION ITEMS
5.1. Update on SB 946 and YLWD Representation on the Orange County
Sanitation District Board of Directors
Director Kiley provided the committee with an update on SB 946, noting
that the measure was approved on a 37 -0 vote and is now in the
Assembly awaiting referral to a policy committee.
5.2. Recap of YLWD /City of Yorba Linda Joint Agency Committee Meeting
Mr. Conklin gave a recap of the April 22, 2014 Joint Agency Meeting with
the City of Yorba Linda. Mr. Conklin noted updates on the Status of
District's Plumosa Property and an update on Yorba Linda High School
Park Project, in coordination with YLWD Pipeline Relocation Project.
5.3. CAC Meeting Calendar for 2014
As discussed in the Committee's March meeting, staff presented to the
Committee options for altering the schedule of CAC meetings to two
meetings per quarter. The Committee unanimously decided to not meet
during the months of May and August (unless needed) and to combine the
November and December meetings to accommodate the holidays,
meeting on December 15, 2014.
5.4. Future Agenda Items
None.
ADJOURNMENT
6.1. The meeting was adjourned at 9:50 a.m. The next Citizens Advisory
Committee meeting is scheduled to be held Monday, June 23, 2014 at
8:30 a.m.
2
AGENDA REPORT
Meeting Date: May 8, 2014
ITEM NO. 8.1
Subject: Minutes of the Board of Directors Workshop Meeting held April 21, 2014
STAFF RECOMMENDATION:
That the Board of Directors approve the minutes as presented.
ATTACHMENTS:
Description: Type:
042114 BOD - Minutes.doc BOD Mtg Minutes 04/21/14 Minutes
Approved by the Board of Directors of the
Yorba Linda Water District
5/8/2014
MB /PH 4 -0 -1
RK was absent.
1
K
3
4
5
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS WORKSHOP MEETING
Monday, April 21, 2014,3:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
rLCUUM Vr ALLCUTADJUM
President Kiley led the pledge.
ROLL CALL
DIRECTORS PRESENT
STAFF rrccacnl I
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
A. Operating Budget
Mr. Conklin and Mrs. Lugo provided an overview of the Salaries
and Benefits Budget Comparison and responded to questions from
the Board regarding merit and COLA increases and the District's
OPEB Contribution. Mrs. Lugo explained that the District's OPEB
Contribution had not been included in last fiscal year's budget and
would be due July 2014. Mr. Conklin clarified that that the 3%
1
COLA increase would be offset by increased employee
contributions to CalPERS. Mrs. Lugo then provided an overview of
the key budget assumptions and the budget summary and
responded to questions from the Board regarding the difference in
Income (Loss) from the last budget workshop. She explained that
the financial information being provided to the Board today included
depreciation and non - operating costs in revenue and expenses.
Staff then responded to additional questions from the Board
regarding the Salaries and Benefits Budget Comparison. Mrs.
Knight indicated that the costs associated with the 3% COLA and
merit increases would be identified separately in the final draft of
the budget. Mrs. Lugo clarified that the projected revenue in the
draft budget included the 2.5% rate increase. Director Kiley asked
where the estimated expense information for the education
reimbursement program was delineated in the budget. Mrs. Lugo
explained that these costs were included in the Fringe Benefits and
that staff could provide the Board with a spreadsheet breaking
these expenses out. Mrs. Lugo also indicated that the proposed
budget included an assumption of 5% water conservation by
District customers due to the heightened media coverage of the
statewide drought. Mrs. Lugo then provided an overview of the
projected revenues, expenses, variable costs and water purchases.
Mr. Conklin and Mr. DeCriscio responded to questions from the
Board regarding future groundwater and import water purchases as
related to construction of the Fairmont Booster Pump Upgrade
Project. Mrs. Lugo then reviewed the planned water rate increase
(year 3 of 3) in the fixed charges and other agencies water rates in
comparison. Director Melton suggested that the rate comparison
information be made available to District customers. Mr. Micalizzi
explained that staff was planning to include this data in the summer
newsletter. Mr. Conklin added that staff would be providing a
presentation to the Citizens Advisory Committee regarding the
Nk proposed budget at its next meeting. Directors Melton and
Hawkins suggested that staff include water rates for Golden State
Water Company and the Serrano Water District. Mr. Micalizzi
noted that more current rate information for all water agencies
would be available once their budgets were approved in June. Mrs.
Lugo indicated that District customers would not see the new rate
increase reflected on their bill (for July usage) until August. Mrs.
Lugo then reviewed the expense key factors and changes in the
supplies and services.
B. Supplies and Services Budget
■ Board of Directors
Mrs. Lugo reviewed the Board of Directors' Supplies and
Services Comparison and detailed proposed budget
expenses. She then responded to questions from the Board
regarding budgeting for election expenses and the increased
cost in dues and memberships.
■ Information Technology
Mrs. Lugo reviewed the Information Technology
Department's Supplies and Services Comparison and
detailed proposed budget expenses. Mr. Vega identified
various costs associated with software license renewals and
GIS contractual services.
C. Capital Improvement Projects
Mr. Conklin reviewed the 5 -year Capital Improvement Program
Projections and noted that an increase in operating reserves would
be needed in order to comply with the District's current reserve
policy.
D. District Reserves
Mr. Conklin and Mrs. Lugo responded questions regarding the
District's line of credit with Wells Fargo, the possibility of an
extension of the associated credit agreement, the District's bond
3
ratio, and potential financing opportunities available through CSDA.
Mrs. Lugo explained that staff had provided the Board with 3
scenarios for funding the District's Operating Reserves. Following
discussion, it was the consensus of the Board to select the scenario
in which Operating Reserves would be funded at 12 %. Mr. Conklin
and Mrs. Lugo noted that staff would be meeting with Mr. Sanjay
Gaur from Raftelis Financial Consultants to review the District's
financial model, discuss the need for a rate study, and potential
financing alternatives.
6. ADJOURNMENT
Steve
Boarc
6.1. The meeting was adjourned at 4:03 p.m. The next Regular Board of
Directors Meeting will be held Thursday, April 24, 2014 at 8:30 a.m.
4
ITEM NO. 8.2
AGENDA REPORT
Meeting Date:
May 8, 2014
Budgeted:
Yes
To:
Board of Directors
Cost Estimate:
$483,898.52
Funding Source:
All Funds
From:
Steve Conklin, Acting General
Manager
Presented By:
Delia Lugo, Finance Manager
Dept:
Finance
Reviewed by Legal:
N/A
Prepared By:
Richard Cabadas, Accounting
CEQA Compliance:
N/A
Assistant I
Subject: Payments of Bills, Refunds, and Wire Transfers
SUMMARY:
Section 31302 of the California Water Code says the District shall pay demands made against it when
they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of
disbursements for Board of Directors' approval.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $483,898.52.
DISCUSSION:
The major items and wires on this disbursement list are as follows: A wire of $28,541.00 to ACWA /JPIA
for 1 st quarter workers compensation premium; and a check of $42,432.59 to US Bank Corporate
Payment for VISA payment. The balance of $176,233.48 is routine invoices.
The Accounts Payable check register total is $247,207.07; Payroll No. 09 total is $236,691.45; and the
disbursements of this agenda report are $483,898.52. 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:
Name:
14 -CS 0508.0
CkReg050814.pdf
14 CC 0508.pdf
Approved by the Board of Directors of the
Yorba Linda Water District
5/8/2014
MB /PH 3 -1 -1
RK was absent. RC abstained from voting on
this item as he has a financial interest with one
of the listed vendors.
Description:
CAP SHEET
CHECK REGISTER
CREDIT CARD SUMMARY
Type:
Backup Material
Backup Material
Backup Material
CHECK NUMBERS:
Computer Checks 63318 -63410
WIRES:
W042514 ACWA /JPIA
TOTAL OF CHECKS & WIRES
PAYROLL NO. 09:
Direct Deposits
Third Party Checks 5846 -5859
Payroll Taxes
TOTAL OF PAYROLL
May 08, 2014
218,666.07
218,666.07
28,541.00
247,207.07
$ 149,512.12
$ 47,855.11
$ 39,324.22
236,691.45
$247,207.07
$236,691.45
----------------------------------------------------------------------------------------------------------------------
DISBURSEMENT TOTAL: $483,898.52
------------------------------------------------------------------
------------------------------------------------------------------
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF MAY 08, 2014
Yorba Linda Water District
Check Register
For Checks Dated: 04/25/2014 thru 05/08/2014
Check No.
Date Vendor Name
Amount
Description
63337
05/08/2014 AB WEST LLC
362.33
CUSTOMER REFUND
W042514
04/25/2014 ACWA /JPIA
28,541.00
WORKERS COMP- 01/1/14- 03/31/14
63340
05/08/2014 Anthem Blue Cross EAP
494.34
EAP INSURANCE - 10/2013, 02/2014, & 05/2014
63341
05/08/2014 Aqua- Metric Sales Co.
6,238.01
REPLACEMENT METER PARTS
63342
05/08/2014 Aramark
538.21
UNIFORM SERVICE
63321
05/08/2014 ARROW HARDWARE
52.77
CUSTOMER REFUND
63343
05/08/2014 Associated Laboratories
1,544.20
MARCH INVOICE
63344
05/08/2014 AT & T Mobility
45.33
ATT - APRIL 2013
63345
05/08/2014 Autoscribe Corporation
611.25
PMT VISION GATEWAY
63346
05/08/2014 AW Direct Inc.
328.10
LAPTOP STAND AND TRAY
63347
05/08/2014 AWWA
101.00
AWWA MEMBERSHIP - J. HILL
63332
05/08/2014 BRANDON PRATT
192.47
CUSTOMER REFUND
63353
05/08/2014 C & L Refrigeration Corp.
883.75
SERVICE CALL - HVAC
63349
05/08/2014 CalCard US Bank
42,432.59
CREDIT CARD TRANSACTIONS - APRIL 2014
63348
05/08/2014 CalPERS
4,029.60
1959 SURVIVOR BENEFIT FY12 -13
63324
05/08/2014 CATHERINE BULAK
92.55
CUSTOMER REFUND
63350
05/08/2014 COW Government, Inc
543.52
BROTHER HL -2270
63333
05/08/2014 CHANG KIM
5.46
CUSTOMER REFUND
63408
05/08/2014 City Of Anaheim
14,497.53
RICHFIELD - MARCH 2014
63351
05/08/2014 City Of Placentia
5,084.29
SEWER FEES - MARCH 2014
63352
05/08/2014 Clinical Lab. Of San Bern.
1,610.00
MICRO BIOLOGICAL SAMPLING
63354
05/08/2014 Coastline Equipment
134.46
TOOTH & PIN - #139 & 145
63355
05/08/2014 Complete Paperless Solutions
5,610.00
LF PLUS PLUG INS
63356
05/08/2014 Culligan of Santa Ana
25.65
TRANSPORTATION FEE - PE 14"
63323
05/08/2014 DALE FREY
18.81
CUSTOMER REFUND
63357
05/08/2014 Damon Micalizzi
152.55
MILEAGE REIMBURSEMENT - 270 MI
63358
05/08/2014 Daniels Tire Service
514.62
11 L -16 12 TITAN - #139
63326
05/08/2014 DENISE OSBORN
67.40
CUSTOMER REFUND
63359
05/08/2014 Eisel Enterprises, Inc.
52.11
666 MTR BOX, COVER & LID
63334
05/08/2014 ELIAS GONSALVES
6.07
CUSTOMER REFUND
63360
05/08/2014 Federal Express
77.85
SHIPPING FEES
63361
05/08/2014 Fry's Electronics
62.61
COMPUTER EQUIPMENT
63362
05/08/2014 Graybar Electric Co
1,477.00
UNITY M1 E SL 232
63363
05/08/2014 Haaker Equipment Co.
1,333.75
REPLACEMENT PARTS
63410
05/08/2014 Harrington Industrial
190.08
SWITCH LVL BUOY
63319
05/08/2014 HELEN SUTTON
67.02
CUSTOMER REFUND
63364
05/08/2014 Hi -Tech Security Solutions
85.00
REPLACEMENT PARTS
63365
05/08/2014 Infosend Inc.
4,855.30
POSTAGE & BILL PRINTING
63366
05/08/2014 John Bogosian
567.33
TOOLS
63367
05/08/2014 Koff & Associates, Inc
4,600.00
GM RECRUITMENT - APP ASSESSMEN
63371
05/08/2014 L &P Automotive Paint & Supply
150.93
BEDLINER KIT - #204
63322
05/08/2014 LAILA TADROS
45.98
CUSTOMER REFUND
63368
05/08/2014 Lee & Ro, Inc.
1,653.00
2008- 17B -ENG SVCS 12/28 -01/31
63369
05/08/2014 Liebert Cassidy Whitmore
1,090.00
LEGAL SERVICE
63372
05/08/2014 MAPLE SYSTEMS INC.
740.21
IT SOFTWARE /HARDWARE
63329
05/08/2014 MATTHEW ULMER
29.89
CUSTOMER REFUND
63373
05/08/2014 Mc Fadden -Dale Hardware
879.83
HARDWARE SUPPLIES
63374
05/08/2014 Mc Master -Carr Supply Co.
576.67
SS CASE GAUGE - #154
63375
05/08/2014 MCR Technologies Inc.
385.51
PULSAR AIMING KIT
63385
05/08/2014 Measurement Specialties, Inc.
1,102.09
SUBMERSIBLE LVL TRANSDUCER
63330
05/08/2014 MIA GUTIERREZ
16.71
CUSTOMER REFUND
63318
05/08/2014 MICHELLE STRITZLER
135.27
CUSTOMER REFUND
63376
05/08/2014 Minuteman Press
317.00
CUSTOMER SURVEY POSTCARDS
63339
05/08/2014 MOOREFILED CONSTRUCTION INC
902.50
CUSTOMER REFUND
63409
05/08/2014 Municipal Water District
1,600.00
OC WTR SUMMIT - 1 TABLE SPONSO
63377
05/08/2014 Muzak LLC
76.70
MUZAK - MAY SERVICES
63378
05/08/2014 MWH Americas, Inc.
31,853.90
PROF. SVCS - FEBRUARY 2014
63379
05/08/2014 Nickey Kard Lock Inc
7,511.45
FUEL - 04/2014
63380
05/08/2014 Office Solutions
907.90
OFFICE SUPPLIES
63381
05/08/2014 Omega Engineering Inc.
256.02
WALL MOUNT TEMP TRANSMITTER
63327
05/08/2014 OPES INVESTMENTS INC
406.55
CUSTOMER REFUND
63386
05/08/2014 P.T.I. Sand & Gravel, Inc.
1,874.79
FILL SAND, COLD MIX ASPHALT & BASE
63382
05/08/2014 Parts Source Anaheim
120.60
SPARK PLUGS
63383
05/08/2014 Pete's Road Service Inc
135.41
ROADSIDE SERVICE
63384
05/08/2014 Praxair Distribution
572.46
NOX CYLINDER
63331
05/08/2014 PROPERTY SALES
72.97
CUSTOMER REFUND
63335
05/08/2014 R.J. NOBLE COMPANY
242.50
CUSTOMER REFUND
63397
05/08/2014 Rachel Padilla /Petty Cash
83.53
PETTY CASH
63387
05/08/2014 Refrigeration Air Conditioning
395.13
ICE MACHINE SERVICE
63389
05/08/2014 Robert Kiley
40.00
DATA & PARKING REIMBURSEMENT
63388
05/08/2014 Robotic Sewer Solutions Inc
9,400.00
RICHFIELD RD - SPOT REPAIR
63320
05/08/2014 ROBY WILKINS
211.29
CUSTOMER REFUND
63390
05/08/2014 Sanders Paving, Inc.
20,145.00
ASPHALT REPAIR: SANTIAGO
63391
05/08/2014 Schorr Metals, Inc.
167.21
MATERIAL - STEEL PLATES
63392
05/08/2014 Scott Coffman
120.00
CERTIFICATE RENEWAL - D3
63393
05/08/2014 Selman Chevrolet Company
117.66
PUMP KIT - #144
63338
05/08/2014 SO CALIFORNIA INVESTORS INC
341.05
CUSTOMER REFUND
63394
05/08/2014 South Coast AQMD
3,510.58
ANNUAL OPER. FEES - SEVERAL LOCATIONS
63395
05/08/2014 Southern Calif Edison Co.
1,519.12
PUMP TEST, SERVICE PACKAGE & APRIL'14 FEES
63396
05/08/2014 Southern Calif Gas Co.
6,379.72
GAS BILL - SEVERAL LOCATIONS
63399
05/08/2014 Stantec Consulting Services Inc.
16,165.00
PROF. SVCS - WELL 21 EQUIPPING
63398
05/08/2014 Staples Business Advantage
484.92
OFFICE SUPPLIES
63400
05/08/2014 Step Saver Inc
398.54
EXTRA COURSE SALT - 2870 LBS
63401
05/08/2014 Superior Water Technologies
944.00
ACID WASH /LVL SWITCH LENS REP.
63402
05/08/2014 Terminix Processing Center
185.00
PEST CONTROL
63370
05/08/2014 The Lighthouse Inc.
84.72
LED LICENSE LAMP
63404
05/08/2014 THE SHIRT SHOP
803.52
SWEATSHIRTS WITH LOGO
63403
05/08/2014 Time Warner Cable
1,114.62
BCV CABLE & OUTLETS
63406
05/08/2014 U S Postal Service(Hasler)
1,800.00
REPLENISH FUNDS FOR POSTAGE
63405
05/08/2014 United Industries
778.33
PPE-GLOVES
63336
05/08/2014 VALERIE NGUYEN
19.10
CUSTOMER REFUND
63407
05/08/2014 Village Nurseries
147.80
SOD
63328
05/08/2014 VINCE YANG
14.30
CUSTOMER REFUND
63325
05/08/2014 YAU HO MING
54.18
CUSTOMER REFUND
14 /,LU /.U/
Cal Card Credit Card
U S Bank
4/08/14- 4/29/14
Date Vendor Name
Amount
Description
04/08/14 HARBOR RESTAURANT
40.53
MEALS - CADIO CONFERENCE
04/09/14 DOUBLETREE RESORT - FESS PARKER
3.00
REFRESHMENTS - CADIO CONFERENCE
04/09/14 MOBY DICK
38.35
MEAL - CADIO CONFERENCE
04/10/14 AWWA
73.50
AWWA M28 REHAB OF WATER MAINS
04/10/14 EAST BEACH GRILL
16.36
MEAL - CADIO CONFERENCE
04/10/14 ACWA
695.00
REGISTRATION FOR DIR. KILEY ACWA SPRING CONFERENCE
04/10/14 CAL -OSHA REPORTER
395.00
CAL -OSHA REPORTER RENEWAL NOTICE #444221
04/10/14 WELLS SUPPLY
11,141.40
MARCH INVOICES
04/11/14 DOUBLETREE RESORT - FESS PARKER
11.50
REFRESHMENTS - CADIO CONFERENCE
04/11/14 HARBOR RESTAURANT
25.55
MEAL - CADIO CONFERENCE
04/11/14 HYATT SANTA BARBARA
647.40
LODGING - CADIO CONFERENCE
04/14/14 PORKY'S PIZZA
23.50
MEALS FOR EAO COMMITTEE
04/14/14 ANSWER ONE
612.00
ANSWERING SVC & EMAIL DELIVERY
04/14/14 WELLS SUPPLY
11,078.91
APRIL INVOICES
04/1S/14 FULLERTON PAINT
166.99
PAINT FOR CLA -VAL STATION
04/15/14 MCMASTER CAR
40.52
O -RINGS FOR CL2 SYSTEM
04/15/14 FULLERTON PAINT
512.26
HYDRANT PAINT
04/16/14 PRAXAIR
115.12
WELDING SUPPLIES
04/16/14 SOLARWINDS INC
7,094.00
UPGRADE - AL700 TO AL1100
04/17/14 INLAND KENWORTH
1,930.95
REPAIR OF UNIT 197
04/21/14 MINUTEMAN PRESS
86.40
FOG INSPECTION FORMS
04/21/14 STAPLES
234.76
OPS - OFFICE SUPPLIES
04/21/14 OFFICE SOLUTIONS
286.16
COPY PAPER - 6 CASES
04/22/14 CWEA
148.00
CERTIFICATION RENEWAL- MATT OSTIZ
04/22/14 LIGHT BULBS
95.58
LIGHT BULBS
04/23/14 US POSTAL SERVICE
7.35
BENEFIT PACKET FOR GM
04/23/14 FULLERTON PAINT
88.18
PAINT SUPPLIES
04/23/14 HARRINGTON INDUSTRIAL
22.69
CL2 PARTS
04/23/14 PLACENTIA DISPOSAL
500.48
2 -FRONT LOADS (3YDS)
04/23/14 VERIZON WIRELESS
2,798.08
APRIL 2014 - VERIZON WIRELESS
04/23/14 ONLINE INFORMATION SERVICES
403.70
UTILITY EXCHANGE
04/24/14 HOME DEPOT
24.63
WATER REPAIR PARTS
04/24/14 INLAND GROUP
4,231.41
SPRING NEWSLETTER POSTAGE
04/29/14 KONICA MINOLTA
(1,156.67)
CREDIT ON DOUBLE PAYMENT ISSUED
TOTAL
42,432.59
Meeting Date;
To:
From:
Presented By
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
May 8, 2014
Board of Directors
Steve Conklin, Acting General
Manager
Art Vega, Acting IT Manager
Budgeted
Cost Estimate:
Dept:
Reviewed by Legal:
Art Vega, Acting IT Manager CEQA Compliance:
GIS & CMMS Consulting Services
ITEM NO. 8.3
Yes
$58,000
Information
Technology
Yes
N/A
At the request of District IT staff, Environmental Engineering & Contracting, Inc. (EEC), submitted a
proposal for GIS and CMMS Consulting Services. These services would be utilized to assist with
CMMS programming and setup that can be resolved more efficiently by the consultant.
Furthermore, EEC's GIS services would be used to augment GIS staff, thus negating the need to fill
the current part -time GIS technician position that is vacant.
STAFF RECOMMENDATION:
That the Board of Directors authorize the Acting General Manager to execute a Professional
Services Agreement with Environmental Engineering & Contracting, Inc. (EEC) in the amount of
$58,000 for GIS and CMMS Consulting Services.
COMMITTEE RECOMMENDATION:
The PACT Committee discussed this item on April 17, 2014 and supports staffs recommendation.
DISCUSSION:
As previously discussed with the PACT Committee, the IT Department had to put the CMMS project
on "hold" due to other higher priorities including the loss of staff, the upgrade of the Dynamics GP
software and the unresponsiveness of Westin Engineering the consultant being used for this project
at that time. At the request of District IT staff, EEC submitted a proposal for GIS and CMMS
Consulting Services. Their proposal was compared to Westin's "Task Release No. 3" proposal
which amended our PSA with Westin for CMMS services and was approved by the PACT
Committee on December 19, 2012. In addition, the services provided by ECC would fill the void of
the open part -time position of GIS Technician which will not be funded for this upcoming budget
year.
One noticeable difference between Westin and EEC is their location. Westin's Senior Consultant II
works from home and resides in Corvallis, Oregon, while EEC's Supervisor GIS /Technology office is
in Santa Ana. On occasion, there would be a need for Westin's Senior Consultant II to fly down from
Oregon. For ECC's Supervisor GIS /Technology it would be a 15 minute drive from Santa Ana to the
District office.
In the time leading to the District suspending work on CMMS, Westin was unresponsive. Below is a
table comparing staffing cost per comparable position. Westin's Senior Consultant II was the main
point of contact for District staff and did most of the work. For EEC that duty would fall to the
Supervisor GIS /Technology. For some CMMS services but mostly GIS services, the Sr Analyst
GIS /Technology and the Analyst GIS /Technology would be used.
Schedule of Rates for comparable positions for Westin and EEC
WESTIN
EC
nior Principal Consultant $245/hr IDirector GIS /Technology $160 /hr
nior Consultant II $215/hr * ISupervisor GIS /Technology $145/hr * I$70 /hr
Project Assistant $85 /hr
Analyst GIS /Technology $105
yst GIS /Technology $95
echnician $90
* Project lead and main point of contact.
? Inquired for cost but received no response
5/h r
nce
EEC is able to provide the District with the best - priced hourly rate overall for their CMMS services
and competitive pricing for GIS services. They are also local with their main office located in Santa
Ana. EEC has provided similar or identical services to many public agencies throughout California
and has close partnerships with Azteca Systems (Cityworks), YLWD's CMMS software provider,
and Esri (ArcGIS), YLWD's GIS software provider. As such, EEC is recommended for CMMS and
GIS services moving forward.
Should the Board support Staff's recommendation, the goal would be to start with a CMMS and GIS
Needs - Assessment and Strategic Plan Update in order to proceed once again with implementing
CMMS and improving GIS.
STRATEGIC PLAN:
OE 1 -A: Identify the Current Functionality of Existing Technology and Determine if it is Being
Utilized to Full Capacity
PRIOR RELEVANT BOARD ACTION(S):
On July 22, 2010, the Board authorized the General Manager to execute a Professional Services
Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized
Maintenance & Management System (CMMS) software and implementation services. The software
proposed by Westin Engineering was Azteca's CityWorks software solution.
On October 27, 2011, the Board authorized the General Manager to execute Task Release No. 2
amending the PSA with Westin, in the amount not to exceed $38,000 to provide for additional
support services on an on -call as- needed basis.
On December 19, 2012, the PACT Committee authorized the General Manager to execute Task
Release No. 3 amending the PSA with Westin, in the amount not to exceed $20,327 to provide for
additional support services on an on -call as- needed basis.
ATTACHMENTS:
Name Description: Type:
Cover Letter.pdf
All Exhibits.pdf
Approved by the Board of Directors of the
Yorba Linda Water District
5/8/2014
MB /PH 4 -0 -1
RK was absent.
Cover Letter
Exhibits
Backup Material
Backup Material
ENVIRONMENTAL
ENGINEERING & CONTRACTING, INC.
501 Parkcenter Drive, Santa Ana. CA 92705
Phone (714) 667 -2300 • Fax (714) 667 -2310
www.eecworld.com
March 21, 2014 EEC W- 2617.01P
Mr. Art Vega
Information Technology Manager
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, California 92870
Subject: Proposal to Provide Geographic Information System and Computerized Maintenance
Management System Consulting Services to the Yorba Linda Water District
Dear Mr. Vega:
Environmental Engineering & Contracting, Inc. (EEC) is pleased to present this proposal to provide
geographic information systems (GIS) and computerized maintenance management systems (CMMS)
consulting services to the Yorba Linda Water District (YLWD). Based on discussions with the YLWD, EEC
understands that the YLWD is seeking a qualified consultant to assist with maintaining, upgrading,
integrating, and maximizing the YLWD's investment in GIS and CMMS technologies. In addition, EEC
understands that the consultant will need to evaluate the YLWD's current use of GIS and CMMS, update
the YLWD's GIS strategic plan, and train YLWD staff on effective use of the systems.
EEC has provided similar or identical services to many public agencies throughout California and has
close partnerships with Azteca Systems (Cityworks), the YLWD's CMMS software provider, and Esri
(ArcGIS), the YLWD's GIS software provider. EEC is located in Santa Ana, just 15 minutes from the
YLWD's offices and can provide both remote and on -site support at a moment's notice and as needed.
Thank you for this opportunity to provide our services to the YLWD. Should there be any questions
regarding the contents of this proposal, please contact me by phone at (714) 667 -2300 or by e-mail at
sshaffer @eecworld.com.
Sincerely,
Environmental Engineering & Contracting, Inc.
Steve Shaffer
Information Systems Supervisor
Attachments: 1. Professional Services Agreement
2. Exhibits to the Professional Services Agreement
3. Certificate of Liability Insurance
Mid - Atlantic Office: 200 Harry S. Truman Parkway, Suite 330 • Annapolis, MD 21401 • Phone (410) 263 -2234 • Fax (410) 266 -8660
Northern California Office: 2100 Embarcadero, Suite 104 • Oakland. CA 94606 • Phone (510) 225 -9262 • Fax (510) 867 -2053
EXHIBIT A
SCOPE OF WORK
ENVIRONMENTAL
' ENGINEERING & CONTRACTING, INC.
501 Parkcenter Drive, Santa Ana. CA 92705
Phone (714) 667 -2300 • Fax (714) 667 -2310
www.eecworld.com
EXHIBIT A
SCOPE OF WORK
Environmental Engineering & Contracting, Inc. (EEC) has prepared a proposed scope of work to provide
the geographic information systems (GIS) and computerized maintenance management systems
(CMMS) consulting services to the Yorba Linda Water District (YLWD). The results of Task 1, GIS and
CMMS Needs Assessment and Strategic Plan Update, will significantly influence the final scope of work
for the remaining tasks. Therefore, the proposed work efforts and costs for Tasks 2 through 4 are based
on information that is currently available. After Task 1 is complete, EEC will re- evaluate the scope of
work and prioritize work efforts based on the updated GIS and CMMS strategic plan. Project funds will
be reallocated as appropriate among all tasks based on the results of Task 1; however, the overall
estimated cost is based on these assumptions and will remain the same for the entire scope of work.
Task 1 GIS and CMMS Needs Assessment and Strategic Plan Update
EEC will perform a needs assessment and develop an updated GIS and CMMS strategic plan to reflect
current conditions, needs, priorities, and future plans for GIS and CMMS. EEC understands that the
YLWD has an existing GIS Master Plan that was developed in 2006, but various factors have caused the
implementation of GIS to deviate from that plan.
As part of the needs assessment, EEC will review the YLWD's previous strategic plans and current system
documentation, prepare an online survey to be completed by YLWD staff that use or have a need for the
systems, and interview YLWD staff based on the survey results. Based on the results of the needs
assessment, EEC will develop an updated GIS and CMMS strategic plan that will define a specific,
pragmatic road map for maximizing the YLWD's investment in these technologies. The updated strategic
plan will also establish priorities and estimated schedule for the remaining scope of work. EEC will
submit a draft of the updated strategic plan to YLWD for review. EEC will incorporate YLWD comments
and prepare a final strategic plan.
This task is estimated to be completed two months from the notice to proceed.
Task 2 GIS Staff Augmentation and Consulting Services
EEC will provide qualified GIS analysts to serve as extension of YLWD staff to assist with updating and
editing GIS data, developing figures and information products, maintaining databases, and developing
specialized scripts to automate workflows.
The full scope and priorities for Task 2 may be adjusted based on the updated GIS and CMMS strategic
plan once it is completed under Task 1. Task 2 services will be performed either on -site at the YLWD's
office in Yorba Linda or remotely from EEC's office in Santa Ana. EEC can use the YLWD's existing
remote - access tools or provide tools to assist with remote connections.
This task is estimated to being two months after the notice to proceed. Task 2 services will be provided
on an ongoing, as- needed basis for the duration of the contract.
Mid - Atlantic Office: 200 Harry S. Truman Parkway, Suite 330 • Annapolis, MD 21401 • Phone (410) 263 -2234 • Fax (410) 266 -8660
Northern California Office: 2100 Embarcadero, Suite 104 • Oakland. CA 94606 • Phone (510) 225 -9262 • Fax (510) 867 -2053
Exhibit A, Scope of Work February 24, 2014
Task 3 CMMS Integration and Consulting Services
EEC will provide consulting services to assist YLWD Information Technology (IT) Department staff with
configuring, upgrading, and expanding the YLWD's CMMS.
YLWD currently uses Cityworks Server AMS software to manage asset maintenance activities, but would
like to use Cityworks to manage additional workflows, including leak response, water meter asset
management, and water production maintenance management. In addition, the YLWD seeks to
integrate other systems with Cityworks to simplify workflows and reduce data redundancies. The
YLWD's customer service system (Cogsdale), financial system (Great Plains), and closed- circuit television
(CCTV) data for the YLWD's wastewater collection system may be good candidates for integration.
The full scope and priorities for Task 3 will depend heavily on the updated strategic plan (Task 1). Based
on the updated GIS and CMMS strategic plan, EEC will work with YLWD staff to identify the
implementation, configuration, and integration needs for the highest - priority action items and develop a
detailed scope, schedule, and budget for this task.
This task is estimated to being two months after the notice to proceed. Task 2 services will be provided
on an ongoing, as- needed basis for the duration of the contract.
Task 4 GIS and CMMS Training
EEC will provide training for YLWD IT staff and GIS and CMMS end users. The scope of this training will
be heavily based on the updated strategic plan, but is expected to include the following:
• Basic GIS editing (for engineering and IT staff)
• Advanced GIS editing and workflows (for new GIS staff)
• GIS system management (for IT staff)
• Basic CMMS workflows (for maintenance workers and supervisors)
• CMMS reporting (for IT staff and field supervisors)
• CMMS system management and customization (for IT staff)
Training workshops and individual training can be provided either at the YLWD's office or at EEC's
training center in Santa Ana.
Training services will be provided on an ongoing, as- needed basis; however, the bulk of training services
are expected to be performed between six to nine months after the notice to proceed.
ASSUMPTIONS
This scope of work is based on the following assumptions:
1. EEC will issue the needs assessment survey as an online survey form. The YLWD will ensure that
all pertinent employees respond to the survey.
2. EEC will conduct group interviews of YLWD staff over one 8 -hour day under Task 1. The YLWD
will schedule all interviews to ensure that all pertinent staff can attend.
Yorba Linda Water District GIS /CMMS Consulting Services 2 EEC
Exhibit A, Scope of Work
February 24, 2014
3. The YLWD will ensure that all pertinent employees review and provide comments to EEC on the
draft strategic plan.
4. The YLWD will provide EEC with on -site and off -site access to systems pertinent to this project
and will install and maintain any necessary remote - access software.
5. The YLWD will provide any necessary computing resources (e.g., workstations, monitors,
software licenses) for work that must be performed on -site.
Yorba Linda Water District GIS /CMMS Consulting Services 3 EEC
EXHIBIT B
COST PROPOSAL
ENVIRONMENTAL
' ENGINEERING & CONTRACTING, INC.
501 Parkcenter Drive, Santa Ana. CA 92705
Phone (714) 667 -2300 • Fax (714) 667 -2310
www.eecworld.com
EXHIBIT B
COST PROPOSAL FOR WORK
Environmental Engineering & Contracting, Inc. (EEC) is pleased to present this cost proposal to provide
geographic information systems (GIS) and computerized maintenance management systems (CMMS)
consulting services to the Yorba Linda Water District. This cost proposal is based on the task
descriptions, schedule, and assumptions set forth in Exhibit A, Scope of Work.
The primary Consultant Representative for this project is Mr. Steve Shaffer.
ESTIMATED COST
Task 1 GIS and CMMS Needs Assessment and Strategic Plan Update $10,000
Task 2 GIS Staff Augmentation and Consulting Services Estimated $15,000
Task 3 CMMS Integration and Consulting Services Estimated $25,000
Task 4 GIS and CMMS Training Estimated $8,000
TOTAL
$58,000
EEC will provide the proposed scope of services on a time - and - materials basis with a not -to- exceed cost
of $58,000. This work will be conducted pursuant to EEC's 2013 Fee Schedule and Standard Terms
& Conditions (Exhibit C, EEC 2014 Fee Schedule). Monthly progress invoices will be submitted for
payment, which will be due and payable in net thirty (30) days. The proposed cost is valid for thirty (30)
days after the proposal date. If additional work is requested, or due to extenuating circumstances, is
required outside of the aforementioned scope of work, EEC will notify the YLWD for YLWD's written
approval prior to proceeding.
Mid - Atlantic Office: 200 Harry S. Truman Parkway, Suite 330 • Annapolis, MD 21401 • Phone (410) 263 -2234 • Fax (410) 266 -8660
Northern California Office: 2100 Embarcadero, Suite 104 • Oakland. CA 94606 • Phone (510) 225 -9262 • Fax (510) 867 -2053
EXHIBIT C
EEC 2014 FEE SCHEDULE
EN Nei R4dN11/1IIEMTAL
ENGINEERING & CONTRACTING, INC.
501 Parkcenter Drive, Santa Ana, CA 92705
Phone (714) 667 -2300 Fax (714) 667 -2310
2014 Fee Schedule
PERSONNELCHARGES
The charge for all time required for the performance of
the Scope of Work, including office, field and travel
time, will be billed at the hourly rate according to the
labor classifications set forth below:
Labor Classification Hourly Rate
Staff Engineer /Geologist/Scientist
$115
Sr Staff Engineer /Geologist /Scientist
$125
Project Engineer /Geologist /Scientist - 1
$150
Project Engineer /Geologist /Scientist - II
$160
Sr Project Engineer /Geologist/Scientist - 1
$180
Sr Project Engineer /Geologist/Scientist - II
$200
Principal Geologist
$225
Principal
$225
Project Assistant
$90
Technician
$90
Drafter
$110
Sr Technician
$105
Compliance Inspector
$105
Analyst GIS /Technology
$95
Sr Analyst GIS /Technology
$105
Specialist GIS /Technology
$115
Sr Specialist GIS /Technology
$125
Supervisor GIS /Technology
$145
Director /GIS Technology
$160
Construction Technician
$75
Construction Field Supervisor
$95
Construction Manager
$100
Sr Construction Manager
$125
Technical Editor
$95
Emergency response and client requested work during
non- standard business hours will be charged at a rate
of 1.25 times the standard hourly rate.
When EEC Staff appear as expert witnesses at court
Travel
Vehicles used on project assignments will be
charged at $50 per day. Mileage is billed at the
current rate established by the Internal Revenue
Service plus mark up. Per Diem is billed at a unit
cost of $50 per day. Airfare, lodging, rental cars and
associated expenses are billed at cost plus mark up.
Field Equipment
Field Equipment is billed at standard unit costs. Rate
schedules are available upon request.
Subcontractors and Reimbursables
The costs of subcontractors, materials, equipment
rental and costs incurred will be charged at cost plus
15 %.
Other Project Charges
The cost of additional report reproduction and
special project accounting will be billed as
appropriate. Plotting plans are charged by size,
black and white or color, and by the number of
copies supplied.
Shipping and Postage
Shipping charges include couriers and the postage
necessary will be charged at cost plus markup.
Interest Charges
Interest on late payments will be charged at the rate
of 1.5% per month.
trials, mediation, arbitration hearings and depositions, Payment Terms
their time will be charged at 2.0 times the standard rate. Net 30 days apply to all work performed and
All time spent preparing for such trials, hearings, and invoiced unless superseded by a specific executed
depositions, will be charged at the standard hourly rate. contract.
This Fee Schedule is adjusted each subsequent year to reflect the economic changes for the new year The new schedule will apply to existing
and new assignments.
Soil + Smimov;ater + Air + Aaslewaler + Slofmwaler + GIS + Engineering + Remedialion + Construction
AGENDA REPORT
Meeting Date: May 8, 2014
To: Board of Directors
ITEM NO. 8.4
From: Steve Conklin, Acting General
Manager
Presented By: Delia Lugo, Finance Manager Dept: Finance
Prepared By: Kelly McCann, Senior Accountant
Subject: Investment Report for Period Ending March 31, 2014
SUMMARY:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to make
quarterly report of investments to the legislative body.
STAFF RECOMMENDATION:
That the Board of Director's receive and file the Investment Report for the Period Ending March 31,
2014.
COMMITTEE RECOMMENDATION:
The Finance - Accounting Committee discussed this item at its meeting held April 28, 2014 and
supports the staff's recommendation.
DISCUSSION:
Staff is submitting the Investment Report for the Period Ending March 2014 for your review and
approval. This report ends the third quarter of FY2013/14. The Investment Portfolio Reports presents
the market value and the percent yield for all the District investment by institution. The information and
market value broken out by reserve categories. The total average portfolio yield for the month for the
of March 2014 was 0.70 %.
STRATEGIC PLAN:
FR 1 -F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a Timely
and Transparent Manner to the Board of Directors and Member Agencies
ATTACHMENTS:
Name:
Invst Rpt 3- 14.xlsx
Invst Agenda Backup - March 2014.xlsx
Approved by the Board of Directors of the
Yorba Linda Water District
5/8/2014
MB /PH 4 -0 -1
RK was absent.
Description:
Investment Report for Period Ending March 2014
Investment Summary Report - March 2014
Type:
Backup Material
Backup Material
Yorba Linda Water District
Investment Portfolio Report
March 31, 2014
Market % Date of Percent
Value Par of Total Institution Maturity Yield
Checking Account.
$ 214,312 $ 214,312 Wells Fargo Bank
42,845 42,845 Pershing
$ 257,157 $ 257,157 1.24% Total 0.00%
Money Market Accounts:
$ 54,968 $
54,968
Wells Fargo Money Market
0.03%
7,576
7,576
US Bank (Revenue Bonds)
0.03%
3,631,685
3,631,685
Bank of the West
0.24%
$ 3,694,229 $
3,694,229 17.88%
Total
0.24%
Federal Agency Securities:
$ 489,725 $
500,000
Fannie Mae
05/25/18
1.14%
487,635
500,000
Federal Home Loan Bank
06/12/18
1.02%
495,380
500,000
Fannie Mae
06/12/18
0.80%
489,150
500,000
Federal Home Loan Bank
06/13/18
1.12%
489,385
500,000
Federal Home Loan Bank
06/20/18
1.14%
2,119,272
2,115,000
Federal Home Loan Bank
05/28/14
1.37%
$ 4,570,547 $
4,615,000 22.12%
Total
Barclays Bank
1.19%
Certificates of Deposits:
$
243,811
$ 248,000
CIT Bank, Salt Lake
05/22/18
1.22%
243,615
248,000
Discover
05/22/18
1.22%
243,881
248,000
Goldman Sachs Bank
05/22/18
1.22%
243,876
248,000
Beal Bank
05/23/18
1.01%
245,391
248,000
Wells Fargo
04/27/18
0.90%
242,218
247,000
Barclays Bank
04/30/18
0.71%
244,607
248,000
State Bank of hidia
05/14/18
1.16%
245,721
249,000
Webster Bank
05/03/18
0.91%
243,791
248,000
American Express Centurion Bank
05/23/18
1.22%
241,847
248,000
GE Capital Bank
05/24/18
1.12%
247,850
249,000
Merrick Bank
05/24/17
0.75%
246,859
248,000
BMW Bank
05/24/17
0.90%
248,771
249,000
Firstbank Puerto Rico
05/24/16
0.75%
244,760
249,000
Oriental Bank & Trust
05/29/18
1.06 %
244,839
249,000
Silvergate Bank
05/30/18
1.01%
244,742
249,000
Enterprise Bank & TR Co Lowell
05/30/18
1.01%
244,732
249,000
Safra National Bank
05/31/18
1.01%
243,757
248,000
Townebank Portsmouth
05/31/18
1.01%
244,755
249,000
Mascoma Savings Bank
05/29/18
1.01%
$
4,649,823
$ 4,719,000 22.50%
Total
1.01%
Pooled Investment Accounts:
$
3,687,540
$ 3,687,540
Local Agency Investment Fund
0.24%
3,802,895
3,807,398
CalTRUST Short and Medium Term
0.67%
$
7,490,435
$ 7,494,937 36.25%
0.46%
$
20,662,191
$ 20,780,324 100%
Total Investments
0.70%
Per Government Code requirements, the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Kelly D. McCann, Senior Accountant
3/31/14
Investment Summary Report
Below is a chart summarizing the yields as well as terms and maturities for the month of March 2014:
Average
# of
Month Portfolio
Days to
of 2014 Yield
Maturity
March 0.70%
523
Below is are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest
18.86%
3/31/2013
4.86%
3/31/2014
Monthly - March
$
8,058
$
8,357
Year -to -Date
$
85,729
$
94,528
Budget
1,006,993
2012/2013
1,330,213
2013/2014
Interest Budget, March YTD
$
112,500
$
65,250
Interest Budget, Annual
$
150,000
$
87,000
Interest earned on investments is recorded in the fund that owns the investment.
Investment Summary Comparison Between Current and Previous Month
The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds
is as follows:
February 2014 % Alloc March 2014 % Alloc
Fund Description Balance 2/28/2014 Balance 3/31/2014
Water Operating Reserve
Water Emergency Reserve
Water Capital Project Reserve
Water Reserve for Debt Service
Maintenance Reserve
Employee Liability Reserve
COP Revenue Bond 2008 - Reserve
Sewer Operating
Sewer Emergency Reserve
Sewer Capital Project Reserve
Water Operating
Sewer Operating
$ 3,895,325
18.86%
1,003,011
4.86%
7,863,144
38.07%
2,727,963
13.21%
191,563
0.93%
100,000
0.48%
2,147,668
10.40%
389,572
1.89%
1,006,993
4.88%
1,330,213
6.44%
$ 20,655,453
100.00%
Wells Fargo Bank Checking
(87,511)
213,315
125,804
$ 3,690,143
18.05%
1,002,376
4.90%
7,857,568
38.43%
2,728,489
13.34%
191,563
0.94%
100,000
0.49%
2,126,848
10.40%
389,576
1.91%
1,006,214
4.92%
1,355,103
6.63%
$ 20,447,879
100.00%
(85,093)
299,405
214,312
Totals $ 20,781,257 $ 20,662,191
Meeting Date
Subject:
ATTACHMENTS:
AGENDA REPORT
May 8, 2014
Public Affairs - Communications - Technology Committee
(Collett / Kiley)
Name:
041714 PACT - Minutes.docx
ITEM NO. 10.5
Minutes of the meeting held April 17, 2014 at 4:00 p.m.
Next meeting is scheduled to be held May 13, 2014 at 4:00 p.m.
Description:
PACT Mtg Minutes 04/17/14
Type:
Minutes
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING
Thursday, April 17, 2014, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
3
4.
The April 17, 2014 meeting of the Yorba Linda Water District's Public Affairs -
Communications- Technology Committee was called to order by Director Collett
at 4:00 p.m. The meeting was held in the Admin Conference Room at the
District's Administration Building located at 1717 East Miraloma Avenue in
Placentia, California 92870.
ROI I CAI I
COMMITTEE MEMBERS PRESENT
Director Ric Collett, Chair
Director Robert R. Kiley
PUBLIC COMMENTS
None.
ACTION CALENDAR
STAFF PRESENT
Steve Conklin, Acting General Manager
Art Vega, Acting IT Manager
Damon Micalizzi, Public Information Officer
4.1. GIS & CMMS Consulting Services
Mr. Vega provided an overview of the proposed PSA with Environmental
Engineering & Contracting, Inc (EEC) to the Committee. Mr. Vega
compared the fee schedules between Westin Engineering and EEC citing
a significant cost benefit with EEC and competitive rates for GIS services.
He further reviewed the benefit of using EEC due to their location in Santa
Ana in comparison to Westin's consultant who is located in Oregon and
has been unresponsive. Following discussion, the Committee approved
moving forward with the PSA with EEC for GIS and CMMS Services for a
total fee not to exceed $58,000.
5. DISCUSSION ITEMS
5.1. Second Draft of IT Department Budget
Mr. Vega presented the Second Draft Proposed Budget for the IT
Department for FY 2014/15 to the Committee. Mr. Vega explained that
the need for this second draft was to budget for Microsoft software
licensing. The 3 -year term of the District's previous agreement needs to
be renewed in order to lawfully continue using their software such as
Windows Server, Office, email including Outlook and others. Mr. Vega
further explained that there are changes in the new agreement and IT staff
will investigate avenues to reduce the cost through the State of
1
California's purchasing contract and other governmental subcontracts.
Director Collett inquired if it would be possible to budget this every year
instead of being hit every 3 years. Mr. Vega replied that Microsoft now
provides the ability to amortize the cost of the licenses through the length
of the contract and IT was planning to take advantage of this feature
starting with this upcoming budget year. The Committee approved the
Second Draft Budget.
5.2. Public Relations Society of America Western District Conference &
California Association of Public Information Officials Annual Conference
(Verbal Report)
This item will be reported at the Committee's May meeting.
5.3. MWDOC Choice Program Budget FY 2014/2015
Mr. Conklin reported to the Committee that the initial budget numbers from
Municipal Water District of Orange County for the Choice program for FY
2014/15 came in higher ($26,026) than staff originally forecasted ($20,000
based on FY13/14 costs). Mr. Micalizzi reported however, that quotes for
the history wall came in lower than expected adjusting the budget to offset
this increase, resulting in no net increase to the Draft Public Affairs
Division budget for FY 14/15.
5.4. Signs for Water Conservation Demonstration Project with City of Placentia
The Committee discussed the signage posted in the islands on Yorba
Linda Boulevard in conjunction with the joint conservation demonstration
project with City of Placentia. Mr. Micalizzi reported that the contractor
created the signs and that the District's logo was not presented as had
been requested.
5.5. 2014 YLWD Bottled Water (Verbal Report)
Mr. Micalizzi reported that the new shipment of YLWD bottled water would
be delivered on April 21, 2014.
5.6. Draft Spring Newsletter
The Committee reviewed the draft spring newsletter and approved the
draft with minor edits.
5.7. Future Outreach and Press Relations (Verbal Report)
Mr. Micalizzi reported on upcoming media stories that could include or
pertain to the District.
5.8. Status of Current Public Outreach Activities
The Committee reviewed the report, with Mr. Micalizzi reporting on
upcoming community events scheduled after the posting of the agenda at
Orchard Supply Hardware during the weekend of May 2 -4, 2014.
5.9. Future Agenda Items and Staff Tasks
None.
2
6. ADJOURNMENT
6.1. The meeting was adjourned at 5:15 p.m. The next Public Affairs -
Communications- Technology Committee meeting is scheduled to be held
Monday, May 5, 2014 at 4:00 p.m.
3
Meeting Date
Subject:
ATTACHMENTS:
AGENDA REPORT
May 8, 2014
Meetings from May 9, 2014 - June 30, 2014
ITEM NO. 12.1
Description: Type:
BOD - Activities Calendar.pdf Backup Material Backup Material
Board of Directors Activity Calendar
Event Date Time Attendance by:
May 2014
ACWA Spring Conference
Fri, May 9
8:OOAM
Kiley
Joint Committee Meeting with City of Placentia
Mon, May 12
10:OOAM
Beverage /Melton
Exec - Admin- Organizational Committee Meeting
Mon, May 12
4:OOPM
Kiley /Collett
Pub Affairs - Communications -Tech Committee Meeting
Tue, May 13
4:OOPM
Collett /Kiley
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
Kiley /Melton
Employee Picnic
Sat, May 17
11:OOAM
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
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
June 2014
Pub Affairs - Communications -Tech Committee Meeting
Mon, Jun 2
4:OOPM
Collett/Kiley
Yorba Linda City Council
Tue, Jun 3
6:30PM
Collett
MWDOC
Wed, Jun 4
8:30AM
Melton
OCWD
Wed, Jun 4
5:30PM
Collett
Planning- Engineering- Operations Committee Meeting
Thu, Jun 5
4:OOPM
Melton /Beverage
WACO
Fri, Jun 6
7:45AM
Kiley /Hawkins
Exec - Admin- Organizational Committee Meeting
Mon, Jun 9
4:OOPM
Kiley /Collett
Personnel -Risk Management Committee Meeting
Tue, Jun 10
4:OOPM
Hawkins /Melton
LAFCO
Wed, Jun 11
8:30AM
Beverage
Yorba Linda Planning Commission
Wed, Jun 11
6:30PM
Beverage
Board of Directors Regular Meeting
Thu, Jun 12
8:30AM
Yorba Linda LMCAC
Thu, Jun 12
6:30PM
Beverage
Yorba Linda City Council
Tue, Jun 17
6:30PM
Kiley
MWDOC
Wed, Jun 18
8:30AM
Melton
OCWD
Wed, Jun 18
5:30PM
Collett
Citizens Advisory Committee Meeting
Mon, Jun 23
8:30AM
Kiley
Finance - Accounting Committee Meeting
Mon, Jun 23
4:OOPM
Beverage /Hawkins
Joint Committee Meeting with City of Yorba Linda
Tue, Jun 24
5:OOPM
Kiley /Collett
OCSD
Wed, Jun 25
6:30PM
Kiley
Yorba Linda Planning Commission
Wed, Jun 25
6:30PM
Melton
Board of Directors Regular Meeting
Thu, Jun 26
8:30AM
Yorba Linda LMCAC
Thu, Jun 26
6:30PM
Collett
5/2/2014 12:30:27 PM