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Home My WebLink About2014-05-12 - YLWD-City of Placentia Joint Agency Committee Meeting Agenda PacketYorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, May 12, 2014, 10:00 AM Placentia City Hall - 401 E Chapman Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Michael J. Beverage, Director Gary T. Melton, Director CITY OF PLACENTIA MEMBERS Scott W. Nelson, Mayor Chad P. Wanke, Councilmember YLWD STAFF Steve Conklin, Acting General Manager CITY OF PLACENTIA STAFF Troy L. Butzlaff, City Administrator 3. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 4. CONSENT CALENDAR 4.1. Minutes of the YLWD /City of Placentia Joint Agency Committee Meeting held February 3, 2014 Recommendation. That the Committee approve the minutes as presented. 5. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 5.1. Joint Turf Replacement Demonstration Project 5.2. Vehicle and Equipment Sharing 5.3. Statewide Drought Conditions and Message to Residents 5.4. Sewer Master Plan and Sewer Services 5.5. Matters Initiated by Committee Members 5.6. Items for Next Agenda 6. ADJOURNMENT 6.1. The date and time of the next YLWD /City of Placentia Joint Agency Committee meeting is yet to be determined. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non - exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy -two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http: / /www.ylwd.com /. Accommodations for the Disabled Any person may make a request for a disability - related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714 - 701 -3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885 -0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability - related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. AGENDA REPORT Meeting Date: May 12, 2014 ITEM NO. 4.1 Subject: Minutes of the YLWD /City of Placentia Joint Agency Committee Meeting held February 3, 2014 STAFF RECOMMENDATION: That the Committee approve the minutes as presented. ATTACHMENTS: Name: Description: 02 -03 -14 Minutes.doc YLWD /City of Placentia Mtg Minutes 02/03/14 Type: Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, February 3, 2014 9:30 a.m. 1717 E Miraloma Avenue, Placentia CA 92870 The February 3, 2014 meeting of the YLWD /City of Placentia Joint Agency Committee was called to order at 9:30 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. 1. CALL TO ORDER 2. ROLL CALL K� 4. YLWD COMMITTEE MEMBERS Michael J. Beverage, Director Gary T. Melton, Director CITY OF PLACENTIA MEMBERS Scott W. Nelson, Mayor PUBLIC COMMENTS None. ACTION CALENDAR YLWD STAFF Steve Conklin, Acting General Mgr CITY OF PLACENTIA STAFF Troy L. Butzlaff, City Administrator Michael McConaha, Senior Mgmt Analyst 4.1 Minutes of the YLWD /City of Placentia Joint Agency Committee Meeting held October 14, 2013 The Council member and District board members had no changes or corrections to the minutes from the prior meeting. Director Beverage abstained from voting because he was not present at the October meeting. 5. DISCUSSION ITEMS 5.1 Joint Turf Replacement Demonstration Project Mr. Conklin reported that the Agreement for the subject project has been approved by the City Council and by the District Board and has been provided to the City for signatures. Mr. Butzlaff confirmed receipt and Mr. McConaha provided a January 30 City Memorandum with status and details. It was noted that the selected contractor for the work visited the median sites and determined that the actual area for artificial turf is 4,448 sq. ft. rather than the 7,986 sq. ft. as previously described in the work plan. As such, it was proposed by City staff that the project be extended 1 one additional median island westerly to Valencia Avenue, which would add 956 sq. ft., with a new total of 5,404 sq. ft. Following discussion, the YLWD directors on the committee agreed to the proposed changes, as the total is less than that previously approved by the YLWD Board, and the additional median island is within the YLWD service area. Discussion continued regarding the possibility of adding other road median islands to the project, up to the budget approved by the two agencies. Suggested were islands in Rose Avenue, from Alta Vista to YL Blvd. Also suggested was the possibility of an artificial turf area in Champions Park, which would be more visible and accessible to residents to see and touch than in the roadway median. It was agreed that we will proceed with the originally conceived project for median islands in YL Blvd. If there is budget remaining after completion in YL Blvd, we will look at other sites for artificial turf. There was discussion regarding providing information to the public for the use of artificial turf as a water - saving measure. It was agreed that the project should include temporary signs during construction and permanent signs thereafter naming the project and the participants. In addition, messages will be provided on the websites of each agency, and literature will be available to download or as handouts for interested parties. Included will be information prepared by MWDOC on water conservation programs and turf replacement rebates. YLWD will follow up with MWDOC regarding continued participation in the Turf Rebate Program. The City of Placentia is preparing the rebate application and will organize an initial inspection of the project site with MWDOC, as required by the rebate program. 5.2 Vehicle and Equipment Sharing As a summary for new members on the committee, the purpose of this item is to pursue the opportunity for the loaning of vehicles and equipment on an infrequent or emergency basis as a cost - saving measure. In previous meetings, each agency provided a list of its vehicles and equipment, and each has been investigating if other similar public agencies have agreements in place that could be considered for use. No success to date. Messrs. Butzlaff and Conklin indicated that they will make a further attempt to find an agreement already prepared, and if unsuccessful, will work together to prepare a draft agreement addressing cost, insurance requirements, indemnification, and other requirements necessary. Any such agreement will be subject to review and approval by legal counsel for the City and the District. 5.3 Drought Conditions and Message to Residents The continuing drought conditions were acknowledged and discussed. Mr. Conklin noted the press release by MWDOC, which was included with 2 the meeting agenda. The MWDOC notice described the current drought conditions and the major investment made by southern California water agencies over the last 15 years to improve and expand water storage, water recycling and water conservation. As a result, southern California and Orange County are not in the same dire condition as other areas in central and northern California. We will continue to strongly encourage increased water conservation but do not need to request major cuts or rationing at this time. 5.4 Matters Initiated by Committee Members Director Beverage asked if the issue of the transfer of the sewers in Placentia from the City to the District was still under consideration. Mr. Butzlaff said yes, noting that the City was currently proceeding with hiring a consultant to prepare a sewer master plan. Thereafter, the City would have a better idea of the condition of its sewer system. He also indicated that the City currently employing Empire Pipe Cleaning and Video to maintain and clean the system. All sewer lines have been videoed and recorded. 5.5. Items for Next Agenda All of the above items will be agendized for the next meeting. The committee asked that the next meeting be scheduled at the time that the turf replacement project is going into construction. 6. ADJOURNMENT 6.1. The meeting was adjourned at 10:28 a.m. The date and time of the next YLWD /City of Placentia Joint Agency Committee meeting is yet to be determined. 3