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Home My WebLink About2009-01-08 - Board of Directors Meeting Agenda PacketAgenda Packet Regular Meeting of the Board of Directors January 8, 2009 6:30 p.m. 1717 E. Miraloma Avenue, Placentia, CA 92870 Yorba Linda Water District ODIGINAL Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 8, 2008, 6:30 P.M. 1717 E. Miraloma Avenue, Placentia, CA 92870 (714) 701- 3020 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett ADDITIONS /DELETIONS TO THE AGENDA 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. SPECIAL RECOGNITION Presentation of Proclamation to the following for their assistance during the Freeway Complex Fire on November 15, 2008: Water Emergency Response Organization of Orange County Santa Margarita Water District Arrowhead Water Presentation of Proclamation to Michael A. Payne for 35 Years of Service to the District 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. Minutes of the Regular Board of Directors Meeting Held December 23, 2008 Recommendation: Approve the minutes as presented. 2. Payment of Bills, Refunds, and Wire Transfers Recommendation: Ratify and authorize disbursements in the amount of $1,224,386.63. 3. Progress Payment No. 8 for the Highland Reservoir Replacement Project Recommendation: Approve Progress Payment No. 8 in the net amount of $388,819.53 to Schuler Engineering Corporation and 10% retention of $43,202.17 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 4. Amendment No. 2 to Consultants Agreement with Psomas for Zone 4C Reconfiguration Project and San Antonio Pressure Reducing Station Project Recommendation: Approve Amendment No. 2 to the Consultants Agreement with Psomas, In the amount of $58,950 for construction -phase services for the San Antonio PRS Upgrade and the Zone Reconfiguration projects, Job No. 200710. 5. Highland Booster Station Gas Engine Replacement Recommendation: Authorize the General Manager to execute a contract with General Pump Company in the amount not to exceed $80,000 to replace the existing electric motor and pump with the similar 200 hp electric motor and 3000gpm pump combination used on pumps No. 3 and 4 at the Highland Booster Station. 6. Damage Claim filed by Hong Nguy, 19781 Verona Lane, Yorba Linda. Recommendation: That the Board of Directors reject and refer the claim to ACWA/JPIA. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 7. None 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. 8. Freeway Complex Fire After Action Report Recommendation: This is for information only. No action is required. 9. Status of Hidden Hills Reservoir Project Recommendation: This is for information only. No action is required. 10. Status of Capital Improvement Projects Recommendation: This is for information only. No action is required. 6 REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report b. Directors' Reports C. General Manager's Report d. General Counsel's Report COMMITTEE REPORTS 12. a. Executive - Administrative - Organizational Committee (Summerfield /Mills) Alternate: Collett 1) Meeting scheduled for January 20, 4:00 p.m. b. Finance - Accounting Committee (Beverage / Summerfield) Alternate: Mills 1) Meeting scheduled for January 13, 4:00 p.m. C. Personnel -Risk Management Committee (Armstrong /Collett) Alternate: Summerfield 1) Minutes of meeting held January 5, 4:00 p.m. (to be presented at the meeting). 2) Meeting scheduled for February 9, 4:00 p.m. d. Planning- Engineering- Operations Committee (Mills /Armstrong) Alternate: Beverage 1) Minutes of meeting held January 7, 4:00 p.m. (to be presented at the meeting). 2) Meeting scheduled for February 5, 4:00 p.m. e. Public Information - Technology Committee (Collett /Beverage) Alternate: Armstrong 1) Minutes of meeting held January 6, 4:00 p.m. (to be presented at the meeting). 2) Meeting scheduled for February 3, 4:00 p.m. f. MWDOC /OCWD Ad Hoc Committee (Mills /Collett) Alternate: Summerfield 1) Meeting scheduled for January 27, 4:00 p.m. 3 g. City of Placentia Ad Hoc Committee (Beverage /Vecchiarelli) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 13. a. MWDOC /MWD Workshop, January 7 (Staff) b. OCWD Board, January 7 (Staff) C. Yorba Linda City Council, January 6 (Mills) BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after January 8, 2009. Agenda is available in the District office prior to meeting. January 2009 Holiday, Jan 1 District Offices Closed Personnel -Risk Management Committee, Jan 5, 4:00 p.m. Armstrong/Collett Public Information-Technology Committee, Jan 6, 4:00 p.m. Collett/Beverage Yorba Linda City Council, Jan 6, 6:30 p.m. Mills MWDOC /MWD Workshop, Jan 7, 7:30 a.m. Staff Planning-Engineering-Operations Committee, Jan 7, 4:00 p.m. Mills/Armstrong OCWD Board, Jan 7, 5:00 p.m. Staff District Board Meeting, Jan 8, 8:30 a.m. Finance-Accounting Committee, Jan 13, 4:00 p.m. Bevera a /Summerfield Yorba Linda Planning Commission, Jan 14, 7:00 p.m. Collett Executive - Admin -Or anizational Committee, Jan 20, 4:00 p.m. Summerfield /Mills Yorba Linda City Council, Jan 20, 6:30 p.m. Armstrong MWDOC Board, Jan 21, 8:30 a.m. Staff OCWD Board, Jan 21, 5:00 p.m. Staff District Board Meeting, Jan 22, 8:30 a.m. MWDOC /OCWD Ad Hoc Committee Meeting, Jan 27,4:00 p.m. Mills /Collett Yorba Linda Planning Commission, Jan 28, 7:00 p.m. Summerfield CONFERENCES AND SEMINARS Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. 14. ACWA Spring Conference — May 19 -22, 2009 ADJOURN TO 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. Conference with Legal Counsel — Liability Claims Pursuant to Section 54956.95 of the California Government Code a. Claimants: Mohamad and Fatima Itani Shannon Lew Agency Claimed Against: Yorba Linda Water District Fall ADJOURNMENT The next regular meeting of the Board of Directors will be held January 22, 2009, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. 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 Michael A. Payne, General Manager, 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. 5 2009 BOARD OF DIRECTORS CALENDAR JAN S M T W T F S ]6 1 2 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 - 23 24 25 26 27 28 29 30 31 APR S M T W T F S 1 2 3 4 5 6 7 80 10 11 12 13 14 15 16 17 18 19 20 21 22M 24 25 26 27 28 29 30 JUL S M T W T F S 1 2 3 4 5 6 7 80 10 11 12 13 14 15 16 17 18 19 20 21 220 24 25 26 27 28 29 30 31 OCT S M T W T F S 1 2 3 4 5 6 7- 9 10', 11 12 13 14 15 16 17' 18 19 20 21 . 23 24 25 26 27 28 29 30 31 . Board Meeting Activities Holiday S M T W T F S 1 2 3 4 5 6 7 8 9 10 11M 13 14i 15 16 17 18 19 20 21 22 23 24 25 a 27 28 MAY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 - 15 16 17 18 19 20 21 22 23 24 25j 26 27 29 30 311 NOV S M T W T F S 1 2 3 4 5 6 7 8 9 10 117M 13 14 15 16 17 18 19 20 21 22 23 24 25 - 27 28 29 30 MAR S M T W T F S 1 2 3 4 5 6 7 8 9 10 11M 13 14 15 16 17 18 19 20 21 22 23 24 25M 27 28 29 30 31 AUG S M S M T W T F S 3 4 5 6 7 8 9 1 2 3 4 5 6 7 8 10 11 12 13 . 15 15 16 17 18 19 20 21 22 23 24 25 26= 28 29 30 31 NOV S M T W T F S 1 2 3 4 5 6 7 8 9 10 117M 13 14 15 16 17 18 19 20 21 22 23 24 25 - 27 28 29 30 MAR S M T W T F S 1 2 3 4 5 6 7 8 9 10 11M 13 14 15 16 17 18 19 20 21 22 23 24 25M 27 28 29 30 31 SEP S M T W T F S 1 2 3 4 5 617 8 9011 12 13 14 15 16 17 18 19 20 21 22 230 25 26 27 28 29 30 DEC S M T W T F 1 2 3 4 5 6 7 8 9 V 11 12 13 14 15 16 17 18 19 20 21 22 23 25 26 27 28 29 30 31 Feb 24 -26, 2009 - ACWA 2009 Washington, D.C. Conference May 19 -22, 2009 - ACWA Spring Conference, Sacramento Dec 1 -4, 2009 - ACWA Fall Conference, San Diego Dec 9 -11, 2009 - CRWUA 2008 Annual Conference, Las Vegas Rev. 12/30/08 JUN S M T W T F 1 2 3 4 5 6 7 8 9 10M 12 13 14 15 16 17 18 19 20 21 22 23 24 26 27 28 29 30 SEP S M T W T F S 1 2 3 4 5 617 8 9011 12 13 14 15 16 17 18 19 20 21 22 230 25 26 27 28 29 30 DEC S M T W T F 1 2 3 4 5 6 7 8 9 V 11 12 13 14 15 16 17 18 19 20 21 22 23 25 26 27 28 29 30 31 Feb 24 -26, 2009 - ACWA 2009 Washington, D.C. Conference May 19 -22, 2009 - ACWA Spring Conference, Sacramento Dec 1 -4, 2009 - ACWA Fall Conference, San Diego Dec 9 -11, 2009 - CRWUA 2008 Annual Conference, Las Vegas Rev. 12/30/08 AOFT D HE ORBA LINDA WATER DISTRICT S BY. MINUTES OF THE JAN - 8 2009 YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 23, 2008 ITEM NO. ' The December 23, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:33 a.m. The meeting was held at the District's offices at 1717 E. Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills, Vice President Michael J. Beverage Ric Collett DIRECTORS ABSENT AT ROLL CALL Paul R. Armstrong STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Arthur G. Kidman, General Counsel Lee Cory, Operations Manager Diane Cyganik, Finance Director Cindy Botts, Assistant Administrator I Mike Kiddie, Senior Fleet Mechanic Ron Talbert, Mechanic III Doug Baker, Mechanic I John DeCriscio, Chief Plant Operator Joe Polimino, Project Engineer Annie Alexander, Executive Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS President Summerfield introduced the following visitors: Mark Schwing, Mayor Nancy Rikel, Council Member Brett Barbre, Director Erin Welch, Writer Mark Schock, Resident Larry Goodnough, Resident City of Yorba Linda City of Yorba Linda MW DOC OC Register President Summerfield opened the meeting to public comments. Mr. Goodnough addressed the Board regarding the meeting times, the after action report for the firestorm event and the proposed raises. Mr. Goodnough congratulated Mr. Payne on his retirement. Mr. Barbre addressed the Board regarding the current drought, the after action report for the firestorm event and provided a MWDOC monthly water usage report to staff. Mr. Schock addressed the Board regarding the meetings, water pressure issues in the Hidden Hills area and the after action report for the firestorm event. SPECIAL RECOGNITION The Board of Directors recognized the following staff for completion of Air Quality Management District training: Mike Kiddie, Senior Fleet Mechanic Ron Talbert, Mechanic III Doug Baker, Mechanic I The Board of Directors presented a Proclamation to the following employees for their leadership efforts in the Golden Guardian Exercise held November 13, 2008: John DeCriscio, Chief Plant Operator corrected Joe Polimino, Project Engineer Harold Hulbert, Operations Secretary was also recognized but was not in attendance at the meeting. CONSENT CALENDAR Director Mills requested that Item 1 be corrected to reflect that he did not attend the Yorba Linda City Council meeting held December 2, 2008. On a motion by Director Mills, seconded by Director Collett, the Board voted 4 -0 to approve the Consent Calendar with a correction to Item 1. Director Collett abstained from voting on Check No. 50646 of Item 2 as he had a business relationship with the vendor. Director Beverage abstained from voting on Check No. 50595 of Item 2 as he had a business relationship with the vendor. 1. Minutes of the Regular Board of Directors Meeting Held December 11, 2008 2. Payment of Bills, Refunds and Wire Transfers ACTION CALENDAR 3. Financial Statements for the First Quarter of Fiscal Year 2008 -09 for the Period Ending September 30, 2008 Mr. Vecchiarelli explained that this item was typically on the Consent Calendar and responded to questions from the Board. On a motion by Director Collett, seconded by Director Beverage, the Board voted 4 -0 to receive and file the financial statements. 4. Approve Resolution No. 08 -17 for Employer Paid Member Contributions Ms. Cyganik presented the item and explained that the Resolution was simply a housekeeping item required by CalPERS. Adoption of this resolution would not result in any increased cost to the District and could be rescinded or amended at any time. On a motion by Director Mills, seconded by Director Collett, the Board voted 4 -0 on a Roll Call vote to approve Resolution No. 08 -17 for Employer Paid Member Contributions. 01 DISCUSSION ITEMS 5. Triangle Complex Fire After Action Report Mr. Vecchiarelli provided a brief overview of the status of the report which will be presented at the next Board meeting. Mr. Vecchiarelli responded to questions from a member of the public regarding the report. Mr. Vecchiarelli also reported that the Orange County Fire Authority had provided himself and Senator Bob Huff with a helicopter ride to survey the damage from the firestorm event. REPORTS, INFORMATION ITEMS AND COMMENTS 6. a. President's Report President Summerfield thanked the public in attendance and expressed his appreciation to Mr. Payne for his service to the District. b. Directors' Reports Director Mills reported on his attendance at the recent ACWA/JPIA and ACWA conferences. A brief discussion regarding existing ULF toilet and shower head replacement programs followed. C. General Manager's Report Mr. Vecchiarelli reported on staff's efforts on the Hidden Hills reservoir. COMMITTEE REPORTS 7. a. Executive - Administrative - Organizational Committee (Summerfield /Mills) Alternate: Collett 1) Minutes of the meeting held December 16 were presented at the meeting. Directors Summerfield and Mills attended. Items discussed during the meeting were as follows: recommendations for waiving customer service fees and conditions for payment extensions; reports on legislative and grant activities; General Counsel's billing report; and MWDOC's Governance Study being prepared by LAFCO. 2) Meeting scheduled for January 20, 4:00 p.m. b. Finance - Accounting Committee (Beverage /Summerfield) Alternate: Mills 1) Meeting scheduled for January 13, 4:00 p.m. C. Personnel -Risk Management Committee (Armstrong /Collett) Alternate: Summerfield 1) Meeting scheduled for January 5, 4:00 p.m. 41 d. Planning- Engineering- Operations Committee (Mills /Armstrong) Alternate: Beverage 1) Meeting scheduled for January 7, 4:00 p.m. e. Public Information - Technology Committee (Collett /Beverage) Alternate: Armstrong 1) Meeting scheduled for January 6, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills /Collett) Alternate: Summerfield 1) Meeting scheduled for January 27, 4:00 p.m. g. City of Placentia Ad Hoc Committee (Beverage /Vecchiarelli) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 8. a. MWDOC Board, December 17 (Staff) Staff did not attend. b. OCWD Board, December 17 (Staff) Staff did not attend. C. Yorba Linda City Council, December 16 (Armstrong) There was no report. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after December 22, 2008. Agenda is available in the District office prior to meeting. December 2008 MWDOC Ad Hoc Committee Meeting, Dec 23, 4:00 p.m. CANCELED Yorba Linda Planning Commission, Dec 24, 7:00 p.m. CANCELED Holiday, Dec 25 -26 District Offices Closed January 2009 Holiday, Jan 1 District Offices Closed Personnel -Risk Management Committee, Jan 5, 4:00 p.m. Armstrong/Collett Public Information-Technology Committee, Jan 6, 4:00 p.m. Collett/Beverage Yorba Linda City Council, Jan 6, 6:30 p.m. Mills MWDOC /MWD Workshop, Jan 7, 7:30 a.m. Staff Planning-Engineering-Operations Committee, Jan 7, 4:00 p.m. Mills/Armstrong OCWD Board, Jan 7, 5:00 p.m. Staff District Board Meeting, Jan 8, 8:30 a.m. Finance-Accounting Committee, Jan 13, 4:00 p.m. Bevera a /Summerfield Yorba Linda Planning Commission, Jan 14, 7:00 p.m. Collett Executive - Admin -Or anizational Committee, Jan 20, 4:00 p.m. Summerfield /Mills Yorba Linda City Council, Jan 20, 6:30 p.m. Armstrong MWDOC Board, Jan 21, 8:30 a.m. Staff OCWD Board, Jan 21, 5:00 p.m. Staff District Board Meeting, Jan 22, 8:30 a.m. MWDOC /OCWD Ad Hoc Committee Meeting, Jan 27, 4:00 p.m. Mills /Collett Yorba Linda Planning Commission, Jan 28, 7:00 p.m. Summerfield CONFERENCES AND SEMINARS 9. Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. a. None. A recess was declared at 9:53 a.m. ADJOURN TO CLOSED SESSION The Board entered into Closed Session at 10:05 a.m. All Directors were present. Also present were Mr. Vecchiarelli, Mr. Kidman and Ms. Knight. 10. Conference with Legal Counsel — Liability Claims Pursuant to Section 54956.95 of the California Government Code a. Claimant: Paul and Gillian Johnson b. Claimant: Dennis Winzen Agency Claimed Against: Yorba Linda Water District 11. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda, CA Agency Negotiators: Michael A. Payne and Ken Vecchiarelli Negotiating Parties: To Be Determined Under Negotiation: Price and Terms of Payment 12. Public Employee Appointment Pursuant to Section 54957 of the California Government Code Title: General Manager 5 CLOSED SESSION REPORT The Board reconvened in Open Session at 10:51 a.m. Mr. Kidman reported that the Board had voted 4 -0 to return the claim submitted by Mr. and Mrs. Johnson as it was insufficient. The Johnson's will be given 15 days to resubmit their claim. The Board also voted 4 -0 to reject the claim submitted by Mr. Winzen as required by the District's insurance company. Mr. Winzen's claim will be referred to ACWA for further processing. In addition, the Board also voted 4 -0 to appoint Mr. Vecchiarelli as the new General Manager. The Ad Hoc Committee formed to negotiate the terms and conditions for the position will work with Mr. Vecchiarelli in developing an employment contract. ADJOURNMENT On a motion by Director Beverage, seconded by Director Mills, the Board voted to adjourn at 10:57 a.m. to a regular meeting of the Board of Directors scheduled for January 8, 2009 at 6:30 p.m., at 1717 E. Miraloma Avenue, Placentia 92870. n AGENDA REPORT Board Meeting Date: January 8, 2009 To: Board of Directors From: Kenneth R. Vecchiarelli, General Manager Staff Contact: Diane Cyganik, Finance Director Reviewed by General Counsel: N/A Budgeted: Funding Source: CEQA Account No: Compliance: N/A Estimated Costs: ITEM NO. �— APPROVED BY THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT JAN - 8 2009 BY �rA/1.sc� G✓h9 /jYI,Q Yes Total Budget: N/A All Funds N/A Job No: N/A $1,224,386.63 Dept: Bus 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. DISCUSSION: The major items and wire transfers on this disbursement list are as follows: A wire of $82,802.92 to ACWA -HBA for January 2009 health premium; a wire of $261.96 to ACWA -EAP for January 2009 EAP; a check of $61,018.30 to Hardy & Harper for September 2008 billing; and, a check of $388,819.53 to Schuler Engineering Corporation for Job 200309 progress payment. The balance of $209,681.20 is routine invoices. ADP is now issuing our payroll checks, with the exception of the third party checks, listed below. In summary, the check register total is $742,583.91; payroll No. 25 and 26 totals are $242,038.27 and $239,764.45, respectively; and, the disbursements of this agenda report are $1,224,386.63. A summary of the checks is as follows: Payables: Void Check Check No. 50598 Manual Check Check No. 50674 Void Check Check No. 50675 Computer Checks Check Nos. 50676 - 50744 Payroll #25: Manual Check Check No. 4221 Void Check Check No. 4222 Manual Checks Check Nos. 4223 - 4228 Payroll #26: Manual Checks Check Nos. 4229 - 4233 The disbursement total for the current period is $1,224,386.63, distributed as follows: Water $1,216,847.45 Sewer $ 6,039.18 ID #1 $ 0.00 ID #2 $ 1,500.00 TOTAL $1,224,386.63 PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi - monthly. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $1,224,386.63. CHECK NUMBERS 50598 50674 TO 50744 WIRES: W- 122408 ACWA -HBA W- 122408A ACWA -EAP January 08, 2009 $ 0.00 $ 659,519.03 $ 82,802.92 $ 261.96 $ 83,064.88 TOTAL OF CHECKS AND WIRES: PAYROLL NOS. 25 AND 26: CHECK NUMBERS: 4221 TO 4228 4229 TO 4233 -------------------------------------------------------------------------- TOTAL: ------------------------------------------ ------------------------------------------ $ 742,583.91 $ 242,038.27 $ 239,764.45 ------------------------------------- $ --------------------- --------------------- 1,224,386.63 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JANUARY 8, 2009 ------------------------------------------------------------------ ------------------------------------------------------------------ TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $1,216,847.45 SEWER $ 6,039.18 ID # 1 $ 0.00 ID # 2 $ 1,500.00 TOTAL: $1,224,386.63 Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 12 -24 -08 THRU 01 -08 -09 Check. Check... Posting. Vendor Name ................... Check..... No Date Date Amount 50681 01 -08 -09 01 -08 -09 ABIGAIL ABBOTT STAFFING SVC 3,695.40 50682 01 -08 -09 01- 08- 09.ACWA -ASSN OF CA WATER AGENCIES 1,130.00 122408 12 -24 -08 12 -24 -08 ACWA -HBA 82,802.92 22408A 12 -24 -08 12 -24 -08 ACWA -HBA 261.96 50598 12 -23 -08 12 -24 -08 ACWA /JPIA - 271.35 50683 01 -08 -09 01 -08 -09 ADVANCED INFRASTRUCTURE 1,192.25 50684 01 -08 -09 01 -08 -09 AGB - AMERICAN GEOPHYSICAL 855.38 50685 01 -08 -09 01 -08 -09 ANSWER ONE COMMUNICATIONS 1,190.01 50686 01 -08 -09 01 -08 -09 AQUA- METRIC SALES CO. 75.51 50687 01 -08 -09 01 -08 -09 AQUATIC INSPECTIONS 7,675.00 50688 01 -08 -09 01 -08 -09 ARTISTIC MAINTENANCE, INC 3,995.60 50689 01 -08 -09 01 -08 -09 AT & T - CALNET2 3,676.84 50690 01 -08 -09 01 -08 -09 AT & T MOBILITY 73.10 50691 01 -08 -09 01 -08 -09 AT &T 45.19 50692 01 -08 -09 01 -08 -09 AT &T /MCI 1,250.74 50676 01 -08 -09 01 -08 -09 BENJAMIN F KNIGHT 52.32 50693 01 -08 -09 01 -08 -09 C & L REFRIGERATION CORP. 3,175.19 50694 01 -08 -09 01 -08 -09 CADET UNIFORM SERVICE 2,937.90 50695 01 -08 -09 01 -08 -09 CAROLLO ENGINEERS 9,624.45 50696 01 -08 -09 01 -08 -09 CDW -G GOVERNMENT, INC 577.45 50697 01 -08 -09 01 -08 -09 CHARLES P. CROWLEY CO. 528.75 50698 01 -08 -09 01 -08 -09 CITIZEN'S BUSINESS BANK 43,202.17 50699 01 -08 -09 01 -08 -09 CLA -VAL CO. 2,011.42 50700 01 -08 -09 01 -08 -09 CLINICAL LAB. OF SAN BERN. 2,485.00 50677 01 -08 -09 01 -08 -09 DEBBIE KOTTMAN 350.08 50701 01 -08 -09 01 -08 -09 DICK'S LOCK & SAFE INC. 324.00 50702 01 -08 -09 01 -08 -09 ECONOMY RADIATOR REPAIR 95.00 50678 01 -08 -09 01 -08 -09 EILEEN ANDERSON 31.08 50703 01 -08 -09 01 -08 -09 ELLIOTT ROOF MAINTENANCE 260.00 50704 01 -08 -09 01 -08 -09 EMPLOYEE RELATIONS, INC. 153.75 50705 01 -08 -09 01 -08 -09 FAIRWAY FORD SALES, INC. 185.52 50706 01 -08 -09 01 -08 -09 FRY'S ELECTRONICS 36.82 50707 01 -08 -09 01 -08 -09 HARDY & HARPER INC. 61,018.30 50708 01 -08 -09 01 -08 -09 INFOSEND 8,684.28 50709 01 -08 -09 01 -08 -09 INTERIORS BY JANI -TRESS 3,768.00 Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 12 -24 -08 THRU 01 -08 -09 Check. Check... Posting. Vendor Name ................... Check..... No Date Date Amount 50710 01 -08 -09 01 -08 -09 J & S CONSTRUCTION 3,426.75 50711 01 -08 -09 01 -08 -09 KENNY GRAFF 65.00 50712 01 -08 -09 01 -08 -09 LAER PEARCE 45,553.38 50679 01 -08 -09 01 -08 -09 LIGHTHOUSE REALESTATE 5.54 50680 01 -08 -09 01 -08 -09 MARIPOSA PLACENTIA 8.35 50713 01 -08 -09 01 -08 -09 MIKAEL BECKER 150.00 50714 01 -08 -09 01 -08 -09 MOBILE HOSE & HYDRAULIC SUPPLY 47.50 50715 01 -08 -09 01 -08 -09 MORTON SALT 2,464.63 50716 01 -08 -09 01 -08 -09 MUZAK OA 268.53 50717 01 -08 -09 01 -08 -09 NICKEY PETROLEUM CO 2,881.36 50718 01 -08 -09 01 -08 -09 PETE'S ROAD SERVICE INC 151.68 50719 01 -08 -09 01 -08 -09 PRESSURE SYSTEMS /KPSI 1,002.90 50720 01 -08 -09 01 -08 -09 PSOMAS & ASSOCIATES 11,123.27 50721 01 -08 -09 01 -08 -09 R J SERVICES, INC 3,800.00 50722 01 -08 -09 01 -08 -09 RED WING SHOE STORE - ORANGE 131.02 50723 01 -08 -09 01 -08 -09 SC FUELS 551.41 50724 01 -08 -09 01 -08 -09 SCHULER ENGINEERING CORP. 388,819.53 50725 01 -08 -09 01 -08 -09 SECURITY SOLUTIONS 1,481.08 50726 01 -08 -09 01 -08 -09 SELMAN CHEVROLET COMPANY 3,255.54 50727 01 -08 -09 01 -08 -09 SHAPE PRODUCTS CO. 332.35 50728 01 -08 -09 01 -08 -09 SHRED -IT LOS ANGELES 68.60 50729 01 -08 -09 01 -08 -09 SKILLPATH INC. 199.00 50730 01 -08 -09 01 -08 -09 SOUTHERN CALIF EDISON CO. 32.95 50731 01 -08 -09 01 -08 -09 SOUTHERN CALIF GAS CO. 9,171.20 50732 01 -08 -09 01 -08 -09 STAPLES BUSINESS ADVANTAGE 1,695.05 50733 01 -08 -09 01 -08 -09 STATE CHEMICAL MANUFACTURING 224.22 50734 01 -08 -09 01 -08 -09 STATE OF CA, DEPT OF PARKS 1,500.00 50735 01 -08 -09 01 -08 -09 STEVEN ENTERPRISES 100.11 50736 01 -08 -09 01 -08 -09 TIME WARNER CABLE 187.38 50737 01 -08 -09 01 -08 -09 TOSHIBA INTERNATIONAL CORP 2,632.18 50738 01 -08 -09 01 -08 -09 UNITED INDUSTRIES 1,020.78 50739 01 -08 -09 01 -08 -09 VERIZON WIRELESS 423.31 50740 01 -08 -09 01 -08 -09 WELLS SUPPLY CO 10,605.59 50741 01 -08 -09 01 -08 -09 WESTSIDE BUILDING MATERIAL 137.91 50674 12 -24 -08 12 -24 -08 WILLIAM MILLS 271.35 Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 12 -24 -08 THRU 01 -08 -09 Check. Check... Posting. Vendor Name ................... Check..... No Date Date Amount 50742 01 -08 -09 01 -08 -09 YORBA LINDA AUTO PARTS 502.28 50743 01 -08 -09 01 -08 -09 YORBA LINDA HARDWARE 64.75 50744 01 -08 -09 01- 08- 09'ZEP MANUFACTURING 1,077.40 742,583.91 ITEM NO. �_ AGENDA REPORT APPROVED BY THE BOARD OF DIRECTORS Board Meeting Date: January 8, 2009 OF THE YORBA LINDA WATER DISTRICT To: Board of Directors JAN - 8 2009 From: Steve Conklin Consulting 9 — Engineer BY - Staff Contact: Leon de los Reyes, Water Quality Engineer Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 11.2M Funding Source: Water Revenue Bond CEQA Account No: 102 -2700 Job No: 200309 Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.2M Dept: Eng Subject: Progress Payment No. 8 for the Highland Reservoir Replacement Project SUMMARY: The Board of Directors awarded a contract to Schuler Engineering for construction of the Highland Reservoir Replacement Project on April 10, 2008 and approved a project construction budget of $11.2M on May 15, 2008. Submitted for consideration is construction Progress Payment No. 8. DISCUSSION: In accordance with the contract documents, Schuler Engineering Corporation submitted a request for Progress Payment No. 8 for the period ending December 31, 2008. This progress pay request includes small percentage payments for Builder's Risk, shoring and sheet bracing, mobilization including project related office expenses and submittals, potholing and utilities surveys, temporary tank interior works, 15% of electrical and instrumentation, 35% for below and above ground yard piping, and 37.2% for change order related tasks. The status of the construction contract with Schuler Engineering is as follows: • Original contract amount is $9,049,346 and 730 calendar days starting June 2, 2008. • Authorized change order to date amount is $183,648.89 (2.03% of the original contract amount) and 10 calendar days (1.37% of original contract calendar days) • The revised construction contract amount and period are $9,232,994.89, and 740 calendar days respectively. • If approved, Progress Payment No. 8 is $432,021.70 (4.7% of the revised contract amount less 10% retention of $43,202.17 for a net payment of $388,819.53 • If approved, total progress payments to date including retentions are $3,383,585.71 (36.6% of the revised contract amount). • As of December 31, 2008, 213 calendar days were used (28.8% of the revised contract time). Staff and Carollo Engineers, the District's construction management consultant, reviewed the progress payment request and recommend payment. A copy of Progress Payment No. 8 is attached for your information. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors awarded a construction contract to Schuler Engineering on April 10, 2008 in the amount of $9,049,346 for construction of the project. On May 15, 2008, the Board approved execution of a Professional Service Agreement with Carollo Engineers in the amount of $605,856 for engineering support services, construction management and backup inspection services; a Professional Service Agreement with Leighton Consulting Engineers in the amount of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental compliance services; and approved the construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project. The Board has approved 7 progress payments and one change order to date, the most recent of which was approved on December 11, 2008. STAFF RECOMMENDATION: Staff recommends the Board of Directors approve Progress Payment No. 8 in the net amount of $388,819.53 to Schuler Engineering Corporation and 10% retention of $43,202.17 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Highland Reservoir PROGRESS PAY REQUEST NO. 8 LOCATION Yorba Linda PROJECT NO. J- PAGE 1 OF 1 PAGES 200309 CONTRACTOR Schuler Engineering DATE Dec. 31,2008 ORIGINAL CONTRACT AMOUNT: $ 9,049,346.00 AUTHORIZED CHANGE ORDERS: $ 183,648.89 REVISED CONTRACT AMOUNT: $ 9,232,994.89 PROGRESS PAY ESTIMATE FOR PERIOD VALUE OF WORK COMPLETED CHANGE ORDER WORK COMPLETED TOTAL VALUE OF WORK COMPLETED LESS RETENTION 10% LESS OTHER DEDUCTIONS AMOUNT DUE THIS ESTIMATE LESS AMOUNT PREVIOUSLY PAID BALANCE DUE THIS ESTIMATE NOTICE TO PROCEED COMPLETION TIME APPROVED TIME EXTENSIONS TOTAL CONTRACT TIME TIME EXPENDED TO DATE TIME REMAINING REQUESTED BY: December 1, 2008 TO December 31, 2008 PREVIOUS THIS MONTH 740 TO DATE 213 $ 2,951,564.01 $ 271,546.51 $ 3,223,110.52 $ - $ 160,475.19 $ 160,475.19 $ 2,951,564.01 $ 432,021.70 $ 3,383,585.71 $ 338,358.57 $ 3,045,227.14 $ 2,656,407.61 $ 388,819.53 June 2,2008 730 CALENDAR DAYS 10 CALENDAR DAYS 740 CALENDAR DAYS 213 CALENDAR DAYS 527 CALENDAR DAYS DATE: (_., C CMENGINEERING= CONTRACTOR Chas Wic APPROVED BY: 7 DATE: CAROLLO- OWNER'S- REPRESENTATIVE Brian Wilso APPROVED BY: DATE: YLWD- OWNER Ken Vecchiarelli /,)- — Z3-oy ITEM NO. q AGENDA REPORT APPROVED BY THE BOARD OF DIRECTORS Board Meeting Date: January 8, 2009 OF THE YORBA LINDA WATER DISTRICT To: Board of Directors JAN - g 2009 From: Steve Conklin, Engineering Consultant BY Staff Contact: Joe Polimino, Project Engineer Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 1.5 Million Funding Source: All Water Funds CEQA Account No: 101 -2700 Job No: 200710 Compliance: Exempt Estimated Costs: $ 58,950 Dept: Eng Subject: Amendment No. 2 to Consultants Agreement with Psomas for Zone 4C Reconfiguration Project and San Antonio Pressure Reducing Station Project SUMMARY: The Zone 4C Reconfiguration Project has been advertised for construction bids, which are due January 20, 2009. At the same time, design work is proceeding for upgrading the San Antonio Pressure Reducing Station (PRS), through which higher pressure water will be supplied to the new Zone 4C. The PRS Upgrade Project is planned to go to bid by April 2009. Both projects are scheduled for completion of construction in December 2009. District Engineering Department staff will provide construction inspection for both projects. Psomas, the Consulting Engineer that designed both projects, submitted a District - requested proposal to provide other necessary construction -phase services. Following review of the proposal, District staff recommends approval of an agreement amendment for $58,950 for said services for the two projects. DISCUSSION: The Zone 4C Reconfiguration Project will raise the hydraulic grade line from 675 to 706 to mitigate low- pressure problems in three separate areas, totaling 800 homes. That pipeline project is currently out to bid. Last month the Board approved Amendment No. 1 to the Professional Services Agreement for Psomas, the District's design consultant for the project, to design improvements to the San Antonio PRS. The higher pressure water will be provide through that facility to the new Zone 4C. The PRS was constructed in 1981 and needs to be upgraded to current District standards. It is planned that construction of the pipeline project and the PRS Upgrade Project will begin in March and June 2009, respectively, with both complete by December 2009. As noted above, District Engineering Department staff will provide construction inspection for both projects. In addition to inspection, other construction -phase services are necessary that are typically provided by the design firm for continuity and to assure design intent. Accordingly, at the request of District staff, Psomas submitted a proposal to provide other necessary construction -phase services. A copy of the proposal is attached. The proposal is for services for the two construction projects that will proceed separately with planned completion for each in December 2009. The same project manager and project engineer that designed the two projects will be responsible for the construction -phase services provided. District staff reviewed the proposal, including services, staff -hours and fee and believe that they are appropriate for the work required. Staff recommends authorization of Amendment No. 2 in the amount of $58,950 for construction -phase services. This would bring the total for design -, bid- and construction -phase services to $215,751. PRIOR RELEVANT BOARD ACTION(S): On June 28, 2007, the Board of Directors adopted Budgets for Fiscal Years 2007/08 and 2008/09 and approved the Current Five Year Capital Improvement Plan for FY 2007 -2012. On September 13, 2007, the Board of Directors authorized staff to modify the Current Five Year Plan Capital Improvement Projects List and the Adopted Budget for Fiscal Years 2007 -2009 by adding the Zone 4 Reconfiguration Project for the Twin Peaks Area of East Lake Village. On March 13, 2008, the Board of Directors received and filed the Zone Reconfiguration Study for Areas 1, 2 and 3 prepared by RBF Consulting and authorized staff to solicit proposals for the design of the combined projects identified as Alternative Six in this study. On May 15, 2008, the Board of Directors authorized the President and Secretary to execute a Professional Services Agreement with Psomas for a fee not to exceed $113,676 to provide design and bid services for the Zone Reconfiguration and Sub Zone Extension Projects, Job Nos. 200220 and 200710. On December 11, 2008, the Board of Directors authorized the President and Secretary to execute Amendment No. 1 to the Professional Services Agreement with Psomas for a fee increase not to exceed $43,125 to provide design and bid services for San Antonio Pressure Reducing Station Upgrade Project. STAFF RECOMMENDATION: Support staff recommendation for Amendment No. 2 to the Consultants Agreement with Psomas, in the amount of $58,950 for construction -phase services for the San Antonio PRS Upgrade and the Zone Reconfiguration projects, Job No. 200710. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee will discuss this item at its meeting being held January 7`h. Staff will report the Committee's recommendation at the Board meeting. December 19, 2008 Mr. Steve Conklin, PE YORBA LINDA WATER DISTRICT 1717 E. Miraloma Ave. Placentia, CA 92870 Subject: Engineering Services Proposal for Construction Phase Services for Zone Reconfiguration Areas 1, 2 & 3 and San Antonio PRS Upgrade Projects Dear Mr. Conklin: INTRODUCTION In accordance with your request, we are pleased to submit this proposal to provide construction phase engineering services for two projects: the Zone Reconfiguration Areas 1, 2, & 3 Project and the San Antonio PRS Upgrade Project in the City of Yorba Linda. PROJECT BACKGROUND In May 2008 Yorba Linda Water District (District) contracted with Psomas to prepare construction plans and specifications for the Zone Reconfiguration Areas 1, 2 & 3 Water Systems Improvement Project. On December 11, 2008 the District authorized Amendment No. 1 to our professional services agreement to provide design and bidding support services for the San Antonio PRS Upgrade Project. The Zone Reconfiguration Project is currently being advertised for bids and the San Antonio PRS Upgrade Project design is underway. In a memorandum dated December 11, 2008, the District requested a proposal to provide construction phase engineering services for both projects. PROPOSED STAFFING Our same project manager (Vernon Weisman) and project engineer (Neha Gajjar) responsible for the design of the Zone Reconfiguration and San Antonio PRS Upgrade Projects will also be responsible for all construction phase services for these projects. Significant involvement of our design team during construction will help provide a seamless transition from design and bidding to construction. 3187 Red Hill Avenue Suite 250 Costa Mesa, CA 92626 714.751.7373 714.545.8883 Fax (PS4MAS Yorba Linda Water District Page 2 Mr. Conklin December 19, 2008 SCOPE OF ENGINEERING SERVICES The following scope of services is based on our understanding of the construction engineering support requested by the District. Zone Reconfiguration Areas 1, 2 and 3 1. Pre- Construction Meeting —Attend pre - construction meeting at a date, time and place set by the District. Prepare an agenda and document meeting minutes for the pre - construction meeting summarizing the participating personnel, key discussion comments and decisions, documents delivered or received and action(s) required. 2. Respond to RFls— Review and respond to requests for information (RFI's). We have estimated twenty -five (25) RFIs during the course of construction. 3. Review Shop Drawings— Review construction shop drawings, samples, and supporting data for conformity with the contract plans, specifications, and contract documents. Psomas will review and provide recommendations regarding contractor requested materials or equipment substitutions. Psomas will provide submittal responses to the Contractor and the District. Psomas has budgeted for review up to twenty -five (25) shop drawings, including review of one resubmittal per each shop drawing. 4. Evaluate Change Order Requests — Evaluate contractor change order requests, provide recommendations, and assist the District with preparing change orders. 5. Attend Construction Site Meetings — Psomas will attend up to six (6) construction meetings on site to address construction issues or questions, as requested by the District. Prepare and submit minutes for each construction meeting attended summarizing the participating personnel, key discussion comments and decisions and action(s) required. 6 Review Contractor's Progress Payments— Review Contractor's monthly progress payments and provide recommendations to District. 7. Prepare Record Drawings— Prepare construction "record" drawings based on Contractor - furnished marked -up construction plans, sketches, and field records received from the District's construction manager. Deliver one (1) fiill -size original Mylar reproducible set of construction "record" drawings and an electronic copy of the AutoCAD file to the District. 1 �S 0 BIAS Yorba Linda Water District Page 3 Mr. Conklin December 19, 2008 San Antonio PRS Upgrade Project 1. Pre - Construction Meeting — Attend pre - construction meeting at a date, time and place set by the District. Prepare an agenda and document meeting minutes for the pre - construction meeting summarizing the participating personnel, key discussion comments and decisions, documents delivered or received and action(s) required. 2. Respond to RFls— Review and respond to requests for information (RFI's). We have estimated fifteen (15) RFIs during the course of construction. 3. Review Shop Drawings— Review construction shop drawings, samples, and supporting data for conformity with the contract plans, specifications, and contract documents. Psomas will review and provide recommendations regarding contractor requested materials or equipment substitutions. Psomas will provide submittal responses to the Contractor and the District. Psomas has budgeted for review up to twenty -five (25) civil, mechanical, and electrical shop drawings, including review of one resubmittal per each shop drawing. All electrical and SCADA shop drawings will be reviewed by our electrical engineer, Moraes /Pharr and Associates. 4. Evaluate Change Order Requests— Evaluate contractor change order requests, provide recommendations, and assist the District with preparing change orders. S. Attend Construction Site Meetings — Psomas will attend up to four (4) construction meetings on site to address construction issues or questions, as requested by the District. We have budgeted for up to two (2) construction site meetings for our electrical engineer. Prepare and submit minutes for each construction meeting attended summarizing the participating personnel, key discussion comments and decisions and action(s) required. 6 Review Contractor's Progress Payments— Review Contractor's monthly progress payments and provide recommendations to District. 7. Prepare Record Drawings— Prepare construction "record" drawings based on Contractor - furnished marked -up construction plans, sketches, and field records received from the District's construction manager. Deliver one (1) full -size original Mylar reproducible set of construction "record" drawings and an electronic copy of the AutoCAD file to the District. P S O M A S Yorba Linda Water District Page 4 Mr. Conklin December 19, 2008 LABOR HOURS AND FEES We propose to provide construction phase engineering services to complete the scope of work as outlined above on an hourly basis with the total fee not to exceed that shown in Table 1 attached. Table 1 lists our estimated labor hours and fees by task and total fee for each project computed based on our Standard Hourly Rates in effect at the time services are rendered. Our current Standard IIourly Rate Schedule is also attached as Table 2. Printing and reproduction during execution of the project will be billed as "Direct Costs" and will not exceed the amounts stated in Table 1. We will bill for our services monthly with invoices due and payable upon presentation. In addition to any specific exclusions previously stated, this proposal does not include geotechnical engineering and testing services, traffic control plans, construction survey, potholing, field utility locating, and other services not specifically stated herein. Thank you for the opportunity to submit this proposal. Our proposal represents a firm offer for a period of 90 days. We look forward to providing continuing services to Yorba Linda Water District. Should you have any questions concerning our proposal, please contact me at (714) 481 -8060. Sincerely, PSOMAS Joseph L. B`dy`Ie P, Senior Project Manager /Vice President JLB:VRW:vs End. 2008 -12 -19 SanAntonio Const Ph_JB.doc TABLE I Yorba Linda Water District Construction Phase Engineering Services for Zone Reconfiguration Areas 1, 2, & 3 and San Antonio PRS Upgrade Projects ESTIMATED LABOR HOURS AND FEES Note: Billing Rates Effective Through 12/31/2009 In -House Staff Subconsultants A /OC - Senior Project Manager (Joseph Boyle) Electrical Engineering - Moraes /Pham & Associates P.M. - Senior Project Manager (Vernon Weisman) Direct Costs - Reproduction 8 other direct costs E. - Project Engineer (Neha Gajjar) 'of E - Professional Engineer (Nancy Heim) - CAD Designer n - Administrative Scope of Work Tasks •• . P-M TOTAL C c's, Electrical HOURS COSTS FEE Tasks 196 17*47$144 $ Zone Roconfiguration Areas 1, 2 & 3 Construction Phase Services 1 Attend Pre - Construction Mtg 0 4 6 0 0 1 11 $1,625 0 So 11 S55 S1,680 2 Respond to RFIs 2 8 25 0 6 2 43 $6,054 0 so 43 $165 $6,219 3 Review Shop Drawings 0 2 7 35 0 11 55 56,166 0 s0 55 $220 $6,386 4 Evaluate Change Order Requests 2 8 18 0 0 2 30 S4,506 0 s0 30 S55 54,561 5 Attend Construction Site Meetings 0 6 14 0 0 2 22 $3,190 0 SO 22 $165 $3,355 6 Review Contractors Progress Payments 1 4 18 0 0 0 23 $3,484 0 so 23 S55 53,539 7 Prepare Record Drawings 1 2 0 24 2 30 $2,948 0 so 30 5605 53,553 Subtotal 6 33 90 35 30 20 214 $27,973 0 so 214 51,320 $29,293 San Antonio PRS Upgrade Project Construction Phase Servicos 1 Attend Pre - Construction Mtg 0 4 6 0 0 1 11 51,625 4 5638 15 S55 $2,318 2 Respond to RFIs 2 6 15 0 4 2 29 $4,086 4 5638 33 $220 S4,944 3 Review Shop Drawings 1 3 12 36 0 10 62 S7,308 6 $957 68 $220 $8,485 4 Evaluate Change Order Requests 1 8 16 0 0 2 27 $4,022 2 $319 29 S55 S4,396 5 Attend Construction Site Meetings 0 3 10 0 0 2 15 $2.092 8 $1,276 23 5165 53,533 6 Review Contractor's Progress Payments 1 4 12 0 0 0 17 $2,620 0 s0 17 S55 52,675 7 Prepare Record Drawings 1 1 2 0 16 2 22 52.228 6 $528 28 1 S5501 53.306 Subtatall 6 29 73 36 20 19 183 $23,981 30 S4,3561 213 1 $1,3201 $29,657 Total Estimated Hours and Feel 12 62 163 71 50 39 397 $51,9541 30 $4,356 427 2,640 $2,640T-- $58,950 Note: Billing Rates Effective Through 12/31/2009 In -House Staff Subconsultants A /OC - Senior Project Manager (Joseph Boyle) Electrical Engineering - Moraes /Pham & Associates P.M. - Senior Project Manager (Vernon Weisman) Direct Costs - Reproduction 8 other direct costs E. - Project Engineer (Neha Gajjar) 'of E - Professional Engineer (Nancy Heim) - CAD Designer n - Administrative P S O M A S TABLE 2 HOURLY RATE SCHEDULE For services by Psomas Effective through December 31, 2009 Water and Wastewater Engineering Services $ 65-$ 85 Administrative Assistant $ 65 -$ 95 Engineering Assistant $ 70-$100 CAD Designer $ 80-$125 Lead CAD Designer $ 80-$125 Civil Engineer Designer $ 90-$130 Professional Engineer /Surveyor $120-$160 Project Engineer /Project Surveyor /Senior Environmental Scientist $120-$195 Senior Project Engineer $150-$190 Project Manager $165 - $230 Senior Project Manager, QA/QC Manager, Principal -In- Charge $210-$242 Two -Man Survey Crew ► Standard computer and technology costs are incorporated into these hourly rates, as well as direct labor, overhead, fringe benefits and fee. ► Survey and other specialty equipment will be charged at a per unit per day rate. ► Expert witness testimony is two times the normal rate. ► Per Diem is calculated at current State Department of Transportation rates (or other appropriate Agency rate). Reimbursables Mileage at $0.550 per mile (or current IRS allowable rate) and parking expenses incurred by office employees are charged at cost. Prints, plots, messenger service, subsistence, air travel, and other direct expenses will be charged at cost plus ten percent. The services of outside consultants will be charged at cost plus fifteen percent. AGENDA REPORT Board Meeting Date: January 8, 2008 To: Board of Directors From: Lee Cory, Operations Manager ITEM NO. 6- APPROVED BY THE BOARD OF DIRECTORS OF THE YOR BA LINDA WATER DISTRICT JAN - 8 2009 BY C"o.V �A-cyllt"-Q Staff Contact: John DeCriscio, Chief Plant Operator Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 80,000 Funding Source: Water Operating Fund CEQA Account No: 151 -710 Job No: Compliance: N/A Estimated Costs: $ 80,000 Dept: Ops Subject: Highland Booster Station Gas Engine Replacement SUMMARY: As part of the District's Operating Plan to maximize the full potential of its groundwater production capabilities to its service area, it is necessary to replace a pump to increase the pumping capabilities and reliability from Highland Booster Station. DISCUSSION: In a monthly report to the PEO Committee, District staff informs the committee of its goal to maximize its ground water production. This year's goal has been set at 60.2% of the total district production. This percentage represents the maximum basin production percentage set forth by OCWD, plus an additional 2100AF commitment to Metropolitan Water District (MWD) for the conjunctive use program. To meet this commitment it is imperative that the Highland Booster Station operate to its full potential during the warmer months of the year starting in May 2009. Highland Booster Station has four electric -motor pumps and one gas- engine pump. The gas - engine- driven pump provides 3,500 gpm capacity, the most production of any pump during the summer months. Unfortunately, the Cummins gas engine has needed almost continuous repairs during the last couple of summers. The engine is no longer reliable and the Cummins Company no longer supports it with repair parts. The district has replaced most of its other engines with Caterpillar brand engines and has found the Caterpillar Company to provide better support and parts availability. Staff has investigated replacing the existing gas engine at Highland with a new Caterpillar engine, and found an engine available locally. Unfortunately at this time the Air Quality Management District (AQMD) restrictions on all new gas- driven engines are such that replacing these older engines becomes very expensive and extremely time - consuming, obtaining emission credits and various permits. Because of these issues, District staff has looked at two options: 1) the cost and regulatory effort of replacing the gas engine, or 2) the cost and timing to replace an existing electric motor and pump with a larger electric motor and pump. At this time staff has determined it would be a more cost - effective and expedient approach to replace the existing 125hp electric -motor driven 2,000gpm pump with a larger 200hp electric motor and 3,000gpm pump. Staff has contacted General Pump Company and determined that the larger electric motor and pump can be provided in relatively short- order, and could be installed by May 2009. The estimated cost of providing the new pump and motor in the existing Highland Booster Station is $80,000. Staff recommends proceeding with the pump replacement so as to maintain and assure our groundwater pumping capability. At the same time, staff will continue to look into the regulatory and reliability issues of the natural -gas engine for the existing 3,500gpm pump. PRIOR RELEVANT BOARD ACTION(S): N /A. STAFF RECOMMENDATION: That the Board of Directors authorize the General Manager to execute a contract with General Pump Company in the amount not to exceed $80,000 to replace the existing electric motor and pump with the similar 200 hp electric motor and 3000 gpm pump combination used on pumps No. 3 and 4 at the Highland Booster Station. COMMITTEE RECOMMENDATION: The Planning- Engineering- Operations Committee will discuss this item at its meeting being held January 7th. Staff will report the Committee's recommendation at the Board meeting. AGENDA REPORT Board Meeting Date: January 8, 2009 To: Board of Directors From: Ken Vecchiarelli, General Manager Staff Contact: Gina Knight, Human Resources Manager Reviewed by General Counsel: No Budgeted: Funding Source: CEQA Account No: Compliance: N/A Estimated Costs: Subject: Damage Claim ITEM NO. CL ROVED BY THE BOARD OF OIRECTORS AOFTHE YORBA LINDAWATER DISTRICT JAN - 8 2009 BY e �,��- wrr► /rr� �3 No Dept: Admin Water Operating Fund N/A Job No: N/A Claim is under $25,000 SUMMARY: The District received the attached written Application for Leave to Present a Late Claim on December 31, 2008 along with the original claim seeking reimbursement for property related damages as a result of flooding caused when a 12" water main line broke behind the property. DISCUSSION: On October 13, 2008, the District received a claim from Ms. Hong Nguy requesting reimbursement in the amount of $4,820 for property damages caused by flooding to her back yard when a 12" water main line broke behind her property. The incident occurred at Ms. Nguy submitted the claim lacking the exact date of the incident and location. Staff investigated and reviewed the submitted claim and located a copy of a Yorba Linda Water District Customer Service Report indicating the incident occurred on January 30, 2008. Staff returned the claim to claimant because it was not presented within the time required by law (six (6) months from the date of the incident). Based on the written Application to Present a Late Claim submitted by claimant and review of the Customer Service Report, staff is recommending the claim be rejected and referred to ACWA -JPIA for further processing. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors reviews all claims not settled by staff. Any claims and accompanying staff reports are presented to the Board of Directors for consideration as they are received. STAFF RECOMMENDATION: Staff recommends the Board of Directors reject the claim filed by Ms. Hong Nguy for the property located at and refer to ACWA -JPIA. Yorba Linda Water District Freeway Complex Fire Disaster Response & Water System Assessment January 8, 2009 A report of facts and findings of the November 15, 2008 Freeway Complex Fire Yorba Linda Water District Table of Contents Chapter1 - Purpose & Objective ................................................................................................ ............................... 3 Chapter 2 — Executive Summary ................................................................................................. ............................... 3 Chapter 3 - Water System Background ....................................................................................... ............................... 4 Chapter 4 - Water System Design Standards .............................................................................. ............................... 5 Chapter 5 - Mobilization of YLWD Personnel and EOC Activation .............................................. ............................... 5 Chapter 6 - Incident Timeline Summary ..................................................................................... ............................... 6 Chapter 7 - Water System Demands ........................................................................................... ............................... 8 Chapter8 - Hidden Hills Area ...................................................................................................... .............................13 Chapter 9 - Issuance of Boil Water Advisory ............................................................................. ............................... 16 Chapter 10 - Fire Hydrant Preventative Maintenance & Servicing Program ............................ ............................... 17 Chapter11 - Mutual Aid .............................................................................................................. .............................18 Chapter 12 - Capital Improvement Program /Hidden Hills Reservoir Project ........................... ............................... 19 Chapter 13 - Public Outreach and Communication .................................................................. ............................... 22 Chapter 14 - Damages & Cost Reimbursement ........................................................................ ............................... 23 Chapter15 — Conclusions .......................................................................................................... ............................... 24 AcronymDefinitions ................................................................................................................. ............................... 25 Exhibit "A" — Reservoir Zones Area Map (Attached) ................................................................ ............................... 26 Exhibit "B" — Dispatched Calls Area Map ( Attached) ................................................................ ............................... 27 Exhibit "C" — Hidden Hills Water Pressure Areas ...................................................................... ............................... 28 Exhibit "D" — Hidden Hills Contour Elevation Map ................................................................... ............................... 29 Exhibit „E" — Boil Water Advisory ............................................................................................. ............................... 30 Exhibit"F" — Reverse 911 Message ........................................................................................... ............................... 31 Exhibit "G" — Area of Significant Structure Damages (Overall Map) (Attached) ...................... ............................... 32 Exhibit "G -1" — Area of Significant Structure Damages (West) ( Attached) ............................... ............................... 32 Exhibit "G -2" —Area of Significant Structure Damages (Central) (Attached) ........................... ............................... 32 Exhibit "G -3" — Area of Significant Structure Damages (East) (Attached) ................................ ............................... 32 Page 2 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Freeway Complex Fire Report Chapter 1 - Purpose & Objective The primary purpose and objective of this report is to provide information on the events and facts surrounding the Freeway Complex Fire as they relate to the Yorba Linda Water District (YLWD). This report was prepared internally by YLWD staff and includes information derived by multiple sources including the YLWD's Emergency Operation Center (EOC) log, employee interviews, employee logs, Supervisory Control and Data Acquisition (SCADA) logs, and other sources to ensure the facts contained herein are presented in as accurate a manner as possible. Chapter 2 - Executive Summary The Freeway Complex Fire was a fire storm like no other that the Yorba Linda area has ever experienced. The weather conditions including the wind speed and direction, temperature, and relative humidity were all contributing factors that along with the fire, formed a destructive combination. The fire burned 30,305 acres (at a rate of 1,000 acres /hour for the first 24 hours) in total, threatening some 9,500 homes, destroying 118 and damaging another 60 within the Yorba Linda Community. Upon commencement of the Freeway Complex Fire, the staff of the Yorba Linda Water District responded by mobilizing and activating the EOC in a timely manner. During the EOC activation period, every effort was made to ensure water supplies were available within the areas with the highest water demands for firefighting activities. YLWD personnel were dispatched to various YLWD facilities throughout the event to confirm the operation of booster pump stations, to perform damage assessments of the water system and to make necessary repairs where possible. During the fire emergency, YLWD staff skillfully managed the system's complex infrastructure to maximize water flow under extremely difficult circumstances. YLWD also requested and received assistance from Mutual Aid partners which supplied extra pumps that staff employed effectively in strategic areas of the water distribution system. Overall, water supplies were sufficient throughout YLWD's water system. The system as a whole delivered about 20 million gallons to the fire fight which primarily threatened the highest elevations and some service areas received six to nine times their normal volume of water within a very narrow time period. However, YLWD's preliminary internal review conducted for this assessment determined that during the peak of the fire storm water service appears to have been interrupted in a limited number of streets in the Hidden Hills Upper Service Area. Page 3 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District All of these issues are discussed in more detail in the following report. Chapter 3 - Water System Background YLWD provides water service to over 24,000 homes and businesses within a 23 square -mile territory serving the cities of Yorba Linda, portions of Brea, Anaheim, and Placentia, and a small unincorporated area in the County of Orange. The elevations and topography within YLWD vary from approximately 250 feet above mean sea level to approximately 1,300 feet, thus creating the need for multiple water pressure zones (service areas) to ensure water flow and pressure are provided that meet general guidelines and standards developed by the American Water Works Association (AWWA). For the purpose of this report, 12 service areas, which overlie YLWD, will be discussed and referenced to. These areas are outlined in Table 3 -1 and illustrated in Exhibit "A ". Table 3 -1: Reservoir Service Areas Highland Reservoir 428 Lakeview Reservoir 570 Valley View & Fairmont Reservoirs 675 Bryant Ranch Reservoir 680 Gardenia Reservoir 780 Springview Reservoir 780 Elk Mountain Reservoir 780 Little Canyon Reservoir 1,000 Santiago Reservoir 1,000 Quarter Horse Reservoir 920 Chino Hills Reservoir 1,300 Camino de Bryant Reservoir 1,165 Water pressure and water flow throughout the distribution system are accomplished through the combination of storage reservoirs, which create a gravity -fed system, and booster pump stations, which pump water from one pressure zone to another. This movement of water is typically pumped from a lower elevation zone to a higher elevation zone. In all, there are 13 storage reservoirs within YLWD with a total capacity of 49.9 million gallons. Water is supplied from two sources, imported water from Metropolitan Water District through three physical connections into the distribution system, and nine groundwater wells capable of Page 4 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District producing approximately 14,000 gallons per minute, cumulatively. Currently, YLWD uses both sources on an equal basis with approximately 50% imported water and 50% groundwater serving the needs of the residents. Chapter 4 - Water System Design Standards Water agencies within the United States typically use design standards established by the American Water Works Association (AWWA). These standards apply to the construction of storage reservoirs, installation of transmission and distribution pipelines, fire hydrants, valves, and other appurtenances. YLWD uses and conforms to these standards when designing and constructing water systems. Chapter 5 - Mobilization of YLWD Personnel and EOC Activation The Freeway Complex Fire began at 9:05 a.m., November 15, 2008 in Riverside County at the edge of the 91 Freeway at Green River, and expanded rapidly into Orange County. Shortly after reaching the Orange County boundary, the fire split into two separate paths; the first into the Santa Ana Riverbed, continuing west and south into Anaheim Hills, and the second west and north into the hills of Yorba Linda. The fire continued to Olinda Ranch along Carbon Canyon Road in Brea, burned through much of Chino Hills, then spread north into the Diamond Bar area. A Red Flag Warning was issued by the National Weather Service for areas including Orange County and was in effect 24 -hours preceding the start of the Freeway Complex Fire on November 15, 2008. This warning was then extended through 10:00 a.m. on the 15th. The Freemont Canyon Remote Automated Weather Station reported a wind speed of 43 mph, with gusts to 61 mph at 9:00 a.m., the day of the fire. The temperature was 75 degrees with a relative humidity level of 8 %. YLWD Staff became aware of the fire situation at 10:40 a.m. November 15, 2008, and mobilized the YLWD Emergency Operations Center (EOC). At 10:54 a.m., YLWD's Production Plant Operators, who have the responsibility of operating and controlling water supply throughout the distribution system, began overriding the normally automated water delivery system and reported directly to the EOC. At 12:00 p.m. the EOC was officially activated by the General Manager. Between 12:45 and 12:50 p.m. YLWD sent representatives to act as liaisons to the City of Yorba Linda's EOC and to the Orange County Fire Authority (OCFA) Incident Command Post, which was established at the Yorba Regional Park. Throughout the day and into the evening, YLWD personnel continued to arrive at the EOC for duty. The EOC was active for a total of 26 hours and officially de- activated at 2:00 p.m. Sunday Page 5 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District November 16, 2008, by the General Manager. Documentation indicates a total of 659 hours were worked by YLWD personnel during the EOC activation period. Chapter 6 - Incident Timeline Summary YLWD compiled a detailed log of all activities that occurred on November 15 and 16, 2008. This log represents all EOC activities that transpired during the fire storm event. The complete EOC log is available from YLWD upon request. The following timeline summarizes and highlights the significant events that transpired at the EOC. Saturday, November 15, 2008 9:05 a.m. Commencement of the Freeway Complex Fire 10:40 a.m. YLWD Staff first became aware of the fire situation once the YLWD on -duty standby operator was notified that the fire had started in the Yorba Linda area. 10:54 a.m. The on -duty operator notified Metropolitan Water District and requested an additional 50% supply increase of imported water into YLWD's water system. Additionally, multiple pump stations were placed in manual mode and turned `on' to further fill reservoirs in anticipation of additional water needs for fire fighting. 12:00 p.m. YLWD's EOC was officially activated at the Operations Center located at YLWD's headquarters. An evaluation of the entire water system for damage and water supply commenced immediately. 12:05 p.m. The Water Emergency Response Organization of Orange County (WEROC) was notified of YLWD's official EOC activation. 12:45 p.m. YLWD dispatched a supervisor to act as liaison at the City of Yorba Linda EOC. 12:50 p.m. A team of senior level operators were dispatched to act as liaisons with the Orange County Fire Authority's (OCFA) Unified Command established at the Incident Command Post located at Yorba Regional Park. 1:19 P.M. SCADA communications at Santiago Booster Pump Station (BPS) was disrupted due to the fire storm. Remote communications to the Hidden Hills Booster Pump Station (BPS) and Santiago Reservoir were also lost at this time. Page 6 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District 1:30 p.m. An operator was dispatched to both the Hidden Hills BPS and the Santiago BPS. Upon arrival at the Hidden Hills BPS, the operator confirmed the pumps were running, and were providing water to the Santiago Lower Zone and up to the Santiago Reservoir as needed. The severity of fire storm prevented YLWD personnel from traveling to the Santiago BPS at this time. 3:20 p.m. At the EOC, unconfirmed reports were heard of water loss in the Hidden Hills area through the television media. 3:50 p.m. YLWD personnel were dispatched to the Hidden Hills area with a police escort. 4:00 p.m. A transmission pipeline (cross feeder) valve was opened by YLWD Operators to supplement the Santiago Lower Zone with water from Area 8 (Little Canyon Reservoir). 4:00 p.m. YLWD personnel arrived at the Hidden Hills BPS and confirmed all pumps were in operation. 4:15 p.m. YLWD personnel reached the Santiago BPS. They reported all pumps were shut down, including the gas engine pump, which had shut down due to overheating as indicated by a sensor on the engine. YLWD personnel manually started two electric motor pumps and the gas engine pump. 5:10 P.M. YLWD officials issued a Boil Water Advisory (Exhibit "E ") for residents in the entire Hidden Hills area due to the temporary loss of water pressure in the Upper Zones and the rapid draw down of water in the Santiago Reservoir supplying both the Santiago Upper and Lower Zones. 6:10 p.m. Through WEROC and YLWD requests for mutual aid, a fire pumper truck from OCFA was dispatched to Mazanita and Smoketree to augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). 6:20 p.m. YLWD personnel arrived at the Santiago BPS to investigate and restore SCADA communications. Air in the pipelines at the pump station was observed and reported. This was an indicator that the Santiago Reservoir was being drawn down to a level that would not provide sufficient water to flood the booster pumps' suction tubes. As a protective measure to avoid damage to the pumps, the decision was made to shut down all pumps until such time as water levels were restored in the Santiago Reservoir. 6:22 p.m. A mobile water pump from Laguna Beach County Water District arrived at YLWD's EOC staging area and was dispatched to Pepper and Mazanita to Page 7 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). 6:50 p.m. An additional fire pumper truck from the City of Garden Grove arrived at the District's Fairmont Booster Pump Station to augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). 7:00 p.m. A mobile water pump from Santa Margarita Water District arrived at YLWD's EOC staging area and was dispatched to Umbria and Trentino to augment water supplies from Area 10 (Quarter Horse Reservoir) to Area 8 (Little Canyon Reservoir). 11:00 p.m. YLWD personnel traveled to the Santiago BPS and reported the Santiago Reservoir remained empty. Sunday, November 16, 2008 12:45 a.m. The cross feeder valve originally opened to supplement the Santiago Lower Zone with water from Area 8 (Little Canyon Reservoir) was closed allowing the Santiago Reservoir and the Little Canyon Reservoirs to operate independently and recover separately as needed. 8:00 a.m. YLWD personnel arrived at the Santiago BPS and reported a level of eight feet of water. All pumps were subsequently turned on and the Santiago Upper Zone was restored to normal water pressure shortly thereafter. 8:00 a.m. YLWD crews began shutting down water services to homes where damage or destruction had occurred or where water leaks were observed. 2:00 p.m. YLWD's EOC was deactivated. Chapter 7 - Water System Demands At 12:00 p.m., November 15, 2008, YLWD's EOC was officially activated. YLWD proceeded to complete an analysis of the water system, which included the evaluation of all the storage reservoirs and the amount of water available in storage. At 12:18 p.m., all reservoirs combined were at 56% capacity, which represented a total storage of 27.9 million gallons of water. Table 7 -1 provides a detailed breakdown of each reservoir and its status at 12:18 p.m. Page 8 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District The water maintained in storage is typical as YLWD balances anticipated seasonal water demands with daily water quality requirements. YLWD operators must regularly cycle the water in storage to insure high quality drinking water is supplied throughout the distribution system at all times. An engineering study conducted in September 2002, entitled "Water Reservoir Nitrification Prevention and Control ", by Corollo Engineers, recommended cyclical storage practices to prevent water nitrification from occurring in the chloraminated water supplies. Chloramination is the disinfection process typically used by the Metropolitan Water District in their imported water supplies. If chloraminated water remains in storage for an extended period of time, nitrification can occur, which potentially causes the presence of bacteria and could result in rapid degradation of water quality. Table 7 -1: Water in Storage Reservoir Name Capacity Storage , storage all � gallons) Highland 4.6 68% 3.1 Lakeview 8.0 48% 3.8 Valley View 2.0 70% 1.4 Fairmont 7.4 66% 5.0 Bryant Ranch 2.5 58% 1.4 Gardenia 2.0 91% 1.8 Springview 8.0 56% 4.5 Elk Mountain 6.2 46% 2.8 Little Canyon 0.8 63% 0.5 Santiago 1.1 80% 0.9 Quarter 3.5 49% 1.7 Horse Chino Hills 0.6 42% 0.2 Camino de 3.2 23% �'$ Bryant r��TOtals 49.9 mg 56% 27.9 mg During the two 24 -hour periods of Saturday, November 15, and Sunday, November 16, the water demands combined for both days exceeded typical demands from the previous two weeks by over 20 million gallons. Figure 7 -1 indicates that the combined water demand throughout the Page 9 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District water system on November 15th and 16th, encompassing all reservoir service areas, was approximately 60 million gallons. When compared to the previous two weeks for a combined total of 40 million gallons, this amounts to a 50% increase or 20 million gallons above normal. Figure 7 -1: Water System Demands T 70 60 50 c ° 40 tv C7 0 30 20 10 0 Nov 1st & 2nd Nov 8th & 9th Nov 15th & 16th The demands experienced throughout the water system can be further evaluated and analyzed to determine which areas demanded higher water supplies for firefighting needs. Each reservoir service area was analyzed utilizing data from YLWD's SCADA system, which continued to gather data during the fire storm event, with the exception of the Hidden Hills area as addressed further in this report. This data was then compared to the previous two weeks, Table 7 -2. YLWD's SCADA system is a computerized network designed to operate and monitor the groundwater wells, import water connections, booster pump stations, and reservoirs. Each facility within YLWD is automated by its integration into the SCADA system. Operating within pre - programmed parameters, the system self regulates, monitors and notifies operators through a sophisticated alarm system controlling the amount of water to be pumped into each reservoir and service area. Conversely, all facilities may also be controlled remotely from YLWD's headquarters through the SCADA system. All SCADA transactions are logged into a database for future retrieval and analysis. This database was utilized in determining water demands during the fire storm event. The magnitude of the impact for each area is best illustrated in the "% Increase" column of Table 7 -2. This value represents the percentage increase of water demand for a particular area over and above the demand of the average from the previous two weeks. Figure 7 -2, provides a graphical representation of these effects. Page 10 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Table 7 -2: Water Demands Der Area (million gallons) Area Nov 1 st & 2nd Nov 8th & 9th Nov 15th & 16th % Increase 1 (Highland Reservoir) 4.6 4.7 5.2 12% 2 (Lakeview Reservoir) 10.7 10.5 12.1 15% 3 (Valley View & Y_ Fairmont Reservoir) 8.6 8.7 11.0 27% 4 (Bryant Ranch Reservoir) 3.0 3.1 4.8 57% 5 (Gardenia Reservoir) 1.7 1.6 2.3 39% 6 (Springview Reservoir) 3.6 4.2 5.9 51% 7 (Elk Mtn. Reservoir) 1.6 1.9 4.0 129% 8 (Little Canyon Reservoir) 2.0 2.0 4.2 110% 9 (Santiago Reservoir) 2.3 2.0 5.1 137% 10 (Quarter Horse Reservoir) 0.6 0.6 1.3 117% 11 (Chino Hills Reservoir) 0.7 0.7 1.8 157% 12 (Camino de Bryant Reservoir) 1.2 0.9 3.3 214% Totals 40.6 mg 40.9 mg 61.0 mg 50% Another key factor when evaluating system and pressure demands is peaking. Peaking is the maximum amount of water produced within a particular reservoir service area over a specified length of time. The top three reservoir service areas that displayed significant increase over normal are illustrated in Figure 7 -2, identified as Areas 8, 9 and 12. The peaking data of these zones was further analyzed to determine the magnitude of demands placed on these particular areas: • Area 8 (Little Canyon Reservoir) - YLWD records indicate that peaking occurred between 4:30 p.m. and 8:30 p.m., November 15, with a total production of 686,820 gallons. The week prior, total production for this area between 4:30 p.m. and 8:30 p.m. was 108,978 gallons. The result is a peaking factor of 630% of typical demand. • Area 9 (Santiago Reservoir) - While communications were severed with the Santiago Reservoir at 1:19 p.m., November 15, as discussed further in this report, YLWD personnel were able to confirm operation of the Hidden Hills BPS, which pumps to the Santiago Reservoir. All pumps within this pump station were in full operation during the fire storm event. Calculations therefore indicate that peaking occurred between 1:30 p.m. and 7:00 p.m., November 15, with a total production of 1,568,808 gallons. The week Page 11 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District prior, total production for this area between 1:30 p.m. and 7:00 p.m. was 261,294 gallons. The result is a peaking factor of 600% of typical demand. • Area 12 (Camino de Bryant Reservoir) - SCADA records indicate that peaking occurred between 11:50 a.m. and 1:50 p.m., November 15, with a total production of 533,715 gallons. The week prior, total production for this area between 11:50 a.m. and 1:50 p.m. was 56,655 gallons. The result is a peaking factor of 940% of typical demand. The peaking demands described within these areas can be further correlated with Exhibit `B ", which illustrates the number of fire crew dispatches /calls occurring between the hours of 10:20 a.m., November 15, 2008 and 4:00 a.m., November 16, 2008. These dispatched calls were derived by documents provided by OCFA. Table 7 -3 provides the quantity of fire crew dispatches per area. Page 12 of 32 Freeway Complex Fire January 8, 2009 Figure 7 -2: Water Demands per Area 14.0 ■ Nov 1st & 2nd 12.0 ■ Nov 8th & 9th _ 0.0 ■ Nov 15th & 16th N C ° 8.0 (O 6.0 0 4.0 2.0 0.0 ro N m � � 1:t Ln (D r- rs � m co oc M � � o N •� •� •� v iJ iJ v d N it Q: v ro co �a Q Q Q Q Q Q Q Q Q Q The peaking demands described within these areas can be further correlated with Exhibit `B ", which illustrates the number of fire crew dispatches /calls occurring between the hours of 10:20 a.m., November 15, 2008 and 4:00 a.m., November 16, 2008. These dispatched calls were derived by documents provided by OCFA. Table 7 -3 provides the quantity of fire crew dispatches per area. Page 12 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Table 7 -3: Dispatches by Area Areas Location Area 3 (Fairmont & Valley View) o. of Dispatches/Calls 4 Area 4 (Bryant Ranch) 16 Area 6 (Springview) 26 Area 7 (Elk Mountain) 8 Area 8 (Little Canyon) 23 Area 9 (Santiago) 22 Area 11 (Chino Hills) 9 Area 12 (Camino de Bryant) 9 The number of fire hydrants used simultaneously during the fire storm, within each area, cannot be confirmed. Exhibit "B" is intended to illustrate the potential magnitude of the fire services required during the event. Each dispatch/call within Exhibit `B" reflects the areas most impacted by the fire storm as it continued to travel in a westerly direction. This is further evident as the dispatches /calls are at times clustered in certain areas. Chapter 8 - Hidden Hills Area The Hidden Hills area consists of approximately 240 homes and of those, approximately 180 homes are within Area 9 (Santiago Reservoir). This particular area can be further defined with two distinct pressure zones, which shall be referred to as Santiago Lower Zone and Santiago Upper Zone as illustrated in Exhibit "C ". Water pressure within the Santiago Lower Zone is maintained in combination by the Santiago Reservoir, with a capacity of 1.1 million gallons, through a conventional gravity -fed system and secondly through a series of four electric pumps at the Hidden Hills BPS. This pump station is capable of producing 1,900 gallons per minute fed from YLWD's connection with Metropolitan Water District and YLWD's Area 6 (Springview Reservoir). On the day of the fire, the Santiago Reservoir was approximately 80 percent full (See Table 7 -1). Figure 8 -1 provides a schematic diagram of the Hidden Hills area. Page 13 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Figure 8 -1: Hidden Hills Schematic Diagram Santiago Lower Zane 1 Santiago Upper Zone 1 1 1 1 1 1 1 1 1 SANTIAGO 1 1 RESERVOIR 1 1 SANTIAGOBOOSTER 1 PUMP STATION 1 1 - 1 Water Flow Dire PROPOSED HIDDEN HILLS RESERVOIR 1 1 1 ♦, � LOWER HIDDEN HILLS `--------- - - - --- UPPER HIDDEN HILLS F %0 MISSION HILLS HIDDEN HILLS BOOSTER PUMP STATION The Santiago Upper Zone's water pressure is provided by the Santiago BPS consisting of three electric pumps, capable of producing 900 gallons per minute, and one gas engine pump, with a capacity of 1,200 gallons per minute for a combined capacity of 2,100 gallons per minute. The Santiago BPS is located adjacent to the Santiago Reservoir. This particular upper zone area is a closed zone and water pressure is maintained by the pumps, specifically one with a Variable Frequency Drive (VFD), which continuously adjusts its flow to meet actual demands at any given time. On a typical day, e.g. prior to the fire storm, the maximum peak demand required in the Santiago Upper Zone is less than 500 gallons per minute. Pumping water into this closed zone results in an elevation climb of approximately 300 feet from the base of the Santiago BPS to the north -east corner of this particular zone, which is illustrated in Exhibit "D ". The Santiago BPS is located at an elevation of 1,000 feet, and is required to provide water pressure and flow to the highest home at approximately 1,310 feet in elevation. Page 14 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District At 1:19 p.m., November 15, the fire storm reached the Santiago Reservoir, where SCADA communications to the reservoir, the Santiago BPS, and the Hidden Hills BPS were lost. Cable damage from the fire created an electrical short, damage to a SCADA component known as a PLC and subsequently a power outage of SCADA equipment housed in the Santiago BPS. No pump damage occurred due to the fire. The damaged SCADA PLC at the Santiago BPS forced a shut -down of all electric pumps providing water pressure to the Santiago Upper Zone. However, the gas engine has a mechanical pressure sensor, independent of the SCADA control system and may have continued to operate. Immediately following the loss of communications, YLWD personnel were dispatched at 1:30 p.m. to both the Hidden Hills BPS and the Santiago BPS. Upon arrival at the Hidden Hills BPS, YLWD personnel confirmed all pumps were running and providing water to the Santiago Lower Zone and the Santiago Reservoir. YLWD personnel were not able to reach the Santiago BPS due to the life threatening conditions of the fire storm. At 3:20 p.m. at the YLWD EOC, staff first heard unconfirmed reports of water loss in the Hidden Hills area through the television media. With the assistance of a police escort, YLWD personnel arrived at the Hidden Hills BPS at 4:00 p.m. and once again confirmed all pumps were in operation. YLWD personnel were finally able to reach the Santiago BPS at 4:15 p.m., and reported all pumps were shut down, including the gas engine pump, which had shut down between 1:19 p.m. and 4:15 p.m. due to overheating as indicated by a sensor on the engine. The exact time the gas engine shut down is unknown due to the loss of SCADA communications and it is not known how much water the gas engine pump was able to supply to the Santiago Upper Zone before it ceased operating. YLWD personnel started two electric and the gas engine pumps manually. The third electric pump, with the VFD, was not able to start due to the power loss of SCADA equipment at the time. Following the manual startup of the pumps at the Santiago BPS, shortly after 4:15 p.m., YLWD personnel proceeded upwardly within the Santiago Upper Zone to bleed fire hydrants of entrapped air. Water pressure was noted on four fire hydrants located on Greencrest, leading over to Hidden Hills Road. At the top of Hidden Hills Road, water pressure was not yet present. It was also reported that multiple fire engines were located at Mission Hills and Skyline extracting water from fire hydrants. At 6:20 p.m., YLWD personnel arrived at the Santiago BPS to investigate and restore communications. It was reported that air was present in the pump station, an indicator that the Santiago Reservoir was empty, although the Hidden Hills BPS continued to operate. As a protective measure to avoid damage to the pumps, YLWD decided to shut down all pumps at the Santiago BPS until such time water was restored in the Santiago Reservoir. YLWD proceeded to shift its focus and efforts westerly as water demands began to increase within Area 6 (Springview Reservoir) and Area 8 (Little Canyon Reservoir). The Santiago reservoir was drained completely some time between 4:15 and 6:20 p.m. Page 15 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District At 11:00 p.m., YLWD personnel once again traveled to the Santiago Reservoir and reported the reservoir remained empty. The water demands within the Santiago Lower Zone prevented the Santiago Reservoir from filling during the late hours of November 15. During this time, the demands placed on the Santiago Reservoir and the Hidden Hills BPS were a combination of fire fighting activities at the Santiago Lower Zone and Area 8 (Little Canyon Reservoir), as the cross feeder valve remained in the opened position until 12:45 a.m., November 16. The following day at 8:00 a.m., November 16, YLWD personnel arrived at the Santiago Reservoir and reported a level of eight feet of water, or approximately 376,000 gallons. All pumps were subsequently turned on and the Santiago Upper Zone was restored to normal water pressure shortly thereafter. During the fire storm event, YLWD did not receive any reports of water loss within the Santiago Lower Zone. Water demands within this zone were met by both the Hidden Hills BPS and the water flowing from Area 8 (Little Canyon Reservoir) through the cross feeder valve. Chapter 9 - Issuance of Boil Water Advisory At 5:10 p.m., November 15, YLWD officials issued a Boil Water Advisory (Exhibit "E ") for residents in the Hidden Hills area due to the loss of water pressure, for both the Santiago Upper and Lower Zones. Although no reports of water outages had been reported in the Santiago Lower Zone, this area was included as a precautionary measure. The media was contacted and asked to broadcast the Boil Water Advisory. The notice was also posted on YLWD's web site soon thereafter. A Boil Water Advisory is a public statement advising customers to boil tap water before consuming it. Advisories are issued when an event has occurred, such as the loss of water pressure, allowing the possibility for the water distribution system to become contaminated. An advisory does not mean that the water is contaminated, but rather that the possibility exists. As no other water outages were reported throughout other parts of YLWD's water distribution system, the issuance of additional Boil Water Advisories was not necessary. This was confirmed through routine water quality sampling taken throughout YLWD's distribution system the following week. Following the issuance of the Boil Water Advisory in the Hidden Hills area, YLWD conducted multiple water bacteriological tests throughout the affected area as required by state law. Lifting of the Boil Water Advisory can only be approved by the State Department of Public Health with bacteria free results confirmed by a State certified third -party laboratory. YLWD collected water samples at 15 different locations on two separate occasions and were submitted to the laboratory for testing. Results are obtained following an incubation period of 48 hours, which is the required time for the sample to exhibit any possible contamination. Page 16 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District During the Boil Water Advisory period, as YLWD waited for the laboratory results, YLWD delivered bottled water to the residents affected by the Advisory. Bottled water was purchased and additionally donated by a bottled water supplier. Additional reserves of bottled water not needed during the Boil Water Advisory have been donated to local food banks and other non -profit organizations. On November 20, 2008, the State Department of Public Health granted authorization to lift the Boil Water Advisory. Residents were notified by a reverse 911 system that contacts residents by telephone. Contact with 13,400 residential accounts reaching a population estimated at 42,900 (13,400 accts x 3.2 people /acct) was confirmed, Exhibit "F ". Chapter 10 - Fire Hydrant Preventative Maintenance & Servicing Program YLWD has more than 3,850 fire hydrants located in both residential and commercial areas throughout its service boundaries. The district's preventative maintenance program requires that all fire hydrants be serviced on a yearly basis. This servicing encompasses flushing, testing water pressure, cleaning, and lubricating the hydrant threads. YLWD's Operations Department maintains records of these procedures and the maintenance performed on each hydrant. During the fire storm event, it was reported that a number of fire hydrants were inoperable at the time, primarily in the Hidden Hills area. On November 16, 2008, YLWD personnel drove to the Hidden Hills area and observed that three fire hydrants were in a `bagged' or `taped' condition. These hydrants were placed into this condition by individuals other than YLWD crews. Two of the hydrants were located at 22476 Mission Hills Road and 22255 Mission Hills Road, and the third was located at 3510 Fairmont Avenue. The three hydrants were in need of repairs, which were completed the following day on November 17, 2008. A fourth fire hydrant located at Juniper and Smoketree was also `bagged' during the fire storm event by individuals other than YLWD personnel. Upon arrival on November 17, 2008, YLWD crews confirmed full operation of this particular hydrant and it was placed into operation immediately. YLWD maintenance records confirm that the two fire hydrants on Mission Hills Road were serviced on January 22, 2008, and the fire hydrant at 3520 Fairmont Avenue was serviced on February 5, 2008. At that time, all three fire hydrants were completely operational. All three fire hydrants are of a type known as "dry barrel ". The advantage that this type of hydrant provides is that they restrict water loss and prevent a water geyser effect in the event the hydrant is severed from its base, as would occur if a vehicle strikes the hydrant. The design of these hydrants incorporate a type of coupling that can be damaged if inexperienced users attempt to open or close the hydrant incorrectly. Although only YLWD personnel and fire crews have Page 17 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District authorized access to hydrants, it is possible that unauthorized and inexperienced persons may have used and damaged the YLWD fire hydrants without YLWD's knowledge and not reported the damage to YLWD. It is also possible that the hydrants were damaged during the fire storm event. Chapter 11 - Mutual Aid During the fire storm event, YLWD submitted requests, through WEROC, for mutual aid on November 15, 2008. These requests, common practice in emergency situations of this magnitude, were for water pumps to augment certain areas of the water distribution system where demands began to compromise existing system capabilities. Figure 11 -1 shows the locations of mutual aid, provided by the following: 1. Laguna Beach County Water District — At 3:00 p.m., YLWD officials requested a large capacity pump (2,000 gallons per minute) which arrived at 6:22 p.m. and was dispatched to Pepper and Mazanita to augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). 2. Santa Margarita Water District — At 4:45 p.m., YLWD officials requested a large capacity pump (2,000 gallons per minute) which arrived at 7:00 p.m. and was dispatched to Umbria and Trentino to augment water supplies from Area 10 (Quarter Horse Reservoir) to Area 8 (Little Canyon Reservoir). 3. Orange County Fire Authority — At approximately 5:30 p.m., YLWD officials requested a fire pumper truck from the Operation Area of WEROC which arrived at 6:10 p.m. and was dispatched to Mazanita and Smoketree to augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). 4. City of Garden Grove Fire Department — A secondary fire pumper truck arrived at 6:50 p.m. and was dispatched to Fairmont Pump Station to augment water supplies from Area 6 (Springview Reservoir) to Area 8 (Little Canyon Reservoir). Page 18 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Chapter 12 - Capital Improvement Program /Hidden Hills Reservoir Project YLWD has a five year capital improvement program for fiscal years 2007 -12 totaling $70.8 million. The following is a summary list of the projects and the current status for each: Project Name Projects Completed: Lakeview Booster Pump Station (5000 GPM) Meter Replacement Program, Phase 1 2005 C.I. Replace (Ohio /Buena Vista /Grandview) Zone 4 Transmission S &S, R 5 (36 inch) Cost Estimate $4,500,000 $2,804,000 $2,600,000 $1,700,000 Page 19 of 32 Freeway Complex Fire January 8, 2009 Project Name (con't) Cost Estimate Well No. 19 Long Term Storage Program $1,200,000 Zone 3 Transmission S &S, R 5 (18 inch) $1,000,000 Miraloma Storm Drain Pipeline $525,000 Edison Power Pole Relocations $250,000 Richfield Road Widening $350,000 Miraloma Through Street Improvements $250,000 S &S TTM 16209 Downstream Improvements (Rio del Oro) $93,000 YLWD /S &S Kellogg Sewer Improvements $1,500,000 Grandview Sewer $260,000 New Administration Building $7.700.000 Sub -total $24,732,000 Projects in Construction Phase: Lakeview Reservoir (8MG) (90% complete and in service) $11,500,000 Highland Reservoir Replacement (6MG) (30% complete) $11,200,000 Zone 4C Reconfiguration $2,070,000 Water Meter Replacement Project, Phase 2 (50% complete) $1,000,000 GIS Implementation Project (95% complete) $700,000 Radio Read Water Meter Conversion Project, Phase 1 (50 %) $160,000 Sub -total $26,630,000 Projects in Design Phase: Fairmont Booster Pump Station Site Improvements $300,000 OC -51 Upgrade $242,000 Hidden Hills Reservoir (2MG) and Santiago Booster $9,000,000 Upgrades Wells No. 20 & 21 $2,000,000 Lakeview Sewer Lift station Upgrades $200,000 Groundwater Capacity Restoration $1,000.000 Sub -total $12,742,000 Projects not yet Started: Anaheim Intertie Connection Improvements $500,000 Yorba Linda Water District Page 20 of 32 Freeway Complex Fire January 8, 2009 Project Name (con't) Highland BPS Replacement Project Zone 5 (1000) Booster Station Fairmont Booster Pump station Reconfiguration Foxtail Drive Pipeline Elk Mountain Res. Site Improvements Fire Flow Improvement (Via Sereno & Ohio) Sub Total Total Projects w Cost Estimate $4,000,000 $1,080,000 $400,000 $245,000 $300,000 $125,000 $6,650,000 $70,754,000 Yorba Linda Water District Among the top priority projects for the Five -Year Capital Improvement Plan is the Hidden Hills Reservoir Project. YLWD is now in the final permitting process for the project, which will supplement the existing water supply and provide reserve capacity to both the Santiago Lower and Upper Zones. The proposed project consists of a new two - million gallon capacity Hidden Hills Reservoir and improvements to the existing Santiago BPS at an estimated construction cost of $9 million dollars. In 2000, Shapell Industries purchased nearly 1,300 acres in Improvement District No. 2, planning for further development. However, until developer design plans are finalized, the District is unable to determine either the size or the location of any necessary infrastructure, e.g. the reservoir. YLWD's 2005 Master Plan identified fire flow requirements for the Hidden Hills area, specifically the Santiago Upper Zone based on the decision to serve the current population in that area, rather than waiting for the finalized housing tract plans for future development. In 2006, Shapell Industries dedicated nearly 1,280 acres of its original planned development to the Chino Hills State Park. This allowed the District to confirm that the Hidden Hills Reservoir, initially designed to serve the entire track of homes with a capacity of 4 million gallons could now serve the existing area of Hidden Hills Estates, at half the size. The re- design of the project is now essentially complete, and it is anticipated that the construction bidding process could take place in March 2009, with award of the contract in May 2009. Construction could be complete by September 2010. Page 21 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District However, in order to proceed with the bidding process and meet this proposed schedule, YLWD must secure two permits, one from a local private developer known as Shapell Industries, and a second from the State of California Department of Parks and Recreation. YLWD Staff is completing negotiations with staff of Shapell Industries and anticipates receipt of the required document by February 2009. Concerning the second permit, YLWD Staff met on September 10, 2008 with staff of the State of California to discuss permit issues. The State requested additional design details concerning the access road and requested an updated biological survey of the proposed construction area. On October 31, YLWD submitted the new design drawings and the updated biological survey to the State. At a meeting on December 5, the State indicated that approval of the permit was contingent upon review and input by the State of California Department of Fish & Game and the U.S. Fish & Wildlife Service to ensure environmental compliance. By December 15, YLWD Staff had separate discussions with each of these two agencies and has provided follow - up information for their review. Additional discussions are planned with these state and federal agencies throughout January 2009. Chapter 13 - Public Outreach and Communication Following the fire storm event, YLWD focused on providing information to the public concerning the water system, the status of the Boil Water Advisory, and other news and information that was deemed pertinent. The primary means of communication was YLWD's web site. As information became available, the web site was updated on a timely basis as it provided the best means of communication under the circumstances. Additionally, YLWD utilized its electronic sign which was posted at the entrance of the Hidden Hills area to notify residents of the Boil Water Advisory and the subsequent lifting of the advisory. As previously discussed, a reverse 911 system was also utilized to notify residents regarding the lifting of the Boil Water Advisory. Contact with 13,400 residents was confirmed from the reverse 911 system (Exhibit "F "). To date, the web site continues to be updated with the latest fire information which can be found at www.ylwd.com. Page 22 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Chapter 14 - Damages & Cost Reimbursement Physical damage to YLWD facilities from the fire storm event includes the following: • (2) Air vac devices • (3) Fire hydrants • SCADA equipment at the Santiago Reservoir site • Replaced damaged conduit • Re- painting of the Quarter Horse Reservoir site fencing YLWD officials are currently finalizing documents for submission to the Federal Emergency Management Agency (FEMA) for reimbursement for these losses. Additionally, other costs for which YLWD officials will be seeking FEMA reimbursement include the following: • Incident Response $ 100,000 • YLWD labor • General provisions for the EOC activation • Water quality notification and support $ 60,000 • Bottled water distribution • Communications expenditures • Reverse 911 notification • Sand and erosion control for the following sites: $ 25,000 • Gardenia Reservoir • Quarter Horse Reservoir • Little Canyon Reservoir • Chino Hills Reservoir • Copper Canyon Drive /Bryant Cross Feeder 16" and 24" pipeline • Santiago Reservoir and Santiago BPS • Slope stabilization for the following sites: $ 23,000 • Gardenia Reservoir • Quarter Horse Reservoir • Little Canyon Reservoir • Santiago Reservoir As of the date of this Report, YLWD will be seeking a total of $236,000 from FEMA. Page 23 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Chapter 15 - Conclusions Based on objective measurements, the water system functioned well, given the demands placed on it. During the peak of the fire, when water was being drained from the system in extraordinary volumes, service was interrupted in a limited area of upper Hidden Hills. It should be noted that water supply problems are not uncommon in catastrophic fires such as the Freeway Complex fire. It also is important to note that the vast majority of homes that were damaged or destroyed were in areas where water pressure and water flows were available during the firefighting activities. (Attached are Exhibits "G ", "G -1 ", G -2 ", and "G -3 ", which illustrates homes that were damaged or destroyed during the fire storm event within the boundaries of YLWD.) Furthermore, though construction of the proposed Hidden Hills Reservoir will supplement water supplies in the Hidden Hills Upper Zone, the effects of the additional supply in that particular zone if the reservoir had been in operation, are difficult to assess with any certainty. There is no way to guarantee that the magnitude of a natural disaster such as the Freeway Complex Fire will not overwhelm even the most robust water system. It has been the policy and practice of YLWD to continually upgrade and expand the water system in an effort to provide the best possible service to its customers. Consistent with that and with the findings of this assessment, YLWD is proceeding with the Hidden Hills Reservoir project, as well as the other above mentioned projects to maximize the capacity and efficiency of the water system. Upon release of the OCFA final report, YLWD may amend this report or develop an additional report that may update information based on OCFA facts and analysis. Page 24 of 32 Freeway Complex Fire January 8, 2009 Acronym Definitions AWWA — American Water Works Association BPS — Booster Pump Station EOC — Emergency Operations Center OCFA — Orange County Fire Authority PLC — Programmable Logical Control PSI — Pounds per Square Inch SCADA — Supervisory Control and Data Acquisition WEROC — Water Emergency Response of Orange County YLWD — Yorba Linda Water District Yorba Linda Water District Page 25 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Exhibit "A" - Reservoir Zones Area Map (Attached) Page 26 of 32 Freeway Complex Fire January 8, 2009 elYgorYba Lf"cl$ "Water 1114strict Reservoir Service Area Map EXHIBIT "A'' - e 'fiJIRC[WIA, ipE@•ERV9!IR - ., � *� 4 r �` y •4i rW ; 2JI Md G�IIN4 HULLS RESERV+ ??r s IL t� ELFY. 7E 1 e. -...ti WE M �ry rr M1 is ter, "v'a11wy'di -w8PS LITTLEGAINTOMRESERWGIR QUARTER NORSE RESERVGIR 4.0 *G F'3 �Lryrhi''!+d :tk7j ��YtA9'4 15 �i 5ef4P➢O�P ELEV. iA06 '' ?+.{ i 4 -�, .LA16E'wIEM! RE,LERV!'OIR ■ __ „ LY _. L COL 'E14 G _ � - S -Q M a•s :- i'1 _ s; 9PRIN-GV1EW RESERVOIR T'rr her Ridge BPS �ELEW.. 70 iv sAn.huryBPS by{�r1�IrHorsa ELE'V.TS17 t - 'Paso F no 3PS 215T.k1IGli'_RY -Serve h'y L ne Can',+on Reservoir Chioo Hills Bran Park 'J" Ys: BAGT• - y FAIRMOHT RESERVOIR 7 ' °ea,' 2.F3 _.- .. . IA Fairmont BIBS i�9t4 t [� ELEV.&75 _ _ Orr. Served by ValleyWew Reservoir �t � 4 � SAPITIAGO RESERVIGPIR 71 -It. r I ' • CA11111YIJ4 p76 ERY�JVR'L�RE-5 a a Served' 7j 5prtngi.{iew ReserelaE ELEV. iiprJ f Santiago BPS 'R,�Ilnr' Irs Szrued 6y sartiago ',servoir Booster Station . ` {' r • *wow Loww41r I A4 - Served by Santiago Reservoir CREA - - -- -- ` f - -- Servers Gy C'rnlno De "ant Reservoir R fv a �. Dahl Ave- a B: .. p ,' HI 141L04D R E5 EP'ti 0 IF iid,df•.n `II Is B'3 � . ti Served by Fairmont Reser"r Y._ . ELK NFOUIi j 41M�wEffER4'� IR ELE4 y ,•,a d o rS • I I Highland BPS I - ELE'Il.7Sr1 4 I _Box a o a FS t -i _1 C.fr of Yor�ba Lit a l y. Elk I�ICLInts'til° ?FS ;- �- Served Elk Moun by E by L ' '�' ERYA,N7 RANCHO RES ERV[7IR twin R•eseracir IfSTA,16 I .. I - F5. " - `• �* 5. Z_3 M{: - = - r..••'_. �= Served by Highland Reserwair _, r *,a ` �•' { ELEV_ (5110 'fir €�y ofplacenrra �: ±�' r�krr.a '41 Ij °i•�is �F P • - Y.,r rt • , I � .i�ci. .r v • - ,.1 �- � - eWr °;1 .. -_. ° I , -- '�, s .� - _ • ._•�ce�lolrATeac 'Nlater�eatrr�o-c .CRANGETHORPE.. �! -`rte y 6DGTEP pSTp'71 N I r - -•_ A� ars �.f:.G AREA # f1 iaun;&i. NEZAkt+SOMp - :. I,+ liz �'WS.F "1 Tr , - - - EIFMwnldn 7R.5 , PAIg+LLO2Mq rr 'P - AP' L1 I ^.Illr�xll ore k 1� .� y90 =yam. .I "• 1 ac i, L , .6', , r� 1 ..rte e^*1 �• •� I YS r y.... t }� - '•^�•° jr � . bruEA 3 Q+.RrRNCSxt a vAu.9 om-A ne 7- 'rq -'f41 0 Iwr4cin hi l. ars t'° 0 jr. K 9f'9 bnu {'IERYAMTr{aPdCM neeenvv r!p r<r.r-.in_.ars 7� p _ , yI1;J4 d IL FROrw; IICSGS�r`3RIi �`�1 PISC Ph® eFe is J '�pll , 56 bnzr, F 17�.+PFi:YSC54 RC6Gn Y91Rp *5 41rn•!c� u T:rnb•� Rl�er 6r� �"Uu 11. � W 4IpELlt li+[] "NTFW 4-01 R[TCRAOIR'. TLL ft LYIIrF VIir 6&`• ."MA a ILJT C,a WUN 5ERYDir I ar7JI, P 19ANTiRti 9 Rleell'u91R =;3.+.AmP.F PniS I : ER rex:e! }SC9ER VD RI arra II ReeCa'Y41P.1 ICIIIMI].ILLe yr: •_R I -;_AST M1L L'L. L'I Yoh" IIL�J +t4 -I,'. CrI: e. EY: f NDt Scale Mali Yorba Linda Water District Exhibit "B" - Dispatched Calls Area Map (Attached) Page 27 of 32 Freeway Complex Fire January 8, 2009 ElYorrba Lt" a Water District Dispatched Calls by Service Area (Based on Orange County Fire Authority Emergency Communications Center) EXHIBIT "B" is GHIN4_ NIL S RESERVIDIR �r a t 4+ L n •, • ;N ti..'' ' 35 Water Features j_'� rGL. E.as f MG E . n7 3D0 . i, <� i '� - L• 4Eh { �%F7+E$EPrGI' 0 1 Boaster Stations -i ESEPV EA2( -4 ._ -I ;i i • � Jaii flew BP S + 4 'ice - - -i' � �EA3fzrAl1�M'JNT 8. 44LLEt".'1= 'R'.. =8 =1�MR) 0 - Inl�,}er RIC�G�'° B Pr: - ... A LITTLE CANYON RESERVOIR ` `�. �: �. AAEA4MIRVANTPA,NGi RE2ERY0;, -, 0 Spring '- .'Iiew 0.0 MG MG - 0 Santiago BPS E LEV. 1000 - QUARTER HORSE RE5ERVOIR z° 3 P; t " ter s yEUEV 11�a - n7ber Ridge BPS ■ f '.7�� SPRINGVIEW RESERVOIR R VOI rt , 7 S Ma -.--. � ELEL`�7� 9. rAl RM p�NT;• REBE k Q'° Area Number of Dispatched Calls 3. 4 16 k1 A= s- :IAA(BP !N441EWREtE -CeDIR 7 8 a 23 9 Lower Zone: 14 Upper Zane. 11 9 1 9 spring Ie4Y kS » h 'w �., s", _ REa 9 I ARrER H13RIF REEDi I 695tanchllTy 13P.`: p Fairmont BPS «, MV n a FY „1.e. * . +'y ° • • ' �r4 _ a5 • AREA 11 4rHM HI LB RESERVW- 1 , u fi . `'L �' - II• .'ys _ o -"' • - . ,i�3 AREA 12 IaaMrs DE 9RYAJ3TS= R'a'*.71R,1 1 - -, i - "'S a •olY' S.y,� .r, •.,fir. - .,.N DISPATCHED CALL6 'LEI �,�•tJ 1� SANTIAGO RESERVOIR z. r ! GA,MI OE BRYANT RESERVOIR j 1 ��i kF 1� I,�' r�i ' R C ELEV.,.1CYiF b 3,2 MG _ ras' - ELE V. 1155 'S.3lltiago BPS t ° n lo -ti 1 •. ,'. ^Ld � P ° f - Iv � 1.y +i+uLrlLa,.� 1 4 , , ., C7 Y 1 Lni ,Lie ,° v' v �fr ''I' �•!�' , r b Hidden H,, :s BPS sti - . n _LK 14OLMNTAPH RE5ER n' 9 ° ' I . E:£i M1 �. �z ` ELEV I ' Q l l �. ^�TLRAiIGYitREAERWWR Ip ' ar LI r:j Q - - x n in rw r , I E i Elk MoLlntaiii BPS F B } ` Canyon r lip Box I.: I .9 R � _, I ! , 15, 1, c • "'Ir'i Ll I ,,, M1 • r� < • �r`^, ' +a...,' `1f��4yup'� -� �?�" "I' �-,. - r 1+ . 1 i yq , J ri . G Crea-;,ed y: YLWD Date. Jars. 8, 3 A:t -�, €•I iARGENI., S.�IfcR'd£IIRI *Paso Fino BPS A= s- :IAA(BP !N441EWREtE -CeDIR Pal rTb Avenue 6 P-9 A ::2 71_LM• MOUNTA.N REBEF{VOR:, 0 High land BPS A:;EAZ i TTLE CANYON REBE +.L'OIRI 0 Hidden Hli is BPS A . ;atiBAN'TIAGORElERVOIRI 0 Fairrroont BPS 3emect}E:sn[k%,DJpoerZmes Elk Mountain BP.-= Z-mec by 3an113;b .srker Zones 0 B ox C Snyon B P S spring Ie4Y kS » h 'w �., s", _ REa 9 I ARrER H13RIF REEDi I 695tanchllTy 13P.`: p Fairmont BPS «, MV n a FY „1.e. * . +'y ° • • ' �r4 _ a5 • AREA 11 4rHM HI LB RESERVW- 1 , u fi . `'L �' - II• .'ys _ o -"' • - . ,i�3 AREA 12 IaaMrs DE 9RYAJ3TS= R'a'*.71R,1 1 - -, i - "'S a •olY' S.y,� .r, •.,fir. - .,.N DISPATCHED CALL6 'LEI �,�•tJ 1� SANTIAGO RESERVOIR z. r ! GA,MI OE BRYANT RESERVOIR j 1 ��i kF 1� I,�' r�i ' R C ELEV.,.1CYiF b 3,2 MG _ ras' - ELE V. 1155 'S.3lltiago BPS t ° n lo -ti 1 •. ,'. ^Ld � P ° f - Iv � 1.y +i+uLrlLa,.� 1 4 , , ., C7 Y 1 Lni ,Lie ,° v' v �fr ''I' �•!�' , r b Hidden H,, :s BPS sti - . n _LK 14OLMNTAPH RE5ER n' 9 ° ' I . E:£i M1 �. �z ` ELEV I ' Q l l �. ^�TLRAiIGYitREAERWWR Ip ' ar LI r:j Q - - x n in rw r , I E i Elk MoLlntaiii BPS F B } ` Canyon r lip Box I.: I .9 R � _, I ! , 15, 1, c • "'Ir'i Ll I ,,, M1 • r� < • �r`^, ' +a...,' `1f��4yup'� -� �?�" "I' �-,. - r 1+ . 1 i yq , J ri . G Crea-;,ed y: YLWD Date. Jars. 8, 3 Yorba Linda Water District Exhibit "C" - Hidden Hills Water Pressure Areas Santiago Upper Zone 1.1 N4 Ta.�sowae l bL i.01 Santiago Lower Zone OA) 0 t 6 NP%q LegonO let 8008TER STATtONI Ina A— So—d 44. 'UMMENVII-W-1 S I .4&--AF5, Page 28 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Exhibit "D" - Hidden Hills Contour Elevation Map mo ,off ICM V31:10 1%30 of,, so Z-40 END OF HIDDEN HILLS RD ELEVATION: 1.310 FT Sao W0 1300 ZON-E (6C) Fx SANTIAGO RESERVOIR i.1 r ELEV. 1000 Santiago BPS FAR END OF GREEN CREST DR •. ...... EL 1.000 FT ME (5BRI) 120 rl Hidden 1- ills •BP S C - — ----------------- 1S.ZO_%7E.(.1CR11 4 7E 131111 tsox ft;anyomni AT. RANCH RESERVOIR .0 0 0 0 E3 Page 29 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Exhibit "E" - Boil Water Advisory For Immediate Release (addendum to the earlier press release) November 15, 2008 WATER QUALITY ADVISORY Due to the continuous drop in water pressure as a result of the fire- fighting efforts to extinguish the fire, the Yorba Linda Water District has issued a boil order of tap water to the residents located at: Hidden Hills Estates -- -ONLY, in Yorba Linda, specifically the following streets: • Hidden Hills Road • Green Mount Place • Hidden Glen Lane • Rolling Hills Drive • Fairwood Circle • Skyline Drive • Greencrest Drive • Starwood Place • Sun Beam Lane • Starlight Drive • Sky Ridge • Westwood lane • High Tree Circle • Brentwood • Crescent Drive • Mission Hills Methods of Disinfection Chlorination: Add 1/8 teaspoon ( -0.75 mL) of unscented household chlorine bleach to one gallon of clear water and mix. If the water is cloudy, add 1/4 teaspoon (-1.50mL) and mix. Chlorine bleaches are inexpensive and can be secured from most grocery, discount, or drug stores. However, check the label to ensure that the active ingredient, sodium hypochlorite, is 5.25 percent. Wait thirty (30) minutes after adding chlorine before using the water for drinking or cooking purposes. Boiling: The water used for drinking and cooking may also be purified by boiling. In this method, bring the water to a full boil for at least one (1) minute (at altitudes above one mile, boil for three minutes). Cool and aerate the boiled water by pouring it through the air from one clean container to another, or mixing rapidly with a clean utensil. Aeration will reduce the flat taste caused by boiling. Water purification tablets may also be used by following the manufacturer's instructions. NOTE: Water filtering or treatment units may not remove all of the contaminants that the advisory or notice is targeting. Failure to follow this advisory could result in stomach or intestinal illness. The Yorba Linda Water District will notify residents as soon as can be determined that the water is safe to drink. For more information call YLWD at 714 701 -3000 or 714 701 -3100 California Department of Health Services: 714 558 -4997 or 714 547 -0430 Page 30 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Exhibit 'T' - Reverse 911 Message "Hello, this is Michael Payne, General Manager of the Yorba Linda Water District with a water quality and safety alert. The Yorba Linda Water District in conjunction with the California Department of Public Health has determined all Yorba Linda Water District water is safe to drink right out of the tap. As a safety precaution residents in a small portion of the Yorba Linda Water District service area Hidden Hills had been notified to boil tap water for drinking or cooking purposes. That order went into effect November 15 but has now been lifted. Again, all Yorba Linda Water District water is safe to drink right out of the tap. I also caution residents not to operate or tamper with fire hydrants. The District inspects and tests all fire hydrants annually. Improper operation can cause severe injury or death. It can also damage the water system. Thank you for allowing us to serve your community." PROBOISKY RESEARCH L -A STRATEGIC MEMORANDUM TO: Michael A. Payne Yorba Linda Water District FROM: Adam D. Probolsky Probolsky Research LLC SUBJECT: Water Alert Message Broadcast Calls DATE: November 20, 2008 On Thursday November 20. 2008 Probolsky Research delivered water alert message broadcast calls on behalf of the Yorba Linda Water District (YLWD) to District customers. Out of 17,414 phone numbers that were dialed, 13.404 received the message either via answering machine or a live person answering the phone (representing a 77% message completion rate). The following graph illustrates a detailed distribution of activity: Answering Machines Live Answers Disconnected numbers No Answer Fax Machines Hang Ups Busy Signals 8,929 Page 31 of 32 Freeway Complex Fire January 8, 2009 Yorba Linda Water District Exhibit "G" - Area of Significant Structure Damages (Overall Map) (Attached) Exhibit "G -1" - Area of Significant Structure Damages (West) (Attached) Exhibit "G -2" - Area of Significant Structure Damages (Central) (Attached) Exhibit "G -3" - Area of Significant Structure Damages (East) (Attached) Page 32 of 32 Freeway Complex Fire January 8, 2009 EBYmrba UnclaWaterDistrict - h - Z, Ozy of Brea ." r -r— - -C -- I I I'I i I I i I GARDENIA RESERVOIR 2.0 Ma3 ELEV_ 790 WALLEY VIESH RESERVOIR 2.0 MG ELEV. G7a ille'14View BPS mraoffyGARIMM11111mm LA:_KEVIEW RE'�ERV -DIR '• I-6 DIG _" EELE' =k: I j =• I I r.l s I I �I SERVED BY 1 , ' I l� FIG :HL APIU RE5ERVUIR MG ELEV.. S2II Highlai'd BLIC'i = 1 VI-5 -A Giry of lacenFill r F_ -- -- r F I � I I i I I � I aERVED EV H 0H -AN D REII EP413II I I ' I L A N C IT _3P :r'C -e I ti._VA I I I I — .- rAL4rA wi Water Features : Q ,I 1 ' I I I I Area of Significant Structure Damages (Overall Map) EXHI BIT "G "r UHI NO HILLS REaEAV -UlR 9S M34 ELEV. 71[I13 LITTLE GANYON RESERVOIR Lam. 0.9 MG QUARTER MORSE RESERVOIR ELEV, - 7.3 MG YL - -- ELEV. 92.0 iY IQ HILLS IRS SPRIihC �'1 5ERV41 r4 1'r 41111 t■111GIIr1®141 - -• - -`- e..D MG RTimber Rid RP`S f � -E V- 7430SER'p EG 9V LITTLE CANYON RESERV11• Pas InD BPS . FAI Ri4!I E} NTJR "sERU l51R S.RrI "�J' View BPS ; ELEV_6T°3 I' . "� SERVED Eff SPRI. L'IEIV RE3 ERVGIR •I LL SEE EXHIBIT " - Ir LEGEND Water Features Reservoir Areas E3 AREA 1 ND RESEFMOIR) Booster Stations (HIGHL AREA 2 4alVey Vie,-,' BPS (LAKE"E+RESER4C}RI a AREAS(FM ONT&VALLEYMENRESEM RI OTriber Ridge BP S -U a NZEA 4 (BRYANT RANCH RESER'a°OIRI 3p ri ng Viigw BPS MIA 5 (GARDENIA RESERYUR) 03antiago BPS NZEA 6 (SPRING01!0 RESUNURI 4b aso Fino BPS AREA F (ELK MOLRYTAJN RESERVURI O?alim ,Avenue BPS AREA 9 ( LnTLE CANYON RESEH%,'OIRI *Highland BPS " S (SANTIAGORESER""OITI Hidden Hills BPS SEr&*J t� Carr_a .- L r ZmEs Fairmont BPS Uer4'Et1t La"- a s _:, +ae' °;nee 0EIk AREA 15 (QUAKER F USE RESERVOIRI MQUntaln BPS Box CLqnyon BD3 AREA 11 (CHINO HI _LS RESERVURj Bast rlCl°ILIr'y BPS AREA 12 (C.AMD, L' DE EAYANT RESER4rOIFC� Houses Structure Condition SINGLE FAMILY RESIDENCE DAMAGED SINGLE FAMILY RESIDENCE DESTROYED A "1G ELEV lull " f SERVED 6Y SANTLAGO RESERVOIR Santiaao BPS s 4 I f 3ER.VEDSY3ANTIAOGRESERVOIR 4--'lf P Avenue BP'S SEE EXHIBIT "G.111 r I I �11��1"11i1�1�'1®1101 =� ff d City of Ycrba Zh)da �I r I IN Llkf�Nm } J ' r . Hidden Hills B Cky of Anaheim IF PS LRYANT RA. 2.3 .3 Fi MI ELEV. 4 BD a . r �i BEE EXHIBIT "G-311 CAM IND CE BRYA.NT RESERVOIR 3.2 M1 PUiIP lTi4TID1Y =LE'J. 1105 3ERV EC SY CAMIND 3EERYA' -47 RESERVOIR. ELM. r- 'vL1r,dAIN RESERVOIR .� l•.D MG IR ELEV.,7II0 Elk Mountain BPS Y ELK MOUHTAIN �I�I �IF�If1t MAN �4E L� 1 1 y4 Not Scale Mail Date= Jarl.�F 20091 Yorba Linda Water District Area of Significant Structure Damages (West} EXHIBIT "G-1" POT L..___� ITTLE CANYON RE9ER40I111' 0.9 Nli f * - I . s gUARTER HORSE RESERVOIR r T. ELEV �r ' `rl,rilsf;n�s- j' s -+ >' A' - W 1 Served by Chino Fllins Reservoir , ps..■ V--* Le FANtum km . - 9 i , " IIWI:W. ,Y, - ' _ �' Ir a. Ta .• {•:f I -,� .3 `9j ,� G� +t �' II'�, -t SPRIG'' GVIEW RE.SERV+LIIR 1�. k r 1,''1� -+ryr ac f ,• t° �� e. 113. 0 FAG K.^ L ELEV. 780 . ►• ti 4 y c:• .x . 4 I � � � ri g� Vi&W + BPS FAIRMONT R „ t 1. -'A 9' ■': "* ► ` th o£ 5 ,k. � t, 7. MC'a , ■, a� a - Y► ,I. f-'f F ry4 ■r Ife `a # �ti. °y A.� ?fl® p yY 4. Fairrl�vnt g MAT S- .rxk xLT+ ;x, Pis • ;, I,n� :r a OL Ilk T. Ilk , _ I _ . ,,.r . ' - .. � w3 r+ ,. +fix i� _ � � , I � r�iy�' x •e� yrry,[ ° k ._ �� ,� , o . �. � i_ A 4 �.. ° _ '1'•T°�a .M1 , - ..' T �Yy !s _ ." .. 9 4�' ` 'l ■� If '�. _ � j "' u , de Ike , p��y . � a �^ 351,► y M11 i:� J Imo... , ' � a- ' _ �' ' -ls r..l'IIJ?L' •' Y.+ r' _. � � �. • -,- � - ro T, ":, ''4, "� � i . f a,al• ��. 4 s � �, � ,,� � "may* g� .r 1 -46 4d, .3 'P'.� I ►�, J , °; `.'° Sery -ed by Springview eservoir tr ,. r i, n �. d c'�' ,- . � ua :. ati .' � sal � ,, � � ' ,�, '# • F Lj _ -K I ', . {� '■J'' • " a ' ,'Td °I1'1AM1 11 " lT lJ' rrY � l f+, � , "7 - , 5 el ,.y�. �•-.T�.t _. � fir°. . '.m$G.•:.. •,_,. , al =Id_aMh° '� - - -, '•^9"'r- I�'yr s Rte_ T �. , •al j 7e _ hr_re . Y F S ..: r r ' , r ' i�' „ -. � :f. ':' f n Y I ■ I y`u3 r • ' t'r L T - - d �L s i ■ _ y�S `�" �e7. -' 'n �. fF' y r y.' f i ,.■ t a .ypt Lr i I "-, , r X11 .. L3 W- 'ldYr 'h - ■ - T. --F,- 9 w d 93F k5 .. a _, S. . - n � r � �" � ' a � °" d � } n I I lr " " .7, r i41S,,.q °I 'a �`�'y�`.T "I,,x r .ct �I IT q�11 �' s1, ..�. � 1' �„� ►, , fI _ i • YLM Not Scale Map Date: W' e: ,Jan, 5, 2009 •.� 4' 1 dot LEGEND Water Features Res ervoi r: Areas E3 AREA RESER-,'U Rl Booster Stations IHIGHLAND AREA 2JLH16Ew "IEIA' RESER'a'aRi 4delley1 "Ie'AI' BPS AREA 3 OIff! Timber Ridge BP? ,iFAIRN9.Hr&VALLEY'w'IEWRESER' ARE 41BRYANTR4NCH RESER,1CIRI Spring View BPS AREA 5 IGARDENLA RESERgOIRI OSantiago g::'S AREA 6ISPF G- AEViRESER:UN- *Faso Finn BPS j AREA 7JELKMOU14TAINRESER'.OIN, *Palm Avenue BPS _•I AREAS JLFTTLE CANYON RESER"Olffi BP AREA 5 j8ANTMGO RESEEi�%Mj "'�iighland OHidden Fillis BF;-' -' Ll SeNLE-10, S-Up Lamer Z-ee FaIrmQ'fl° BBB .arvE] by'SartaT_Mer ME-S ° =Ik FYI III "ItDiGI BPS AREA1tl lOU.IRTERHORSEREFER',(OIRj Box C3nyorl BPS AREAM CHINO HILLS RESEFNUR) *Bastarrch -ry BPS AREA 12 ICNMNO UE HRYANT RESERY'C lRI Houses Str:atureCur►di on FIRE HYDRANT'S SINGLE FAY I .n RES IDENCE DAMAGED SlM_LE FAY I -, RESIDERCE'DESTRQYED X11 .. L3 W- 'ldYr 'h - ■ - T. --F,- 9 w d 93F k5 .. a _, S. . - n � r � �" � ' a � °" d � } n I I lr " " .7, r i41S,,.q °I 'a �`�'y�`.T "I,,x r .ct �I IT q�11 �' s1, ..�. � 1' �„� ►, , fI _ i • YLM Not Scale Map Date: W' e: ,Jan, 5, 2009 1-9 Ycwba Lir d4m'Dater'District Area of Significant Structure Damages (Central) EXHIBIT "G-2'" ' I � ° � of I ' I rF�•..; � - s� S• r , < i SANT mci 011RESERVOIR, �. , is ma y. 51 ._p } ELE1l, luau r ° .. ilk i �y, LEG E4�L �jj I.y sp 1-pp o yy rrr°....iY�ateF r e.9tu I�1TY, s , 1 Rese'rv'oir Areas Y! �R Served k� Santki o Reservoir Booster PLI1111) St��tion ooster tations � ,1 � � � AREA 1 IHIGHLSM!] RE;SEii'4�IR;1 - ��+ � ARE1i2 IL:rI£Ea1E54'REJgEFia+E51R) vy � } ": E AREA3IFAIRMCNT EPOALLEYVE1� RE°.ER41(�IRI r7i�a °� �f�� P'�T ' AREA4 IBRYANr RANCH FMIE i',U) O.Sprlllg Vie'v BP , kR[llF,. F+�fAREA5IGARCENIARESERVOIRd 08antiago BPS R 7 - a a r r "" �AREA. RiWG'�IE'P'RE °ER`"C7 PaSQ PInO BF�S Served l� mitia o Reservoir ,AREA7IELl{M�UN AINF SER'r'OIR� 8 {LITTLE 4N'iOWRESER.01 P,�7 . -6 P [ l • r' A R•' �Hl+�h��r�d B erve�l I��+ ar>Itia�� Res.ry -ir C�Hi+��d�nHills'�P_� *��d �tl3•y�a .lope Z res 'a I . i _ Ec • 1 "Suved by .S3rll ago La's u Zoge5� F��irrr�ont �P� -'s y 'c§ s r' ' _ r a - .. ' ' U Y AREAW [GMRTER HORSERESERVOIRI Edk IDUrltaln PP OBox Canyor, BPS ~ AREA 11 (CHIN' HILLS RESffW01R) '0Basnehur� BPS ARE1e 1 IC�h11W0 CE HRY4Wl RESER4'CAR1 }''�H_ t s es FIRE HYDRANTS g- -uature Candetlu^ S1NCLEFAMILYRESIDENCEDAMAGED L E ra 5.7 VY40 '4'. .•r ULY N ¢ 1.0 ervcl l� grin V1eI >eservolr e R . � � r �� -. . l � e AI y , p yj r7 �' k l• � � ° : � $ Vk Ira .P` . fi n �' - ii T net P r - � ° r �4vecl b Fail '�rlt �x�SPr+4filrr ° _ - r p •r ' '� ; � ��: ,Rr ",I l3 : i69Can'rc,I1,jBP iGFI Ii 1 "{ � IL 77*7 'No" - .' „ �. _ . . ' - � +'* � LC V. k.! �ltLEj ti °qty- r„ ti r t l`�I c�J ^gip �a i+C r"_r h- w � p.lMr.i'•i' ^��.ne'l,_�� cL r ; „ k, r 1 w } . M a . 1 IL . Wt Scale Map DatstJanr° C�] + I Ycwba Li"d4m'I atear'Distriict Aroma of Significant Stiructure Damages (East) EXHIBIT "G-3" r14MIH4 BE BRIPANT FtE ERVOIR 3.2 MG - 4 ELEV. 1165 i, � -. � - ■, � � e � ING x ., • , - ._ _ . , t _ � _ . is °�: ., rya v �x1'T'yl _.!I' !�`a. 'i . ,�..,1i1 � . r � 1� - , 7- I�H_'n. -e ' /q� ' S- �i a `,1 ,�,;}tA l,•, _. e r 1 4, ke Water Feature's ar IResiervoir A�Lreas -iL -, yk `' «* ' ' . p ` � AREA (H�FJL?ND RESEFL Dl�ca Booster Stations ! s- .1a '1L `?l 1i � a�4 l ", "' AFiE�+2�L4a{°wlEy1PRESERailtil l'll- ley�f�le'y"i BPS 'rV 4A _:a br AREA 3 ffA'IRMONT& VALLEY'd1E4'i RZ.- M- ,ID1R5 OTimber Ridge BP AIWA,.4(RKYL.NTRAWH RE�EFigUR1 priing Vi�8'+"� BPS P i�, L- �> AJREAk5 {G4RDENK RESEri' CXRI antiag0 BP'; 1 of e l b i e�hC De f (1 1t Re. ry i r AREA s�IaIwG,yE�v R�sEa ':a�IR; Waco Finn BPS % I 1 AREA 7 DELIS M41.'NTAM RESEIR '1{74RV Walm iAvenue BPS AIWA 11 � L M LE NYON FES ER'Q R C-.} # `': . -. � �.� 1,; r � *Highland BPS a. ` 31 - ! l+ 1 ._ 5 (SANT AGO RESER-11 RI - F' Hidden Hills BPS . 'Fairnt BPS 4t'Y v r' ,`" ; 1 &ErYE4J bN $ I -comer Z F-E +' A fpCZArAIN RESERVOIR, -- - ,�'; , _ ;� � I -_�k ML�Untc�aFi BPS 0 M+ Y `.1 � AREA 17 QUARTER MORSE RES E4'DIRj ,F nbj PO}nyOr BPS FLEY 7$0. AREA 1I 4 HLLSHEEdMIF B t 1-Cltiry BPS AREA INDDEBRYAWRESERYDIfil FL r. � E - I I`.`.A b r wj , + _ , Structure ouses L7 FItE HYDRANTS .I e C]PdlFSP , � N- a r _, u�n-oA9 i4 SINGLE FAWLY RESIDE NCEDESTRDYED � "'�, � SINGLE FAMILY RESIDENCE DAMAGED O4YANT'11�k1iCif° JR� ��a'„�g P r t ; "Served by Elk Mountain Reservoir � `iS.MG ...�:' "'L •. _ u. _ ... i, =u3 - $ �' (�""� .,s �4 ' ,.," i �.,. J�- #�� ,fir, a a "- a• � °r -�7'�r. f #r ELEY, °6E ! c ^ r N .•' a i'.' f , i_'a } s €. — _ d • 'J,,, �A 4 ,� z > !• "I 'r z.4 'e "B *�'.'r� Hy s !- _ Il` ,. - °•"i a is � r.f ;4G - FF_� -`'tea _ *� J - - , e� i al IV .. .. ., ' a Y , a '9, i ' �� 1 =a -e O' Ilk, r }T Ara c y r_ d., ti WN d 1 •� lid' -. r°�, - "'P ,i'� I. .. ,sAq - k ;far _,(, I A .� i i'- � , �'h. L� t ,il p r+ ti } _` i. �' r -• �, - rs � �i•. � -�. •� i r J al - _ i �1' � T 'T! � } ,i •„�' _ � �,�. ! - ,.� ., .. ti• - a 1 _ hy 1 � #' - e r j _ y :_w �.5 , °, - 3 _i ,, �` , - � • "� 4 ' � 1' r - ' y,�i%fi � - � - -� 5��' r, ';i :. - 7,�, :I. e� , -"1 tip '. ,a - ",Y�` •' � 1 � i y. �.1 ,• x I, r� Ak Li -: - 1 ie1p •� -e L -µ. - �7 ��' '•G F - C n tl! �: +/'�`' s - '� I' w "y.. ! +� § •° l`ill 'R ' r . �. , I i.... + Y c `,: t - 111 °.rr r gw"1,— V r•Y I al'�� - �.,; " , `w i4 u i Y i.. ,sue ° -•- 't-1 .�.... - - '� - i„ i _ S - r wry.. r. •�I'� v _ •ire .. ". s IF yq � _ _ s- f � • � �� +i ., 4.- � � �IIYJ 4.y..lv,?ril r� 6� '.. 9,. v. i,..a !- F: i,��s : . "f� �'1�, 9 - �. _. �'fi l��.r:. i•s. -ems - a .. F',F - '�=i, � �,w� .� � „ r r_ ' Nc S03 _ IA3P Date: Jan� CP39 I tsYorba Linda Water District P.O. BOX 309 YORBA LINDA CA 92885 Dear Customer: On January 8, 2009, the Yorba Linda Water District will release a comprehensive assessment of how your water system performed during the Freeway Complex Fire, the worst fire disaster ever to strike our community. We invite you to read the full assessment on our website, or to review copies at the District office or your local library. In the meantime, we want to summarize our findings directly to you — and ask for your active support in helping make our system better. In summary, the Freeway Complex Fire Water System Assessment (Assessment) revealed that: • The fire threatened 9,500 homes and destroyed 187 within the YLWD service area. Of those, as many as five homes were claimed to have been lost in part due to a lack of water. • Reports of widespread problems in the water system were either false or exaggerated. The system delivered enormous volumes of water to the fire - fight without interruption- except in a few cases- and those volumes far exceeded the standard capacity of the water system. • The system operated substantially more effectively because of a series of major infrastructure improvements over the past 10 years that have largely kept pace with the dramatic population growth in our community. • We can and must do more to continue our improvement program and ensure we have in place as strong a water delivery system as possible. Water System Performance: Based on objective measurements, the water system functioned well during the fire. During the fire, our system delivered an additional 20 million gallons of water, primarily to the highest elevations within our service area. Our Assessment concluded that water flows were briefly interrupted in some portions of an area encompassing eight streets and 118 homes in the highest elevations of Hidden Hills. This limited interruption in water service occurred after flames swept through the District's Santiago Booster Pump Station, which serves this neighborhood. Because of its elevation, this area in the -District gets water directly from the booster pump station. We have not yet been able to determine exactly the extent of the water service interruption in that area in part because the fire destroyed our telecommunications links to these facilities. We expect to have more detailed information when the Fire Authority completes its own review in March 2009, and we will make this information available to Yorba Linda Water District the public. In the meantime, we are moving forward with previously planned projects — including construction of a new reservoir in this area — that will add capacity to our water system to maintain and enhance our service during both normal usage and emergency situations. We'll discuss these steps later in this report. Finally, our Assessment looked carefully at the reports that some fire hydrants were inoperable during the fire. The District conducts annual inspections and tests of all 3,850 hydrants and repairs or replaces any inoperable or broken hydrants. In the wake of the fire our crews found three fire hydrants that had been damaged. The District has not yet been able to determine how those hydrants were damaged- or by whom. The three damaged hydrants have either been repaired or replaced. The Assessment found no evidence that the damage to these three hydrants affected the outcome of the fire fighting efforts, in part because nearby hydrants were working. System Improvements — Past, Present & Future: In the past 10 years, to keep pace with population growth and the spread of residential neighborhoods along the boundaries of the wild lands, the District has completed millions of dollars worth of infrastructure improvements. These projects include over 15 million gallons of new reservoir storage at four sites; 8,300 gallons per minute (gpm) of additional booster pump station capacity to pump water up to and from these reservoirs; two new groundwater wells with combined capacity of nearly 4,000 gpm; and tens of miles of transmission pipelines ranging from 12 -inch to 36 -inch diameter to convey both local and imported water supplies throughout our service area. In addition to new projects, the District has replaced and upgraded miles of old distribution and transmission pipelines, thousands of aging meters and hundreds of service connections. Combined, these projects have improved our ability to reliably supply a rapidly- increasing amount of water throughout our entire service area for consumption, irrigation and fire protection purposes. The District is constantly upgrading and improving the community's water system. The current five -year capital improvements program for 2007 -2012 calls for an aggressive list of projects estimated at nearly $58 million worth of additional system improvements, including: construction of the new Hidden Hills Reservoir; replacement of the nearly 100 -year old Highland Reservoir; new and upgraded booster pump stations, new groundwater production wells; improved interconnections with other local water purveyors; additional meter replacements and more pipeline replacements. The new Hidden Hills Reservoir will be located at the eastern edge of Yorba Linda, within the Chino Hills State Park. It will be at a higher elevation than the homes in the Hidden Hills area, so it can rely on gravity to deliver water to that area. We also wanted to take this opportunity to clear up some possible confusion. There has been an assertion made that the Hidden Hills Reservoir may have been delayed because of the recently completed construction of the District headquarters. The headquarters was long planned and necessary to accommodate the growth in our staff, which paralleled the growth of our community. This building, located on land that has been owned by the District for nearly 100 years, offered a more cost - effective option for the District over the long term when compared with other alternatives. It also allowed us to house all of our Yorba Linda Water District Departments on one central site, increased efficiency for all personnel. This construction was separately funded and it did not cause us to delay water projects such as the Hidden Hills Reservoir. The construction of the Hidden Hills Reservoir was delayed for several years while we waited for a real estate developer to complete plans for that area. Until the developer finalized those plans, we were unable to determine exactly where to locate the reservoir and exactly how large it needed to be. If the District had started construction on the basis of a "best guess" the reservoir might have been built with serious design flaws (for example, when a reservoir is too big, water stands for long periods and water quality suffers) or a substantial waste of public funds through overbuilding or locating it in the wrong spot. Once the developer's plans were finalized, we sited and designed this reservoir. We hope to be able to begin construction in April 2009, with completion slated for May 2010. This start date, however, depends on the successful completion of the long and complex permitting process almost every major project faces in California. This project faces an additional challenge: we must obtain permits from the State of California — as the State is charged with ensuring this project satisfies environmental concerns at Chino Hills State Park. We invite you to help the District with its efforts to obtain the necessary State approvals by contacting your state legislators and asking for their assistance. Your Water District continues to review its response to this traumatic fire and the steps we can take to provide the best possible service to our community. Over the past decade we have dramatically increased the capacity of the water system to meet the rapidly growing needs of our community. We will continue to report to you on our efforts to improve our community's water system for the future. Please do not hesitate to contact us via email at infokylwd.com or by phone at 714 -701- 3000 if you have any questions. Sincerely, Kenneth R. Vecchiarelli General Manager Freeway Complex Fire Disaster Response &t Water System Assessment Yorba Li Water IE Purpose Et Objective of Report • Provide YLWD events and facts • Report prepared by Staff ii Sources of information within the report: • Emergency Operation Center (EOC) log of events • Employee interviews • Supervisory Control &Data Acquisition (SCADA) logs • Other various sources Executive Summary • Fire storm started at 9:05 a.m. Nov 15, 2008 in Riverside County and expanded rapidly into OC • Split into 2 separate paths x Anaheim Hills . Hills of • ;. Linda • Weather conditions — "Perfect Storm" •d Flag Warning • Wind speeds 43 mph, •' 61 mpI • Threatened 9,50o homes, destroyed 118, damaged 6o homes in Yorba Linda Area of Significant Structure Damage (East) 1 • ,' I I ME Area of Significant Structure Damage (West Executive Summary (con't) • Delivered2oMG specifically to the fire fight • Higher elevation areas received 6 -9 times normal supplies • Mutual aid supplied mobile pumps — placed in strategic locations • Water service within a limited number of streets in the Hidden Hills area was interrupted Water System Background • 24,000 services, 23 square miles • Service elevations from 250 feet to 1,300 feet Multiple o (reservoir pressure 1:1. �.a ,r �� i 1'. through ' E fed system • 13 storage reservoirs — 49.9MG combined • 13 booster pump stations Water System Background (con't) • Water sources 9 groundwater wells - 14,000GPM eu Imported connect-ions with MWD 1 potable o•• ' non-potable - 1 ioo ' Water System Design Standards • Standards established by American Water Works Association (AWWA) • Apply to storage reservoirs, transmission and distribution pipeline, fire hydrants, valves and other appurtenances • YLWD follows these standards when designing and constructing water systems Mobilization of YLWD Personnel • Mobilized EOC at 10:54 a.m. • Production plant operators first to take action (operate and control distribution of water supply) • EOC officially activated at 12:00 P.M. • Reps sent to City of YL EOC and OCFA Incident Command Post • EOC active for 26 hours — deactivated 2:00 P.M. November 16 • 659 hours worked during EOC activation Water System Demands 70 6o 50 40 30 20 10 0 Nov 1st & 2nd Nov 8th & 9th Nov 15th & 16th Water System Demands (con't) Water System Demands (con't) 14.0 12.0 10.0 8.o C O 6.0 c 0 4.0 2.0 •. c� M It to NO n 00 a O cl Dispatched Calls by Area Hidden Hills Area • ApprOX 24o homes •. , in Santiago Lower Zone (Santiago Reservoir Hidden Hills BPS) • 6o in Santiago Upper Zone • Santiago Lower Zone served by: o Santiago Reservoir (1.1 million gallons) 0 4 electric pumps at the Hidden Hills BPS (1,qooGPM) Pumped 2,200 2,7OoGPM during event Hidden Hills Area (con't) • Santiago Upper Zone served by: o Santiago BPS (2,looGPM) typical 3 electric pumps (9ooGPM) 1 gas engine pump (1,20oGPM) ii Closed zone, with Variable Frequency Drive (VFD) o On a day, peak demand than 0 , o. >:.. Hidden Hills Water Pressure Areas Hidden Hills Schematic Diagram PROPOSED HIDDEN HILLS RESERVOIR UPPER HIDDEN HILLS ro; MISSION HILLS Water Flow Direction HIDDEN HILLS BOOSTER PUMP STATION Hidden Hills Area (con't) • 1:19 p.m: storm • Fire created electrical short • Severed SCADA communications • Santiago Reservoir and Hidden Hills BPS • Electric pumps at Santiago BPS were forced to shut down (serving Santiago Upper Zone) • Gas engine pump at Santiago BPS may have continued to operate (independent of SCADA) • 1:30 p.m: Dispatched to Hidden Hills BPS & Santiago BPS • Hidden Hills BPS — all pumps were operating • Personnel could not reach Santiago BPS — life threatening conditions of fire storm Hidden Hills Area (con't) • 3:20 p.m: Unconfirmed reports from television media of water loss in Hidden Hills area was heard at the EOC • 3:50 p.m: Dispatched to Hidden Hills BPS and Santiago BPS with police escort pumps 11 Hidden Hills BPS — all pumps operating 0 Santiago BPS — all • Gas engine pump shut • • overheated • f •' (unknown • 2electric and gas engine pumps manually started I Hidden Hills Area (con't) • 6:2o p.m: Arrived at Santiago BPS to repair SCADA communications restored —all pumps turned on Issuance of Boil Water Advisory • Delivered bottled water to the affected area • Department of Public Health - lifted advisory on November 20 • Residents notified of the lifting through reverse 911 system Fire Hydrant Servicing Program • 3,80o fire hydrants in residential and commercial areas 22476 Mission Hills ,• Jan22, 2oo8) 22255 Mission Hills Rd (serviced ian22,20o8) 3510 Fairmont , • All repaired /replaced on November i7, 2008 Fire Hydrant Preventative Maintenance Et Servicing Program (con't) • All three hydrants damaged prior to or during the fire storm • Hydrants were "dry barrel" o Prevents geyser effect if struck by vehicle , "Inn • Hydrant located at Juniper & Smoketree service "Bagged" - in working condition on November 17, 20o8 — placed into Mutual Aid • YLWD submitted requests through WEROC for mobile pumps to augment the water system o Laguna Beach Water i' 7,NRM93re Public Outreach and Communication • Public outreach methods Web site updates (Ylwd.com) Electronic sign pasted at entrance to Hidden Hills Media o Reverse 911 system (reached 42,900 population) Damages Et Cost Reimbursement • Slope stabilization -$23,000 Conclusions • The water system functioned well overall, considering the overwhelming demands placed on it • Water was being drained from the system in extraordinary volumes • The majority of homes damaged or destroyed were in areas where water service was not interrupted • YLWD policy and practice is to continuously upgrade and eland the water system End of Presentation ITEM NO. /;-C MINUTES OF THE YORBA LINDA WATER DISTRICT PERSONNEL -RISK MANAGEMENT COMMITTEE MEETING January 5, 2009 A meeting of the Personnel -Risk Management Committee was called to order by Chairman Armstrong at 4:00 p.m. The meeting was held at the District Administrative Office at 1717 E. Miraloma Ave. Placentia, California. COMMITTEE Director Paul Armstrong, Chair Director Ric Collett PUBLIC COMMENTS None. ACTION ITEMS STAFF Ken Vecchiarelli, General Manager Gina Knight, Human Resources Manager 1. Approval of Salary Adjustments The Committee discussed the results of the salary survey and made a recommendation to be presented to the Board of Directors at January 22, 2009 Board Meeting. 2. Damage Claim filed by Hong Nguy, 19781 Verona Lane, Yorba Linda. The Committee discussed the claim filed by Hong Nguy. The committee will recommend to the Board of Directors that the claim filed by Hong Nguy be rejected and referred to ACWA -JPIA for further handling at the January 8, 2009 Board Meeting. DISCUSSION ITEMS 3. Status of Recruitments Staff gave an update on current recruitments. CLOSED SESSION On a motion by Director Armstrong, seconded by Director Collett the Committee entered into Closed Session at 4:43 p.m. 4. Public Employee Discipline /Dismissal /Release Pursuant to Section 54957 of the California Government Code 1 5. Conference with Legal Counsel — Liability Claims Pursuant to Section 54956.95 of the California Government Code a. Claimants: Mohamad and Fatima Itani Shannon Lew Agency Claimed Against: Yorba Linda Water District The Committee reconvened in Open Session at 5:10 p.m. There were no reportable items from Closed Session. ADJOURNMENT The Committee adjourned at 5:10 p.m. The next Personnel -Risk Management Committee will be held February 9, 2009 at 4:00 p.m. I r ITEM NO. 1, MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING January 7, 2009 A meeting of the Planning- Engineering- Operations Committee was called to order by Chairman Mills at 4:00 p.m. The meeting was held at the District Administrative Office at 1717 E. Miraloma Ave, Placentia, California. COMMITTEE Director William R. Mills, Chair Director Paul R. Armstrong PUBLIC COMMENTS None. ACTION ITEMS STAFF Ken Vecchiarelli, General Manager Lee Cory, Operations Manager Ken Mendum, Operations Superintendent Steve Conklin, Consulting Engineer 1. Amendment No. 2 to Consultants Agreement with Psomas for Zone 4C Reconfiguration Project and San Antonio Pressure Reducing Station Project Mr. Conklin briefly described the two related projects, their status, and the need for construction -phase engineering services. The Committee reviewed the report and engineering services proposal, and support recommending approval of Amendment No. 2 to the consultants agreement. 2. Highland Booster Station Gas Engine Replacement Mr. Cory described the District's mix of electric- motor - driven and gas- engine- driven pumps for wells and boosters, and particularly the existing engine- driven pump at Highland Booster Station. He noted that the Highland engine has been rebuilt several times, and due to its age, replacement parts are no longer being supplied by Cummins, the manufacturer. Staff was able to locate a new, replacement Caterpillar engine, but found that the permitting regulations of the South Coast Air Quality Management District make replacement very costly and time - consuming. Mr. Cory noted that an operable pump is needed by May 2009 to meet the increased pumping demands of summer. Therefore, as an alternative to the gas engine, staff recommends purchase of a new, larger electric- motor - driven pump to replace an existing electric unit at Highland. Mr. Cory indicated that staff has requested three written cost quotations for a new electric motor and pump, but unfortunately, those were not received in time for the PEO meeting. The Committee discussed the issue and the District's written Procurement Policy. The Committee recommended that, in accordance with the policy, if three written cost quotes are received and the cost is less than $75,000, the General Manager is authorized to proceed with the issuance of a purchase order for the new pump and motor. However, if the lowest acceptable cost quote exceeds $75,000, staff will bring the item to the Board for consideration. 1 3. Sewer Connection Requirement for Mr. John Breedon Mr. Breedon was present to discuss this item with the Committee. Mr. Vecchiarelli opened the discussion by describing the District's understanding of the existing and proposed conditions at Mr. Breedon's home. He also described the District's Sanitary Sewer Rules and Regulations which state that "...connection to a public sanitary sewer operated by the District is required provided such public sewer is within 200 feet of an existing or proposed building, or private sewer disposal system ". Mr. Breedon described the situation and made his request for a variance from the District's requirements. The Committee discussed the issue with Mr. Breedon and staff and recommended that he connect his home sewer to the public sewer system in accordance with District policy. DISCUSSION ITEMS 4. Monthly Groundwater Production and Purchased Water Report The Committee reviewed the Source Water Summary, current production values and water use. 5. Monthly Preventative Maintenance Program Report Mr. Mendum described the status of the PM Program as summarized in the Agenda Report. He indicated that now that we are past the holidays and responding to issues from the fire, he expects that maintenance staff will catch- up on inspection and maintenance. The Committee reviewed the data provided and acknowledged the need to get back on schedule. 6. Monthly MWDOC Managers Meeting Summary Report There was no report. 7. Monthly OC Groundwater Producers Meeting Summary Report There was not report. 8. Status Report on Capital Projects in Progress Mr. Conklin briefly described the Capital Improvement Projects Status Report. The Committee reviewed the information and asked that staff highlight changes from the prior month for the convenience of the Committee. Mr. Conklin also provided a preview presentation of the Status Report on the Five -Year CIP 2007- 2012 planned for the January 8th Board meeting. The Committee provided review comments for staff. ADJOURNMENT The Committee adjourned at 6:00 p.m. The next meeting of the Planning- Engineering- Operations Committee will be held February 5, 2009 at 4:00 p.m. 6 ITEM NO. MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING January 6, 2009 A meeting of the Public Information - Technology Committee was called to order by Chairman Collett at 4:00 p.m. The meeting was held at the District Administrative Office at 1717 E. Miraloma Ave, Placentia, California. COMMITTEE Director Ric Collett, Chair Director Michael J. Beverage PUBLIC COMMENTS None ACTION ITEMS 1. None DISCUSSION ITEMS STAFF Ken Vecchiarelli, General Manager Pat Grady, Information Technology Director Cindy Mejia, Management Analyst 2. Update on Current Public Relations Activities a. New GM Press Release The Committee reviewed the press release sent to Erin Welch of the Yorba Linda Star naming Mr. Vecchiarelli as the newly appointed General Manager of the District. The Committee was also informed that as part of this press release, a phone interview was conducted. The story is expected to be released in the Yorba Linda STAR on January 15, 2008. b. Freeway Complex Firestorm Video The Committee discussed the feasibility of producing a three to five minute video about the Freeway Complex fire for educational purposes. C. Customer Letter Regarding Freeway Complex Fire After Action Report The Committee discussed changes that were to be incorporated into the letter summarizing the Freeway Complex Fire After Action Report and were informed that the Report would be available to the General Public at the January 8, 2008 Board meeting. ADJOURNMENT The Committee adjourned at 5.57 p.m. The next meeting of the Public Information - Technology Committee will be held February 3, 2009 at 4:00 p.m. 1 Special 2009 Spring Conference & Exhibition Early Bird Registration Sacramento Convention Center and Surrounding Hotels May 19 - 22, 2009 Online Registration Now Available: www.acwa.com Early bird registration deadline is January 2, 2009. Those received after January 2 will be charged the preregistration price. Deadline to preregis- ter is April 17, 2009. Deadline to cancel and receive credit voucher refund is April 17, 2009. Fill in Completely - Please Print/Type Clearly Name on Badge to Read *Spouse/Companion ($30 fee if attending) rte rganization Address City State Zip Telephone: Bus. ( Attendee E -Mail Address: Confirmation E -Mail Address: FAX ( ) OFFICE USE ONLY - SC09 E PKG _ B T DATA Please check those tracks which interest you. ❑ Attorneys (n) ❑ Human Resources m) ❑ Finance (m) ❑ Small Agencies (r4) ❑ Groundwater (r) ❑ Water Trends Cn) ❑ Other (please list) Credit Card Payment Information Please charge my fee to my credit card: ❑ ® ❑® Credit CI arld NI umI beI r: Expiration Date: I I I ( I Amount: $ If you have questions, please contact ACWA at (916) 441 -4545, toll free (888) 666 -2292, or e-mail events @acwa.com. Preregistration PACKAGE - ACWA public agency members, affiliates & associates only Farly Bird Prereg. Amounl (Includes all meal functions; does not include spouse registration.) (20 /EP) $585 $595 $ Registration for Conference Only (21/E3) (Meals not included) Early Bird I Prereg. Amounl Advantage................................. ............................... $440 $450 Standard................................... ............................... $665 $675 $ *Spouse /Companion (Non- refundable) ( 22) ....... ............................... $30 $30 $ Daily Conference Registration Early Bird Prereg. Amount (Meals not included) (Advantage) (Standard) (Advantage) (Standard) ❑ Tues., May 19/Wed., May 20 (23/13 1) .............. $225 5340 $235 $350 $ _ ❑ Thurs., May 21/Fri., May 22 (24/El) .............. $225 $340 $235 $350 $_ MEAL FUNCTIONS Quantity Prereg. �nnnuu Wednesday, May 20 Opening Breakfast (30) ....... ............................... $40 $- Luncheon(31) .............................................. $45 $ Thursday, May 21 . Networking Continental Breakfast (35) .......................... $25 $ Luncheon(32) ............... ............................... $45 $ Dinner( 33) ................. ............................... $75 $ Friday, May 22 Hans Doe Forum Breakfast - sponsored by Boyle Engineering Corporation 34 $40 APPROVED BY THE BOARD F D1 OF THE YORBA LINDA WA Ethics Training Registration (Choose ONE - No additional fee required if registered for conference.) ❑ Tues., May 19 (50) ❑ Wed., May 20 (51) ❑ Thurs., May 21 (52) BY v.�e_ cL M'3 /wnti- Make checks payable to ACWA, and send to: ACWA, P.O. Box 2408, Sacramento, CA 95812 -2408. TOTAL $ FAX (916) 325 -2316. Do not fax AND mail this form. State Legislative Welcome Reception Thursday, January 15, 2009 6:00 — 8:00 pm Foxfire Restaurant in Anaheim Hills (By Invitation Only) Hosted Hors D'Oeuvres / Cash Bar ITEM NO. A APPROVED OFTHE ORBA LINDA WATER DSTRICTS JAN - 8 009 BY You are cordially invited to a special water community reception welcoming newly elected Orange /Riverside County Assemblymen Curt Hagman (AD 60) and Jeff Miller (AB 71), and honoring recently retired Senator Bob Margett (SD 29). Date: Thursday, January 15, 2009 Time: 6:00 — 8:00 pm Location: Foxfire Restaurant 5717 E. Santa Ana Canyon Road, Anaheim Hills (91 Freeway /Imperial Highway) Hosts: Municipal Water District of Orange County and Western Municipal Water District RSVP: David Cordero (MWDOC) by Tuesday, January 13th 714.593.5012 or dcordero@mwdoc.com MUN=IPAL WATER a18TRIGT OF ORANGE COUNTY WESTERN MUNICIPAL WATER DISTRICT