Loading...
HomeMy WebLinkAbout2008-01-24 - Board of Directors Meeting Agenda PacketAgenda Packet Regular Meeting of the Board of Directors January 24, 2008 8:30 a. m. 4622 Plumosa Drive, Yorba Linda, CA 92886 Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 24, 2008, 8:30 A.M. 4622 Plumosa Drive, Yorba Linda - (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 INTRODUCTION OF VISITORS AND 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 this 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 this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. SPECIAL RECOGNITION Recognize Jeff McDonald, Senior Water Distribution Operator, for his accomplishment in completing the JPIA Supervisor Basics Specialty Programs. CONSENT CALENDAR (Items 1 through 3) 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, the staff, or the public requests further consideration. Minutes of the Regular Board of Directors meeting held January 10, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,497,577.73. 3. Progress Payment for Construction of the Lakeview Reservoir. Recommendation: Approve Progress Payment No. 8 in the net amount of $546,775.79 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board actions. 4. Termination of Professional Services Agreement with Charles Z. Fedak & Company. Recommendation: That the Board of Directors approve termination of the Agreement with Charles Z. Fedak & Company and authorize staff to solicit requests for proposals for new independent auditors. 5. Highland Reservoir Project Status Report Recommendation: Staff will provide a recommendation at the Board meeting. 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. 6. None REPORTS. INFORMATION ITEMS AND COMMENTS 7. a. President's Report b. Directors Reports c. General Managers Report 1) Report on Eastlake pressure enhancement project 2) Highland Avenue Homeowners presentation 3) MWD 3 day shutdown (January 24-27) 4) State of the District 5) 2008 Certificates of Participation COMMITTEE REPORTS 8. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Minutes of meeting held January 15. 2) Reschedule meeting of February 19. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Minutes of meeting held January 8. 2) Meeting scheduled for February 12, 4:00 p.m. -2- c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of meeting held January 14. 2) Meeting scheduled for February 11, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Minutes of meeting held January 11. 2) Meeting scheduled for February 7, 4:00 p.m. e. Public Information Committee (CoIlett/Beverage) Alternate: Armstrong 1) Minutes of meeting held January 9. 2) Meeting scheduled for February 5, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Meeting scheduled for January 17 was cancelled. 2) Meeting scheduled for February 21, 4:00 p.m. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting scheduled for February 26 to be rescheduled. h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. i. City of Yorba Linda Ad Hoc Committee (Summerfield/Payne) 1) Report on meeting held January 23. INTERGOVERNMENTAL MEETINGS 9. a. Yorba Linda City Council, Jan 15 (Collett) b. MWDOC Board, Jan 16 (Staff) c. OCWD Board, Jan 16 (Staff) d. Yorba Linda Planning Commission, Jan 23 (Summerfield) -3- BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after January 24, 2008. Agenda is available in the District office prior to meeting. January FISDOC, Jan 31, 11:30 a.m. (Mesa Consolidated Water District) Mills Februarv 2008 FWACO, Feb 1, 7:30 a.m. Public Information Committee, Feb 5, 4:00 p.m. Yorba Linda City Council, Feb 5, 6:30 p.m. MWDOC/MWD Joint Workshop, Feb 6, 8:30 a.m. OCWD Board, Feb 6, 5:00 p.m. Planning-Engineering-Operations Committee, Feb 7, 4:00 p.m. Personnel-Risk Management Committee, Feb 11, 4:00 p.m. Finance-Accounting Committee, Feb 12, 4:00 p.m. Yorba Linda Planning Commission, Feb 13, 6:30 p.m. President's Day, Feb 18 Executive-Admin-Organizational Committee, Feb 19, 4:00 p.m. Yorba Linda City Council, Feb 19, 6:30 p.m. MWDOC Board, Feb 20, 8:30 a.m. OCWD Board, Feb 20, 5:00 p.m. Building Ad Hoc Committee, Feb 21, 4:00 p.m. MWDOC Ad Hoc Committee, Feb 26, 4:00 p.m. To be rescheduled Yorba Linda Planning Commission, Feb 27, 6:30 p.m. March 2008 (-Public Information Committee, March 4, 4:00 p.m. Yorba Linda City Council, March 4, 6:30 p.m. MWDOC/MWD Joint Workshop, March 5, 8:30 a.m. OCWD Board, March 5, 5:00 p.m. Planning-Engineering-Operations Committee, March 6, 4:00 p.m. WACO, March 7, 7:30 a.m. Personnel-Risk Management Committee, March 10, 4:00 o.m. Finance-Accountinq Committee, March 11, 4:00 o.m. Yorba Linda Planning Commission, March 12, 6:30 p.m. Executive-Admin-Organizational Committee, March 18, 4:00 p.m. Yorba Linda City Council, March 18, 6:30 o.m. MWDOC Board, March 19, 8:30 a.m. OCWD Board, March 19, 5:00 p.m. Building Ad Hoc Committee, March 20, 4:00 p.m. Yorba Linda Planning Commission, March 26, 6:30 o.m. No director assigned Collett/Beverage Mills Staff Staff Mills/Armstrong Armstrong/Collett Beverage/Sum merfield Collett District Offices Closed Summerfield/Mills Armstrong Staff Staff Summerfield/Beverage Mills/Beverage Summerfield Collett/Beverage Mills Staff Staff Mills/Armstrong Armstrong/Collett Beverage/Summerfield Collett Summerfield/Mills Armstrong Staff Staff Summerfield/Beverage Summerfield -4- CONFERENCES AND SEMINARS 10. 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. ISDOC Quarterly Meeting, Thursday, January 31, 11:30 a.m. - 1:00 p.m. The 2008 CSDA Conference: Why Orange County Special Districts Play a Key Role in its Success, and How You Can Get Involved Today! Speaker: Darcel Harris, Education Director, California Special Districts Association. b. ACWA 2008 Spring Conference, Portola Plaza, Monterey, May 6-9. 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. 11. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. ADJOURNMENT A regular meeting of the Board of Directors is scheduled for February 14, 2008, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. Accommodation 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/Secretary, at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. -5- 2008 BOARD OF DIRECTORS CALENDAR S M 6 7 13 14 20 21 27 28 JAN T W T F S ' 1 73 4 5 8 9 10 11 12 15 16 11 18 19 22 23M 25 26 29 30 31 FEB S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13M 15 16 17 181 19 20 21 22 23 MAR S M T W T F Sl APR S M T W T F S 1 2 3 4 5 6 7 8 9■ 11 12 13 14 15 16 17 18 19 20 21 22 23.25 26 27 28 29 30 S M 6 7 13 14 20 21 27 28 JUL T W T F S 1 2 3 4[ 5 8 9 11 12 15 16 17 18 19 22 23M 25 26 293031 OCT S M T W T F S 1 2 3 4 5 6 7 8. 10 11 12 13 14 15 16 17 18 19 20 21 22 0 24 25 26 27 28 29 30 31 Holiday Board Meeting Activities 24 25 26 27 28 29 S M 4 5 11 12 18 19 25126 ! MAY T W T 1 6 7. 13 14 15 20 21. 127 28 29 F S 2 3 9 10 16 17 23 24 30 31 AUG S M T W T F S 1 2 3 10 4 11 5 12 6 7 13 M 8 15 9 16 17 24 18 25 19 26 20 21 270 22 29 23 30, 31i NOV S M T W T F S 1 2 9 3 10 4 5 6 11 1 12. 7 14 8 15 16 23 17 24 18 25 19 20 26M 21 22 28 L29 301 2 3 4 91011 16 17 18 23 24 25 30 311 S M T 1 2 3 8 9 10 15 16 17 22 23 24 29 301 1 5 6 7 8 12- 14 15 19 20 21 22 26 = 28 29 JUN W T F 4 5 6 7 11. 13 14 18 19 20 21 25 M 27 28 SEP S M T W T 1 '1 2 3 4 7 8 9 10 11 14 15 16 17 13 21 22 23 24= 28 29 30 DEC S M T 1 2 7 8 9 14 15 16 21 22 23 28 29 30 W T 3 4 lo m 17 18 24 31 F S 5 6 12 13 19 20 26 27 F S 5 6 12 13 19 20 26127 ITEM NO. I APPROVED BY THE BOARD OF DIRECTORS MINUTES OF THE Of THE YORBA LINDA WATER DISTRICT YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 10, 2008 U. The January 10, 2008 regular meeting of the Yorba Linda Water District Board o Directors was called to order by President Summerfield at 8:30 a.m. The meeting wa held at the Richfield Plant, 913 S. Richfield Road, Placentia. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Richard P. Collett STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Gina Knight, HR Manager ive Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION None - Item 3 of the Consent Calendar was pulled at the request of staff for further discussion at the Executive-Administrative-Organizational Committee meeting to be held January 15, 4:00 p.m. CONSENT CALENDAR (Items 1 through 41 On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve Consent Calendar items 1, 2 and 4. 1. Minutes of the Regular Board of Directors meeting held December 27, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $352,862.77. 3. Consider a Professional Services Agreement with Foss Consulting Group for appraisal services for the District's Plumosa Drive property. Recommendation: That the Board of Directors authorize the President and Secretary to execute a Professional Services Agreement with Foss Consulting Group in an amount not to exceed $5,000, subject to review as to form by General Counsel. -I- Director Beverage wanted to know what the District will receive for the monies to be spent. General Manager Payne stated the attachment contains all the information about the parameters of the contract. Director Armstrong asked about the District's presence in downtown Yorba Linda, e.g. for drop off of bills. The Yorba Linda Chamber office was suggested as a location to distribute information about the District. There will be a report at the Public Information-Technology Committee meeting. 4. Construction of the New District Administration Building Recommendation: Approve Progress Payment No. 10 in the net amount of $427,382.60 to J.E. Grant General Contractors for construction of the New Administration Building, Job No. 200313. Director Beverage requested the Closed Session item be moved to the end of the agenda for this Board meeting and for future Board meetings. The members of the Board of Directors concurred. ACTION CALENDAR 7. Annual Board of Directors addressed the item. Director Ad Hoc Committee. Vice Pre is the alternate. Assignments Committee Assignments. President Summerfield Beverage requested that he remain on the MWDOC 3ident Mills will Chair the committee. Director Collett Executive-Administrative-Oraanizational Directors Summerfield/Mills Alternate: Collett Finance-Accountinq Directors Beverage/Summerfield Alternate: Mills Personnel-Risk Management Directors Armstrong/Collett Alternate. Summerfield Plannina-Engipeerina-Operations Directors Mills/Armstrong Alternate: Beverage Public Information-Technoloav Directors Collett/Beverage Alternate: Armstrong MWDOC Ad Hoc Committee Directors Mills/Beverage Alternate: Collett ned herein. Tuesday @ 4:00 p.m. Meets 2nd Tuesday @4:00 p.m. Meets 2nd Monday @ 4:00 p.m. Meets 1St Thursday @ 4:00 p.m. Meets 1St Tuesday @ 4:00 p.m. Meets every other month 3`d Tuesday @ 4:00 p.m. -2- Buildina Ad Hoc Committee Directors Summerfield/Beverage Alternate: Armstrong Meets 3Id Thursday @ 4:00 p.m. Intergovernmental and "Other" meeting assignments: Yorba Linda City Council Mills 1St meeting Armstrong 2nd meeting Yorba Linda Planning Commission Collett 1St meeting Summerfield 2nd meeting ACWA/JPIA Representative Director Mills - Alternate Director Armstrong ACWA Region 10 No assignment ISDOC Director Mills LAFCO As needed WACO As needed City of Yorba Linda Ad Hoc Summerfield City of Placentia Ad Hoc Beverage Director Armstrong mentioned that Director Collett was nominated and e Board of Managers for the YMCA. REPORTS. INFORMATION ITEMS AND COMMENTS 9. a. President's Report There was no report. b. Directors Reports to the Director Armstrong questioned how much runoff there was during the recent storms. Vice President Mills mentioned the invitation to attend the Groundwater Replenishment System Dedication Ceremony, Friday, January 25, 11:00 a.m. to 1:00 p.m. General Manager Payne will attend and spoke about carpooling to this event. Vice President Mills, Directors Beverage and Armstrong will attend and carpool. President Summerfield will attend but will not carpool. Director Collett will not be able to attend. Director Collett will attend the Placentia State of the City address on February 28. It was agreed the Board meeting on that date will start at 9:00 a.m. c. General Managers Report 1) Report on Eastlake pressure enhancement project. General Manager Payne mentioned an invitation from the North Orange County Legislative Alliance taking place at the Nixon Library on January 24. Elected officials will be honored. If a Director wishes to attend, please let us know, so reservations can be made. The Placentia-Yorba Linda Unified School District State of the District takes place tonight. -3- The YLWD State of the District is planned for January 22 at 11:00 a.m. in the EOC Room at the Richfield Plant. d. General Counsel's Report General Counsel Kidman predicts the state budget will take up a lot of attention and that there will be a fiscal impact on the District. He predicts Met will hear more and more about water conservation. In November, MWDOC finally had its MSR process "completed" in front of LAFCO. Essentially there were no changes. The Commission wants to keep the conflict alive between MWDOC and south county agencies. What is going on with the LAFCO MSR process seems wrong to General Counsel. It has become a review of how an agency or an agency's board is actually carrying out its responsibilities. MWDOC's Board should be covering discretionary decisions. Yet this process is being used for disgruntled constituents to be able to review these decisions. We need to be aware that it seems a bad idea for a forum like LAFCO to be used by disgruntled or unhappy constituents. Director Beverage asked how to correct this? General Counsel Kidman responded that the District needs to pay attention to groups like`iSDOC and LAFCO. The solution is political. Vice President Mills asked how the District can weight in on the issues? General Counsel Kidman responded that if you feel MWDOC is making decisions that are not right, do you try to influence those decisions or do you try to change MWDOC? The solution is to remain involved in the decision making process. With terms limits, lec Having a lobbyist in S Cindy Mejia entered the meeti COMMITTE, REPOJRTS 10. a. Executive-Administi (Summerfield/Mills) A 1) Meeting schedules b. Finance-Accounting (Mills/Beverage) Altei ators do not have the same expertise as in the past. ramento is not extremely common for agencies. at 9:07 a.m. ive-Organizational Committee for Jan 15, 2008, 4:00 p.m. Committee late: Summerfield 1) Minutes of meeting held January 8 will appear in the Board agenda for January 24, 2008. Vice President Mills reported. The investment report was reviewed. The Countrywide bond matured. Staff was requested to take another look at investing in LAIF. The big item was the request by staff to get the Committee's concurrence to discharge the auditors. They have been late and asked staff to do work they should be responsible for accomplishing. The Committee members concurred. Policy was discussed. The Committee thought it would be a good idea if each committee received -4- copies of the policies that committee is responsible to review and consolidate at the Executive Committee level. There is no policy on refunds or the state taking monies. There was discussion about the rate hearing and that it did not go as well as hoped. General Manager Payne asked for input on improving. There was a question about the amount of projected interest indicated in the budget. There was further discussion about what occurred at the public hearing with the refunds, raising rates and the budget. President Summerfield indicated the members of the Finance-Accounting Committee would be Summerfield and Beverage with Mills as alternate. He feels the committee has not yet finished with what it has been doing, and he would like Directors Beverage and Mills to continue to meet in the next couple of meetings so all issues can be resolved. General Counsel Kidman wanted to comment relative to the Brown Act and communications outside the members having compute addressed. With a compu communications from staff. probably OK. Communicati is close enough to the line 1 Board meetings. With discussion about Board of vote count outside the meeting an electronic record of a-mails members are a potential problem ere are some guidelines that must be II five Board members are able to receive imunications back to staff individually are etween Board members can be OK, but it e suggests staying away from it. Any kind g is a violation of the Brown Act. There is Communications between committee If you need to discuss what happened at a meeting, you need to call another meeting. Business must be conducted in the open. Gina Knight mentioned that one of the topics at Indian Wells was errors and omissions insurance. 2) Meeting scheduled for February 12, 4:00 p.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of the meeting held January 14 will appear in the Board agenda for January 24, 2008. 2) Meeting scheduled for February 11, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Meeting scheduled for January 11, 8:30 a.m. -5- e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held January 9 will appear in the Board agenda for January 24, 2008. Director Beverage reported. Pat Grady gave the committee input. There were several demonstrations, one on the intranet. There will be laptops in the new building for the Directors who will be able to query whether something is a policy or a resolution. 2) Meeting scheduled for February 5, 4:00 p.m, f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Meeting scheduled for January 17, 4:00 p.m. 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 11. a. Yorba Linda City Council, Jan 2. Vice President Mills attended. There was nothing to report. b. MWDOC/MWD Joint Workshop, Jan 2. General Manager Payne stated there was nothing to report. c. OCWD Board, Jan 2 (Staff) - Cancelled d. WACO, Jan 4. No one attended. e. Yorba Linda Planning Commission, Jan 9 The meeting was cancelled. -6- Barry Brokaw entered the meeting at 9:42 a.m. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after January 10, 2008. Agenda is available in the District office prior to meeting. Januarv 2008 FPlanning-Engineering-Operations Committee, Jan 11, 8:30 a.m. Armstrong/Mills Personnel-Risk Management Committee, Jan 14, 4:00 p.m. I Summerfield/Armstrong Executive-Admin-Organizational Committee, Jan 15, 4:00 p.m. I Summerfield/Mills Yorba Linda City Council, Jan 15, 6:30 p.m. Armstrong MWDOC Board, Jan 16, 8:30 a.m. Staff OCWD Board, Jan 16, 5:00 p.m. I Staff Building Ad Hoc Committee, Jan 17, 4:00 p.m. I - Yorba Linda Planning Commission, Jan 23, 6:30 p.m. I Summerfield Februarv 2008 [WACO, Feb 1, 7:30 a.m. Public Information Committee, Feb 5, 4:00 p.m. Yorba Linda City Council, Feb 5, 6:30 p.m. I MWDOC/MWD Joint Workshop, Feb 6, 8:30 a.m. I Staff OCWD Board, Feb 6, 5:00 p.m. I Staff Planning-Engineering-Operations Committee, Feb 7, 4:00 p.m. Personnel-Risk Management Committee, Feb 11, 4:00 p.m. Finance-Accounting Committee, Feb 12, 4:00 p.m. Yorba Linda Planning Commission, Feb 13, 6:30 p.m. President's Day, Feb 18 I District Offices Closed Executive-Admin-Organizational Committee, Feb 19, 4:00 p.m. Yorba Linda City Council, Feb 19, 6:30 p.m. MWDOC Board, Feb 20, 8:30 a.m. I Staff OCWD Board, Feb 20, 5:00 p.m. I Staff Building Ad Hoc Committee, Feb 21, 4:00 p.m. MWDOC Ad Hoc Committee, Feb 26, 4:00 p.m. Yorba Linda Planning Commission, Feb 27, 6:30 p.m. Yorba Linda Water District Board of Directors Meeting, Feb 28 I Commences 9:00 a.m. CONFERENCES AND SEMINARS 12. 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 DISCUSSION ITEMS 8. Barry Brokaw, Sacramento Advocates, presented an update on legislative activities. He predicted this will be a very bleak year. The question is whether the state will be able to continue to meet expectation and fund programs without increasing revenues. The Democrats believe revenue increases need to be part of the solution. The Republicans and the Governor do not want to increase taxes. At the "May Revise" of the budget, the state will really know what it has. Right now -7- there is a $14 billion deficit over the next 18 months. The Governor has proposed a fee on homeowners insurance, early release of 28,000 prisoners, education cuts and a proposed budget amendment that would trigger automatic spending cuts if the Department of Finance determines the state is facing a deficit. With the housing and mortgage crisis, unemployment has risen. Also addressed were the problems with the Delta and water delivery systems and storage combined with increasing population and the peripheral canal. Health care and the uninsured were addressed as was education issues. Other Key Water Issues for 2008 Include: SB 732 (Steinberg) Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coast Protection Bond Act of 2006. SBX2 1 (Perata) Water quality, flood control, water storage and wildlife preservation. 60% of funds appropriated for flood protection and 15-20% for projects to protect or improve drinking water quality. SBX2 2 (Perata) Safe Drinking Water Act of 2008. Senate's major water bond proposal for 2008. Provides all the Governor is seeking except funding for new water storaae reservoirs. There were A brief r( adjournei Manager it LAIF, mortgage foreclosures, non-payment of property 3 new wells, URBAN account, groundwater cleanup, Management Plan, water conservation and water safety ight of funding). :36 a.m. The Board reconvened at 10:45 a.m. and Directors were present. Also present were General sel Kidman. ADJOURN TO CLOSED SESSION 5. Conference with Legal Counsel - Existing Litigation (Subdivision (a) of Section 54956.9). Adjudicatory proceeding initiated by Yorba Linda Water District pending before Orange County Local Agency Formation Commission to annex of certain land to Orange County Water District. General Manager Payne and General Counsel Kidman left Closed Session. 6. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 12:05 p.m. -8- taxes, grant funds, dri Integrated Regional Wa CLOSED SESSION REPORT There was no reportable action taken in Closed Session. TOUR DISTRICT FACILITIES 13. Tour the new Administration Building ADJOURNMENT On a motion by Director Beverage, seconded by Vice F Directors voted 5-0 at 12:30 p.m. to adjourn to a regu Directors scheduled for January 24, 2008, at 8:30 a.m., a Linda 92886. ent Mills, the Board of eeting of the Board of Plumosa Drive, Yorba -9- ITEM NO. 2 AGENDA REPORT APPROVED BY THE BOARD Of DIRECTORS Of THE YORBA LINCA WATER DISTRICT Board Meeting Date: January 24, 2008 To: Board of Directors From: Michael A. Payne, 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: JAN Yes Total Budget: N/A All Funds N/A Job No: N/A $1,497,577.73 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 $60,732.87 to First Regional Bank for Job No. 0704 retention; a wire of $389,936.71 to MWDOC for November 2007 water purchase; a wire of $328.74 to Bank of America for bankcard; a wire of $64,323.93 to Parsons for Job No. 0704 December 2007 service; and, a check of $546,775.79 to SSC Construction, Inc. for Job No. 0704 progress payment. The balance of $222,360.47 is routine invoices. In summary, the check register total is $1,284,458.51; payroll No. 1 total is $213,119.22; and, the disbursements of this agenda report are $1,497,577.73. A summary of the checks is as follows: Pavables: Manual Checks Computer Checks Pavroll #26: Computer Checks Manual Checks Check Nos. 48119 Check Nos. 48120 Check Nos. 3714 Check Nos. 3720 48119 48214 3719 3731 The disbursement total for the current period is $1,497,577.73 distributed as follows: Water $1,468,253.82 Sewer $ 25,885.78 ID #1 $ 0.00 ID #2 $ 3,438.13 TOTAL $1,497,577.73 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 $1,497,577.73. JANUARY 24, 2008 CHECK NUMBERS: 48119 TO 48214 $ 769,136.26 WIRES: W-012408 First Regional Bank $ 60,732.87 W-01142008 MWDOC $ 389,936.71 W-011108 Bank of America $ 328.74 W-012308 Parsons $ 64,323.93 TOTAL OF CHECKS AND WIRES: PAYROLL NO. 1: CHECK NUMBERS: 3714 TO 3731 TOTAL: $1,284,458.51 $ 213,119.22 $1,497,577.73 APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JANUARY 24, 2008 TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS AS FOLLOWS: WATER $1,468,253.82 SEWER $ 25,885.78 113#1 $ 0.00 ID # 2 $ 3,438.13 TOTAL: $1,497,577.73 Yorba Linda Water DistrictCHECK REGISTER FOR CHECKS DATED 01-11-08 THRU 01-24-08 Check. Check... Posting. Vendor Name Check..... No Date Date Amount 48124 01 -24-08 01 -24 -08 AAA ELECTRIC MOTOR SALES SVC 110.48 48125 01 -24-08 01 -24 -08 ABIGAIL ABBOTT STAFFING SVC 2,106.30 48126 01 -24-08 01 -24 -08 AMERICAN WATER WORKS ASSOC. 49.00 48127 01 -24-08 01 -24 -08 ANAHEIM WHEEL & TIRE 250.00 48128 01 -24-08 01 -24 -08 ANH HUONG NGUYEN 145.00 48129 01 -24-08 01 -24 -08 ANSWER ONE COMMUNICATIONS 490.51 48130 01 -24-08 01 -24 -08 ARAMARK WORK APPAREL & UNIFORM 1,106.43 48131 01 -24-08 01 -24 -08 ARROW HARDWARE 815.32 48132 01 -24-08 01 -24 -08 ARROWHEAD 12.69 48133 01 -24-08 01 -24 -08 ATWOOD SALES 430.76 48134 01 -24-08 01 -24 -08 AUTOMATION SERVICES, LLC 170.00 48135 01 -24-08 01 -24 -08 B & M LAWN & GARDEN 322.17 011108 01 --11-08 01 -11 -08 BANK OF AMERICA 328.74 48136 01 -24-08 01 -24 -08 BRIAN VARGAS 157.50 48137 01 -24-08 01 -24 -08 CADET UNIFORM SERVICE 802.52 48138 01 -24-08 01 -24 -08 CEIL KIRBY MAPS 221.16 48139 01 -24-08 01 -24 -08 CERIDIAN BENEFITS SERVICES 200.00 48140 01 -24-08 01-24-08 CHARLES Z. FEDAK & COMPANY 608.00 48141 01 -24-08 01 -24 -08 CITY OF ANAHEIM 8,301.16 48142 01 -24-08 01-24 -08 CITY OF PLACENTIA 13,004.95 48143 01 -24-08 01 -24-08 CLINICAL LAB. OF SAN BERN. 4,340.00 48144 01 -24-08 01 -24-08 D. R. CRISKE TRUCKING 5,628.18 48145 01 -24-08 01 -24 -08 DANGELO CO. 1,309.85 48146 01 -24-08 01 -24 -08 DATALOK ORANGE COUNTY 303.96 48147 01 -24-08 01 -24 -08 DELL MARKETING L. P. 6,313.84 48148 01 -24-08 01- 24 -08 DELTA DENTAL - PMI 275.63 48149 01 -24-08 01- 24- 08 DME INCORPORATED 325.00 48150 01 -24-08 01- 24- 08 ESTERLINE PRESSURE SYSTEMS 910.58 48151 01 -24-08 01 -24- 08 FAIRWAY FORD SALES, INC. 1,060.95 48152 01- 24-08 01- 24- 08 FEDERAL EXPRESS 64.39 012408 01- 24-08 01- 24- 08 FIRST REGIONAL BANK 60,732.87 48153 01- 24-08 01- 24- 08 FREDDIE OJEDA 185.00 48154 01- 24-08 01- 24- 08 FRY'S ELECTRONICS 290.69 48155 01- 24-08 01-24- 08 GARDEN GATE FLOWER SHOP 131.44 48156 01-24-08 01-24- 08 GENERAL PUMP CO., INC. 14,040.24 48157 01- 24-08 01-24- 08 H D WATERWORKS 675.90 48120 01- 24-08 01- 11- 08 HEATHER EVENSON 2.02 48158 01- 24-08 01- 24- 08 HOME DEPOT CREDIT SERVICES 87.34 48159 01- 24-08 01-24- 08 INFOSEND 1,285.82 48160 01- 24-08 01-24- 08 ISDOC 50.00 48161 01- 24-08 01- 24- 08 JIMMY DE ANDA 90.00 48162 01- 24-08 01- 24- 08 JOBS AVAILABLE 700.00 48163 01- 24-08 01- 24- 08 KAREN SALVATORE 106.02 48123 01- 24-08 01- 17- 08 LAURIE ARTEAGA 52.67 48164 01- 24-08 01- 24- 08 LEON DE LOS REYES 357.50 48165 01- 24-08 01- 24- 08 LIEBERT CASSIDY WHITMORE 81.00 48166 01- 24-08 01- 24- 08 LINCOLN NATIONAL LIFE 1,748.88 48167 01- 24-08 01- 24- 08 LLOYD PEST CONTROL 63.00 48119 01- 11-08 01- 11- 08 LOGICNOW 499.99 48168 01- 24-08 01- 24- 08 MANAGEMENT ACTION PROGRAMS INC 5,000.00 48169 01- 24-08 01- 24- 08 MC FADDEN-DALE HARDWARE 930.86 Yorba Linda Water Dist.rictCHECK REGISTER FOR CHECKS DATED 01-11-08 THRU 01-24-08 Check. Check... Posting. Vendor Name Check..... No Date Date Amount 48170 01 -24 -08 01 -24 -08 MC MASTER-CARR SUPPLY CO. 164.62 48171 01 -24 -08 01 -24 -08 MCCORMICK,KIDMAN & BEHRENS LLP 25,692.78 48172 01 -24 -08 01 -24 -08 MICHAEL PAYNE 31.00 48121 01 -24 -08 01 -11 -08 MICHAEL SELEPEC 63.39 48173 01 -24 -08 01 -24 -08 MINUTEMAN PRESS 387.59 48174 01 -24 -08 01 -24 -08 MODULAR SPACE CORPORATION 539.83 48175 01 -24 -08 01 -24 -08 MTL OPEN SYSTEM 13,433.04 142008 01 -14 -08 01 -14 -08 MUNICIPAL WATER DISTRICT 389,936.71 48176 01 -24 -08 01 -24 -08 MWH SOFT INC 2,000.00 48177 01 -24 -08 01 -24 -08 NICKEY PETROLEUM CO 3,682.47 48178 01 -24 -08 01 -24 -08 OFFICE SOLUTIONS 1,334.03 48179 01 -24 -08 01 -24 -08 OMNI WESTERN INC 221.47 48180 01 -24 -08 01 -24 -08 ORANGE COUNTY - AUDITOR/CONT 504.38 48181 01-24 -08 01 -24-08 PACIFIC COAST TOOL & SUPPLY 283.69 012308 01 -23 -08 01 -23 -08 PARSONS ENGINEERING SCIENCE 64,323.93 48182 01 -24 -08 01 -24 -08 PLACENTIA DISPOSAL 366.48 48183 01 -24 -08 01 -24 -08 PRAXAIR DISTRIBUTION 99.45 48184 01-24 -08 01 -24 -08 RUTAN & TUCKER 264.00 48185 01 -24 -08 01 -24 -08 RYAN PRESS C/O 242.44 48186 01 -24 -08 01 -24 -08 SADDLEBACK MATERIALS COMPANY 645.56 48187 01 -24 -08 01 -24 -08 SAGE DESIGNS, INC. 3,115.05 48188 01- 24 -08 01 -24 -08 SARBS-CWEA 265.00 48189 01- 24 -08 01 -24- 08 SCOTT W. MOULTON 1,350.00 48190 01- 24-08 01 -24- 08 SECURITY SOLUTIONS 325.00 48191 01- 24- 08 01 -24- 08 SHRED-IT LOS ANGELES 130.00 48192 01- 24-08 01 -24- 08 SOUTHERN CALIF EDISON CO. 54,061.31 48193 01- 24-08 01 -24- 08 SOUTHWEST NETWORKS 358.95 48194 01- 24- 08 01 -24- 08 SOUTHWEST NETWORKS INCORPORATE 607.50 48195 01-24- 08 01- 24- 08 SSC CONSTRUCTION, INC 546,775.79 48196 01- 24- 08 01- 24- 08 ST.JOSEPH HERITAGE HEALTHCARE 450.00 48197 01- 24- 08 01- 24- 08 STACY BAVOL/PETTY CASH 650.09 48198 01-24- 08 01-24- 08 STAPLES 30.79 48199 01- 24- 08 01- 24- 08 STATER BROS. MARKETS 31.93 48122 01- 24- 08 01- 11- 08 STEVE DAETWEILER 74.77 48200 01- 24- 08 01- 24- 08 STEVEN ENTERPRISES 338.25 48201 01- 24- 08 01- 24- 08 TECH NET PLUS 483.80 48202 01- 24- 08 01- 24- 08 TETRA TECH, ISG #1 9,515.38 48203 01- 24- 08 01- 24- 08 THE OC ADVOCACY GROUP 2,500.00 48204 01- 24- 08 01- 24- 08 TOWNSEND PUBLIC AFFAIRS, INC. 5,240.00 48205 01- 24- 08 01- 24- 08 ULINE SHIPPING SUPPLY 164.40 48206 01- 24- 08 01- 24- 08 UNDERGROUND SERVICE ALERT 220.80 48207 01- 24- 08 01- 24- 08 UNITED TRAFFIC 1,345.80 48208 01- 24- 08 01- 24- 08 VILLAGE NURSERIES 21.66 48209 01- 24- 08 01- 24- 08 VISION SERVICE PLAN 1,596.95 48210 01- 24- 08 01- 24- 08 WELLS SUPPLY CO 12,817.63 48211 01- 24- 08 01- 24- 08 WELLS TAPPING SERVICE., INC. 225.00 48212 01- 24- 08 01- 24- 08 YORBA LINDA AUTO PARTS 174.56 48213 01- 24- 08 01- 24- 08 YORBA LINDA DISPOSAL SERVICES 49.05 48214 01- 24- 08 01- 24- 08 YORBA LINDA HARDWARE 45.88 1,284,458.51 ITEM NO.3 AGENDA REPORT F_''PROVED w THE BOA.Q OF D!RKT^ti:i Board Meeting Date: January 24, 2008 3F ~q,,ORBALIN'AWATERJ1sTR'cT To: Board of Directors' From: Michael A. Payne, General Manager Staff Contact: Ken Vecchiarelli, Assistant General Manager Joe Polimino, Project Engineer Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5M Funding Source: District and Developer Funds CEQA Account No: 101-2700 Job No: 200704 Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5M Dept: Eng Subject: Progress Payment for Construction of the Lakeview Reservoir SUMMARY: On January 25, 2007, the District Board of Directors authorized the execution of an agreement with SSC Construction, Inc. (SSC) for construction of an 8 million gallon underground concrete reservoir, piping and appurtenances. The project also includes demolition of the existing Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover Development and south of Vista Del Verde's Village 4. When completed, the project will increase operational, fire and emergency storage capacity, retain better water quality through improved circulation and improve reliability of the water system. DISCUSSION: In accordance with the contract documents, SSC submitted a request for Progress Payment No. 8, in the net amount of $546,775.79 for completed work through December 31, 2007. During this period, the contractor worked on installation of shoring for the West Bay Roof concrete forms. Center Bay progress continued with wall construction, including installation of reinforcing steel, formwork, and concrete placement. Concrete finishing on walls and columns continued in both bays. Columns continued to be formed and poured in the Center Bay. The contractor continued progress on yard piping and began excavation for Outlet Valve Vault Number 1. The status of the construction contract with SSC Construction, Inc. is as follows: • The current contract is $10,489,500 and 487 calendar days starting June 18, 2007. • If approved, Progress Payment No. 8 is $607,528.66 (5.8% of the total contract amount), less 10% retention of $60,752.87 for a net payment of $546,775.79. • Total payments to date including retention are $5,635,784.08 (53.7% of the total contract amount) • As of December 31, 2007, 197 calendar days were used (40.5% of the contract time). Staff and Parsons, the District's consulting engineer for the project, reviewed the contractor's progress payment and recommend approval. A copy of Progress Payment No. 8 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): On January 25, 2007, the District Board of Directors approved and awarded a construction contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8 million gallon underground concrete reservoir, piping and appurtenances, and demolition of the existing Bastanchury Booster Pump Station and Reservoir. The Board has approved seven progress payments to date for this project, the most recent of which was approved on December 27, 2007. STAFF RECOMMENDATION: Approve Progress Payment No. 8 in the net amount of $546,775.79 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. • • YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT PROJECT Lakeview Reservoir Project PROGRESS PAY REQUEST NO. 8 LOCATION Yorba Linda, CA PROJECT NO. 200704 PAGE 1 OF 1 PAGES CONTRACTOR SSC Construction, Inc. DATE 12/31/07 ORIGINAL CONTRACT AMOUNT: $ 10,489,500 AUTHORIZED CHANGE ORDERS: $ - REVISED CONTRACT AMOUNT: $ 10,489,500 PROGRESS PAY ESTIMATE FOR PERIOD • • VALUE OF WORK COMPLETED CHANGE ORDER WORK COMPLETED TOTAL VALUE OF WORK COMPLETED LESS RETENTION 10% LESS OTHER DEDUCTIONS NET EARNED TO DATE 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 December 1, 2007 PREVIOUS $ 5,028,255.42 I $ $ - I$ $ 5,028,255.42 I $ June 18, 2007 487 CALENDAR DAYS 0 CALENDAR DAYS 487 CALENDAR DAYS 197 CALENDAR DAYS 290 CALENDAR DAYS REQUESTED BY: Brent Br er, Ao'ntroller~SSCIConstruction Inc. APPROVED BY: AV Richard Bentwood, Project Manager, Parsons APPROVED BY: / K neth R. Vecc iarelli, ssistant 'eneral Manage-r, 1'LWD TO December 31, 2007 THIS MONTH TO DATE 607,528.66 I $ 5,635,784.08 - Is - 607,528.66 I $ 5,635,784.08 $ 563,578.41 $ 5,072,205.67 $ 4,525,429.88 $ 546,775.79 DATE: 121X-2 DATE: I - 03 -D2~ DATE: % - D k ITEM NO. AGENDA REPORT Board Meeting Date: January 24, 2008 APPROVED BY THE BOARD OFOIRECTORS OF THE YORBA LINDA WATER DISTRICT To: Board of Directors JAN ~ 4 2001- From: Michael A. Payne, General Manager Staff Contact: Diane Cyganik, Finance Director Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $43,500 Funding Source: Water Operating Fund CEQA Account No: 133780 Job No: N/A Compliance: N/A Estimated Costs: Unknown Dept: Bus Subject: Termination of Professional Services Agreement with Charles Z. Fedak & Company SUMMARY: Charles Z. Fedak & Company, the District's Independent auditors, recently completed their second year of a three year contract with the District for the fiscal year ending June 30, 2007. The Professional Services Agreement is for a term of three (3) fiscal years with the option of auditing the District's financial statements for two (2) subsequent fiscal years. DISCUSSION: The District is not pleased with the level of service provided by Charles Z. Fedak & Company over the past two years. Staff would like to terminate the professional services agreement and be given authorization to solicit proposals for new independent auditors. The current agreement has provisions for early termination. The District's current policy is to enter into multi-year agreements of not more than five (5) years in duration when obtaining the services of independent auditors. PRIOR RELEVANT BOARD ACTION(S): On May 2, 2006, the Board of Directors Agreement approved a professional services agreement with Charles Z. Fedak & Company for the District's Independent Audit services. STAFF RECOMMENDATION: That the Board of Directors approve to terminate the Agreement with Charles Z. Fedak & Company and to authorize staff to solicit requests for proposals for new independent auditors. COMMITTEE RECOMMENDATION: The Finance-Accounting Committee discussed this matter on January 8, 2008 and supports staffs' recommendation to terminate the Agreement with Charles Z. Fedak & Company and to solicit requests for proposals for new independent auditors. ITEM NO AGENDA REPORT Board Meeting Date: January 24, 2008 To: Board of Directors From: Michael A. Payne, General Manager A' ROV'0 S' f;!E BO RO )F bRECTn';:, OF THE "ORBA JNCA WATER DISTRICT k Staff Contact: Ken Vecchiarelli, Assistant General Manager Reviewed by General Counsel: Budgeted: No Total Budget: Funding Source: All Water Funds CEQA Account No: Job No: Compliance: N/A Estimated Costs: $ 200,000 Dept: Subject: Oil Well Abandonment at Highland Reservoir Site N/A 5 200309 Eng SUMMARY: Design of the Highland Reservoir Replacement Project is now complete and the project is currently out for public bids. Sealed bids are due on Thursday, January 24, 2008 following two postponements which allowed interested general contractors more time to prepare their bid packages and solicit prices from subcontractors and suppliers. The reservoir site has two orphaned oil wells that have been inactive for decades and must be properly abandoned in accordance with the requirements of the Resources Agency of California, Department of Conservation, Division of Oil, Gas, and Geothermal Resources (DOGGR). This work must be completed prior to awarding construction of the District's reservoir replacement project. DISCUSSION: The District has applied for and received a permit from the State Department of Conservation, Division of Oil, Gas, and Geothermal Resources (DOGGR) to abandon two orphaned oil wells on its Highland Reservoir site. Staff solicited proposals from several qualified contractors and received only one proposal from Harbor Resources, Inc. in the amount of $151, 325.20. Staff consulted with Tetra Tech, Inc. out of their Long Beach offices, with the principal engineer who provided oversight to AERA Energy on hundreds of oil well abandonments in the Vista del Verde Development. Tetra Tech confirmed Harbor Resources experience and that their proposal reflects the services required to properly comply with the DOGGR permits. Harbor has the experience, availability and willingness to work with the District to accomplish this work within the next four to six weeks. Due to the complex nature of this work, the specialized skills and equipment required, timing issues on the District's reservoir project and the fact that only one company was willing to submit a proposal for the work, staff recommends bypassing the normal public bid process and awarding the work to Harbor Resources. STAFF RECOMMENDATION: Authorize the General Manager to execute an agreement with Harbor Resources, Inc. in the amount of $151,325.20 to properly abandon two oil wells on the District's Highland Reservoir Site, Job No. 200309. COMMITTEE RECOMMENDATION: The Planning-Engineering-Operations Committee discussed this matter at their meeting on December 14, 2007 and again briefly at the meeting on January 11, 2008. 3S f 'f• W d I_ 4 ~ R y rf 55-4199 oil Mtc~b~~-~;J Corp -Irt .,3 w C11- t tixl Oil Co 1 r 1peO/j t"orp. Qt t C~a 1 79'4,53' +3 N41ye ,i THE `r OR BA~INCAWATP'YS`?iG J,"-~. i "%l, - ITEM NO. 8 ~Z- MINUTES YORBA LINDA WATER DISTRICT EXEC TIVE-A INISTRATIVE-ORGANIZATIONAL COMMITTEE MEETING December 11, 2007 4:30 p.m. The Executive-Administrative-Organizational Committee Meeting was called to order by Committee Chair John Summerfield at 4:30 p.m. The meeting took place at the District's headquarters at 4622 Plumosa Drive, Yorba Linda. COMMITTEE MEMBERS PRESENT: Director John Summerfield, Chair Director William R. Mills STAFF PRESENT: Michael A. Payne, General Manager INTRODUCTION OF VISITORS AND PUBLIC COMMENTS: None ACTION ITEMS: 1. Consider a Professional Services Agreement with Foss Consulting Group for appraisal services for the District's Plumosa Drive property. The Committee discussed the proposal submitted by Foss Consulting Group. The committee requested staff to research several areas of concern. Staff will meet with the consultant. DISCUSSION ITEMS: 2. MWDOC Municipal Services Review The Committee discussed the request for proposals for the proposal submitted by Foss Consulting Group. The committee offered advice to the staff about including the three cities into the study. Staff will meet with LAFCO. 3. Revisions to the Joint Powers Insurance Authority Agreement for Internal Revenue Service Compliance. General Manager Payne reported that ACWA/JPIA was required to amend the agreement with the member agencies due to an IRS ruling. The ruling does not impact YLWD. 4. Board Policies General Manager Payne reported that at the Finance-Accounting Committee, the committee suggested the Executive Committee to review District policies. General Manager presented the committee with the policies of the District. Staff will prepare additional material for the committee and the Board on the various policies. ADJOURNMENT: The committee adjourned at 5:10 p.m. The next Executive-Administrative- Organizational Committee is scheduled for February 19, 2008 at 4:00 p.m. 0 ITEM NO. 8fs-~ MINUTES OF THE Ode `,AJN,AWATER DISTRIC,T YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE Awas January 8, 2008 A meeting of the Yorba Linda Water District Finance-Accounting Commto order by Committee Chairman William R. Mills at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT: Director William R. Mills, Chair Director Michael J. Beverage VISITORS PRESENT: None STAFF PRESENT: Michael Payne, General Manager Ken Vecchiarelli, Assistant GM Sandi Van Etten, Sr. Accountant ACTION ITEMS: 1. Termination of Professional Services Agreement with Charles Z. Fedak & Co. The committee recommended termination of the contract with Charles Z. Fedak & Co. as the District's auditors. The previous District auditors may be included in the RFP process to solicit new auditors. DISCUSSION ITEMS: 2. Further discussion of Water Rate Report - 2008. Directors Beverage and Mills revisited the assumptions used in preparing the water rate report. The report is accurate as stated. 3. Review of Investment Report for the month ending November 30, 2007. The Investment Report for month ending November 30, 2007 was discussed and accepted as presented. 4. Monthly status report on portfolio investments ending December 31, 2007. Keith Khorey, Principal of Wells Capital Management, was on standby for a conference call. It was decided to bypass the discussion this time, eliminate a routine call to him and contact him as needed. ADJOURNMENT: The Committee adjourned at 11:30 a.m. The next Finance-Accounting Committee meeting is scheduled for February 12, 4:00 p.m., at District Headquarters, 4622 Plumosa Drive, Yorba Linda, CA. ITEM NO. SG A"PROVED CY THE BOARD OF DIECT901.3 OF THE YORBA INCA WATER DISTRICT MINUTES OF THE YORBA LINDA WATER DISTRICT VAS , r 4 _ PERSONNEL-RISK MANAGEMENT COMMITTEE January 14, 2008 A meeting of the Yorba Linda Water District Personnel-Risk Management Committee was called to order by Committee Chairman Paul R. Armstrong at 4:00 p.m. The meeting was held at the District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT: Chairman Director Paul R. Armstrong Director Ric Collett STAFF PRESENT: Michael A. Payne, General Manager Gina Knight, Human Resources Manager VISITORS PRESENT: None ACTION ITEMS: 1. None. STANDING ITEMS: 2. Staff gave a recap on the November 26, 2007 ACWA-JPIA Board of Directors' Meeting which was held at Indian Wells. Staff shared information about the District's workers compensation, property and liability loss ratio reports and where the Districted ranked in comparison to the other ACWA member agencies. 3. Staff informed the committee about the ACWA-JPIA RPA Stabilization Fund Report. 4. Staff discussed comparing costs verses losses regarding additional property insurance coverage due to various claims involving District vehicles prior to the renewal of the District's property insurance policy. 5. Staff informed the committee on the status of the District's current recruitments and new hires. 4. Staff informed the committee on the status of current litigation. ADJOURNMENT: The Committee adjourned at 5:00 p.m. The next Personnel-Risk Management Committee meeting is scheduled for February 11, 2008 at 4:00 pm at the Main Office. ITEM NO. Ok N'A' 0 6' TI'~E 9N RD OF D AECTOR6 MINUTES OF THE OF THE"ORBALINCAWATERUISTRICT YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE f' January 11, 2008, 8:30 A.M. t, A meeting of the Planning-Engineering-Operations Committee was called to order by Committee Chair William Mills at 8:30 a.m. The meeting was held at the District Administrative Office at 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT: Director William R. Mills, Chair Director Paul R. Armstrong, Member VISITORS PRESENT: See attached sign in sheet. STAFF PRESENT: Mike Payne, General Manager Ken Vecchiarelli, Assistant GM John DeCriscio, Chief Plant Operator ACTION ITEMS: 1. Pressure Zone Reconfiguration and Extension Projects. Staff presented results from updated network modeling and engineering estimates for costs of the proposed Zone Reconfiguration Projects. These results were discussed at length with the Committee and homeowners from the East Lake Village Area. Several homeowners attended the meeting to go on record with their support of a District funded solution to the low water pressures experienced in their area. Staff was instructed to complete their investigation and compile the finished report for the next Planning-Engineering- Operations Committee meeting. The homeowners and representatives from the area HOA, left the meeting following the presentation and subsequent discussions. DISCUSSION ITEMS: 2. Preventative Maintenance Program Status Report. Mr. DeCriscio handed out a spreadsheet with the monthly maintenance activities updated and led a brief discussion on these activities. 3. Staff did not attend the Monthly MWDOC Managers Meeting. 4. Mr. Vecchiarelli reported on the topics discussed at the monthly Orange County Groundwater Producers Meetings. 5. There was no report on the status of the Meter Replacement Project. 6. Messrs. Vecchiarelli and DeCriscio reported on the monthly water production and purchased imports through December 2007. 7. Mr. Vecchiarelli gave a brief report on the status of capital improvement projects in progress. ADJOURNMENT: The Committee adjourned at 11:02 a.m. The next regularly scheduled Planning-Engineering- Operations Committee will be held February 7, 2008. -1- ITEM NO. 8 e, Of NE'/OHBA L(Bir,A ^NVRf~W JI&Tr~~ YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY I.^.N •1, 4 7~ijr COMMITTEE MEETING January 9, 2008Y.: A meeting of the Yorba Linda Water District Public Information-Technology Committee was called to order by Director Beverage at 4:09 pm. Alternate Director Armstrong replaced Chair Collett for this meeting. The meeting was held at the District Administration Office at 4622 Plumosa Drive, Yorba Linda. COMMITTEE: STAFF: Director Ric Collett, Chair Michael A. Payne, General Manager Director Michael J. Beverage Pat Grady, Information Technology Director Alternate: Paul R. Armstrong Cindy Mejia, Assistant Administrator INTRODUCTION OF VISITORS AND PUBLIC COMMENTS; None ACTION ITEMS: 1. The PI Committee agreed to recommend to the Board of Directors approval of soliciting a contract for upgrading the District's website with T-Write Design. A brief description of the three companies that bid on the website request for proposal was presented and staff recommended T-Write, based on cost, ease of modification and overall customer service. Director Beverage suggested the PI Committee approve the request for a contract without going to the Board of Directors for action. He concluded this item fell under the General Manager's ability to approve items without Board of Directors approval. General Manager Payne agreed and stated the website would be completed concurrent with the move into the new Administration building. DISCUSSION ITEMS: 2. Status report on District Information activities a. Public Activities - Dec. 2007. Cindy Mejia presented a list of public activities and events she attended during the month of December and briefly spoke of the activities coming in January. The Committee requested that she try to give them an idea of events coming up in the next six months. Mike Payne explained that the new intranet, due to debut at the State of the District, would hold a general calendar where such events could be entered and viewed at any time by the Board Members. Director Armstrong suggested the District continue to be a strong force in the City of Yorba Linda after the move to the new building. Cindy Mejia also presented the notes on the meeting held January 7, 2008 regarding the update of the District video and the upcoming Historical video. b. New Logo Update. Cindy Mejia presented quotes for prices on logo design from two companies. Director Beverage requested staff to consider hiring the company he had worked with previously. C. ACWA Letter Request - Prop. 1A. Cindy Mejia presented the letters that were sent at the request of ACWA to a local legislator regarding Proposition 1A. This was for information only. d. Water Bill Messages. Cindy Mejia presented the message that had gone out December 10, 2008 and indicated such messages would continue to go out every billing cycle. This was for information only. e. SmarTimer program update. Cindy Mejia informed the Committee that a construction company operating in Kerrigan Ranch applied for 374 timers at a cost to the Yorba Linda Water District of $5,030. This one account would put the Public Relations budget over by $4,500 for the fiscal year. Mike Payne had informed Cindy Mejia that this was fine, and we would attempt to increase the funds in this area during the next budgeting process. Director Beverage agreed and stated that being upside down in this area meant we were increasing overall water conservation. 3. Telemetry Upgrade-IT. Pat Grady informed the Committee that when he was hired, he requested the telemetry division be moved from the Operations Department to the IT Department, for ease of updating purposes. This was done, and IT is in the process of converting from the old program to the new one. The conversion is due to be completed by the date of the move into the new Administration building. Director Armstrong asked if the ultimate goal was to be independent of radio, and Pat Grady informed the committee that the District may eventually go to cell technology, but that such a change would not be coming anytime soon. 4. Intranet Demonstration. Pat Grady demonstrated the District's intranet, which employees could access from home as well as from the office. The dynamic calendar of events and department tabs, under which documents employees could access at any time are posted, were included in the demonstration. 5. GIS Update. Pat Grady informed the Committee that the GIS system is due to be completed in August 2008. He stated there are two processes to convert the GIS database: first is that of the Plat sheets, second is to scan the As-Built maps and link to the actual maps. 6. IT General Update. Pat Grady informed the Committee that the District's version of Microsoft Exchange was updated during the past week from 2000 to 2007. He also informed the Committee that on January 23, 2008, Springbrook Systems would be making a presentation to the IT Director on a new Financial and Utility Billing package. ADJOURNMENT: The next meeting of the Public Information Committee is scheduled for February 5, 2008 at 4:00 p.m.