HomeMy WebLinkAbout2008-02-28 - Board of Directors Meeting Agenda Packet■ ■
Agenda Packet
Regular Meeting of the
Board of Directors
February 28, 2008
9:00 a. m.
4622 Plumosa Drive, Yorba Linda, CA 92886
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Yorba Linda Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, February 28, 2008, 9:00 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
None
CONSENT CALENDAR (Items 1 throuqh 5)
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 February 14, 2008.
Recommendation: Approve the minutes as presented.
2. Payment of bills, refunds, and wire transfers.
Recommendation: Ratify and authorize disbursements in the amount of
$1,027,789.83.
3. Investment Report for Quarter Ending December 31, 2007.
Recommendation: Receive and file the investment report for the quarter
ending December 31, 2007.
4. Progress Payment for Construction of the Lakeview Reservoir.
Recommendation: Approve Progress Payment No. 9 in the net amount of
$537,081.05 to SSC Construction, Inc. for construction of the Lakeview
Reservoir Project, Job No. 200704.
5. Damage Claim filed by Marion Goode, 937 Berkenstock Lane, Placentia, CA.
Recommendation: 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 actions.
6. Change Orders for Construction of the New District Administration Building.
Recommendation: That the Board of Directors approve Change Order No. 10
to J.E. Grant General Contractors in the amount of $62,525.23 and a time
extension of 15 calendar days for construction of the New Administration
Building, Job No. 200313.
7. Consider a Policy on the Disposition of Unexpected Refunds from Outside
Agencies.
Recommendation: That the Board of Directors adopt Resolution No. 08-01,
Resolution of the Board of Directors of the Yorba Linda Water District
Adopting a Policy on the Disposition of Unexpected Refunds from Outside
Agencies..
8. Consider a Policy on the Criteria Used for Determining the Basic Service Charge
Component of the Water Rate.
Recommendation: That the Board of Directors adopt Resolution No. 08-02,
Resolution of the Yorba Linda Water District on Setting Forth the Policy on
the Criteria Used for Determining the Basic Service Charge Component of the
Water Rate.
DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of
the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or
similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting,
it is generally in the District's interest to discuss these more complex matters at one meeting and consider
formal action at another meeting. This portion of the agenda may also include items for information only.
9. None.
REPORTS, INFORMATION ITEMS AND COMMENTS
10. a. President's Report
b. Directors Reports
c. General Managers Report
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COMMITTEE REPORTS
11. a. Executive-Administrative-Organizational Committee
(Collett/Summerfield) Alternate: Armstrong
1) Minutes of meeting held February 20 will appear in the Board agenda for
March 13.
2) Meeting scheduled for March 18, 4:00 p.m.
b. Finance-Accounting Committee
(Mills/Beverage) Alternate: Summerfield
1) Minutes of meeting held February 12.
2) Meeting scheduled for March 11, 4:00 p.m.
c. Personnel-Risk Management Committee
(Summerfield/Armstrong) Alternate: Mills
1) Minutes of meeting held February 22 will appear in the Board agenda for
March 13.
2) Meeting scheduled for March 10, 4:00 p.m.
d. Planning-Engineering-Operations Committee
(Armstrong/Mills) Alternate: Collett
1) Meeting scheduled for March 6, 4:00 p.m.
e. Public Information Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held February 13.
2) Minutes of meeting held February 27 will appear in the Board agenda for
March 13.
3) Meeting scheduled for March 4, 4:00 p.m.
f. Building Ad Hoc Committee
(Summerfield/Beverage) Alternate: Armstrong
1) Minutes of meeting held February 21 will appear in the Board agenda for
March 13.
2) Meeting scheduled for March 20, 4:00 p.m.
g. MWDOC Ad Hoc Committee
(Beverage/Collett) Alternate: Mills
1) Minutes of meeting held February 26 will appear in the Board agenda for
March 13.
2) Meeting scheduled for April 22, 4:00 p.m.
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h. City of Placentia Ad Hoc Committee
(Beverage/Payne)
1) Meeting scheduled for February 29 at 10:00 a.m. at the Richfield Plant.
INTERGOVERNMENTAL MEETINGS
12. a. Yorba Linda City Council, February 19 (Armstrong)
b. MWDOC Board, February 20 (Staff)
c. OCWD Board, February 20 (Staff)
d. Yorba Linda Planning Commission, February 27 (Summerfield)
BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after February 28, 2008. Agenda is available in the District office
prior to meeting.
March 2008
FPublic 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 p.m.
Finance-Accounting Committee, March 11, 4:00 p.m.
Yorba Linda Planning Commission, March 12, 6:30 p.m.
District Board Meeting, March 13, 8:30 a.m.
Executive-Admin-Organizational Committee, March 18, 4:00 p.m.
Yorba Linda City Council, March 18, 6:30 p.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 p.m.
District Board Meeting, March 27, 8:30 a.m.
April 2008
FPublic Information Committee, April 1, 4:00 p.m.
Yorba Linda City Council, April 1, 6:30 p.m.
MWDOC/MWD Joint Workshop, April 2, 8:30 a.m.
OCWD Board, April 2, 5:00 p.m.
Planning-Engineering-Operations Committee, April 3, 4:00 p.m
WACO, April 4, 7:30 a.m.
Collett/Beverage
Mills
Staff
Staff
Mills/Armstrong
Armstrong/Collett
Beverage/Summerfield
Collett
Summerfield/Mills
Armstrong
Staff
Staff
Beverage/Summerfield
Summerfield
Collett/Beverage
Mills
Staff
Staff
Mills/Armstrong
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Finance-Accounting Committee, April 8, 4:00 p.m.
Yorba Linda Planning Commission, April 9, 6:30 p.m.
District Board Meeting April 10, 8:30 a.m.
Personnel-Risk Management Committee, April 14, 4:00 p.m.
Executive-Admin-Organizational Committee, April 15, 4:00 p.m
Yorba Linda City Council, April 15 18, 6:30 p.m.
MWDOC Board, April 16, 8:30 a.m.
OCWD Board, April 16,5:00 p.m.
Building Ad Hoc Committee, April 17, 4:00 p.m.
Yorba Linda Planning Commission, April 23, 6:30 p.m.
District Board Meeting, April 24, 8:30 a.m.
CONFERENCES AND SEMINARS
Beverage/Summerfield
Collett
Armstrong/Collett
Summerfield/Mills
Armstrong
Staff
Staff
Summerfield/Beverage
Summerfield
13. 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
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.
14. None
ADJOURNMENT
A regular meeting of the Board of Directors is scheduled for March 13, 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.
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2008 BOARD
OF DIRECTORS
CALENDAR
JAN
FEB
MAR
S
M
T
W T F
S
S
M
T
W T
F
S
S
M
T
W T
F
Sl
'1
2 3 4
5
1
2
1
6
7
8
9011
12
3
4
5
6 7
8
9
2
3
4
5 6
7
8
13
14
15
16 17 18
19
10
11
12
13-
15
16
9
10
11
12-
14
15
20
21
22
23 ■ 25
26
17
181
19
20 21
22
23
16
17
18
19 20
21
22
27
28
29
30 31
24
25
26
270
29
23
24
25
26M
28
29
30
311
APR
MAY
JUN
S
M
T
W T F
S
S
M
T
W T
F
S
S
M
T
W T
F
1
2 3 4
5
1
2
3
1
2
3
4 5
6
7
6
7
8
9■ 11
12
4
5
6
70
9
10
8
9
10
11 12
13
14
13
14
15
16 17 18
19
11
12
13
14 15
16
17
15
16
17
18 19
20
21
20
21
22
23. 25
26
18
19
20
21-
23
24
22
23
24
25M
27
28
27
28
29
30
25
261
27
28 29
30
31
29
301
JUL
AUG
SEP
S
M
T
W T F
S
S
M
T
W T
F
S
S
M
T
W T
F
S
1
2 3 4 5
1
2
1f 2
3 4
5
6
6
7
8
9 11
12
3
4
5
6 7
8
9
7
8
9
10-
12
13
13
14
15
16 17 18
19
10
11
12
13-
15
16
14
15
16
17 18
19
20
20
21
22
23 0 25
26
17
18
19
20 21
22
23
21
22
23
24 =
26
27
27
28
29
30 31
24
25
26
27M
29
30
28
29
30
311
OCT
NOV
DEC
S
M
T
W T F
S
S
M
T
W T
F
S
S
M
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1 2 3
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1
1
2
3/1
5
6
5
6
7
8010
11
2
3
4
5 6
7
8
7
8
9
10 11
12
13
12
13
14
15 16 17
18
9
10
111 12.
14
15
14
15
16
17 18
19
20
19
20
21
22 0 24
25
16
17
18
19 20
21
22
21
22
23
24 ~ '-2- 6`
26127
26
27
28
29 30 31
23
24
25
260
28 29
28
29
30
31
301
Holiday
Board Meeting
Activities
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
February 14, 2008
The February 14, 2008 regular meeting of the Yorba Linda
Directors was called to order by President Summerfield at 8:30
held at the District's offices at 4622 Plumosa Drive, Yorba Linda
~Y -
Water District Board of
a.m. The meeting was
DIRECTORS PRESENT AT ROLL CALL STAFF PRESENT
John W. Summerfield, President
Michael A. Payne, General Manager
William R. Mills, Vice President
Arthur G. Kidman, General Counsel
Paul R. Armstrong
Kenneth R. Vecchiarelli, Asst. G.M.
Michael J. Beverage
Lee Cory, Operations Manager
Richard P. Collett
Pat Gradv. IT Director
Diane Cyganik, Finance Director
Gina Knight, HR Manager
Sandi Van Etten, Senior Accountant
Amelia Cloonan, Executive Secretary
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS
Brett Barbre, MWDOC Director
Keith Khorey, Wells Capital Management
Brett Barbre said there was an article in the paper on Wednesday stating Metropolitan
Water adopted the allocation plan on Tuesday. It may be implemented next year if
water supplies do not increase. We are at 35% allocation now. The Colorado River is
at 45% and Diamond Valley is 75% full. Statewide the snow pack is at 114 to 178%.
What this means is water us beginning to be scarce.
On the Anaheim/Irvine Ranch proposal for three wells, it is a significant amount of
money for such a long pipeline. The Mayor of Anaheim is on retainer for Irvine Ranch.
General Counsel Kidman returned to the allocation plan. He stated the problems at the
retail level are different and more difficult because of Prop 218. Last year the District
had to go through significant procedures. There are limitations between what you can
do with the cost of service and what is provided to your customers. Some workshops
and opportunities for retail people to figure out how to respond to customers. MWDOC
Director Barbre responded to say there have been discussions at the managers
meetings about what can be done. Population increase does not necessarily equate
with water use increase. Congressman Miller will work with the District on Highland
Reservoir.
ITEM NO.
fit
JRBA LINDA WATER DISTRICT
SPECIAL RECOGNITION
None
CONSENT CALENDAR (Items 1 throuah 31
On a motion by Director Beverage, seconded by Director Collett, the Board of Directors
voted 5-0 to approve the Consent Calendar.
2
3
DIc.
5.
Keith Khorey and Brett Barbre left the meeting at 9:04 a.m.
t of
'ells
)a rd
ells
late
tors
g at
The
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are
g at
edit
of
•ict.
-2-
Minutes of the Regular Board of Directors meeting held January 24, 2008.
6. 2008 State of the District Presentation.
General Manager Payne presented a summarized version of the State of the
District message, which was presented to staff on January 29. There was an
overview of Accomplishments in 2007, Goals & Projects for 2008 and Issues in
2008.
REPORTS, INFORMATION ITEMS AND COMMENTS
7. a. President's Report
There was no report.
b. Directors Reports
Vice President Mills reported he attended the Groundwater Replenishment
Dedication. He recommends having a tour of the facility for the Directors. Jim
Ruth would be happy to come and speak to our Board. President Summerfield
mentioned the large number of people who attended. Vice President Mills was
recognized as the driving force for this project.
Director Armstrong stated he will be taking a leave of absence for the first four
months of next year.
c. General Managers Report
1) Eastlake pressure enhancement issue.
Assistant General Manager Vecchiarelli reported he met with the
homeowners and the association on Wednesday evening, February 6 and
at the PEO Committee meeting on February 7. He presented a map that
showed the original 40 homes needing pressure boosters per the
declaration of restrictive covenants. Options were discussed. It is now
envisioned that only a dozen homes will need regulators. Assistant
General Manager Vecchiarelli gave more details of what the project will
accomplish. A report will come to the Board.
2) Three day MWD shutdown
Operations Manager Cory gave a recap on the status of the shutdown and
the process implemented prior to the shutdown.
3) City of Placentia - Award of Construction Contract-Miraloma & Richfield
This item was already covered during this meeting.
4) 2008 Certificates of Participation
General Manager Payne asked Assistant General Manager Vecchiarelli to
share what occurred at the bid opening, which was held at Fieldmann
Rolapp & Associates' offices. The process was electronic. Four bids
were received. Bank of America was the winning bidder. The true interest
cost is about 4-1/2%. Par value was lowered as a result. The principle
was lowered. The District received a true triple A rating from Standard &
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Poors with no insurance required. General Manager Payne thanked Ken
Vecchiarelli, Diane Cyganik and Sandi Van Etten and Art Kidman and his
team. The documents will be prepared probably February 26. President
Summerfield asked the meeting be scheduled in the afternoon at the
District offices.
5) Highland Reservoir Bid Opening
The bid opening was already discussed in the
6) A letter from a homeowner was included In the Directors' mail packet
today. The water went through the meter. The wife admitted there is a
leak at the house. President Summerfield suggested the District generate
a letter for his signature. The District needs to give the homeowner a date
by which he must comply. General Counsel Kidman said- the letter should
not go in to too much detail.
Sand Van Etten, Gina Knight, Lee Cory, Pat Grady and Diane Cyganik left the meeting
at 10:22.
d. General Counsel's Report
General Counsel Kidman attended the OCWA meeting last month. Demand in
a drought situation in compliance with Prop 218 guidelines for pricing will need
some lead time.
Pat Grady reentered the meeting at 10:28 a.m.
ACTION CALENDAR
4. Annual Board of Directors' tour of District facilities.
The Board of Directors set Thursday, April 17 at 8:30 a.m. for the tour Board
of Directors' tour.
COMMITTEE REPORTS
8. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
1) Meeting scheduled for February 20, 4:00 p.m.
b. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
1) Minutes of meeting held February 12 will appear in the agenda for February
28.
Vice President Mills reported. Agenda action items included consideration
of policies for disposition of unexpected refunds from outside agencies and
setting forth the policy on criteria for basic service charge component of the
-4-
water rate. Discussion items included: the investment report ending
December 31, 2007, monthly portfolio report ending January 31, 2008,
report on issuance of 2008 Certificates of Participation, review of cash flows
format, report on credit card issues and Golden State Water Company water
rates.
2) Meeting scheduled for March 11, 4:00 p.m. Vice President Mills will attend
this meeting as alternate for President Surnmerfield.
c. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summen`ield
1) Meeting scheduled for February 11 was cancelled. A meeting needs to be
scheduled.
2) Meeting scheduled for March 10, 4:00 p.m.
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Minutes of meeting held February 7 will appear in the agenda for February
28.
Vice President Mills reported. Action items included a purchase request for
a portable emergency pump and consideration of the Pressure Zone
Reconfiguration and Extension Projects. Homeowners from the area under
consideration attended the meeting. Discussion items included: the
preventative maintenance program status report, the MWDOC monthly
managers meeting, the monthly water production and purchased imports
through January 2008 and a status report of capital improvement projects.
Information items included: the low pressure trouble shooting flow chart, the
construction contract for Highland Reservoir and the contract amendment
for Lakeview Reservoir construction management and inspection.
2) Meeting scheduled for March 6, 4:00 p.m.
Diane Cyganik reentered the meeting at 10:40 a.m.
e. Public Information Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held February 5.
Director Collett reported that there were two meetings.
The Committee considered the new district logo. A status report on District
information activities was presented by Cindy Mejia. Pat Grady informed
the committee the Tech II/Programming position has been filled. Cindy
Mejia and Pat Grady are working on an interactive aspect for the design of
the new Admin building lobby. Employee ID/Access Card system is in
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process. Pat Grady gave the Committee an update on GIS, an update on
telemetry and a general update on IT.
2) Minutes of the meeting held February 13 will appear in the agenda for
February 28.
The committee discussed the new logo design and the website design.
3) Meeting scheduled for March 4, 4:00 p.m.
f. Building Ad Hoc Committee
(Beverage/Summerfield) Alternate: Armstrong
1) Minutes of meeting held January 31.
The Committee discussed several options for the public display information
wall to be located in the main lobby, reviewed the revised front landscape
design, discussed the move team coordination, discussed construction
progress to date and reviewed the change order requested by Grant
Construction.
2) Meeting scheduled for February 21, 4:00 p.m. Director Beverage wants to
see the concept for signage at this meeting.
g. MWDOC Ad Hoc Committee -
(Mills/Beverage) Alternate: Collett -
1) Meeting scheduled for March 7, 10:00 a.m. will not work for MWDOC
Director Barbre.
h. City of Placentia Ad Hoc Committee
(Beverage/Payne)
1) Meeting scheduled for February 26 at 9:30 a.m.
INTERGOVERNMENTAL MEETINGS
9. a. GWRS Dedication January 25
Vice President Mills and President Summerfield attended the dedication.
b. WACO, February 1
No one attended.
c. MWDOC Planning & Operations Committee, February 4 (Staff)
General Manager Payne attended. This was a special meeting where they
discussed the IRWD and Anaheim project to be located at Kraemer and
Orangethorpe where three wells are to be drilled and installed with a 36 inch
pipeline. There was some discussion.
-6-
d. Yorba Linda City Council, February 5
Vice President Mills attended. The City's reserve policy, which is 50% of their
budget, was discussed. The apartments next to the District's Plumosa Drive
office are being torn down.
Director Collett left the meeting at 11:05 a.m.
9
e. MWDOC/MWD Joint Workshop, February 6
General Manager Payne spoke about the MWD dre
OCWD Board, February 6. (Staff)
No one attended. -
Yorba Linda Planning Commission, February 13 (Collett)
There was no report.
BOARD OF DIRECTORS ACTIVITY CALENDAR -
February 2008
FPresident's Day, Feb 18- - District Offices Closed
Yorba Linda City Council, Feb 19, 6:30 p.m. J Armstrong
MWDOC Board, Feb 20, 8:30 a.m.
I Staff
Executive-Admin-Organizational Committee, Feb 20, 4:00 p.m. I Summerfield/Mills
OCWD Board, Feb 20, 5:00.p.m.
I Staff
Building Ad Hoc Committee, Feb 21, 4:00 p.m.
I Beverage/Summerfield
ACWA Washington DC Conference, Feb 26-28
Mills
Yorba Linda Planning Commission, Feb 27, 6:30 p.m.
I Summerfield
Board of Directors Meeting, Feb 28, 9:00 a.m.
March 2008
FPublic Information Committee, March 4, 4:00 p.m.
I Collett/Beverage
Yorba Linda City Council, March 4, 6:30 p.m.
I Mills
MWDOC/MWD Joint Workshop, March 5, 8:30 a.m.
I Staff
OCWD Board, March 5, 5:00 p.m.
I Staff
Planning-Engineering-Operations Committee, March 6, 4:00 p.m.
I Mills/Armstrong
WACO, March 7, 7:30 a.m.
I
MWDOC Ad Hoc Committee, March 7, 10:00 a.m.
I Mills/Beverage
Personnel-Risk Management Committee, March 10, 4:00 p.m.
I Armstrong/Collett
Finance-Accounting Committee, March 11, 4:00 p.m.
I Beverage/Summerfield
Yorba Linda Planning Commission, March 12, 6:30 p.m.
I Collett
Board of Directors Meeting, March 13, 8:30 a.m.
Executive-Admin-Organizational Committee, March 18, 4:00 p.m.
I Summerfield/Mills
Yorba Linda City Council, March 18, 6:30 p.m.
I Armstrong
MWDOC Board, March 19, 8:30 a.m.
_
I Staff
OCWD Board, March 19, 5:00 p.m.
I Staff
Building Ad Hoc Committee, March 20, 4:00 p.m.
I Beverage/Summerfield
Yorba Linda Planning Commission, March 26, 6:30 p.m.
I Summerfield
Board of Directors Meeting, March 27, 8:30 a.m.
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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. None.
The Board of Directors adjourned to Closed Session at 11:12 a.m. All Directors were
present. Also present were General Manager Payne and General Counsel Kidman.
CLOSED SESSION
11. Public Employee Performance Evaluation [Government Code Section 54957] Title:
General Manager.
RECONVENE IN OPEN SESSION
The Board of Directors reconvened in open session at 11:18 a.m.
CLOSED SESSION REPORT
There were no reportable actions taken in Closed Session.
ADJOURNMENT
The Board of Directors voted 5-0 at 11:19 a.m. to adjourn to a regular meeting of the
Board of Directors scheduled for February 28, 2008, at 9:00 a.m., at 4622 Plumosa
Drive, Yorba Linda 92886.
-8-
ITEM NO. 2'
AGENDA REPORT
Board Meeting Date: February 28, 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:
APPRO`JEO Xt THE BOP.RO OF DIRECTORS
OFTHE ~ORBA LINCAWATER 01STHIOT
oy~
Yes Total Budget: N/A
All Funds
N/A Job No: N/A
$1,027,789.83 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 $27,729.00
to ACWA/JPIA for October through December 2007 workers' compensation program; a wire of
$77,166.05 to ACWA-HBA for March 2008 health premium; a wire of $233.91 to ACWA-EAP for
March 2008 EAP; a wire of $59,655.67 to First Regional Bank for Job 0704 retention payment;
and, a check of $537,081.05 to SSC Construction Inc. for Job 0704 progress payment. The
balance of $114,596.09 is routine invoices.
In summary, the check register total is $816,461.77; payroll No. 3 total is $211,328.06; and, the
disbursements of this agenda report are $1,027,789.83. A summary of the checks is as follows:
Pavables:
Void Checks Check Nos. 48291, 48319, 48321
Manual Checks Check Nos. 48328 - 48331
Computer Checks Check Nos. 48332 - 48407
Payroll #3:
Void Check Check No. 3752
Computer Checks Check Nos. 3753 - 3762
Manual Checks Check Nos. 3763 - 3773
The disbursement total for the current period is $1,027,789.83, distributed as follows:
Water $1,003,180.30
Sewer $ 23,234.53
ID #1 $ 0.00
ID #2 $ 1,375.00
TOTAL $1,027,789.83
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 $1,027,789.83.
February 28, 2008
CHECK NUMBERS
48291, 48319, 48321
$
0.00
48328
TO 48407
$
651,677.14
WIRES:
W-21308
ACWA/JPIA
$
27,729.00
W-22708
ACWA-HBA
$
77,166.05
W-22708A
ACWA-EAP
$
233.91
W-22808
First Regional Bank
$
59.655.67
$
164,784.63
TOTAL OF CHECKS AND WIRES: $ 816,461.77
PAYROLL NO. 3:
CHECK NUMBERS:
3752 TO 3773 $ 211,328.06
TOTAL: $1,027,789.83
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF FEBRUARY 28, 2008
TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS
AS FOLLOWS:
WATER
$1,003,180.30
SEWER
$
23,234.53
ID # 1
$ 0.00
ID # 2
$
1,375.00
TOTAL: $1,027,789.83
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 02-15-08 THRU 02-28-08
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
48332
02-28
-08
02-28-08
A-1 FENCE
953.00
48333
02
-28
-08
02-28-08
ABIGAIL ABBOTT STAFFING SVC
4,011.15
48330
02
-15
-08
02-15-08
ACWA-ASSN OF CA WATER AGENCIES
2,190.00
W22708
02
-27
-08
02-27-08
ACWA-HBA
77,166.05
22708A
02
-27
-08
02-27-08
ACWA-H9A
233.91
W21308
02
-15
-08
02-15-08
ACWA/JPIA
27,729.00
48334
02
-28
-08
02-28-08
AMERICAN SOCIETY
150.00
48335
02
-28
-08
02-28-08
AQUA-METRIC SALES CO.
1,968.33
48336
02
-28
-08
02-28-08
ARAMARK WORK APPAREL & UNIFORM
1,106.43
48337
02
-28
-08
02-28-08
ARROW HARDWARE
511.62
48338
02
-28
-08
02-28-08
ART VEGA
82.24
48339
02
-28
-08
02-28-08
ARTISTIC MAINTENANCE, INC
350.00
48340
02
-28
-08
02-28-08
AT&T
38.25
48341
02
-28
-08
02-28-08
ATWOOD SALES
18.26
48342
02
-28-08
02-28-08
AWWA
71.00
48343
02
-28
-08
02-28-08
BATTERY SYSTEMS
536.01
48344
02
-28
-08
02-28-08
BENNER METALS
90.73
48345
02
-28
-08
02-28-08
BNI BUILDING NEWS
123.48
48346
02
-28
-08
02-28-08
BROWN AND CALDWELL
200.00
48347
02
-28-
08
02-28-08
C & L REFRIGERATION CORP.
135.50
48348
02
-28-
08
02-28-08
CADET UNIFORM SERVICE
1,270.04
48349
02-
28-
08
02-28-08
CERIDIAN BENEFITS SERVICES
270.00
48350
02-
28-08
02-28-08
CHARLES E. ANDERSON
1,850.00
48331
02-
15-
08
02-15-08
CITY OF ANAHEIM
393.11
48351
02-
28-08
02-28-08
CLA-VAL SERVICE
400.00
48352
02-28-
08
02-28-08
CLINICAL LAB. OF SAN BERN.
1,345.00
48353
02-28-08
02-28-08
CULLIGAN
2,635.25
48354
02-
28-
08
02-28-08
D. R. CRISKE TRUCKING
2,020.91
48355
02-
28-
08
02-28-08
DATALOK ORANGE COUNTY
268.32
48356
02-
28-
08
02-28-08
DELL MARKETING L.P.
2,653.73
48357
02-
28-
08
02-28-08
DELTA DENTAL - PMI
318.85
48358
02-
28-
08
02-28-08
DICK'S LOCK & SAFE INC.
32.71
48359
02-
28-
08
02-28-08
EMPLOYEE RELATIONS, INC.
54.50
48360
02-
28-
08
02-28-08
FEDERAL EXPRESS
37.70
W22808
02-
28-
08
02-28-08
FIRST REGIONAL BANK
59,655.67
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 02-15-08 THRU 02-28-08
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
48361
02-28-08
02-28
-08
FRY'S ELECTRONICS
145.34
48362
02-28-08
02-28
-08
GENERAL PUMP CO., INC.
6,336.85
48363
02-28-08
02-28
-08
GODWIN PUMPS
2,670.04
48364
02-28-08
02-28
-08
HAZ PARTY RENTALS
68.75
48365
02-28-08
02-28
-08
HD SUPPLY WATERWORKS
978.26
48366
02-28-08
02-28
-08
HOME DEPOT CREDIT SERVICES
368.59
48367
02-28-08
02-28
-08
INDUSTRIAL HEARING
60.00
48368
02-28-08
02-28
-08
INDUSTRIAL MAINTENANCE SERVICE
3,315.69
48369
02-28-08
02-28
-08
INFOSEND
644.70
48370
02-28-08
02-28
-08
INTEGRITY MUNICIPAL
2,183.89
48371
02-28-08
02-28-08
JON'S FLAGS & POLES, INC.
129.30
48372
02-28-08
02-28-08
LINCOLN NATIONAL LIFE
1,717.68
48373
02-28-08
02-28
-08
LITTLEJOHN-REULAND CORPORATION
3,734.46
48374
02-28-08
02-28
-08
MC FADDEN-DALE HARDWARE
1,140.83
48375
02-28-08
02-28
-08
MC MASTER-CARR SUPPLY CO.
711.82
48376
02-28-08
02-28
-08
McCORMICK,KIDMAN & BEHRENS LLP
7,584.35
48377
02-28-08
02-28
-08
MODULAR SPACE CORPORATION
539.83
48378
02-28-08
02-28
-08
NATIONAL SIGNAL INC.
2,769.18
48379
02-28-08
02-28
-08
NCO RECEIVABLES MANAGEMENT
27.98
48380
02-28-08
02-28-
08
NICOLE DALTON
667.22
48381
02-28-08
02-28-08
NWRI/OCWD CHILDREN WTR ED FEST
500.00
48382
02-28-08
02-28-
08
OFFICE SOLUTIONS
1,070.51
48383
02-28-08
02-28-
08
ORANGE COUNTY - AUDITOR/CONT
272.00
48384
02-28-08
02-28-
08
ORANGE COUNTY - FIRE AUTHORITY
1,650.00
48291
02-14-08
02-15-
08
ORANGE COUNTY - SANITATION DST
-588.83
48385
02-28-08
02-28-
08
PASCAL AND LUDWIG
24.09
48386
02-28-08
02-28-
08
PEGGY McCLURE
78.75
48387
02-28-08
02-28-
08
PRAXAIR DISTRIBUTION
712.41
48388
02-28-08
02-28-
08
R J SERVICES, INC
609.58
48389
02-28-08
02-28-
08
SACRAMENTO ADVOCATES
245.09
48390
02-28-08
02-28-
08
SANCON ENGINEERING II, INC
9,600.00
48391
02-28-08
02-28-
08
SC FUELS
1,176.62
48392
02-28-08
02-28-08
SCOTT W. MOULTON
2,662.50
48393
02-28-08
02-28-
08
SECURITY SOLUTIONS
6,243.15
48394
02-28-08
02-28-
08
SENSUS METERING SYSTEMS
384.50
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 02-15-08 THRU 02-28-08
Check.
Check...
Posting.
Vendor Name
Check.....
No
Date
Date
Amount
48328
02-15-08
02-15-08
SOUTHERN CALIF EDISON CO.
958.10
48329
02-15-08
02-15-08
SOUTHERN CALIF GAS CO.
19,398.35
48395
02-28-08
02-28-08
SSC CONSTRUCTION, INC
537,081.05
48396
02-28-08
02-28-08
ST.JOSEPH HERITAGE HEALTHCARE
860.00
48397
02-28-08
02-28-08
STACY BAVOL/PETTY CASH
207.42
48398
02-28-08
02-28-08
TETRA TECH, ISG #1
784.42
48399
02-28-08
02-28-08
TIME WARNER CABLE
187.38
48319
02-14-08
02-15-08
TRAFFIC CONTROL SERVICE, INC
-206.46
48400
02-28-08
02-28-08
TRAFFIC CONTROL SERVICE, INC
96.98
48401
02-28-08
02-28-08
UNITED INDUSTRIES
1,435.39
48321
02-14-08
02-15-08
UNITED RENTALS - ANAHEIM
-448.46
48402
02-28-08
02-28-08
UNITED RENTALS - ANAHEIM
279.22
48403
02-28-08
02-28-08
VILLAGE NURSERIES
25.27
48404
02-28-08
02-28-08
WELLS SUPPLY CO
3,173.25
48405
02-28-08
02-28-08
WESTSIDE BUILDING MATERIAL
1,007.39
48406
02-28-08
02-28-08
YORBA LINDA AUTO PARTS
179.37
48407
02-28-08
02-28-08
YORBA LINDA HARDWARE
137.22
816,461.77
i
ITEM NO. 3
AGENDA REPORT
Board Meeting Date: February 28, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Diane Cyganik, Finance Director
Sandi Van Etten, Sr. Accountant
Reviewed by General Counsel:
CEQA Compliance: N/A
APPROVED BY THE BOARD Of DIRECTORS
OF THE YORBA LINCA WATER DISTRICT
~j r S ?GG
Y-
N/A Budgeted:
Funding Source:
Account No:
Estimated Cost:
N/A Dept: Bus
All Funds
Job No: N/A
Subject: Investment Report for quarter ending December 31, 2007
SUMMARY:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to
make a quarterly report of the investments to the legislative body. Staff is submitting the
report for the quarter ending December 31, 2007.
DISCUSSION:
Government Code Section 53607, et, seq., requires the person delegated to invest funds to
make a quarterly report of the investments to the legislative body.
The average portfolio yield for total investments excluding Wells Capital is 3.70% compared
to the December 2006 yield of 4.47%. The average portfolio yield including Wells Capital is
4.59%.
The average number of days to maturity as of December 31, 2007 equaled 123 days, and the
average term for the portfolio totaled 52 days.
The Water Fund net investments' excluding the annexation fees and the revenue fund is
($1,285,352), compared to the prior year investments at this point in time of $1,878,074.
The interest earned in the month of December 2007 is $111,970. The total interest received
for fiscal year 2007/2008 is $717,428. The investment interest comparison is listed below:
Investment Summary Comparison
Actual for the Months of
12/31/06
12/30107
Month Interest
$ 126,342
$ 111,970
Yr to Date
$ 753,114
$ 717,428
Fiscal Year
2006/2007
2007/2008
Interest Budget
$ 333,470
$ 86,000
Interest earned on investments is recorded in the Fund that owns the investment. The
distribution of investments by funds is as follows:
As of December 31, 2007
Fund Descriotion
$
%
Annexation Fees
$ 14,414,320
47.04%
Water Fund
-1,285,352
-4.19%
Revenue Fund
2,080,168
6.79%
Sewer Fund
1,196,690
3.90%
Imp. Dist. No. 1
4,633,822
15.12%
Imp. Dist. No. 2
9.604.276
31.34%
$30.643,924
11) 0.00%
STAFF RECOMMENDATION:
That the Board of Directors receive and file the investment report for the quarter ending
December 31, 2007.
Yorba Linda Water District
Investment Portfolio Report
December 31, 2007
Market
Value Cost
Certificates of Deposit:
$ 100,000 100,000
$ 100,000 $ 100,000
Cash & Checking Accounts:
$ 1,025,853 $ 1,025,853
1,200 1,200
$ 1,027,053 $ 1,027,053
Monev Market Accounts:
$ 1,221,848 $ 1,221,848
351,128 351,128
$ 1,572,976 $ 1,572,976
$ 2,700,029 $ 2,700,029
% Institution
Pacific Western
0.33% Total Certificates of Deposit
Wells Fargo Bank
Imprest Cash
3.36% Total
Wells Fargo Money Market
Wells Fargo MM/Annexation
5.15% Total
8.84% Sub-total
Percent Investment Maturity
Yield Date Date
4.05% 02/04/05 02/04/08
4.05%
N/A
0.00%
1.99% N/A
1.99%
1.99%
1.31%
Ore Co Commingled Investment Pool.
$ 130,985 $ 130,985 0.43% Orange County Commingled Fund 5.12%
Cal7,17 nArbitraee Mgmt. Program:
$ 6,622 $ 6,476,622 21.22% California Arbitrage Mgmt. Program 4.82%
Monev Market Account:
$ 2,080,168 $ 2,080,168 6.81 % US Bank/Revenue Bond
$ 11,387,804 $ 11,387,804 37.30% Sub Total Investments
Individual Manaeement Account:
$ 19,129,721 $ 19,138,478 62.70% Wells Capital Management
$ 30,517,525 $ 30,526,282 100% Total Investments
N/A
N/A
3.20% N/A
3.70%
5.12%
N/A
4.59%
Per Government Code requirements, the Investment Report is in compliance with the Yorba Water District's
Investment Policy and there are adequate funds available to meet budgeted and actual expenditures for the
six months.
O~ vd4.
4i
Sandi Van Etten, Senior Accountant
12/31/07
I
ITEM NO. 7
AGENDA REPORT
'PR!lt'ED G; THE BONAD JF D1REG](;k;
CA WATER b1STRIGT
Board Meeting Date: February 28, 2008 OF THE YORBA LIN
To: Board of Directors
From: Michael A. Payne, General Manager 3y-
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.
9, in the net amount of $537,081.05 for completed work through January 31, 2008. During this
period, the contractor continued installation of shoring, decking and reinforcing steel for the
West Bay concrete roof. Center Bay progress continued with wall and column construction and
installation of shoring in preparation for the roof pour. Concrete finishing continues in both bays.
The contractor continues to progress on piping, valves and fittings and the construction of the
outlet valve vault structure.
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. 9 is $596,756.72 (5.7% of the total contract
amount), less 10% retention of $59,675.67 for a net payment of $537,081.05.
• Total payments to date including retention are $6,232,540.80 (59.4% of the total
contract amount)
• As of January 31, 2008, 228 calendar days were used (46.8% 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. 9 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 eight
progress payments to date for this project, the most recent of which was approved on January
24, 2008.
STAFF RECOMMENDATION:
Approve Progress Payment No. 9 in the net amount of $537,081.05 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. 9
LOCATION Yorba Linda, CA PROJECT NO. 200704 PAGE 1 OF 1 PAGES
CONTRACTOR SSC Construction, Inc. DATE 1/31/08
ORIGINAL CONTRACT AMOUNT: $
AUTHORIZED CHANGE ORDERS: $
REVISED CONTRACT AMOUNT: $
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
REQUESTED BY
10,489, 500
10,489,500
January 1, 2008
PREVIOUS
$ 5,635,784.08 I $
$ - $
$ 5,635,784.08 I $
June 18, 2007
487 CALENDAR DAYS
0 CALENDAR DAYS
487 CALENDAR DAYS
228 CALENDAR DAYS
259 CALENDAR DAYS
TO January 31, 2008
THIS MONTH
TO DATE
596,756.72 $
6,232,540.80
- Is
-
596,756.72 $
6,232,540.80
$
623,254.08
$
5,609,286.72
$
5,072,205.67
$
537,081.05
Brent BroweL Controller, SSC Construction Inc.
APPROVED BY:
Richard Bentwood, Project Manager, Parsons
APPROVED BY:
nneth R. ecchiarelli, ssistant General Manager, YLWD
DATE:
DATE: Zf /2/08
DATE: /0'r
ITEM NO. 5
AGENDA REPORT
Board Meeting Date: February 28, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
APPROVED BY THE BOARD OF DIRECTOR
OF THE YORBA LINDA WATER uISTRICT
rH 2
3Y
Staff Contact: Gina Knight, Human Resources Manager 1
Reviewed by General Counsel: No Budgeted: No Total Budget: $ 0
Funding Source: Water Operating Fund
CEQA Account No: Job No:
Compliance: N/A Estimated Costs: $ 2,220 Dept: Admin
Subject: Damage claim
SUMMARY:
The District received the attached claim on January 16, 2008. This claim was filed by Marion
Goode who resides at
DISCUSSION:
Mr. Goode is claiming the District caused his private water service line to break. Staff has
investigated the claim and has determined the homeowner's private water service line between
the water meter and the house ruptured on the morning of November 20, 2007. The District also
experienced a leak on the mainline east of the Goode residence on the evening of November
20, 2007. The two leaks are a coincidence but not related. The jurisdiction and responsibility for
their leak lies with the homeowner. No other service problems have been identified on this
street except for a no water call which resulted when the District made repairs to a main valve in
May 2007.
The water system was installed in 1963 when the homes in this tract were built.
PRIOR RELEVANT BOARD ACTION(S):
This is the first claim filed by the Goode family. It is the policy of the District to reject and refer
claims to the Association of Water Agencies Joint Powers Insurance Authority (ACWA/JPIA).
STAFF RECOMMENDATION:
That the Board of Directors reject and refer the claim to ACWA/JPIA.
COMMITTEE RECOMMENDATION:
The Personnel-Risk Management Committee reviewed this claim at there meeting held
February 22, 2008. The Committee concurs with staff's recommendation.
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
%
ITEM NO. 6
AGENDA REPORT
Board Meeting Date: February 28, 2008
To: Board of Directors
From: Michael A. Payne, General Manager
Staff Contact: Hank Samaripa, Project Engineer
Reviewed by General Counsel: N/A Budgeted:
Funding Source:
CEQA Account No:
Compliance: Mitigated Neg. Dec. Estimated Costs:
k1PROUED BY THE BOARD OF OiREC TNo
OF THE YOHBA LINCA WATER JISTRICT
SY 4
Yes Total Budget: $ 8-OM
Multiple Funds
101-2700 Job No: 200313
$ 7.7M Dept: Eng
Subject: Change Orders for Construction of the New District Administration Building
SUMMARY:
On January 25, 2007, the Board of Directors authorized the award of a construction contract for
the District's new administration building to J.E. Grant General Contractors (Grant) of Carlsbad.
A Notice to Proceed was issue effective March 19, 2007. The location for the new building was
chosen to take advantage of property currently owned by the District and to facilitate a
centralized approach to District operations in placing all departments on the same campus. The
District also hired a construction management firm C3 to observe construction activities and
coordinate inspection efforts along with the District's architect Gillis and Associates.
DISCUSSION:
In accordance with the construction contract for the New Administration Building, J.E. Grant
General Contractors submitted requests for contract change changed conditions and extra cost
items compiled as Change Order No. 10, in the net amount of $ 62,525.23 and a 15-calendar
day time extension. Change Order No. 10 includes additional work items requested by the
District including: additional wrought iron security fencing for the site; additional fence demolition
required to comply with site requirements and traffic safety issues raised by the City of Placentia
for the new Miraloma Avenue through street; and upgraded steel exterior doors.
Change Order No. 10 also includes several items disputed by the contractor and negotiated
through several meetings with staff, C3 and Gillis. These negotiations resulted in a reduction of
over $38,300 in the additional costs originally requested by the contractor. Change Order No.
10 represents the resolution of these disputed items and is attached for your reference.
The status of the construction contract with Grant General Contractors is as follows:
• The current contract is $6,705,363.62 and 360 calendar days starting March 19, 2007.
• If approved the total contract amount is increased by $62,525.23 to $6,767,888.85 (an
increase of less than 1 and the project duration is increased by 15 days (a 4.2%
increase) to 375 calendar days.
The Board of Directors approved the sale of $10.2M in revenue bonds for two key projects in
2003, of which $3.2M was allocated for the Administration Building and $7.OM was allocated for
the Highland Reservoir Replacement. With approval of the construction budget on January 25,
2007, the Board authorized a transfer from the annexation fund for up to $5M to fund the
balance of this project.
PRIOR RELEVANT BOARD ACTION(S):
On January 25, 2007, the Board of Directors authorized the award of a construction contract to
J.E. Grant General Contractors for the construction of the District's new administration building
at the Richfield site. The Board has approved 11 progress payments to date, the latest of which
was Progress Payment No. 10 approved on February 14, 2008.
STAFF RECOMMENDATION:
Recommend the Board of Directors approve Change Order No. 10 to J.E. Grant General
Contractors in the amount of $62,525.23 and a time extension of 15 calendar days for
construction of the New Administration Building, Job No. 200313.
YORBA LINDA WATER DISTRICT
CHANGE ORDER NO. 10
Page 1 of 1
CONTRACT New Administration Building
NAME:
CONTRACT NO.: J-0313
CONTRACTOR: J.E. Grant General Contractors
THIS CHANGE: $62,525.23 DAYS: 15
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $6,767,888.85 DAYS: 375
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish
equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum
price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner.
INCREASE IN
INCREASE IN CONTRACT TIME
DESCRIPTION OF CHANGES
CONTRACT
CONTRACT EXTENSION
AMOUNT
AMOUNT (DAYS)
(s)
W
Lavatory Revision - Grant COR #042R
$9,000.00
0
Delta 4 Drawing Revisions - Grant COR #047R
$8,536.54
1
Pendant Fixture Type F8A - Grant COR #048
594.93
0
Add Thermostat Outlets, RFI #122- Grant COR #049R
$0.00
1
Lighting Control Revision- Grant COR #050R
$0.00
3
Power to Combo Smoke Fire Dampers - Grant COR #055R
$3,536.94
2
SK-30 Additional Blocking - Grant COR #058R
$7,411.18
2
Grounding at Panel EL - Grant COR #0591R
$1,255.29
0
Additional Underground Conduit-Grant COR #060R
$535.59
1
Revised Gate Electrical - Grant COR #062R
$0.00
0
RFI #188, Thermostat Conduit - Grant COR #064R
$1,384.01
1
RFI #189, Switch Locations -Grant COR #065R
$0.00
2
Backing for Furniture Systems - Grant COR #070R
$1,243.15
1
RFI #75 Response, HM Doors - Grant COR #081
$7,062.14
0
Additional Fence Demolition - Grant COR #082
$6,003.01
1
Security Fence Revisions - Grant COR #085
$15,962.45
0
NET CHANGE IN CONTRACT AMOUNT .....ADD
The amount of the contract will be increased by the sum of $62.525.23
and the contract time shall be extended by 15 calendar days. The
undersigned Contractor approves the foregoing Change Order as to the
changes, if any, in the contract price specified for each item including
any and all supervision costs and other miscellaneous costs relating to
the change in work, and as to the extension of time allowed, if any, for
completion of the entire work on account of said Change Order. The
Contractor agrees to furnish all labor and materials and perform all other
necessary work, inclusive of that directly or indirectly related to the
approved time extension, required to complete the Change Order items.
This document will become a supplement of the contract and all
provisions will apply hereto. It is understood that the Change Order shall
be effective when approved by the Owner.
RECOMMENDED:
ACCEPTED: (Signature) V441L
APPROVED: Pete7Bws Signature)
APPROVED: / Ken Vecchiarelll (Signature)
CONTRACT AMT.: $6,445,828.00 DAYS: 360
PREV. APPRVD. CHANGES: $259,535.62 DAYS:
$62,525.23
$62,525.23
/OWNERS DATE:
REPRESENTATIVE
/CONTRACTOR DATE:
/OWNER DATE:
15
15
Z'7 •J c~
2ux,"
ITEM NO. 7
AGENDA REPORT
~''PR t'✓C' THE BO.430 JF ),HECTOR,
Board Meeting Date: February 28, 2008 CF `'F YOHBALINDA WATER UISTRICT
To: Board of Directors r ' 7G ~r
From: Michael A. Payne, General Manager
1 I UDC
Staff Contact: Diane Cyganik, Finance Director C
Reviewed by General Counsel: No Budgeted: N/A TotaVBudget: N/A
Funding Source: Water Operating Fund
CEQA Account No: Job No:
Compliance: N/A Estimated Costs: N/A Dept: Admin
Subject: Resolution No. 08-01
SUMMARY:
The purpose of this Resolution is to affirm the decision of the Board of Directors on December
13, 2007 regarding the disposition of unexpected refund checks.
DISCUSSION:
Attached for the Committee's consideration is Resolution No. 08-01. This resolution sets forth a
policy on refunding all future unexpected checks received from agencies such as the Municipal
Water District of Orange County (MWDOC) or the Metropolitan Water District of Southern
California (Met).
The Resolution describes the method of how the refunds will be made in Section No. 1. Section
2 is new to the Board of Directors. Staff recommends adding this section to address the issue
of the unexpected refund check not being large enough to offset the costs of staffs' time and
programming costs. Based on the number of connections used in the December 13, 2007
report of 23,387, staff recommends using $0.10 per connection as a base amount. This would
provide approximately $2,400 to cover staffs' time and outside programming expenses. These
funds would be deposited into the water operating fund, which would be used to offset operating
expenses.
PRIOR RELEVANT BOARD ACTION(S):
On December 13, 2007, the Board of Directors approved a one-time credit of $8.01 to all active
water accounts as of January 1, 2007, excluding the fire detector check accounts. This one
time credit was from an unexpected check from MWDOC in the amount of $187,344.83. The
Board has approved refunding similar credits in the past.
STAFF RECOMMENDATION:
That the Board of Directors adopt Resolution No. 08-01.
COMMITTEE RECOMMENDATION:
The Committee reviewed this report at their Committee meeting on February 12, 2008 and
recommends the Board of Directors approve the policy.
RESOLUTION NO. 08-01
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ADOPTING A POLICY ON THE DISPOSITION OF UNEXPECTED
REFUNDS FROM OUTSIDE AGENCIES
WHEREAS, the Board of Directors of the Yorba Linda Water District has, from time
to time, received unexpected refunds from water agencies such as the
Metropolitan Water District of Southern California and the Municipal
Water District of Orange County; and
WHEREAS, the Board of Directors of the Yorba Linda Water District has considered
many options on the disposition of the check(s) including: 1)an
immediate return to District customers in the form of a refund; 2) a one-
time refund to each currently active account; 3) a reduction in the water
rate for the next twelve months; 4) a reduction in the water rate for just
the summer months; 5) a return of the funds to the issuing agency with a
request that those funds be applied to offset future invoices; and 6)
deposit of the funds directly into the water operating fund account, and
WHEREAS, the Board of Directors has decided in the past that the fairest, quickest
and least expensive method was to issue a one-time refund credit to
each currently active account at the time of the refund, excluding fire
detector check accounts; and
WHEREAS, the Board of Directors has approved several refund credits in the past to
currently active accounts, excluding fire detector check accounts, with
the latest refund credit being approved on December 13, 2007; and
WHEREAS, the latest unexpected check was received from the Municipal Water
District of Orange County in an amount of $187,344.83; and
WHEREAS, On December 13, 2007, the Board of Directors approved and authorized
the General Manager to issue a one time refund credit of $8.01 to all
currently active accounts, excluding fire detector check accounts.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District that the adoption of this Resolution hereby authorizes the General
Manager to process all future unexpected refund check(s) in the following prescribed
manner:
Section 1. By taking the total amount of the refund divided by the total number of
active water accounts, excluding the fire detector check accounts, on a
date specific selected by the General Manager.
Section 2. The refund shall be made as a one (1) time credit. The refunds will be
processed on the water billing cycle established by the District.
Section 3. If the water bill with the credit is returned by the U.S. Post Office for any
reason, those refund credits will be applied to the water operating
account.
Section 4. If the unexpected refund amounts to a credit of $0.10 or less on the
customers water bill, the General Manager shall deposit the entire check
into the water operating fund to offset the programming and administrative
costs.
Section 5. Resolution No. 08-01 becomes effective from this date forward.
PASSED AND ADOPTED this 28th day of February, 2008, by the following called vote:
AYES:
NOES:
ABSENT:
ABSTAIN
ATTEST:
John Summerfield, President
Michael A. Payne, Secretary
ITEM NO. O
AGENDA REPORT
Board Meeting Date: February 28, 2008 ,'PROVED BYTHEBOARD OFDRECTORa
OF THE YORBA LINDA WATER utSTRiCT
To: Board of Directors
From: Michael A. Payne, General Manager
iy_
Staff Contact: Diane Cyganik, Finance Director
Reviewed by General Counsel: No Budgeted: N/A Total Budget: N/A
Funding Source: Water Operating Fund
CEQA Account No: Job No:
Compliance: N/A Estimated Costs: N/A Dept: Admin
Subject: Resolution No. 08-02
SUMMARY:
On December 13, 2007, the Board of Directors approved new water rates. The basic service
charge component was approved using the formula of 21% of the fixed supplies, services,
salaries and benefits of personnel costs identified in the adopted budget.
DISCUSSION:
Attached for the Board of Directors' consideration is Resolution No. 08-02. This resolution
affirms and sets forth the formula for setting the future basic service charge component of water
rate adjustments.
Section 1. The basic service charge component of the water rate shall be calculated based
on 21% of the fixed supplies, services, salaries and benefits of personnel costs
identified in the adopted budget.
Section 2. The basic service charge component of the water rate shall remain unchanged if
the proposed water rate increase is made for the sole purpose of funding capital
improvement projects.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approved new water rates on December 13, 2007.
STAFF RECOMMENDATION:
That the Board of Directors adopt Resolution No. 08-02.
COMMITTEE RECOMMENDATION:
The Finance-Accounting Committee reviewed this report at their committee meeting on
February 12, 2008 and recommends the Board of Directors adopt Resolution 08-02.
RESOLUTION NO. 08-02
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
ON SETTING FORTH THE POLICY ON THE
CRITERIA USED FOR DETERMINING THE BASIC SERVICE CHARGE
COMPONENT OF THE WATER RATE
WHEREAS, the Board of Directors of the Yorba Linda Water District is responsible
for setting and adjusting the rate charged for water sold by the District;
and
WHEREAS, the Board of Directors has adopted Rules and Regulations for the
District which set water rates and related categories; and
WHEREAS, pursuant to Water Code Section 31007, the Board of Directors is
required to set water rates at a level which will pay for the provision of
water services including depreciation and other overhead; and
WHEREAS, a notice was mailed to each account identifying the property receiving
water service, explaining the maximum rate proposed; explaining the
reason for the increase and the way in which it was calculated (including
but not limited to the pass through of rates from the five energy and
water providers) and giving notice of a public hearing on such increase;
and
WHEREAS, as explained in the notice, the District prepared and made available at
the District office a report entitled "Water Rate Report for Fiscal Years
2007-08 and 2008-09, which explained the rate structure and proposed
increase in greater detail; and
WHEREAS, the water rate report presented to the Board of Directors on December
13, 2007 was subject to the substantive and procedural requirements of
Proposition 218 (California Constitution Art. XIII D) and the water rate
report and the reporting guidelines met all such requirements; and
WHEREAS, the Board of Directors has from time to time, with the latest rate hearing
on December 13, 2007, determined that a basic service charge
component of the water rate structure should be maintained to insure
District customers have water available to their residence or business at
all times; and
WHEREAS, the Board of Directors has from time to time determined customers
should be responsible to pay for a readiness to serve charge better
known as the basic service charge component of the water rate to pay
for a percentage of fixed supplies, services, and personnel costs; and
WHEREAS, staff prepared a report entitled "Water Rate Report for Fiscal Years
2007-08 and 2008-09," that determined the basic service charge
component used for determining the water rate should be set at 21% of
fixed supplies, services, and personnel costs,
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District that the adoption of this Resolution hereby sets forth the formula for
setting the basic service charge component of future water rate adjustments in the
following prescribed manner:
Section 1. The basic service charge component of the water rate shall be
calculated based on 21 % of the fixed supplies, services, salaries and
benefits of personnel costs.
Section 2. The basic service charge component of the water rate shall remain
unchanged if the proposed water rate increase is made for the sole
purpose of funding capital improvement projects.
Section 3. Resolution No. 08-02 becomes effective from this date forward.
PASSED AND ADOPTED this 28th day of February, 2008, by the following called vote:
AYES:
NOES:
ABSENT:
ABSTAIN
John Summerfield, President
ATTEST:
Secretary, Michael A. Payne
Yorba Linda Water District
ITEM NO. Ge*'
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE-ACCOUNTING COMMITTEE
February 12, 2008
APPROVED BY THE BOARD Of D RECTnHo
Of THE YORBA (INCA WATER DISTRICT
QV -
A meeting of the Yorba Linda Water District Finance-Accounting Committee was called
to order by Committee Chairman William R. Mills at 4:00 p.m. The meeting was held at
District Headquarters, 4622 Plumosa Drive, Yorba Linda.
DIRECTORS PRESENT:
Director William R. Mills, Chair
Director Michael J. Beverage
STAFF PRESENT:
Michael Payne, General Manager
Ken Vecchiarelli, Assistant GM
Diane Cyganik, Finance Director
Sandi Van Etten, Senior Accountant
ACTION ITEMS:
1. Consider a policy on the disposition of unexpected refunds from outside agencies.
General Manager Payne discussed the Committee's consideration to recommend to
the Board of Directors to adopt a resolution setting forth a policy on refunding all
future unexpected checks received from agencies such as Municipal Water District
of Orange County (MWDOC) or the Metropolitan Water District of Southern
California (MET) with a base refund amount of $0.10 per connection. The
Committee will recommend to the Board to approve this resolution at the February
28, 2007 Board Meeting.
2. Consider setting forth the policy on the criteria for the Basic Service Charge
component of the Water Rate.
General Manager Payne discussed the Committee's consideration to recommend to
the Board of Directors adopting a resolution affirming and setting forth the formula
for setting the future basic service charge component of water rate adjustments
using a formula of 21% of the fixed supplies, services, salaries and benefits of
personnel costs identified in the budget.
The Committee recommended adding another "whereas" to show a report was
compiled to arrive at this 21% basic service charge component, and they will
recommend to the Board approval of this resolution at the February 28, 2008 Board
Meeting.
DISCUSSION ITEMS:
3. Review of Investment Reports for the month ending December 31, 2007.
Ms. Van Etten presented the Investment Report to the Committee and changes to
the report presentation were discussed. The items that will be addressed and
changed to make the report more comparable include showing the fiscal year (FY)
Interest Budget to equal the Sewer and Water Operating budget; separating the
interest earned into Operating and Capital Projects, which will provide monthly
interest that ties to the budget more closely. The Investment Report for month
ending December 31, 2007 was accepted as presented with the expectation of staff
revising the report as discussed from this point going forward.
4.
Monthly status report on portfolio investments ending January 31, 2008.
Keith Khorey, Principal of Wells Capital Management reported via conference call
at approximately 4:08 p.m. to discuss the activity that transpired during the month of
January 2008. Mr. Khorey discussed the state of the financial economy and how it
is impacting the District's portfolio. Mr. Khorey stated that the Fed's cut 125 basis
points to avoid a recession and are likely to cut 25 or 50 basis points more in March
2008. Many questions were posed and answered, and the conference call was
concluded by thanking Mr. Khorey.
5
Report on Issuance of 2008 Certificates of Participation.
Assistant General Manager Vecchiarelli gave a brief overview of the Certificates of
Participation (COP) Bid Sale he attended along with Finance Director Cyganik at
the offices of Fieldman Rolapp & Associates. The sale was a great success at
rates ranging from the top four bidders of 4.475878 to 4.518041. The top two
bidders were Banc of America Securities LLC and UBS Securities LLC with True
Interest Costs of 4.47578 and 4.476713, respectively. The bid was awarded to
Banc of America Securities.
In addition, Mr. Tom DeMars, Principal of Fieldman Rolapp & Associates, reported
to the Committee via conference call on the COP Bond Bid Sale and congratulated
the District for the great success. Mr. DeMars stated there were six participants and
a lot of interest from the public on the bond sale. He also said the right decision
was made on not insuring the bonds, and the reason was two-fold: (1) the District
had a strong credit rating, and (2) the District had a better credit rating than the
bond insurers due to the recent melt-down that has taken place. The conference
call was concluded by thanking Mr. DeMars and his staff for a job well done.
6
Review Cash Flow Format
Finance Director Cyganik revisited the cash flow format with the Committee and
asked for their feedback. There were a few minor comments. Once incorporated,
the cash flow report will be brought to the Committee on a monthly basis.
-2-
7. Report on Credit Card Issues
General Manager Payne informed the Committee of the recent credit card fraud
that transpired on the District's credit card. The Accounting Department caught the
malicious transactions and quickly reported them to the Bank, which in turn credited
the District's account for the amount of the fraudulent transactions. The fraud was
also reported to the Brea Police Department, which conducted an investigation
based on the District's findings. They are now in pursuit of the suspect.
8. Golden State Water Company Water Rates
General Manager Payne provided the Committee with a comparison of rates
between Yorba Linda Water District and Golden State Water Company based on
100 cu. ft. of water delivered using a 1-inch meter for one year. Yorba Linda Water
District's rate is $58.47 and Golden State Water Company's rate is $92.28.
ADJOURNMENT:
The Committee adjourned at approximately 5:20 p.m. The next Finance-Accounting
Committee meeting is scheduled for Tuesday, March 11, 2008 at 4:00 p.m. at District
Headquarters, 4622 Plumosa Drive, Yorba Linda, CA.
-3-
ITEM NO. 111C,
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING
February 13, 2008
A meeting of the Yorba Linda Water District Public Information-Tech
Committee was called to order by Committee Chair Ric Collett at 9:03 a.rr
meeting was held at the District Administration Office at 4622 Plumosa
Yorba Linda.
COMMITTEE MEMBERS PRESENT:
Director Ric Collett, Chair
Director Michael J. Beverage
STAFF PRESENT:
Michael A. Payne, General Manager
Pat Grady, IT Manager
Cindy Mejia, Administrative Assist.
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS:
Nancy Jamar, Alain Jamar Design (Logo Designer)
Yvonne Shimko, T-write (Website Designer)
Richard Shimko, T-write (Website Designer)
ACTION ITEMS:
1. None
DISCUSSION ITEMS:
2. New Logo Design. Director Beverage brought in a photo of a water stream
that he wanted the logo to resemble. Staff discussed with Nancy Jamar the
possibility of using a stylized version of the photo as a logo in different forms
for all of the various District applications. Director Collett made mention of the
name and the particular typeface used becoming the signage for the new
building. Staff was directed to work with Nancy Jamar to come up with a
stylized version of the running water photograph for the next meeting, with the
hope that the logo can be completed by the end of February. The specific
date for the next meeting of the PIT Committee for the purposes of the new
logo design was not set.
3. Website Design. Pat Grady explained the three versions of the homepage
template that T-write designed. Directors Beverage and Collett chose an
overall design for the homepage layout and instructed Staff to finalize the
specifics of the layout.
ADJOURNMENT:
The meeting adjourned at 10:25 pm. The next meeting of the Public Information-
Technology Committee is scheduled for February 27, 2008.