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Home My WebLink About2016-11-10 - Board of Directors Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, November 10, 2016, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Ric Collett, President Michael J. Beverage, Vice President Phil Hawkins Robert R. Kiley Gary T. Melton 4. ADDITIONS/DELETIONS TO THE AGENDA 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director's Report 6. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to three minutes. 7. CONSENT CALENDAR All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be no discussion on the items unless a member of the Board, staff, or public requests further consideration. 7.1. Minutes of the Board of Directors Regular Meeting held October 13, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting held October 17, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held October 27, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $547,205.31. 7.5. Change Order No. 2 for Well No. 21 Wellhead Equipping Project Recommendation: That the Board of Directors approve Change Order No. 2 in the amount of $2,809.00 (a credit to the District) and no additional calendar days to Pascal and Ludwig Constructors for construction of the Well No. 21 Well Head Equipping Project, Job No. 200711. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report 8.2. Directors' Reports · YL Town Center Groundbreaking - November 1, 2016 (Collett/Hawkins/Kiley) 8.3. General Manager's Report 8.4. General Counsel's Report 8.5. Future Agenda Items and Staff Tasks 9. COMMITTEE REPORTS 9.1. Interagency Committee with MWDOC and OCWD (Collett/Melton) · Next meeting scheduled November 22, 2016 at 4:00 p.m. 9.2. Joint Agency Committee with City of Yorba Linda (Collett/Beverage) · Minutes of the meeting held October 26, 2016 at 11:00 a.m. · Next meeting scheduled November 22, 2016 at 9:00 a.m. at YL City Hall. 9.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett/Kiley) · Next meeting yet to be scheduled. 9.4. Citizens Advisory Committee (Melton) · Minutes of the meeting held October 24, 2016 at 8:30 a.m. · Next meeting scheduled November 28, 2016 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - November 1, 2016 (Beverage) 10.2. MWDOC Board - November 2, 2016 (Melton) 10.3. OCSD Operations Committee - November 2, 2016 (Kiley/Beverage) 10.4. OCWD Board - November 2, 2016 (Collett) 10.5. WACO - November 4, 2016 (Kiley) 10.6. LAFCO - November 9, 2016 (Beverage - As Needed) 10.7. YL Planning Commission - November 9, 2016 (Melton) 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from November 11, 2016 - December 31, 2016 12. 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. 12.1. Conference with Legal Counsel - Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Julie Lonsdale vs. Yorba Linda Water District (OC Superior Court - Case No. 00808246) 12.2. Conference with Legal Counsel - Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District vs. Orange County Water District (OC Superior Court - Case No. 00858584) 12.3. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 12.4. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representative: Ric Collett Unrepresented Employee: General Manager 13. ADJOURNMENT 13.1. The next Regular Board of Directors Meeting will be held Monday, November 21, 2016 at 8:30 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District’s business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District’s internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 7.1 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Minutes of the Board of Directors Regular Meeting held October 13, 2016 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 2016-10-13_-_Minutes_-_BOD.doc Minutes Minutes Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 1 2016-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 13, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 13, 2016 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett at 8:30 a.m. The meeting was held in the Board Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE Director Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Mike Beverage, Vice President Steve Conklin, Engineering Manager Phil Hawkins John DeCriscio, Operations Manager Bob Kiley Gina Knight, Human Resources/Risk Mgr Gary Melton Delia Lugo, Finance Manager Annie Alexander, Executive Secretary Cindy Botts, Water Cons Supv/Mgmt Analyst Anthony Manzano, Senior Project Manager Javier Martinez, Water Production Sup Laurie McAllaster, Records Mgmt Admin Malissa Muttaraid, Public Affairs Rep Rick Walkemeyer, Info Systems Admin ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Councilmember, City of Yorba Linda Nitin Patel, CPA and Partner, White Nelson Diehl Evans LLP Modesto Llanos, Member, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA None. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 2 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director’s Report Director Barbre reported on the status of various legislative activities and the current water supply situation. 6. PUBLIC COMMENTS None. 7. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Special Meeting held July 7, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting held July 14, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Special Meeting held July 21, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Minutes of the Board of Directors Regular Meeting held July 28, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.5. Minutes of the Board of Directors Regular Meeting held August 11, 2016 Recommendation: That the Board of Director approve the minutes as presented. 7.6. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $9,632,682.43. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 3 7.7. Renewal of Auto and General Liability Insurance Policy with the Association of California Water Agencies Joint Powers Insurance Authority (ACWA/JPIA) Recommendation: That the Board of Directors approve payment to ACWA/JPIA in the amount of $209,177.00 for renewal of the District’s auto and general liability insurance policy through October 1, 2017. 7.8. Purchase of 2017 Hydro Excavator Truck Recommendation: That the Board of Directors approve the purchase of a 2017 Hydro Excavator Truck from Haaker Equipment Company in the amount of $443,873.52. 7.9. Cash and Investment Reports for the Months Ending July 3, 2016 and August 31, 2016 Recommendation: That the Board of Directors receive and file the Cash and Investment Reports for the Months Ending July 31, 2016 and August 31, 2016. 8. ACTION CALENDAR 8.1. Proposed Revisions to Public Funds Investment Policy Mrs. Lugo explained that CA Government Code requires the District’s treasurer or chief fiscal officer to provide an investment policy to the Board for consideration on an annual basis. The Board adopted an investment policy for FY 2016/17 in June, however, due to recent internal procedural changes, Section 16 now requires some refinement. Staff will now be presenting investment reports to the Board on a monthly instead of quarterly basis. She also noted that in Section 6, the phrase “with the District’s boundaries” needed to be changed to “within the District’s boundaries”. Director Barbre suggested that legal counsel consider including a definition of the term “material” in the proposed policy as it would assist in the future evaluation of potential conflicts of interest. Mr. Gagen recommended that the Board adopt the policy as presented and stated that he’d look into incorporating Director Barbre’s suggestion during the next review process. Director Beverage made a motion, seconded by Director Hawkins, to adopt Resolution No. 16-18 Setting Forth a Public Funds Investment Policy and Rescinding Resolution No. 16-06. Motion carried 5-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 4 8.2. Audit Reports for Fiscal Year Ending June 30, 2016 Mrs. Lugo explained that White Nelson Diehl Evans LLP (WNDE), the District’s external auditors, had completed their audit of the District’s financials for FY 2015/16 and rendered an unqualified (or clean) opinion. She then introduced Mr. Patel who provided an overview of WNDE’s findings. Mrs. Lugo also indicated that staff would be submitting the report for consideration of the Certificate in Achievement for Excellence in Financial Reporting award from the Government Finance Officers Association. Mr. Wayne Miller, resident, commented on various points of information contained in the report and payoff of the District’s $7M line of credit (LOC) with Wells Fargo. At the request of President Collett, Mrs. Lugo provided an overview of the Board’s previous discussions related to pay down, pay off, or extending the LOC. Mr. DeCriscio and Mr. Marcantonio also provided clarification regarding the District’s historical, current and projected groundwater production percentages. Director Beverage made a motion, seconded by Director Kiley, to receive and file the Comprehensive Annual Financial Report for the Fiscal Year Ending June 30, 2016, the Report on Internal Control, and the Communication to Those in Governance Letter. Motion carried 5-0. President Collett commended staff on their efforts related to the audit process. 8.3. Water and Sewer Facilities Agreement with Yorba Linda Estates, LLC Director Hawkins stated that he’d been advised that his residence may be within 500 feet of this project and that he needed to recuse himself from the discussion and consideration of this matter. Director Hawkins left the room at this time. Mr. Conklin explained that Yorba Linda Estates (YLE) owns or controls approximately 468.9 acres of land which is being entitled through the County of Orange and is known as the Esperanza Hills subdivision. The project will not exceed 340 single-family residential units and is located in an unincorporated area. Hence, it was subject to review and approval of the OC Board of Supervisors (BOS). The project was approved by the BOS, but the Environmental Impact Report was challenged in court. The owner is addressing comments as required by the court and is in the process of resubmitting revised information to the County. Mr. Conklin Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 5 then provided an overview of some of the stipulations contained in the agreement and responded to questions from the Board. Mr. Brooke Jones, resident, commented on one of the exhibits contained in the agreement, the projected pumping capacity of the Fairmont Booster Pump Station (BPS), the estimated water demand of the Esperanza Hills development project, and the disposition of the raw water connection following construction. Mr. Wayne Miller, resident, commented on the developer’s contribution to YLWD and the County’s approval process for the project. At the request of President Collett, staff then responded to some of the comments provided by the public. Director Beverage made a motion, seconded by Director Kiley, to approve the Water and Sewer Facilities Agreement between the Yorba Linda Water District and Yorba Linda Estates, LLC. Motion carried 4-0-0-1 with Director Hawkins being absent. Director Hawkins rejoined the meeting at this time. 8.4. On-Call Geotechnical and Material Testing Services for Upcoming Capital Improvement Projects Mr. Conklin explained that staff had prepared a Request for Proposals for material testing services for multiple construction projects and on-call services. Staff then reviewed and ranked each of the submitted proposals and has recommended that the agreement be awarded to Hushmand Associates. Mr. Conklin then responded to questions from the Board regarding the time period of the agreement and related pricing. Director Kiley made a motion, seconded by Director Melton, to authorize execution of a Professional Services Agreement with Hushmand Associates, Inc., in the amount not to exceed $250,000, to provide material testing services for the construction phase of the Fairmont Booster Station Upgrade Project, PRS Rehabilitation Project Phase II, Well 22 Equipping Project, future pipeline replacement projects, and on- call services as requested by District staff. Motion carried 5-0. 9. DISCUSSION ITEMS 9.1. Draft Debt Management Policy and Disclosure Procedures Mrs. Lugo explained the need for the District to adopt a debt management policy as recommended by the California Debt Investment Advisory Commission and Government Finance Officers Association (GFOA). Staff Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 6 has been working with Fieldman Rolapp, the District’s financial advisors, to draft a policy which will need to be finalized and adopted by the Board by January 1, 2017. Mrs. Lugo then provided an overview of the purpose of a debt management policy and the District’s bond debt ratio goal. Staff is planning to present the final draft of this policy at the next regular meeting for Board consideration. Staff is also planning to participate in a rate review with Standard & Poors and Fitch Ratings in early November and it would be advantageous for the District to adopt this policy or at least have a draft prior to those meetings. Mrs. Lugo then responded to questions from the Board regarding bond ratios, interest rates, and the highlighted areas in the draft policy. Following brief discussion, the Board requested that the final draft of the policy be presented to the Board for consideration at the special meeting scheduled October 17, 2016 so that Mrs. Lugo could be present to respond to any questions. Director Kiley left the meeting at this time. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report None. 10.2. Directors' Reports None. 10.3. General Manager's Report Mr. Marcantonio asked each of the managers or their designees to provide a report regarding activities within their respective departments. Mr. Conklin reported on the status of various construction projects. At the request of President Collett, Councilmember Hernandez responded to questions regarding future construction of the Lakeview overpass. Mr. DeCriscio asked Mr. Martinez to report on the status of a failure at Well No. 15 following which they responded to questions regarding the well depth and capacity, and reasons why it couldn’t be drilled any deeper. Mr. DeCriscio then reported that Operations and Engineering staff had been working with the CA Department of Public Health on its annual sanitary survey for which the District had no significant deficiencies. Staff expects to receive the finalized report within the next month. Mr. Lugo reported that staff was preparing the Comprehensive Annual Financial Report for submission to GFOA, updating policies, and participating in off-site training. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 7 Mrs. Botts reported on the current and historical conservation percentage for the month of September. Mrs. Knight reported that staff had finalized 3 policies and would soon be conducting confined space rescue training. 10.4. General Counsel's Report None. 10.5. Future Agenda Items and Staff Tasks President Collett requested that staff provide the Board with a report on the age and production capacity of the District’s wells at a future meeting. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) Minutes of the meeting held September 27, 2016 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled November 22, 2016 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) Minutes of the meeting held September 20, 2016 at 10:00 a.m. were provided in the agenda packet. Next meeting is scheduled October 26, 2016 at 11:00 a.m. at YL City Hall. 11.3. Interagency Committee with City of Placentia and Golden State Water Co. (Collett / Kiley) Next meeting is yet to be scheduled. 11.4. Citizens Advisory Committee (Melton) Minutes of the meeting held September 26, 2016 at 8:30 a.m. were provided in the agenda packet. Next meeting is scheduled October 24, 2016 at 8:30 a.m. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 8 12. INTERGOVERNMENTAL MEETINGS The Directors and staff reported on their attendance at the following meetings. 12.1. OCSD Board – September 28, 2016 (Kiley) Director Kiley was not present to provide a report on this meeting. 12.2. YL Planning Commission - September 28, 2016 (Beverage) 12.3. ISDOC – September 29, 2016 (Hawkins/Kiley) Director Hawkins did not attend and Director Kiley was not present to provide a report on this meeting. 12.4. YL City Council – October 4, 2016 (Beverage) 12.5. MWDOC Board – October 5, 2016 (Melton) 12.6. OCSD Operations Committee – October 5, 2016 (Kiley/Beverage) 12.7. OCWD Board – October 5, 2016 (Collett) 12.8. WACO – October 7, 2016 (Collett/Kiley) 12.9. LAFCO – October 12, 2016 (Beverage – As Needed) Director Beverage did not attend this meeting. 12.10 YL Planning Commission – October 12, 2016 (Melton) This meeting was cancelled. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from October 14, 2016 – November 30, 2016 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. OCWD Groundwater Adventure Tour – October 20, 2016 WaterNow Alliance Summit – October 25-26, 2016 No Directors expressed an interest in attending either of these events. 15. CLOSED SESSION The meeting was adjourned to Closed Session at 9:55 a.m. All Directors in attendance were present. Also present were Messrs. Gagen and Marcantonio and Mrs. Knight. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 9 15.1. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Kent Ebinger and Yorba Linda Taxpayers Association vs. Yorba Linda Water District (OC Superior Court – Case No. 00829548) 15.2. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District vs. Orange County Water District (OC Superior Court – Case No. 00858584) 15.3. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Nicola Saba, et al. (OC Superior Court – Case No. 00847807) 15.4. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Harry Schlitz, et al. (OC Superior Court – Case No. 00847840) Messrs. Gagen and Marcantonio and Mrs. Knight left the Closed Session prior to discussion of the following matter. 15.5. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:25 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. Minutes of the YLWD Board of Directors Regular Meeting Held October 13, 2016 at 8:30 a.m. 10 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:26 a.m. A Special Board of Directors Meeting has been scheduled Monday, October 17, 2016 at 9:00 a.m. The next Regular Board of Directors Meeting will be held Thursday, October 27, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.2 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Minutes of the Board of Directors Special Meeting held October 17, 2016 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 2016-10-17_-_Minutes_-_BOD.doc Minutes Minutes Minutes of the YLWD Board of Directors Special Meeting Held October 17, 2016 at 9:00 a.m. 1 2016-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Monday, October 17, 2016, 9:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 17, 2016 Yorba Linda Water District Board of Directors Special Meeting was called to order by President Collett at 9:00 a.m. The meeting was held in the Board Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE Vice President Beverage led the pledge. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Michael J. Beverage, Vice President Steve Conklin, Engineering Manager Phil Hawkins John DeCriscio, Operations Manager Robert R. Kiley Gina Knight, Human Resources/Risk Manager Gary T. Melton Delia Lugo, Finance Manager Damon Micalizzi, Public Information Manager Art Vega, Information Technology Manager Annie Alexander, Executive Secretary Cindy Botts, Water Cons Supvr/Mgmt Analyst Kelly McCann, Senior Accountant OTHER ATTENDEES Andrew Gagen, Partner, Kidman Law LLP Robert Porr, Senior Vice President, Fieldman Rolapp & Associates Cyrus Torabi, Attorney, Stradling Yocca Carlson & Rauth President Collett announced that Item No. 5.2. would be discussed prior to 5.1. 4. PUBLIC COMMENTS None. Minutes of the YLWD Board of Directors Special Meeting Held October 17, 2016 at 9:00 a.m. 2 5. DISCUSSION ITEMS 5.2. Draft Debt Management Policy Mrs. Lugo briefly explained the purpose of the policy and introduced Mr. Porr. Mrs. Lugo and Mr. Porr then responded to questions from the Board regarding loans, the differences between an AA+ and AAA bond rating, the financial impact of being assigned a lower rating, and the impact of the District’s bond debt ratio and reserves on bond ratings. Director Hawkins expressed an interest in obtaining long-term financing to cover the costs of future Capital Improvement Projects. The Board and staff then discussed this suggestion, the process for moving forward if desired, and the impact on the bond refunding currently in progress and the water/sewer rate structure. Mrs. Lugo indicated that the final draft of this policy would be presented to the Board for consideration at the next regular meeting. Mr. Porr left the meeting at this time. 5.1. Municipal Market Disclosure Training Mr. Torabi began his presentation and explained the necessity of disclosure, the Securities Acts of 1933 and 1934, Rule 10b-5, the “materiality” standard and levels of culpability. He also covered what should be disclosed in an Official Statement, the application of disclosure, content of annual reports, investor communications, speeches and presentations and disclosure principles. Mr. Torabi then reviewed timing considerations for bond sales, the process of preparing Official Statements, disclosure considerations, and prior enforcement actions for violations or improper disclosure. Mr. Torabi concluded his presentation by summarizing the key topics and responded to related questions from the Board. President Collett thanked Mr. Torabi for his presentation. Mrs. Lugo noted that staff and legal counsel had been working on updating the Preliminary Official Statement for refunding of the 2008 Certificates of Participation. This document will be distributed to the Board and key staff for review. 6. CLOSED SESSION The meeting was adjourned to Closed Session at 10:38 a.m. All Directors in attendance were present. Minutes of the YLWD Board of Directors Special Meeting Held October 17, 2016 at 9:00 a.m. 3 6.1. Public Employee Performance Evaluation Pursuant to Section 45957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 11:36 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 7. ADJOURNMENT 7.1. The meeting was adjourned at 11:37 a.m. The next Regular Board of Directors Meeting will be held Thursday, October 27, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.3 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Minutes of the Board of Directors Regular Meeting held October 27, 2016 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 2016-10-27_-_Minutes_-_BOD.doc Minutes Minutes Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 1 2016-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 27, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 27, 2016 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett at 8:30 a.m. The meeting was held in the Board Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Collett led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Steve Conklin, Engineering Manager Mike Beverage, Vice President Gina Knight, Human Resources/Risk Manager Phil Hawkins Damon Micalizzi, Public Information Manager Bob Kiley Annie Alexander, Executive Secretary Gary Melton Cindy Botts, Water Consv Sup/Mgmt Analyst Laurie McAllaster, Records Mgmt Admin Kelly McCann, Senior Accountant Ken Mendum, Water Maint Superintendent Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director’s Report None. 6. PUBLIC COMMENTS None. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 2 7. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Special Meeting held August 17, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting held August 25, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held September 8, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Minutes of the Board of Directors Regular Meeting held September 22, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.5. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,733,824.79. 7.6. Budget to Actual Reports for the Months Ending July 31, 2016 and August 31, 2016 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Months Ending July 31, 2016 and August 31, 2016. 7.7. Cash and Investment Report for Month Ending September 30, 2016 Recommendation: That the Board of Directors receive and file the Investment Reports for the Month Ending September 30, 2016 7.8. Directors and General Manager Fees and Expenses Report for First Quarter FY 2016/17 Recommendation: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for First Quarter FY 2016/17. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 3 7.9. Terms and Conditions for Water and Sewer Service with National Community Renaissance Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with National Community Renaissance, Job No. 201613. 7.10. Change Order No. 1 for Well No. 21 Wellhead Equipping Project Recommendation: That the Board of Directors approve Change Order No. 1 in the amount of $24,957.14 (a credit to the District) and no additional calendar days to Pascal and Ludwig Constructors for construction of the Well Head Equipping Project, Job No. 200711. 7.11 Change Order No. 1 for Richfield Road Water Main Project Recommendation: That the Board of Directors approve Change Order No. 1 for 60 additional calendar days to TBU Construction Inc. for construction of the Richfield Road Water Main Project, Job No. 2014-23. 7.12 Sole-Source Agreement for Construction Support Services for the Fairmont Booster Pump Station Project Recommendation: That the Board of Directors authorize execution of a Professional Services Agreement with Lee & Ro, Inc., in the amount not to exceed $65,380 for Construction Support and Special Inspection Services for construction of the Fairmont Booster Station Upgrade Project, Job No. 2010-11B. 7.13 Claim for Damages Filed by Tracey Pratt Recommendation: That the Board of Directors reject and deny the claim filed by Tracey Pratt. 8. ACTION CALENDAR 8.1. Debt Management Policy Mr. McCann explained that per the Government Financial Officers Association (GFOA), it is best practice for state and local governments to adopt a comprehensive debt management policy. Staff has been working with YLWD’s Financial Advisor, Mr. Robert Porr of Fieldman Rolapp, to develop such a policy for the District. According to GFOA, debt management policies are written guidelines, allowances, and restrictions that guide issuance practices of state and local governments, including the issuance process, management of a debt portfolio, and adherence to various laws and regulations. Additionally, a debt management policy Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 4 should improve the quality of decisions, articulate policy goals, provide guidelines for the structure of debt issuance, and demonstrate a commitment to long-term capital and financial planning. The draft policy being presented to the Board for consideration is structured to meet GFOA’s recommendations for compliance with future “accountability” reporting requirements to the California Debt and Investment Advisory Commission. Director Beverage made a motion, seconded by Director Kiley, to adopt Resolution No. 16-19 Setting Forth a Debt Management Policy. Motion carried 5-0 on a roll call vote. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report President Collett thanked the Board and staff for their support following the recent passing of his mother. 9.2. Directors' Reports The Directors reported on their attendance at the following events. OCSD State of the District – October 14, 2016 (Collett/Hawkins/Kiley) YL State of the City – October 20, 2016 (Hawkins/Kiley/Melton) CA-NV AWWA Conference – October 24-26, 2016 (Kiley) 9.3. General Manager's Report Mr. Conklin asked each of the managers or their designees to provide a report regarding activities within their respective departments. Mr. Mendum reported on the status of a recent main line leak and damage caused to the District’s sewer lines by contractors disposing sludge down drains when re-plastering customers’ swimming pools. The Board suggested that staff coordinate with the City so that future contractors are informed of proper disposal procedures at the time they obtain a permit. Mr. Mendum also commented on the number of sewer line blockages caused by wet wipes being flushed down the drain. Mr. McCann reported that staff was preparing for the District’s upcoming rating reviews, working on the Preliminary Official Statement for the advance refunding of the 2008 Certificates of Participation, and updating some of the District’s policies. Mrs. Knight reported that staff had recently participated in confined space rescue training and would be putting together a team and performing drills in the near future. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 5 Mr. Micalizzi reported on current conservation and consumption trends, recent activities of the State Water Resources Control Board, and legislative affairs. He also commented on topics discussed during CSDA’s annual conference and noted that the District’s Transparency Certificate of Excellence from the Special District Leadership Foundation had been renewed. Mr. Micalizzi then provided an overview of SB 814. Mr. Conklin reported on the status of the Esperanza Hills development project and the District’s construction projects. 9.4. General Counsel's Report Mr. Gagen explained that at the last meeting, Director Brett Barbre had raised an issue regarding the definition of the term “material financial interest” which appears in the District’s new investment policy. He stated that the District had adopted a Conflict of Interest Code to which the reader of the investment policy could be referred should they have any questions regarding the definition of this term. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) Next meeting is scheduled November 22, 2016 at 4:00 p.m. 10.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) Minutes of the meeting held October 26, 2016 at 11:00 a.m. will be provided when available. President Collett provided a report of matters discussed during the meeting. Next meeting is yet to be scheduled. 10.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett / Kiley) Next meeting is yet to be scheduled. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 6 10.4. Citizens Advisory Committee (Melton) Minutes of the meeting held October 24, 2016 at 8:30 a.m. will be provided when available. Director Melton provided a report regarding matters discussed during the meeting. Next meeting is scheduled November 28, 2016 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS The Directors and staff reported on their attendance at the following meetings. 11.1. YL City Council – October 18, 2016 (Beverage) 11.2. MWDOC Board – October 19, 2016 (Melton) 11.3. OCWD Board – October 19, 2016 (Kiley) 11.4. OCSD Board – October 26, 2016 (Kiley/Beverage) 11.5. YL Planning Commission – October 26, 2016 (Hawkins) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 14, 2016 – November 30, 2016 The Board reviewed the activity calendar and made no changes. 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. YL Town Center Groundbreaking Ceremony – November 1, 2016 Director Hawkins made a motion, seconded by Director Kiley, to approve Director attendance at this event if desired. Motion carried 5-0. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:14 a.m. All Directors in attendance were present. Also present were Messrs. Gagen and Micalizzi, and Mrs. Knight. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 7 14.1. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District vs. Orange County Water District (OC Superior Court – Case No. 00858584) 14.2. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Nicola Saba, et al. (OC Superior Court – Case No. 00847807) 14.3. Conference with Legal Counsel – Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Harry Schlitz, et al. (OC Superior Court – Case No. 00847840) Mr. Micalizzi left the Closed Session prior to discussion of the following matter. 14.4. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:15 a.m. Mr. Gagen reported that the cases listed under Item Nos. 14.2. and 14.3. had been settled. He also reported that the Board had designated President Collett to negotiate a new employment contract with the General Manager. No other action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 10:16 a.m. The next Regular Board of Directors Meeting will be held Thursday, November 10, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.4 AGENDA REPORT Meeting Date: November 10, 2016 Budgeted:Yes To:Board of Directors Cost Estimate:$547,205.31 Funding Source:All Funds From:Marc Marcantonio, General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Reviewed by Legal:N/A Prepared By:Richard Cabadas, Accounting Assistant I CEQA Compliance:N/A Subject:Payments of Bills, Refunds, and Wire Transfers SUMMARY: Section 31302 of the California Water Code says the District shall pay demands made against it when they have been approved by the Board of Directors. Pursuant to law, staff is hereby submitting the list of disbursements for Board of Directors’ approval. STAFF RECOMMENDATION: That the Board of Directors ratify and authorize disbursements in the amount of $547,205.31. DISCUSSION: The major items on this disbursement list are as follows: A wire of $61,878.59 to So. California Edison for September 2016 electrical charges at multiple locations; and a check of $41,657.94 to CalCard US Bank for credit card transactions processed October 2016. The balance of $177,298.48 is routine invoices. The Accounts Payable check register total is $280,835.01; Payroll No. 21 total is $266,370.30; and the disbursements of this agenda report are $547,205.31. A summary of the checks is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name:Description:Type: 16-CS_1110.pdf CAP SHEET Backup Material CkReg111016.pdf CHECK REGISTER Backup Material 16_CC_1110.pdf CREDIT CARD SUMMARY Backup Material . November 10, 2016 CHECK NUMBERS & WIRES: Computer Checks 68568—68637 $ 218,956.42 ____________ $ 218,956.42 WIRES: W102016 So. Cal Edison $ 61,878.59 ____________ $ 61,878.59 TOTAL OF CHECKS & WIRES $280,835.01 PAYROLL NO. 21: Direct Deposits $ 167,149.81 Third Party Checks 6521—6532 $ 50,674.79 Payroll Taxes $ 48,545.70 $ 266,370.30 TOTAL OF PAYROLLS $266,370.30 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $547,205.31 ================================================================== APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF November 10, 2016 ==================================================================. Check No.Date Vendor Name Amount Description 68577 11/10/2016 ACWA-Assn Of Ca Water Agencies 22,485.33 2017 AGENCY - MEMBER DUES 68578 11/10/2016 Advanced Infrastructure 717.00 VEHICLE MAINTENANCE - UNIT 197 & 210 68579 11/10/2016 Alternative Hose Inc.327.42 HOSE ASSEMBLY - UNIT 168 68570 11/10/2016 AMAZING SHINE NAILS INC 229.01 CUSTOMER REFUND 68580 11/10/2016 Anaheim Wheel & Tire 90.00 MOUNT & BALANCE - UNIT 194 & 199 68581 11/10/2016 Aqua-Metric Sales Co.12,646.48 WAREHOUSE STOCK 68582 11/10/2016 Aramark 1,036.70 UNIFORM SERVICE 68583 11/10/2016 Art Vega 830.64 TRAVEL EXPENSE - IT/DEV CONNECTIONS CONFERENCE 68585 11/10/2016 AT & T 47.69 CIRCTUIT #78KS315PT 68584 11/10/2016 AT & T - Calnet3 3,387.87 ATT CALNET3 - 9/12/16-10/11/16 68586 11/10/2016 Autoscribe Corporation 727.50 PAYMENT VISION GATEWAY 68587 11/10/2016 AWWA 335.00 ANNUAL FALL CONFERENCE 2016 - MALDONADO, R 68588 11/10/2016 Brithinee Electric 607.45 AC PARTS & MATERIAL 68590 11/10/2016 CalCard US Bank 41,657.94 OCTOBER 2016 - CREDIT CARD TRANSACTIONS 68589 11/10/2016 Calolympic Safety Co.288.68 CALIBRATION TEST & QRAE SENSOR 68591 11/10/2016 Chambers Group Inc.173.75 PROFESSIONAL SERVICES - SEPTEMBER 2016 68592 11/10/2016 City Of Anaheim 34,335.04 RICHFIELD & LAKEVIEW -ELECTRICITY FEES- 9/12 - 10/11 68593 11/10/2016 City Of Placentia 506.50 ENCROACHMENT PERMIT 68594 11/10/2016 Clinical Lab. Of San Bern.1,460.00 WATER QUALITY SAMPLING 68636 11/10/2016 Coastline Equipment 542.23 VEHICLE MAINTENANCE - UNIT 145, E169 & 201 68637 11/10/2016 Coastline Equipment 117.47 EQUIPMENT MAINTENANCE - UNIT E169 68595 11/10/2016 Damon Micalizzi 114.34 TRAVEL EXPENSE - CSDA ANNUAL CONFERENCE 68596 11/10/2016 Dean Criske Trucking 758.08 BASE MATERIAL - FREIGHT 68597 11/10/2016 E. H. Wachs Company 480.60 VEHICLE MAINTENANCE - UNIT 180 68598 11/10/2016 Eisel Enterprises, Inc.995.22 438 METER BOXES, LIDS & COVERS 68599 11/10/2016 Elite Equipment Inc 76.68 TOOLS & EQUIPMENT - UNIT #E211 68600 11/10/2016 Enkay Engineering & Equipment Inc 900.00 REMOVAL & DISPOSAL OF PIPE 68601 11/10/2016 Fairway Ford Sales, Inc.256.50 VEHICLE MAINTENANCE - UNIT 178 68602 11/10/2016 Federal Express 84.44 SHIPPING FEES 68575 11/10/2016 GOODE HOME MANAGEMENT 406.59 CUSTOMER REFUND 68603 11/10/2016 Greenshades Software 449.00 SOFTWARE RENEWAL - BASIC PACKAGE 68604 11/10/2016 Harrington Industrial 3,964.82 CL2 REPLACEMENT PARTS 68605 11/10/2016 Hushmand Associates Inc 14,630.00 J14-12 - 2015 WATER PIPELINE REPLACEMENT 68607 11/10/2016 J & S Construction 3,900.00 REMOVE & REPLACE (3) CITY SIDEWALK 68606 11/10/2016 Jackson's Auto Supply - Napa 843.06 VEHICLE MAINTENANCE - UNIT #162, 194, 195, & 199 68573 11/10/2016 JERILYN MEDINA 127.02 CUSTOMER REFUND 68608 11/10/2016 Killingsworth Gear 6,011.60 WELL CALIBRATION, MAINTENANCE & REPAIR 68609 11/10/2016 Kimball Midwest 444.77 MECHANIC SHOP SUPPLIES 68610 11/10/2016 Konica Minolta Business 266.77 MONTHLY LEASE - BIZHUB C224 68569 11/10/2016 LARRY PARKKINEN 79.41 CUSTOMER REFUND 68611 11/10/2016 Liebert Cassidy Whitmore 3,403.60 PROFESSIONAL SERVICES - SEPTEMBER 2016 68572 11/10/2016 LORRAINE CHAMPLIN 99.06 CUSTOMER REFUND 68612 11/10/2016 Managed Health Network 171.00 EAP - NOVEMBER 2016 68613 11/10/2016 Marc Marcantonio 71.01 MILEAGE REIMBURSEMENT - OCTOBER 2016 68614 11/10/2016 Mario S. Banuelos 550.00 REPAIR - DISTRICT WELL VENTLINE 68615 11/10/2016 Mc Fadden-Dale Hardware 424.54 HARDWARE SUPPLIES 68616 11/10/2016 Mc Master-Carr Supply Co.209.19 SHOP SUPPLIES 68571 11/10/2016 MICHEAL BESHAI 122.61 CUSTOMER REFUND 68617 11/10/2016 Muzak LLC 85.63 CUSTOMER MESSAGE/PHONE SERVICE - NOVEMBER 2016 68574 11/10/2016 NATIONAL CORE CONSTRUCTION 958.00 CUSTOMER REFUND 68618 11/10/2016 NatPay Online Business Solutions 23.70 DOCULIVERY - SEPTEMBER 2016 68619 11/10/2016 NEOGOV, Inc.5,000.00 PERFORMANCE EVALUATION SOFTWARE 68620 11/10/2016 New Pig Corporation 439.80 ABSORBENT MAT PADS 68621 11/10/2016 Nickey Kard Lock Inc 4,146.95 FUEL - 10/01/16 - 10/15/16 68625 11/10/2016 P.T.I. Sand & Gravel, Inc.2,680.37 MATERIAL - +30 FILL SAND, BASE & COLD MIX ASPHALT 68622 11/10/2016 Pacific Truck Equipment Inc.82.03 VEHICLE MAINTENANCE - UNIT 184 Yorba Linda Water District Check Register For Checks Dated: 10/28/2016 thru 11/10/2016 68623 11/10/2016 Powerstride Battery 135.14 BATTERY REPLACEMENT - PS78-775 68624 11/10/2016 Praxair Distribution 157.80 WELDING SUPPLIES 68626 11/10/2016 Robert Kiley 356.04 TRAVEL EXPENSE - CSDA ANNUAL CONFERENCE 68627 11/10/2016 Sanders Paving, Inc.20,213.72 ASPHALT PAVING 68568 11/10/2016 SEAN WILLIS 25.96 CUSTOMER REFUND W102016 10/20/2016 So. California Edison 61,878.59 ELECTRICAL FEES - SEPTEMBER 2016 - MULTIPLE LOCATIONS 68628 11/10/2016 Stantec Consulting Services In 1,107.50 J09-22#21 & J14-23 - PROFESSIONAL SERVICES 68629 11/10/2016 Step Saver Inc 477.29 COARSE SALT 68576 11/10/2016 SUSAN HERNANDEZ 92.53 CUSTOMER REFUND 68630 11/10/2016 Switch Ltd 509.00 DATA HOSTING CO LOCATION 68631 11/10/2016 SWRCB 7,508.80 LARGE WATER SYSTEM FEES - 7/2015 - 6/2016 68632 11/10/2016 The Shredders 50.00 ON SITE SHRED SERVICE 68633 11/10/2016 Time Warner Cable 3,936.69 DED INTERNET ACCESS & INTER STATE COMMUNICATION 68634 11/10/2016 Townsend Public Affairs, Inc.5,000.00 CONSULTING SERVICE - NOVEMBER 16 68635 11/10/2016 UNUM Life Insurance Co. of America 3,579.86 LIFE, AD&D, STD & LTD - NOV 280,835.01 Date Vendor Name Amount Description 10/10/2016 KB Design 259.20 District uniforms 10/11/2016 State Chemical Solutions 471.38 (24) Enviro-response bio-base penetrant 10/11/2016 Fullerton Paint & Flooring 147.38 Paint supplies - Cla-val crew 10/11/2016 Fullerton Paint & Flooring 517.37 Paint supplies - Operations & Engineering Dept. 10/11/2016 Plumbing & Industrial 66.01 Admin building repair parts 10/11/2016 Mimi's Café 104.83 Lunch meeting with Dept. of Health Services (5 attendees) 10/11/2016 Pressure Washers Direct 74.33 Vehicle maintenance - Unit 210 10/12/2016 ISE Japanese 75.10 Lunch meeting with Dept. of Health Services (4 attendees) 10/12/2016 KB Design 60.48 District uniforms 10/12/2016 JP Squared 652.95 Mechanic shop equipment 10/12/2016 Verizon Wireless 3,217.86 Wireless service - August 2016 10/13/2016 Amazon.com 251.27 Handheld recorder & accessories 10/17/2016 Harrington Industrial 939.61 Hardware supplies 10/17/2016 Fullerton Paint & Flooring 258.69 Paint supplies - Valve crew 10/17/2016 Shutterstock 49.00 Digital image subscription - 1 year 10/17/2016 Harbor Freight Tools 140.36 Mechanic shop equipment 10/17/2016 Swag 179.95 Mechanic shop equipment 10/18/2016 Staples 556.94 Office supplies & toner 10/19/2016 Orchard Supplies & Hardware 103.55 Hardware supplies 10/19/2016 Mc Master Carr 668.43 Replacement parts for pumpstation 10/19/2016 United Water Works 14,940.47 September 2016 invoices - Warehouse stock 10/19/2016 Online Information Services 595.62 Utility exchange report and collection fees 10/19/2016 Placentia Disposal 519.00 (2) front loads - Richfield Rd 10/19/2016 Answer One Communication 636.65 After hours answer service 10/20/2016 Home Depot 155.13 Sod for landscape repair 10/21/2016 United Water Works 14,850.56 September & October 2016 - Warehouse stock 10/24/2016 Orchard Supplies & Hardware 100.57 Facility maintenance 10/25/2016 Home Depot 178.55 Facility maintenance 10/25/2016 Minuteman Press 21.60 Lamination service 10/25/2016 Steer Inn 130.05 Staff meeting with Engineering & Construction dept. (7 attendees) 10/25/2016 Home Depot 86.37 Inspection equipment - temperature gauge 10/25/2016 Schorr Metals 67.85 Mechanic shop supplies 10/26/2016 Village Nurseries 29.16 Sod for landscape repair 10/26/2016 Home Depot 163.75 Sod for landscape repair 10/27/2016 Town & Country Hotel 357.92 Travel expense - AWWA CA/NV Conference - Kiley, R 10/27/2016 SCIE ARMA 30.00 SCIE ARMA chapter meeting - Millen, M 41,657.94 Cal Card Credit Card U S Bank 10/10/16 - 10/27/16 ITEM NO. 7.5 AGENDA REPORT Meeting Date: November 10, 2016 Budgeted:Yes Total Budget:$1,000,000 To:Board of Directors Cost Estimate:1,000,000 Funding Source:Water Capital Reserves From:Marc Marcantonio, General Manager Account No:101-2700 Job No:2009-22 Presented By:Steve Conklin, Engineering Manager Dept:Engineering Reviewed by Legal:No Prepared By:Joe Polimino, Project Engineer CEQA Compliance:Exempt Subject:Change Order No. 2 for Well No. 21 Wellhead Equipping Project SUMMARY: Work is proceeding on construction of the Well No. 21 Well Head Equipping Project. It includes installation of a new well head, pump and electric motor, electrical controls and equipment, and a concrete well pad. Pascal and Ludwig Constructors has put in a request for Change Order 2, with a credit to YLWD in the amount of $2,809.00 and 0 calendar days as described below. STAFF RECOMMENDATION: That the Board of Directors approve Change Order No. 2 in the amount of $2,809.00 (a credit to the District) and no additional calendar days to Pascal and Ludwig Constructors for construction of the Well No. 21 Well Head Equipping Project, Job No. 200711. DISCUSSION: In accordance with the contract documents, and following discussions with District staff, Pascal and Ludwig Constructors (P&L) submitted a request for Change Order No. 2, which will result in a credit to YLWD. P&L has provided documentation to the District explaining these items and upon review by staff and the District design engineer, Stantec, the documentation provided supports the change order request, as detailed below: The Well 21 plans called for an 8-inch diameter pipe and meter "turn-out" to provide water service for OCWD. YLWD and OCWD further discussed the sizing of the turn-out during the course of the work and agreed that a 6-inch diameter line was sufficient for their needs; therefore, the line and meter was reduced to a 6-inch diameter and the contractor proposed a credit to YLWD in the amount f $5,568.00. YLWD staff requested that an additional stem indicator switch be added to each of the flow- control valves in the system, for definitive feedback to SCADA, indicating when the valves are open or closed. The contractor was directed to make this change including the switches and the associated wiring. The total amount of this change is an additional $2,759.00. The status of the construction contract with Pascal and Ludwig Constructors is as follows: If approved, Change Order No.2 will result in an overall credit of $2,809.00 to YLWD. (0.3% of the original contract). If approved, Change Order No. 2 decreases the total contract amount from $885,529.59 to $882,720.59 and no additional days. The Engineering Manager and Staff have reviewed the contractor’s request for Change Order No. 2 and recommend approval. A copy of Change Order No. 2 is attached for your reference. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): On August 13, 2015, The Board of Directors awarded a Construction Contract for the Well No. 21 Wellhead Equipping Project to Pascal & Ludwig Constructors, Inc. for $910,487.00. On October 27, 2016, the Board of Directors approved Change Order Number 1, resulting in a credit to YLWD in the amount of $24,957.41. ATTACHMENTS: Name:Description:Type: Signed_CO2_Well_21.pdf Well 21 Change Order Number 2 Backup Material YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 2 DATE 10/27/16 Page 1 of 1 CONTRACT NAME: Well 21 Equipping CONTRACT AMT.: $885,529.59 DAYS: 365 CONTRACTOR: Pascal&Ludwig Constructors THIS CHANGE: $(2,809.00) DAYS: 0 PROJECT NUMBER: 2009-22 (0.3%) OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $882,720.59 DAYS: 365 This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials,and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. DESCRIPTION OF CHANGES +INCREASE CONTRACT TIME /OR +EXTENSION —DECREASE IN /OR- CONTRACT REDUCTION AMOUNT($) (DAYS) PCO#6—OCWD and YLWD agreed that a 6-winch irrigation line was sufficient for their needs,therefore the 8-inch line and meter(per plan)was reduced to a size of 6-inches, and the contractor provided a credit to YLWD for this change. $-5,588.00 0 PCO#7—YLWD staff requested that an additional stem indicator switch be added to $+2759.00 0 each Cla-val, for positive feedback to SCADA when valves are full open and full closed. ' NET CHANGE $12,809.00i o REVISED CONTRACT AMOUNT AND TIME $882,720.59 365 The amount of the contract will be +nefeased decreased by the sum of $2,809.00 and the contract time shall be increases decreased by 0 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 it 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 indirec% 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. This Change Order constitutes full,final, and complete compensation to the Contractor for all costs,expenses,overhead: profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any work,an) delay to any work, any disruption of any work, any rescheduling of any work. and any other effect on any of the work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion date change,if any, and expressly waives any claims for any additional compensation,damages or time extensions,in connection witF the above-referenced changes. RECOMMENDED: A " /ENGINEER OR DATE: _Joe Polimino QQNA 1LTANT 10/ ! "b Con ruction Supervisor,YLWD ACCEPTED: DATE: !CONTRACTOR Alan Ludwig Chairman,Pa cal&Ludwi o ctors APPROVED: /OWNER DATE: r •r �'7 ,, Steve Conklin Engineering Manager,YLWD ITEM NO. 9.2 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Joint Agency Committee with City of Yorba Linda (Collett/Beverage) · Minutes of the meeting held October 26, 2016 at 11:00 a.m. · Next meeting scheduled November 22, 2016 at 9:00 a.m. at YL City Hall. ATTACHMENTS: Name:Description:Type: 2016-10-26_-_Minutes_-_YLWD-City_of_YL.pdf Minutes Minutes YLWD/CC Joint Advisory Committee Minutes October 26, 2016 Page 1 of 2 CITY OF YORBA LINDA Land of Gracious Living YORBA LINDA WATER DISTRICT/ CITY COUNCIL JOINT ADVISORY COMMITTEE MEETING MINUTES October 26, 2016 11:00 a.m. CALL TO ORDER The Yorba Linda Water District/City Council Joint Advisory Committee meeting convened at 11:00 a.m. in the Council Chambers at 4845 Casa Loma Avenue, Yorba Linda. PLEDGE OF ALLEGIANCE Mayor Tom Lindsey ROLL CALL Committee Members City Council: Gene Hernandez, Tom Lindsey Water District: Mike Beverage, Ric Collett Staff Members: Damon Micalizzi, Dave Christian Staff Members absent: Marc Marcantonio, Mark Pulone PUBLIC COMMENTS None YLWD/CC Joint Advisory Committee Minutes October 26, 2016 Page 2 of 2 ACTION CALENDAR 1. Minutes of the YLWD/City Council Joint Advisory Committee meeting held on September 20, 2016. The YLWD/City Council Joint Advisory Committee approved the minutes of the September 20, 2016 meeting. DISCUSSION ITEMS 2. Drought Response, Water Conservation/Administrative Penalty Ordinances, and Community Outreach Efforts Public Affairs Manager Damon Micalizzi gave an update on water usage and said that water conservation in September was at 26% and the cumulative to date was 34%. Mr. Micalizzi also reported that on October 5th, the State Water Resources Control Board (SWRCB) held a hearing on Executive Order B-37-16 calling for permanent conservation regulations, and discussed the existing drought regulations. The drought regulations will likely be extended through 2017 absent an exceptionally wet winter. He also said that statewide water use was up about 11% from last year but overall, the SW RCB was concerned but not panicked by the results. Water users, including the Association of California Water Agencies (ACWA), think that the resulting situation is much better allowing each district and area to develop their plan to fit their particular situation and get away from the “one size fits all” approach. Most of the heavy users of water are in the Sacramento region where they have had a lot of rainfall. Discussion ensued among Committee Members and staff regarding conservation, irrigation controllers, and educating the public about water usage. 3. Potential Future Agenda Items It was determined to bring back Item No. 2, Drought Response, Water Conservation/Administrative Penalty Ordinances, and Community Outreach Efforts to the next meeting. ADJOURNMENT Assistant City Manager Dave Christian adjourned the meeting at 11:49 a.m. to the next Yorba Linda Water Board/City Council Advisory Committee Joint meeting on Tuesday, November 22, 2016 at 9:00 a.m. ITEM NO. 9.4 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Citizens Advisory Committee (Melton) · Minutes of the meeting held October 24, 2016 at 8:30 a.m. · Next meeting scheduled November 28, 2016 at 8:30 a.m. ATTACHMENTS: Name:Description:Type: 2016-10-24_-_Minutes_-_CAC.docx Minutes Minutes 1 MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, October 24, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 24, 2016 meeting of the Yorba Linda Water District’s Citizens Advisory Committee was called to order at 8:30 a.m. The meeting was held in the Training Room at the District’s Administration Building located at 1717 East Miraloma Avenue, Placentia California 92870. 2. ROLL CALL COMMITTEE MEMBERS PRESENT Lindon Baker Rick Buck Modesto Llanos Bill Guse Cheryl Borden YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Gary Melton, Director Damon Micalizzi, Public Information Mgr Mike Beverage, Director OTHER ATTENDEES Brett Barbre, Director, MWDSC and MWDOC John Koeller 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. Conservation Update and Monthly Water Supply Report The Committee reviewed the report and Director Barbre illustrated the difference between the State run water conveyance and the Metropolitan owned and operated facilities. Staff reported a 24% conservation district wide for the month of September. 4.2 Director’s Report Director Melton reported that the window for YLTA to file an appeal in their lawsuit brought against the District had closed. 4.3. Future Agenda Items None. 2 5. ADJOURNMENT 5.1. The meeting was adjourned at 10:15 a.m. The next Citizens Advisory Committee meeting is scheduled to be held Monday, November 28, 2016 at 8:30 a.m. DM ITEM NO. 11.1 AGENDA REPORT Meeting Date: November 10, 2016 Subject:Meetings from November 11, 2016 - December 31, 2016 ATTACHMENTS: Name:Description:Type: BOD_-_Activities_Calendar.pdf Backup Material Backup Material Event Date Attendance by: November 2016 Yorba Linda City Council Tue, Nov 15 Collett MWDOC Wed, Nov 16 Melton OCWD Wed, Nov 16 Kiley Board of Directors Regular Meeting Mon, Nov 21 Joint Committee Meeting with City of Yorba Linda Tue, Nov 22 Collett/Beverage Interagency Committee Meeting with MWDOC and OCWD Tue, Nov 22 Collett/Melton OCSD Wed, Nov 23 Kiley/Beverage Yorba Linda Planning Commission Wed, Nov 23 Hawkins District Offices Closed Thu, Nov 24 Citizens Advisory Committee Meeting Mon, Nov 28 Melton December 2016 Yorba Linda City Council Tue, Dec 6 MWDOC Wed, Dec 7 OCSD Operations Committee Wed, Dec 7 OCWD Wed, Dec 7 Board of Directors Regular Meeting Thu, Dec 8 Public Financing Corporation Regular Meeting Thu, Dec 8 WACO Fri, Dec 9 LAFCO Wed, Dec 14 Yorba Linda Planning Commission Wed, Dec 14 Yorba Linda City Council Tue, Dec 20 MWDOC Wed, Dec 21 OCWD Wed, Dec 21 Board of Directors Regular Meeting Thu, Dec 22 Citizens Advisory Committee Meeting Mon, Dec 26 OCSD Wed, Dec 28 Yorba Linda Planning Commission Wed, Dec 28 8:30AM 6:00PM 6:30PM 8:00AM 6:30PM 6:30PM 8:30AM 5:30PM 8:30AM 8:30AM 5:00PM 5:30PM 8:30AM 8:30AM 7:30AM 6:30PM 7:00AM 8:30AM 6:30PM 8:30AM 5:30PM 8:30AM 9:00AM 4:00PM 6:00PM Board of Directors Activity Calendar Time 6:30PM 11/3/2016 8:14:53 AM