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2017-06-13 - Board of Directors Meeting Agenda Packet
ra Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, June 13, 2017, 6:30 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL J. Wayne Miller, President Al Nederhood, Vice President Andrew J. Hall, Director Phil Hawkins, Director Brooke Jones, Director 4. ADDITIONS/DELETIONS TO THE AGENDA 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports 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 March 1, 2017 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting Held March 14, 2017 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,230,640.28. 7.4. Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda Recommendation: That the Board of Directors approve the Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda, Job No. 201717. 7.5. Revised Declaration of Restrictive Covenants with Toll CA III, LLC for Tract 17654 Recommendation: That the Board of Directors authorize the President and Secretary to execute the revised Declaration of Restrictive Covenants with To// CA 111, LLC for Tract 17654. 8. ACTION CALENDAR This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal Board action. 8.1. Proposed Amendments to Independent Special Districts of Orange County (ISDOC) Bylaws Recommendation: That the Board of Directors consider approving the proposed amendments to ISDOC's bylaws and authorizing the President or alternate designee to sign the official ballot. 8.2. Proposed Increased Assessments Affecting District Properties Located in Local Landscaping Zone L-1 B of the City of Yorba Linda Street Lighting and Landscaping Maintenance District Recommendation: That the Board of Directors vote in favor of the increased assessments for these parcels and authorize staff to complete and submit the ballots as required. 9. 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. 9.1. Capital and Repair/Replacement Budgets and Asset Management Plan 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports • Santa Ana River Watershed Conference - May 25, 2017 (Jones/Nederhood) 10.2. General Manager's Report 10.3. General Counsel's Report 10.4. Future Agenda Items and Staff Tasks 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) • Minutes of the meeting held May 25, 2017 at 4:00 p.m. • Next meeting scheduled July 27, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) • Minutes of the meeting held June 12, 2017 at 4:00 p.m. will be provided when available. • Next meeting yet to be scheduled. 11.3. Joint Agency Committee with City of Placentia (Miller/Nederhood) • Next meeting yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS 12.1. OCWD Board - May 24, 2017 (Jones) 12.2. OCSD Board - May 24, 2017 (Hawkins) 12.3. WACO - June 2, 2017 (Hawkins/Jones/Nederhood) 12.4. YL City Council - June 6, 2017 (Hawkins) 12.5. MWDOC Board - June 7, 2017 (Nederhood) 12.6. OCSD Operations Committee - June 7, 2017 (Hawkins) 12.7. OCWD Board - June 7, 2017 (Jones) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from June 14 - August 31, 2017 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS This section of the agenda is for the Board of Directors to authorize Director attendance at the listed events. 14.1. CASA Annual Conference - August 22-24, 2017 Recommendation: That the Board of Directors approve Director attendance at this event if desired. 15. ADJOURNMENT 15.1. A Board of Directors Workshop Meeting has been scheduled Monday, June 19, 2017 at 4:00 p.m. The next Regular Board of Directors Meeting will be held Tuesday, June 27, 2017. Closed Session (if necessary) will begin at 5:30 p.m. and regular business at 6:30 p.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: June 13, 2017 Subject: Minutes of the Board of Directors Regular Meeting Held March 1, 2017 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name: Description: Type: 2017-03-01 - Minutes - BOD (B).doc Minutes Minutes 2017-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, March 1, 2017, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER President Miller called the meeting to order at 6:32 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT J. Wayne Miller, President Marc Marcantonio, General Manager Al Nederhood, Vice President Steve Conklin, Engineering Manager Andrew J. Hall, Director John DeCriscio, Operations Manager Phil Hawkins, Director Gina Knight, HR/Risk and Safety Manager Brooke Jones, Director Delia Lugo, Finance Manager Art Vega, Information Technology Manager Annie Alexander, Executive Assistant Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Marcantonio indicated that additional materials had been distributed for Item Nos. 8.4., 9.1. and 9.4. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports None. Minutes of the YLWD Board of Directors Regular Meeting Held March 1,2017 at 6:30 p.m. 1 6. PUBLIC COMMENTS Ms. Susan Decker, resident, asked when the most recent financial statements would be posted to the District's website. Mrs. Lugo stated that these reports were included in the agenda packet for this meeting which is accessible on the District's website. The following individuals spoke regarding their professional background and interest in serving on the Ad Hoc Citizens Advisory Committee (AHCAC): Mr. Randy Siegmund Mr. Gary Macheel Ms. Pamela Hymel Mr. Tom Babnick Mr. Ron Ricks Ms. Cristy Parker, resident, suggested that direct links to financial statements be placed on the District's website. President Miller stated that the Directors' rankings for AHCAC candidates would be provided to the Executive Assistant for tabulation during a brief recess following Item No. 8.2. He then thanked the applicants for their willingness to serve. 7. CONSENT CALENDAR Director Hawkins made a motion, seconded by Director Jones, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Regular Meeting held December 15, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,049,558.47. 7.3. Directors and General Manager Fees and Expenses Report for Second Quarter FY 2016/17 Recommendation: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for Second Quarter FY 2016/17. Minutes of the YLWD Board of Directors Regular Meeting Held March 1,2017 at 6:30 p.m. 2 Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 3 7.4. Change Order No. 2 for Richfield Road Water Main Project Recommendation: That the Board of Directors approve Change Order No. 2 for 45 additional calendar days to TBU Construction Inc. for construction of the Richfield Road Water Main Project, Job No. 2014-23. 7.5. Terms and Conditions for Water and Sewer Service with Hardial Gore, 16702 Camille Place Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Hardial Gore, Job 2017-08S. 8. ACTION CALENDAR 8.1. Revised Budgeted Positions for the Remainder of FY 2016/17 Ms. Knight reviewed the financial impact and duties of the proposed Assistant General Manager (AGM) position. Mr. Jon Hansen, resident, spoke against the proposed addition of the AGM position and continued staffing of the Water Conservation Representative positions. An unknown resident spoke in favor of the proposed addition of the AGM position, against filling the vacant Communications Manager position, and regarding the purpose of the Water Conservation Representatives. Ms. Claudia Lynch, resident, spoke against the proposed addition of the AGM position. The Board then discussed the benefits of adding the AGM position versus filling the vacant Communications Manager position, examining the results of a previous organizational performance review, potentially decreasing the number of Water Conservation Representative positions, and the importance of succession planning and public relations. Director Miller made a motion, seconded by Director Hawkins, to defer consideration of this matter to a future date. Motion carried 3-1-1 with Director Nederhood voting No and Director Jones abstaining. 8.2. Requests for Concurring Nomination Resolutions for the ACWA/JPIA 2017 Executive Committee Election Ms. Knight explained that ACWA/JPIA would be conducting an Executive Committee election during the JPIA’s Board of Directors’ meeting in May. The District received requests for concurring nominations from three candidates. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 4 Director Hawkins suggested that consideration of this matter be deferred to a future meeting at which candidates could be invited to address the Board in person. Director Hawkins made a motion, seconded by Director Jones, to defer consideration of this matter to the next regular meeting and invite the candidates to attend and address the Board in person at that time. Motion carried 5-0. President Miller declared a recess at 7:19 p.m. for the purposes of tabulating the Directors’ rankings of AHCAC candidates. The meeting was reconvened at 7:31 p.m. 8.3. Appointments to Ad Hoc Citizens Advisory Committee Mr. Marcantonio announced that the following eleven individuals had received the highest rankings: Mr. Dennis Anderson Ms. Pamela Hymel Mr. Lindon Baker Mr. Bill Lawrence Dr. Jeff Decker Ms. Cristy Parker Mr. Kent Ebinger Mr. Ron Ricks Mr. Terry Harris Mr. Ken Tam Mr. Fred Hebein The Board thanked all of the applicants for their willingness to serve on the AHCAC. Director Hawkins made a motion, seconded by Director Miller, to sponsor the attendance of the AHCAC members at the upcoming MWDOC Water Policy Forum. Motion carried 5-0. Director Hawkins made a motion, seconded by Director Hall, to appoint the above listed individuals to the AHCAC. Motion carried 5-0. Staff was instructed to confirm the availability of the successful candidates and provide scheduling assistance for the first meeting. President Miller noted that the AHCAC’s meetings would be publicly noticed in accordance with the Brown Act. 8.4. Facilitator for Ad Hoc Citizens Advisory Committee Ms. Botts explained that staff had obtained quotes from two vendors for meeting facilitation services. She then provided an overview of each of the quotes. The Board discussed the qualifications of each of the vendors and the need for a facilitator. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 5 Mr. Ben Parker, resident, offered his services as a facilitator free of charge. Mr. Tom Lynch, resident, suggested that the AHCAC determine whether a facilitator is needed. Ms. Pat Nelson, resident, spoke in favor of engaging an outside local facilitator. Mr. Jon Hansen, resident, spoke in favor of engaging an outside cost effective facilitator. Ms. Julia Schultz, resident, spoke in favor of engaging BHI Management Consulting. Mr. Bill Lawrence, resident and AHCAC member, spoke in favor of engaging an outside facilitator with an option to cancel the contract if it was determined their services were no longer necessary. Director Hawkins made a motion, seconded by Director Jones, to execute an agreement with BHI Management Consulting for meeting facilitation services in an amount not to exceed $18,000. Motion carried 5-0. 8.5. Roles, Responsibilities and Procedures for Ad Hoc Citizens Advisory Committee Ms. Muttaraid explained that the previous document had been revised to include the roles and responsibilities of a chairperson and more clearly define the committee’s purpose. The Board discussed allowing the committee to determine the need for a chairperson and requesting summary minutes of the meetings. Ms. Muttaraid indicated that the first meeting had been tentatively scheduled Monday, March 6, 2017 at 6:00 p.m. during which the committee can determine the schedule for future meetings. The Board and staff discussed employee assistance to the committee. Ms. Cristy Parker, resident and AHCAC member, asked about materials being made available to the committee for review prior to the first meeting. The Board, staff and legal counsel then discussed creation of a resource page for the AHCAC on the District’s website. No action was taken in relation to this item. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 6 9. DISCUSSION ITEMS 9.1. Budget to Actual Statements for the Month Ending January 31, 2017 Staff provided an overview of key information contained in these statements including cumulative volumetric water revenue, the impact of winter weather conditions, and variable water expenses. Mr. Jon Hansen, resident, commented on the cumulative water demand recovery, variable water expenses, and the FY 2015/16 budget. 9.2. Cash and Investments Report Ending January 31, 2017 Ms. Lugo reviewed key information contained in this report related to yields, expenditures, and reserve levels. 9.3. Unaudited Financial Statements Second Quarter of FY 2016/17 Ms. Lugo provided an overview of key information contained in these statements including the District’s net position, cumulative volumetric water revenue, variable water expenses, and debt service ratio. Mr. Kent Ebinger, resident, inquired as to the purpose of the line of credit. The Board and staff explained that it had been utilized to fund various capital improvements projects in lieu of reserves. Mr. Jon Hansen, resident, commented on reserve levels, the previous rate study, and the recent decrease in water rates. Ms. Botts reviewed some graphical representations of historical water consumption trends. 9.4. Overview of Fairmont Booster Pump Station and Well 22 Mr. Conklin provided a presentation regarding the background, purpose, and current status of these two capital improvement projects. Mr. DeCriscio also reviewed the process of drilling, maintaining, and abandoning wells. The Board commended staff on their efforts to maintain and develop the District’s water distribution system. 9.5. Scheduling of Board Budget Workshop Meetings in April and May 2017 Ms. Alexander stated that due to some schedule conflicts, staff would be working with the Board to reschedule the workshop meetings in April and May. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 7 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports The Directors reported on their attendance at the following events: MWDSC State Water Project Tour – February 24-26, 2017 (Jones/Nederhood) CSDA SDLA Conference – February 26 – March 1, 2017 (Jones/Miller/Nederhood) 10.2. General Manager's Report None. 10.3. General Counsel’s Report None. 10.4. Future Agenda Items and Staff Tasks President Miller noted that a discussion regarding the District’s reserves would be placed on a future agenda. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) Next meeting is scheduled March 23, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) Next meeting is scheduled March 13, 2017 at 4:00 p.m. at YL City Hall. 11.3. Interagency Committee with City of Placentia and Golden State Water Company (Miller/Nederhood) Next meeting is yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 8 12.1 MWDOC Board – February 15, 2017 (Nederhood) 12.2 OCWD Board – February 15, 2017 (Jones) 12.3. YL Planning Commission – February 15, 2017 (Hawkins – As Needed) 12.4. YL City Council – February 21, 2017 (Hawkins) 12.5. OCSD Board – February 22, 2017 (Hawkins/Jones) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from February 15, 2017 – April 30, 2017 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. CA-NV AWWA Spring Conference – April 10-13, 2017 ACWA/JPIA Spring Conference – May 8-9, 2017 ACWA Spring Conference – May 9-12, 2017 Director Hawkins made a motion, seconded by Director Hall, to approve Director attendance at these events if desired. Motion carried 5-0. 15. ADJOURNMENT 15.1. The meeting was adjourned at 9:54 p.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.2 AGENDA REPORT Meeting Date: June 13, 2017 Subject:Minutes of the Board of Directors Regular Meeting Held March 14, 2017 STAFF RECOMMENDATION: That the Board of Directors approve the minutes as presented. ATTACHMENTS: Name:Description:Type: 2017-03-14_-_Minutes_-_BOD.doc Minutes Minutes Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 1 2017-XXX MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, March 14, 2017, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER President Miller called the meeting to order at 6:31 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT J. Wayne Miller, President Marc Marcantonio, General Manager Al Nederhood, Vice President Steve Conklin, Engineering Manager Phil Hawkins, Director John DeCriscio, Operations Manager Brooke Jones, Director Gina Knight, HR/Risk and Safety Manager Delia Lugo, Finance Manager DIRECTORS ABSENT Art Vega, Information Technology Manager Andrew J. Hall, Director Annie Alexander, Executive Assistant Cindy Botts, Water Consv Sup/Mgmt Analyst Marcus Millen, Records Mgmt Specialist Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Beth Haney, Councilmember, City of Yorba Linda Tom Lindsay, Councilmember, City of Yorba Linda Melody McDonald, Director, San Bernardino Valley W ater Conservation District Paul Dorey, Director, Vista Irrigation District Bill Knutson, Executive Committee Member, ACWA/JPIA Andy Sells, Chief Executive Officer, ACWA/JPIA 4. ADDITIONS/DELETIONS TO THE AGENDA None. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 2 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Refund from ACWA/JPIA’s Rate Stabilization Fund Mr. Andy Sells provided a brief overview of ACWA/JPIA’s insurance services, the purpose of the agency’s rate stabilization fund, training programs available to the District, and the Executive Committee’s role and responsibilities. He then presented the Board with a refund check in the approximate amount of $81,000. 5.2. Elected Official Liaison Reports Councilmember Beth Haney reported on various upcoming activities scheduled to commemorate the City of Yorba Linda’s 50th anniversary. 6. PUBLIC COMMENTS Ms. Claudia Lynch (resident) commented on benefits provided to board members, the recent election, Director attendance at City Council meetings, the Fairmount Booster Pump Station Upgrade Project, and a recent newspaper column. Mr. Ben Parker (resident) commented on a public records request he’d previously submitted for the District’s financial model which had been denied based on certain exemptions. He asked that the District reconsider its position on this matter and provide him with an electronic copy of the model and the name(s) of the employee(s) who reviewed his original request. Mr. Andrew Gagen stated that the District’s position on this matter had not changed and reviewed the exemptions cited in the response to Mr. Parker’s request. Mr. Kent Ebinger (resident) commented on the District’s previous distribution of draft documents. Mr. Marc Marcantonio explained that the financial model was considered a software program. While reports generated from the model may be considered public record, the software program itself is not. Ms. Cristy Parker (resident) commented on the deliberative process, weighing the public interest served by disclosure of records versus nondisclosure, and preliminary drafts as related to Mr. Parker’s request. President Miller suggested that Mr. Parker’s new request as stated during the meeting be referred to legal counsel. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 3 Ms. Cristy Parker (resident) stated that the financial model was a spreadsheet which should be made available to the public and commented on associated case law. Mr. Gagen noted that the model contained formulas which had been developed for the District by Mr. Sanjay Gaur of Raftelis. Ms. Delia Lugo stated she had put in a call to Mr. Gaur who was out of the office regarding the proprietary status of the model. Ms. Cristy Parker (resident) stated that Mr. Raftelis had indicated the model was non-proprietary during a previous workshop meeting. 7. CONSENT CALENDAR Director Hawkins made a motion, seconded by Director Jones, to approve the Consent Calendar. Motion carried 4-0-0-1 with Director Hall being absent. 7.1. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $485,001.16. 7.2. Terms and Conditions for Water and Sewer Service with Thomas Tonelli, 6011 Grandview Avenue, Yorba Linda Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Thomas Tonelli, Job No. 2017-10S. 8. ACTION CALENDAR 8.1. Requests for Concurring Nomination Resolutions for the ACWA/JPIA 2017 Executive Committee Election Ms. Gina Knight explained that at the previous Board meeting, staff had been instructed to invite each of the candidates requesting nomination to speak at this meeting. Due to schedule conflicts, only two individuals were able to attend. Director Melody McDonald, of the San Bernardino Valley Water Conservation District, commented on her service as an elected official and on various ACWA/JPIA committees. She then asked that the Board consider nominating and voting for her in ACWA/JPIA’s upcoming Executive Committee Election. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 4 Director Paul Dorey, of the Vista Irrigation District, commented on professional work experience and his service as an elected official and on ACWA/JPIA’s Liability Committee. Director Hawkins made a motion, seconded by Director Miller, to adopt Resolution No. 17-04 concurring in the nomination of David A. Drake of Rincon del Diablo MWD to the Executive Committee of ACWA/JPIA. Motion carried 4-0-0-1 on a Roll Call vote with Director Hall being absent. Director Hawkins made a motion, seconded by Director Jones, to adopt Resolution No. 17-05 concurring in the nomination of Thomas A. Cuquet of South Sutter Water District to the Executive Committee of ACWA/JPIA. Motion carried 3-1-0-1 on a Roll Call vote with Director Nederhood voting No and Director Hall being absent. Director Hawkins made a motion, seconded by Director Jones, to adopt Resolution No. 17-06 concurring in the nomination of Paul E. Dorey of Vista Irrigation District to the Executive Committee of ACWA/JPIA. Motion carried 4-0-0-1 on a Roll Call vote with Director Hall being absent. Director Miller made a motion, seconded by Director Hawkins, to adopt Resolution No. 17-07 concurring in the nomination of Kathleen J. Tiegs of Cucamonga Valley Water District to the Executive Committee of ACWA/JPIA. Motion carried 4-0-0-1 on a Roll Call vote with Director Hall being absent. Director Hawkins made a motion, seconded by Director Jones, to adopt Resolution No. 17-08 concurring in the nomination of Melody A. McDonald of San Bernardino Valley Water Conservation District to the Executive Committee of ACWA/JPIA. Motion carried 4-0-0-1 on a Roll Call with Director Hall being absent. 8.2. Increasing Issuance Amount of Refunding Revenue Bonds, Series 2017A to Fund Capital Improvements Ms. Delia Lugo explained that the Board previously authorized the issuance of refunding revenue bonds in an amount not to exceed $28,000,000. Since that time, there was discussion of potentially issuing bonds to fund the remaining construction costs of the Fairmont Booster Pump Station Upgrade Project in the approximate amount of $6,000,000. Including these bonds with the current refunding opportunity rather than issuing them separately would save the District approximately $300,000. In order to move forward with this option, the legal documents would need to be amended and a new resolution adopted. She then reviewed Fieldman Rolapp’s 5-year projections for the District’s debt service coverage ratio and days of cash on hand under this new bond issuance scenario. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 5 Mr. Kent Ebinger (resident) commented on potential prepayment penalties and interest rates associated with the refunding opportunity. Mr. Ben Parker (resident) commented on the 2008 Certificates of Participation and interest rates associated with the refunding opportunity. The Board then discussed letting the refunding opportunity remain as is versus restructuring it to include additional funding. Director Hawkins made a motion, seconded by Director Jones, to restructure the advance refunding opportunity and request additional funding to complete construction of the Fairmont Booster Pump Station Upgrade Project. Motion carried 4-0-0-1 with Director Hall being absent. 8.3. Independent Audit Services Contract Ms. Lugo explained that staff had solicited proposals for independent audit services for the District through fiscal year 2019 with the option of extending the contract for two subsequent one-year terms. Five out of seven firms responded. Following evaluation and ranking of the proposals, the review team recommended the contract be awarded to White Nelson Diehl Evans (WNDE). The Board and staff then discussed WNDE’s previous work for the District, the length of time some of the auditing firms had worked for a single agency, and the benefits of changing auditing firms. Ms. Lugo noted that representatives from the successful firm would be in attendance at future Board meetings to present an overview of the audit process and the results of each annual audit. She clarified that the initial contract was for three years and the District would have the option to extend the contract up to two years thereafter. The Board and staff then discussed WNDE’s proposed annual fees for future auditing services and new audit reporting requirements. Mr. Ben Parker (resident) commented on the benefits of having a different firm or a different partner at the same firm conduct future audits. Mrs. Lugo explained that the successful firm could focus on specific areas as requested by the Board including the assignment of a new partner if necessary. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 6 Director Hawkins made a motion, seconded by Director Jones, to (1) authorize the General Manager to execute a Professional Services Agreement with White Nelson Diehl Evans, LLP for a three-year contract with two subsequent one-year options for a fee not to exceed $112,586; and (2) require the firm assign a new partner to perform the auditing services. Motion carried 4-0-0-1 with Director Hall being absent. 8.4. Clarification of Roles, Responsibilities and Procedures for Ad Hoc Citizens Advisory Committee (AHCAC) and Potential Revision of Contract for Meeting Facilitation Services Ms. Cindy Botts explained that during their first meeting, the AHCAC members were unable to come to a consensus on what specific topics the committee was to examine and provide recommendations thereon. The committee discussed multiple topics for consideration including the rate structure, capital projects, reserves, cost of service, and budgets for FYS 2015/18. Ms. Botts further explained that should the Board desire the committee to address more than one topic, the meeting facilitator requested that his contract be amended as additional meetings would be needed over a longer period of time. Ms. Botts also informed the Board that one of the committee members had resigned and suggested that the vacancy be filled with the next lowest ranking applicant. She then requested that the Board (1) clarify that the committee’s purpose was to provide input on the establishment of a financially sufficient rate or rate structure, or both; (2) determine a process for filling vacancies on the committee; and (3) consider amending the contract for meeting facilitation services. President Miller noted that discussions regarding the District’s reserves, capital projects, and staffing would take place during budget workshop meetings scheduled over the next few months. Mr. Tom Lynch (resident) commented on the purpose of the committee and listed topics the members may desire to examine. Mr. Terry Harris (resident and AHCAC member) commented on the timeframe given to the committee for providing recommendations and topics to be considered. He also suggested that the District’s financial model be made available for the committee’s use. Mr. Ben Parker (resident) commented on his observations of the first AHCAC meeting and suggested that the meeting facilitator’s services be discontinued. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 7 Mr. Kent Ebinger (resident and AHCAC member) commented on the purpose of the committee, topics to be considered, the meeting facilitator’s services, and impartiality of the committee chair as described in the recommended roles, responsibilities and procedures for the AHCAC. Ms. Cristy Parker (resident and AHCAC member) commented on the purpose of the committee, topics to be considered, the committees experience with the meeting facilitator, and suggested that the committee chair be considered an active participant rather than required to be impartial. Mr. Greg Schultz (resident) commented on the need for clarification as to the purpose of the committee, the state’s recommended daily water consumption amount per person, and suggested that the video or audio recording of the January 31, 2017 Board meeting be provided to the AHCAC members. He also remarked on tiered rate structures and status of the District’s financial model. President Miller stated that feedback had been provided to the meeting facilitator and that a Director may be in attendance at the next AHCAC meeting in order to answer questions. Mr. Gagen noted that the AHCAC was subject to the Brown Act and offered to provide a brief overview of the related requirements at the next AHCAC meeting. Ms. Claudia Lynch (resident) suggested that the meeting facilitator’s services be discontinued and a committee chair be appointed. Vice President Nederhood offered his apologies to the public and AHCAC members for the rough start. He then commented on the purpose of the committee as indicated in recommended roles, responsibilities and procedures document, the timeline for the District’s budget process, and suggested a process for requesting staff support. He also asked Mr. Marcantonio to share what had been discussed in regards to making the District’s financial model available to the committee. Mr. Marcantonio explained that staff could demonstrate the model at a future committee meeting during which members could provide inputs for evaluation. Any resulting reports could then be made available to the committee and interested members of the public. He also noted the model would be utilized during a future budget workshop meeting. Vice President Nederhood further commented on the committees recommended roles, responsibilities and procedures and potentially discontinuing the services of the meeting facilitator. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 8 President Miller indicated that the Board would be reviewing the District’s reserves and his views on the purpose of the committee. Director Hawkins stated he felt the committee should be able to decide whether or not to elect a chairperson and suggested that the roles, responsibilities, and procedures document be revised to allow the chair to act as a voting member. Ms. Botts clarified that the language in the document did not preclude the committee chair from voting, just that the individual should not seek to influence the Committee. Director Jones suggested that the AHCAC members be encouraged to attend the upcoming budget workshop meetings and that the committee should be allowed to vote on the need for a meeting facilitator and/or the appointment of a participating chairperson. He also suggested that the committee consider appointing a secretary to transcribe summary minutes of the meetings. He then commented on the proposed demonstration of the financial model at a future AHCAC meeting. Ms. Lugo described some of the input fields that could be manipulated in the District’s financial model. Director Jones suggested that information regarding other local District’s rate studies and rate structures be provided to the committee for reference. Mr. Ben Parker (resident) commented on the formulas and data contained in the financial model and the utilization of such model at a previous Board meeting. He also suggested that the model be made available to the AHCAC. The Board discussed the District’s financial model and allowing the committee to vote on whether or not to continue utilizing the meeting facilitator’s services. Mr. Kent Ebinger (resident and AHCAC member) commented on the cost of the facilitator’s travel and suggested that the vote regarding continuation of his services be conducted by via e-mail. Director Nederhood made a motion to reaffirm the recommended roles, responsibilities, and procedures for the AHCAC and remove “or” in the word “and/or” in the first sentence describing the committee’s purpose. The Board then discussed the process for filling vacancies on the AHCAC committee and whether or not all three matters being considered at this time should be considered by separate motions. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 9 Mr. Gagen stated that the Board could consider each matter by separate motion and that there should be an odd number of members on the committee. Director Nederhood restated his motion which was seconded by Director Jones and carried 4-0-0-1 with Director Hall being absent. Director Nederhood made a motion to appoint the next applicant in the ranking to fill the vacant seat on the AHCAC. Director Hawkins and Nederhood discussed their individual preferences for the total number of committee members. Director Nederhood amended his motion to specify that any future vacancies on the AHCAC would be left unfilled. Director Miller seconded the motion which carried 4-0-0-1 with Director Hall being absent. Director Nederhood made a motion that an item be placed at the beginning of the next AHCAC meeting agenda for the committee to consider whether or not the facilitator’s services should be continued. The Board discussed the possibility of asking the facilitator to be on standby should the committee determine that his services were necessary later on. Ms. Botts stated that this option could be discussed with the facilitator. The Board then discussed assigning one or two directors available to attend or contact during future AHCAC meetings should the committee desire. Mr. Gagen advised that only two directors be assigned to attend the AHCAC meetings in order to avoid potential issues with the Brown Act. He also advised that Directors input providing input during AHCAC meetings would be representing themselves as an individual and not the full Board. The Board then discussed the level of Director involvement during AHCAC meetings and whether or not the facilitator should be in attendance at the next committee meeting. The motion was amended to specify that the item be placed first on the next AHCAC meeting agenda followed by consideration of appointing a committee chairperson. Director Jones seconded the motion which carried 4-0-0-1 with Director Hall being absent. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 10 9. DISCUSSION ITEMS 9.1. Annual Review of Financial Reserves Policy Ms. Lugo presented a proposed draft of the District’s financial reserve policy for the 2018 fiscal year. The primary change from the current policy would be to eliminate the Debt Service Reserve and establish a Rate Stabilization Reserve and an Administrative Reserve. The purpose of the Rate Stabilization Reserve would be to assist in smoothing out future water rate increases and the maximum target level would be set at 20% of the budgeted water sales for the current fiscal year. The purpose of the Administrative Reserve would be to partially or fully fund certain general administrative projects on a pay-as-you-go basis. The maximum target level for this reserve is suggested to be set at $200K. Other recommended changes to the policy include changing the minimum and maximum target levels of both the water and sewer funds for the Operating, Emergency and Capital Replacement reserves. Additionally, it is suggested to reclassify the Conservation Reserve as a contractually restricted reserve rather than a Board designated reserve. She noted that additional information would be presented for discussion at the next budget workshop meeting. The Board and staff then discussed the purpose, proposed target levels, and replenishment process for various reserves. Mr. Ben Parker (resident) commented on utilizing a line of credit for emergencies. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports Vice President Nederhood and Director Jones reported on their attendance at CSDA’s Special District Leadership Academy Conference. 10.2. General Manager's Report Mr. Marcantonio reported on the status of the Oroville Dam and current legislative matters. He noted that the Governor’s emergency drought declaration had been extended and commented on the decline in water consumption due to recent rainstorms. He also reported on staff’s efforts related to an unfunded state mandate to provide lead sampling services for K-12 schools and the status of the Esperanza Hills development project. He then asked each of the managers to report on activities within their respective departments. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 11 Mr. Steve Conklin reported on the status of various construction projects and MET’s water storage efforts. Mr. John DeCriscio stated that two of his staff members had recently completed ACWA/JPIA’s operations certification program. He also reported on historical water consumption trends, staff efforts to utilize additional groundwater and departmental maintenance activities. Ms. Lugo reported on staff efforts related to the budget and bond issuance processes. Mr. Art Vega reported on staff efforts related to the budget process and upgrading the District’s billing software. Ms. Gina Knight reported on recent employee performance evaluation training provided to managers and supervisors. 10.3. General Counsel’s Report Mr. Gagen stated that he or another representative from his office was scheduled to provide a presentation on the CA Supreme Court’s decision regarding the application of the Public Records Act to personal devices at the next regular meeting. 10.4. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) Next meeting is scheduled March 23, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) Minutes of the meeting held March 13, 2017 at 4:00 p.m. will be provided when available. Next meeting is yet to be scheduled. 11.3. Interagency Committee with City of Placentia and Golden State Water Company (Miller/Nederhood) Next meeting is yet to be scheduled. Minutes of the YLWD Board of Directors Regular Meeting Held March 14, 2017 at 6:30 p.m. 12 12. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. 12.1 WACO – March 3, 2017 (Jones/Miller) 12.2 YL City Council – March 7, 2017 (Jones) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from March 15, 2017 – June 30, 2017 Director Hawkins made a motion, seconded by Director Jones, to accept the activity calendar as presented. Motion carried 4-0-01 with Director Hall being absent. 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:11 p.m. Annie Alexander Assistant Board Secretary ITEM NO. 7.3 AGENDA REPORT Meeting Date: June 13, 2017 Budgeted:Yes To:Board of Directors Cost Estimate:$1,230,640.28 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 $1,230,640.28. DISCUSSION: The major items on this disbursement list are as follows: A wire of $11,197.96 to So. California Edison for April 2017 electricity charges at multiple locations; and a check in the amount of $446,406.96 to Haaker Equipment Co. for a 2017 Vactor Hydro Excavator. The balance of $241,618.76 is for payment of routine invoices. The Accounts Payable Check Register total is $699,223.68; Payroll No. 10 total is $265,182.06; and Payroll No. 11 total is $266,234.54. The total disbursements for this agenda report are in the amount of $1,230,640.28. A summary of the checks and wires is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name:Description:Type: 17-CS_0613.pdf CAP SHEET Backup Material CkReg061317.pdf CHECK REGISTER Backup Material 17_CC_0613.pdf CREDIT CARD SUMMARY Backup Material Summary of Disbursements June 13, 2017 CHECK NUMBERS & WIRES: Computer Checks 69774—69864 $ 688,025.72 Void Checks 69772—69773 $ 0.00 ____________ $ 688,025.72 WIRE: W 052417 So. Cal Edison $ 11,197.96 ____________ $ 11,197.96 TOTAL OF CHECKS & WIRES $699,223.68 PAYROLL NO. 10: Direct Deposits $ 166,214.20 Third Party Checks 6686—6698 $ 52,048.65 Payroll Taxes $ 46,919.21 $ 265,182.06 PAYROLL NO. 11: Direct Deposits $ 168,940.13 Third Party Checks 6699—6707 $ 49,862.68 Payroll Taxes $ 47,431.73 $ 266,234.54 TOTAL OF PAYROLLS $531,416.60 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $1,230,640.28 ================================================================== APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF JUNE 13, 2017 ==================================================================. Check No.Date Vendor Name Amount Description 69792 06/13/2017 ACWA-Assn Of Ca Water Agencies 445.00 JOB POSTING - ASSOCIATE ENGINEER 69793 06/13/2017 Al Nederhood 143.83 MILEAGE REIMBURSEMENT - MAY 2017 69780 06/13/2017 APRIL HEBERT 134.16 CUSTOMER REFUND 69794 06/13/2017 Aqua-Metric Sales Co.6,900.12 WAREHOUSE STOCK - METERS 69795 06/13/2017 Aramark 583.50 UNIFORM SERVICE 69807 06/13/2017 ARC 20.00 MONTHLY FEE - PW DOC/BID MANAGEMENT 69796 06/13/2017 Archie's Towing 282.50 TOW SERVICE - VEHICLE #155 & #197 69797 06/13/2017 AT & T - Calnet3 3,368.15 CALNET 3 69798 06/13/2017 Bee Busters, Inc 125.00 BEE COLONY - ABATEMENT 69799 06/13/2017 Brooke Jones 156.38 MILEAGE REIMBURSEMENT - MAY 2017 69809 06/13/2017 C. Wells Pipeline 5,071.73 HYDRANT REPAIR PARTS & TOOLS/EQUIPMENT 69800 06/13/2017 CalCard US Bank 17,660.84 CREDIT CARD TRANSACTIONS 69801 06/13/2017 CDM Smith 16,796.50 J09-22#22 - PROFESSIONAL ENGINEERING SERVICES 69802 06/13/2017 CDW Government, Inc 355.58 DELL 10FT STACKING CABLES 69774 06/13/2017 Christine Snapp 125.00 CUSTOMER REFUND 69803 06/13/2017 City Of Anaheim 30,223.55 LAKEVIEW & RICHFIELD -ELEC- 04/12-05/12 69791 06/13/2017 CLAUDIA LOPEZ 192.22 CUSTOMER REFUND 69804 06/13/2017 Clinical Lab. Of San Bern.2,720.00 WATER QUALITY - LAB SAMPLES 69805 06/13/2017 Coastline Equipment 276.16 VEHICLE MAINTENANCE - UNIT #206 69806 06/13/2017 Cogsdale Services Corporation 12,112.50 GP/CSM UPGRADE 69808 06/13/2017 Culligan of Santa Ana 2.85 EQUIPMENT PE SOFTENER 69810 06/13/2017 DCL America Inc.6,229.03 MAINTENANCE PARTS - WELL 7 69815 06/13/2017 Dean Criske Trucking 1,130.60 ROAD MATERIAL - SAND & BASE 69811 06/13/2017 Dell Marketing L.P.679.50 DELL 24 MONITOR - P2418HT 69812 06/13/2017 Delta Wye Electric, Inc.660.00 MAINTENANCE PARTS 69813 06/13/2017 Doane and Hartwig Water Systems, Inc.523.14 PRODUCTION METERS & SENSORS 69814 06/13/2017 Donut Designs 5,000.00 SITE MAINTENANCE - SECURITY/UPDATE/CMS 69816 06/13/2017 Eisel Enterprises, Inc.441.24 J15-06 & 17-08S - 438 METER BOXES, LIDS & COVERS 69817 06/13/2017 ENV Services, Inc.246.60 CHEMICAL FUME HOOD TEST 69818 06/13/2017 eSecurity Solutions, LLC 5,275.00 WATCHGUARD XTM 810 RENEWAL 69819 06/13/2017 Fairway Ford Sales, Inc.1,246.84 VEHICLE MAINTENANCE - UNIT #172, #175, #179 & #191 69782 06/13/2017 FRANK AVENA 155.30 CUSTOMER REFUND 69820 06/13/2017 Fry's Electronics 503.31 IT HARDWARE SUPPLIES 69821 06/13/2017 G.M. Sager Construction Co., Inc.5,400.00 ASPHALT PAVING - 770 S.F. 69864 06/13/2017 GEORGE SCHUSTER 28.71 CUSTOMER REFUND 69822 06/13/2017 Graybar Electric Co 789.12 40A TRUECHARGER & ISOLATED DC/DC CONVERTER 69823 06/13/2017 Haaker Equipment Co.446,406.96 VACTOR HYDRO EXCAVATOR AND TOOLS & EQUIPMENT 69824 06/13/2017 Hach Company 732.35 CL2 PARTS & TOOLS 69825 06/13/2017 Harrington Industrial 1,162.43 CL2 REPLACEMENT PARTS 69786 06/13/2017 HUAMIN LI 156.94 CUSTOMER REFUND 69826 06/13/2017 Hydrex Pest Control 175.00 PEST CONTROL 69827 06/13/2017 Infosend Inc.8,137.04 POSTAGE BILLING - MAY 2017 69828 06/13/2017 Inland Kenworth USA Inc 3,129.03 VEH. MAINTENANCE - UNIT #197 69830 06/13/2017 J & S Construction 7,975.00 CONCRETE REPAIR 69784 06/13/2017 JACK RAICHART 37.70 CUSTOMER REFUND 69829 06/13/2017 Jackson's Auto Supply - Napa 249.10 VEHICLE MAINTENANCE - UNIT #156, #191, #197, #206 & #210 69778 06/13/2017 JILL WYMORE 115.14 CUSTOMER REFUND 69863 06/13/2017 JOE RAMIREZ 74.02 CUSTOMER REFUND 69776 06/13/2017 JUDY BENVENUTO 96.09 CUSTOMER REFUND 69831 06/13/2017 Konica Minolta Business 854.48 LEASE - C258 & C558 COPIERS 69781 06/13/2017 LI WEIYING 29.49 CUSTOMER REFUND 69832 06/13/2017 Liebert Cassidy Whitmore 8,478.40 LEGAL SERVICES 69785 06/13/2017 LIN LIN 15.52 CUSTOMER REFUND 69833 06/13/2017 Littlejohn-Reuland Corporation 350.19 AC PARTS & MATERIALS 69834 06/13/2017 Managed Health Network 173.28 EAP JUNE 2017 69835 06/13/2017 Marc Marcantonio 39.06 MILEAGE REIMBURSEMENT - MAY 2017 69836 06/13/2017 Mc Fadden-Dale Hardware 736.95 HARDWARE SUPPLIES 69837 06/13/2017 Mc Master-Carr Supply Co.578.45 HARDWARE SUPPLIES 69779 06/13/2017 MIKE JOHNSON 110.22 CUSTOMER REFUND 69838 06/13/2017 Minuteman Press 323.24 YLWD BUSINESS CARDS 69839 06/13/2017 NatPay Online Business Solutions 23.55 DOCULIVERY - APRIL 2017 69840 06/13/2017 Nickey Kard Lock Inc 5,741.18 FUEL - 5/1/17 - 5/15/17 69841 06/13/2017 Office Solutions 255.93 OFFICE SUPPLIES 69845 06/13/2017 P.T.I. Sand & Gravel, Inc.1,175.21 COLD MIX ASPHALT 69842 06/13/2017 Pete's Road Service Inc 1,144.74 VEHICLE MAINTENANCE - UNIT #211 69843 06/13/2017 Powerstride Battery 320.14 (2) H4DX BATTERIES 69844 06/13/2017 Praxair Distribution 156.49 HARDWARE SUPPLIES Yorba Linda Water District Check Register For Checks Dated: 05/24/2017 thru 06/13/2017 69846 06/13/2017 Quest Software Inc.5,327.14 SOFTWARE LICENSE RENEWAL 69847 06/13/2017 Quinn Company 1,074.13 MAINTENANCE - WELL 7 69850 06/13/2017 R.E. Michel Company, LLC 215.16 AC PARTS & MATERIALS 69848 06/13/2017 Raftelis Financial Consultants, Inc.4,501.25 PROFESSIONAL SERVICES - APRIL 2017 69849 06/13/2017 Red Wing Shoe Store 129.30 BOOT ALLOWANCE - DECRISCIO, J 69851 06/13/2017 Sanders Paving, Inc.26,792.12 ASPHALT PAVING & SLURRY SEAL - MULTIPLE LOCATIONS 69789 06/13/2017 SELECT PORTFOLIO SERVICING INC 829.50 CUSTOMER REFUND 69775 06/13/2017 SILVIA PERALTA 65.12 CUSTOMER REFUND 69852 06/13/2017 Southern Calif Edison Co.3,190.00 (1) SERVICE PACKAGE W052417 05/24/2017 Southern Calif Edison Co.11,197.96 APRIL 2017 ELECTRICITY CHARGES - VARIOUS LOCATIONS 69853 06/13/2017 Southwest Valve 1,092.25 HARDWARE SUPPLIES 69854 06/13/2017 Step Saver Inc 907.58 COARSE SALT 69855 06/13/2017 Switch Ltd 521.00 DATA HOSTING - COLOCATION 69856 06/13/2017 The Shredders 44.00 SHRED ON SITE SERVICE 69783 06/13/2017 THERON J GAMBREL 160.85 CUSTOMER REFUND 69857 06/13/2017 Time Warner Cable 3,852.82 INTERNET ACCESS & INTER STATE COLOCATION 69788 06/13/2017 TODD M BATTERNAN 124.82 CUSTOMER REFUND 69858 06/13/2017 Townsend Public Affairs, Inc.5,000.00 CONSULTING SERVICES MAY 17 69790 06/13/2017 TRISTONE GROUP 424.06 CUSTOMER REFUND 69859 06/13/2017 United Industries 498.04 CLEANING/PAINTING SUPPLIES 69861 06/13/2017 United Water Works, Inc.13,831.33 WAREHOUSE STOCK & HYDRANT/VALVE REPAIR PARTS 69860 06/13/2017 UNUM Life Insurance Co. of America 3,560.62 LIFE, AD&D, STD, & LTD-JUNE 17 69787 06/13/2017 XIA LI 183.45 CUSTOMER REFUND 69777 06/13/2017 YONG CHUN YU 98.57 CUSTOMER REFUND 69862 06/13/2017 Zep Manufacturing 645.33 CLEANING/PAINTING SUPPLIES 699,223.68 6686 05-18-2017 COLONIAL LIFE 128.30 6687 05-18-2017 FLEX ADVANTAGE 1,652.41 6688 05-18-2017 LINCOLN FINANCIAL GROUP 2,640.91 6689 05-18-2017 NATIONWIDE RETIREMENT SOLUTIONS 8,023.97 6690 05-18-2017 GARNISHMENT 231.00 6691 05-18-2017 CA STATE DISBURSEMENT UNIT 366.92 6692 05-18-2017 CA STATE DISBURSEMENT UNIT 339.69 6693 05-18-2017 CA STATE DISBURSEMENT UNIT 670.96 6694 05-18-2017 AMERICAN HERITAGE LIFE 1,616.53 6695 05-18-2017 MIDLAND LIFE INSURANCE 240.00 6696 05-18-2017 RELIANCE DI 47.54 6697 05-18-2017 AMERITAS 764.68 6698 05-24-2017 CALIFORNIA PUBLIC EMPLOYEES' RETIREM 35,325.74 52,048.65 6699 06-01-2017 COLONIAL LIFE & ACCIDENT 128.30 6700 06-01-2017 FLEX ADVANTAGE 1,672.41 6701 06-01-2017 LINCOLN FINANCIAL GROUP 2,640.91 6702 06-01-2017 NATIONWIDE RETIREMENT SOLUTIONS 8,123.17 6703 06-01-2017 GARNISHMENT 231.00 6704 06-01-2017 CALIFORNIA STATE DISBURSEMENT UNIT 366.92 6705 06-01-2017 CALIFORNIA STATE DISBURSEMENT UNIT 339.69 6706 06-01-2017 CALIFORNIA STATE DISBURSEMENT UNIT 670.96 6707 06-05-2017 CALIFORNIA PUBLIC EMPLOYEES' RETIREMENT SYST 35,689.32 49,862.68 Payroll Checks #11 Payroll Checks #10 Vendor Name Amount Description Servermonkey.com 135.34 Raid mini mono controller Orange Tree Deli 199.55 OC HR meeting hosted by YLWD - 16 attendees CALPERS 700.00 CalPERS educational forum registration - Lim & Segura Orange County Water District 130.00 OC Water Summit registration - Hawkins Amazon.com 36.48 Cell phone supplies Urban Water Institute 475.00 UWI Conference registration - Marcantonio Urban Water Institute 950.00 UWI Conference registration - Nederhood & Jones Hilton San Diego 493.62 Travel Expense - UWI Conference - Nederhood & Jones Hilton San Diego 246.81 Travel Expense - UWI Conference - Marcantonio Liebert Cassidy Whitmore 70.00 Training - Negotiable items National Notary Association 775.09 Notary package - Lim, V Amazon.com 400.01 Truck oild drain Orange County Water District 260.00 OC Water Summit registration - Nederhood & Jones Amazon.com 24.99 Cell phone supplies Home Depot 25.77 Sod for landscape repair Misco Water 765.04 CL2 replacement parts Monoprice.com 33.72 Cat6 patch cables Dunkin Donuts 13.34 Refreshments for meeting Lifetime.com 644.96 District equipment Constant Contact 185.25 Digital newsletter subscription Placentia Disposal 519.00 Waste service - (2) front loads - Richfield Rd Online Information Services 399.85 Utility exchange reports Orvac Electronics 16.91 Poly pull line - Richfield Chem system Alonti Catering 143.43 Meals between Board Workshop and Regular meeting Answer 1 512.00 After hours service - April 2017 Microsoft Store 499.00 Tech support Cla-Val University 300.00 Training - (2) Cla-Val University - 101 Single Function Control Valves Orchard Supply Hardware 107.71 Supplies for car wash RO system CCAC 40.00 CCAC Workshop registration - Alexander, A Amazon.com 28.18 Battery packs MGM Grand 624.11 Travel Expense - Interop IT Expo - Vega, A Liebert Cassidy Whitmore 70.00 Webinar - Hiring Calpers retirees Roy's Transmission Service 2,449.33 Rebuild transmission - Unit #155 Coats Products 350.19 Car wash soap Secret Garden Florist 72.14 Sympathy arrangement for Huizar, J National Seminar Training 1,992.00 Star12 Renewal - 8 users Sushi & Teriyaki 52.02 HR meeting with new employee MGM Grand 123.58 Travel Expense - Interop IT Expo - Vega, A California Special District Association 625.00 GM Leadership Summit - Marcantonio Home Depot 253.67 Concrete bags & sod for landscape repair Lifetime.com 1,193.17 District equipment Schorr Metals 27.03 Vehicle maintenance - Unit 199 California Special District Association 135.31 Copy of the 15-16 CSDA Salary & Benefits Survey - Participant FTP Today 21.03 Upgrade FTP service package Kohler 541.21 Waterless urinal cleaning supplies 17,660.84 Cal Card Credit Card U S Bank ITEM NO. 7.4 AGENDA REPORT Meeting Date: June 13, 2017 Account No:1-2600 Job No:201717 Subject:Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda SUMMARY: Calvary Chapel of Yorba Linda proposes to install a fire service line for their existing buildings located at the northeast corner of Avocado Avenue and Yorba Linda Boulevard, in the City of Yorba Linda, as shown in the attached exhibit. STAFF RECOMMENDATION: That the Board of Directors approve the Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda, Job No. 201717. DISCUSSION: The District has an existing Zone 2, 8-inch water pipeline in Avocado Avenue that is adequate in size and of sufficient pressure to serve the project. The applicant is conditioned by the Orange County Fire Authority to provide a private fire suppression system for the existing church sanctuary building and classrooms. The District will require a double check detector assembly and isolation valve to separate the private system from the public water system, as depicted in the attached exhibit. ATTACHMENTS: Name:Description:Type: 201717_T_C.docx Terms and Conditions Backup Material 201717_Exhibit.pdf Exhibit Exhibit Date: JUNE 13, 2017 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER SERVICE NAME OF APPLICANT: CALVARY CHAPEL OF YORBA LINDA LOCATION OF PROJECT: 18821 YORBA LINDA BLVD., YORBA LINDA TRACT NUMBER: N/A JOB NUMBER: 201717 SEWER: N/A LOT(S): N/A The applicant will be required to complete to the satisfaction of the District the following items that have an “X” following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. l. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and Page 2 of 5 NAME OF APPLICANT: CALVARY CHAPEL OF YORBA LINDA LOCATION OF PROJECT: 18821 YORBA LINDA BLVD., YORBA LINDA stamped by a Professional Land Surveyor or a Registered Civil Engineer (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract/Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24-hour emergency telephone number prior to the District’s approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water and/or Sewer facilities. 14) X The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations for Water Service of the District. 16) The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations for Water Service of the Yorba Linda Water District. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All Page 3 of 5 NAME OF APPLICANT: CALVARY CHAPEL OF YORBA LINDA LOCATION OF PROJECT: 18821 YORBA LINDA BLVD., YORBA LINDA design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 20) X The applicant’s engineer shall provide a computer hydraulic analysis report to confirm that the District’s existing water system can accommodate the project. 21) The applicant’s water facilities (on-site) shall be District owned and maintained. 22) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 23) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 24) The applicant shall install water Sampling Station(s) in conformance with the District’s Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 25) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 26) The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 27) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 28) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 29) The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 30) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 31) X The applicant shall install a pressure regulator in all buildings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. Page 4 of 5 NAME OF APPLICANT: CALVARY CHAPEL OF YORBA LINDA LOCATION OF PROJECT: 18821 YORBA LINDA BLVD., YORBA LINDA 32) The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new buildings. 33) X The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 34) X The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 35) The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 36) X The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 37) X The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District’s Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross-Connections. 38) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 39) The applicant shall complete an Application to and Agreement with the Yorba Linda Water District for Sanitary Sewer Service. 40) The applicant shall comply with the Rules and Regulations for Sewer Service of the Yorba Linda Water District. 41) The applicant shall pay all of the sewer fees as required by the Rules and Regulations for Sewer Service of the District. 42) The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and the Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 43) The applicant’s engineer shall provide sewer flow calculations to confirm that the District’s existing sewer system can accommodate the peak wastewater generation from the project. Page 5 of 5 NAME OF APPLICANT: CALVARY CHAPEL OF YORBA LINDA LOCATION OF PROJECT: 18821 YORBA LINDA BLVD., YORBA LINDA 44) The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 45) The applicant’s sewer facilities (on-site) shall be Privately owned and maintained. 46) The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District’s Standard Specifications and Drawings for Construction of Domestic Water and Sewer Facilities. 47) The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 48) The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 49) The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 50) X The applicant shall install one fire service line, per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the June 13, 2017 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Water and/or Sewer Service is not executed for the project under consideration. Marc Marcantonio, General Manager I ti I I I I I I � tf I I I I I OD �1 LEXISTING EXISTING CLASSROOMS 8"WATERSTING 8"SEWER II \ EXISTING GYMNASIUM ?s I I I AREA UNDER CONST �E\\CLASSROOMS I y � auµ PROPOSED ISOLATION VAVLE I / PROPOSED DOUBLE CHECK EXISTING CHURCH coI.EREO PA 770 DETECTOR ASSEMBLY CHURCH PARK/NG LOT - 0 w / Imo— / _ /Q/ YORBA LINDA BLVD. — _� / -0x w- -IX —IX M— LOCATION MAP PREPARED BY: EXHIBIT SCALE: N.T.S. YORBA LINDA WATER DISTRICT PROPOSED WATER SERVICE DATE: El 1717 E. MIRALOMA AVENUE FOR 18821 YORBA LINDA BLVD. 6/13/2017 PLACENTIA, CALIFORNIA 92870 CALVARY CHAPEL OF YORBA LINDA FILENAME: (714) 701-3100 J-2017-17 ITEM NO. 7.5 AGENDA REPORT Meeting Date: June 13, 2017 Budgeted:N/A To:Board of Directors Funding Source:N/A From:Marc Marcantonio, General Manager Job No:201408 Presented By:Steve Conklin, Engineering Manager Dept:Engineering Prepared By:Ariel Bacani, Engineering Technician II CEQA Compliance:N/A Subject:Revised Declaration of Restrictive Covenants with Toll CA III, LLC for Tract 17654 SUMMARY: Toll CA III, LLC requested a revision of the Declaration of Restrictive Covenants that was presented to and approved during the March 28, 2017 Board of Directors Meeting. District staff reviewed the request and recommends authorization to execute the revised Declaration of Restrictive Covenants. STAFF RECOMMENDATION: That the Board of Directors authorize the President and Secretary to execute the revised Declaration of Restrictive Covenants with Toll CA III, LLC for Tract 17654. DISCUSSION: Toll CA III, LLC (the Developer) requested District permission to construct a split face block wall and a retaining wall with wrought iron fence atop, along and within the dedicated water easement on Lot 13 of Tract No. 17654, north of Bastanchury Rd. and across the street from Yorba Linda High School, as shown on the enclosed location map and exhibit. The proposed improvements will run along the easement boundary and across the easement in a perpendicular fashion. Staff reviewed the encroachment request and has determined that the improvements will require an access gate for the maintenance of the District's facilities. To further protect the District's interests, staff recommended the execution of the Declaration of Restrictive Covenants (Declaration), subject to approval as to form by General Counsel. The Declaration was presented to the March 28, 2017 Board of Directors Meetings and executed shortly after. Prior to the Developer's execution of the Declaration, they requested removal of labels and dimensions not pertaining to Lot 13 in Exhibit "A." District staff reviewed the request and recommends approval of the revised Declaration. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors previously authorized execution of the original Declaration of Restrictive Covenants with Toll CA III, LLC on March 28, 2017. ATTACHMENTS: Name:Description:Type: 201408_DoRC_-_Lot_13_of_Tract_17654.pdf Declaration of Restrictive Covenants with Toll CA III, LLC Agreement 201408_Location_Map_Exhibit_- _Lot_13_of_Tract_17654.pdf Location Map Exhibit 1 RECORDING REQUESTED BY and when recorded return to: Yorba Linda Water District P.O. Box 309 Yorba Linda, California 92885-0309 This is to certify that this Declaration of Restrictive Covenants is presented for recording under the provisions of Gov. Code Sec. 27383 by the Yorba Linda Water District in performance of an official service thereof. ____________________________________ Marc Marcantonio General Manager Space Above This Line for Recorder’s Use DECLARATION OF RESTRICTIVE COVENANTS (ENCROACHMENT ON DISTRICT EASEMENT) Job No. 201408 THIS DECLARATION OF RESTRICTIVE COVENANTS (“Declaration”) is made this 13th day of June, 2017 by and between YORBA LINDA WATER DISTRICT ("YLWD"), a public agency, created and operating under the authority of Division 12 of the California Water Code, and TOLL CA III, LLC, a California Limited Liability Company (“Owner”), with reference to the following recitals of fact: RECITALS A. The Owner is the legal owner of that certain real property located at 19969 Auburn Lane, Yorba Linda, California 92886 ("Subject Property"), which is more particularly described as follows: LOT NO. 13 OF TRACT 17654, IN THE CITY OF YORBA LINDA, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS SHOWN ON A MAP THEREOF RECORDED IN BOOK 952, PAGES 12 THROUGH 17 OF MISCELLANEOUS MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. B. YLWD owns an Easement, as identified on Tract Map No. 17654, recorded on March 15, 2016, in Instrument No. 20160107824, Official Records of Orange County, California (“Easement”), across a portion of the Subject Property. Within the Easement, YLWD owns and maintains a water main pipeline (“District Facilities”). 2 C. The Owner desires to construct and install a wrought iron fence atop a retaining wall, a split face block wall, a ten-feet wide gate, landscaping (by successive owner), and related construction (collectively herein referred to as “Improvements”) within and along the Easement area (hereinafter, “Encroachment”), as illustrated in Exhibit “A,” attached hereto and incorporated by reference herewith. D. YLWD conditionally consents to Encroachment of the Improvements within and along the Easement area as stipulated in this Declaration. Owner is aware that the Improvements may lead to problems affecting and/or interfering with YLWD’s use of the Easement. E. Although the construction or existence of walls, structures, and other improvements within and along the Easement area may interfere or restrict YLWD’s Easement rights, the Owner wishes to construct and use the Improvement within or along the Easement area. NOW, THEREFORE, incorporating the above recitals, YLWD and Owner declare as follows: 1. Covenant Running with Land. This Declaration constitutes a covenant running with the land as provided by the California Civil Code Section 1468 and shall benefit, burden, and bind the successive owners of the Subject Property and the Easement. 2. Successors and Assigns Bound. Since Owner wishes to retain the Encroachment, this Declaration obligates the current and future owners of the Subject Property to remedy any future adverse events and to fund any necessary maintenance costs on the Easement and/or Subject Property that may arise in full or in part due to the existence, construction, or damages caused by the Encroachment. 3. Damages to District Facilities. Owner assumes full responsibility, liability and shall pay for any cost(s) or damage(s) to the District Facilities and appurtenant structures, arising from or related to the construction, existence, and/or use of the Improvements. YLWD shall not be responsible for any cost(s) or damage(s) to the District Facilities and appurtenant structures that arise from the Encroachment. 4. Damages to Third Parties. Owner, its successors or assigns, agrees to indemnify and hold YLWD, its officers, directors, employees, agents and consultants, harmless against any third 3 party claims related to or arising out of the construction, existence and/or use of the Improvements. 5. Damages to Improvements. Owner acknowledges that the Improvement may be damaged or demolished to permit reasonable access to or reasonable work within and under the Easement area. YLWD, its officers, directors, employees, agents and consultants, shall not be responsible for any damage(s) to or because of the Improvement which results from YLWD's exercise of rights under the Easement. Owner, its successors or assigns, waives all known, unknown, and future claims, liabilities, causes of action, and expenses (including, but not limited to, attorneys’ fees) against YLWD, its officers, directors, employees, agents and consultants, for losses and damages to the Improvement and from any obligation to protect, preserve, repair, or replace the Improvement. Construction, use, protection, repair and replacement of the Improvement shall be entirely the risk and obligation of Owner, its successors or assigns, even if damage is caused by YLWD. (INTENTIONALLY BLANK) 4 6. Recording of Agreement. This Declaration shall be recorded in the Office of the Recorder of the County of Orange, California, and shall constitute notice to all successors and assigns of the title to the Subject Property of the rights and obligations set forth herein. Approved as to Form: YORBA LINDA WATER DISTRICT Kidman Law, LLP _______________________________ Andrew B. Gagen J. Wayne Miller, PhD General Counsel President Marc Marcantonio Secretary TOLL CA III, LLC, A California Limited Liability Company: Name: Title: DECLARATION OF RESTRICTIVE COVENANTS TRACT 17654 LOT 13 1 WROUGHT IRON FENCE D = ATOP RETAINING WALL m _ - - — ILL — _d, Ib I 13 NI — — — oa 15' YLWD -7 11 ESMT. ° I I p I I E I I I I I I 5.17' J PLAN 2 p I °❑ FF=717.17 p SPLIT FACE I P=716.5 BLOCK WALL - I 10, I I GFF=716.17LZ PA w I^ II I W April 11, 2017 Prepared For. TOLL BROTHERS INC. 725 TOWN k COUNTRY RD.SUITE 200 EXHIBIT "A" ORANGF,CA 92868 D wg By: M. Jensen 04)347.1304 FAX 04)835 968.5 TRACT 17654 • LOT 13 Ck'd By: T. Spencer Prepared By:© ENCLAVE HUNSAKER & ASSOCIATES I R V I N E I N C . W.0. 1443- 17653 PLANNING ENGINEERING - SURVEYING Three Hughes • Irvine, CA 92618 • PH:(949)583-1010 FX:(949)583-0759 PLOTTED BY: Mandy Jensen DATE: Apr. 11, 2017 03:23:54 PM FILE: F:\0013\Engineering\SA—TTM16208\Exh—Tr 16208-17653-54\Declaration—Conenants\17654—LOT I 3.dwg T CT 556 I 19 18 17 16 15 14 13 12 11 10 11 9 8 �1:,,-EXJ 10"WA ERLINE I I i2 LOT 13 SEE EXHIBT"A" P1 20 19 18 17 16 I ---- FOR DETAIL I 23 22 15 14 13 __ 25 i 24 EXISTING SEW ER MAIN EX�STIy�W� 26 29 30 31 32 33 34 35 36 - / L 1 37 ' 10 - I 27 1 38 ' 9 I T T 1 654 - T CT \ 28 1 51 50 49 48 47 46 45 39 / 8 16 08 40 / 7 \ I I 52 53 54 55 56 57 58 41 6 \ Q / / 42 y / I I m} I 3 44 2 X11 ' TRACT h I 17653 i L_ EXISTING _-__- - SEWER MAIN EX.36"ZONE4 / �J WATER MAIN \ /�_-J BASTANC ; EX.18"ZONE 3 IL // URy WATER MAIN �a .......... N PREPARED BY: LOCATION MAP SCALE: N.T.S. YORBA LINDA WATER DISTRICT DATE: DECLARATION OF RESTRICTIVE COVENANTS 03-28-17 1717 E. MIRALOMA AVENUE FOR TRACT 17654 LOT 13 PLACENTIA, CALIFORNIA 92870 FILENAME: (714) 701-3100 J201408 ITEM NO. 8.1 AGENDA REPORT Meeting Date: June 13, 2017 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Marc Marcantonio, General Manager Prepared By:Annie Alexander, Executive Assistant Subject:Proposed Amendments to Independent Special Districts of Orange County (ISDOC) Bylaws STAFF RECOMMENDATION: That the Board of Directors consider approving the proposed amendments to ISDOC's bylaws and authorizing the President or alternate designee to sign the official ballot. DISCUSSION: ISDOC is conducting a vote of regular special district members on proposed amendments to the association's bylaws, the primary purpose of which is to add language pursuant to state requirements and protect members against potential liability. ISDOC's Executive Committee previously discussed this matter on multiple occasions and unanimously approved the proposed revisions and authorized a vote of the membership. Detailed information regarding the proposed amendments and a redlined version of the current bylaws are attached. Ballots must be submitted by 5:00 p.m. on Tuesday, June 27, 2017. The results of the vote will be announced at the next ISDOC quarterly luncheon on Thursday, June 29, 2017. ATTACHMENTS: Name:Description:Type: ISDOC_Bylaws_Amendments.pdf Backup Material Backup Material RECEIVEr MAY 2 2 2017 / \ YORBA LIV.�- BY Independent Special Districts of Orange County DATE: May 16, 2017 TO: ISDOC Members FROM: James R. Fisler, President, ISDOC Executive Committee SUBJECT: Proposed Amendments to ISDOC Bylaws ISDOC is conducting a vote of regular special district members on proposed changes to the bylaws. The primary purpose to the bylaw amendments is to add language pursuant to State requirements and to protect the liability of ISDOC members. They were discussed at the February, March, April and May Executive Committee meetings. Upon a motion and a second, the Executive Committee has unanimously approved the revisions and authorized a vote of the membership. A ballot has been included with this memo, as well as a copy of the proposed amended bylaws. Each regular member in good standing is entitled to one vote. The ballot must be signed by the presiding officer of the special district or an alternate designated by official action of the district. Ballots must be received by 5:00 p.m. on Tuesday, June 27, 2017; the results will be announced on Thursday,June 29,2017 at the ISDOC Quarterly Luncheon. The proposed amendments are as follows: 1. Addition to Section II of Article 1 This Organization will not engage in activities for the pecuniary gain or profit of the members. 2. Addition of Section IV to Article I This new section specifies that the Independent Special Districts of Orange County is an unincorporated association. 3. Addition of Section V to Article I This new section specifies that association members may assume responsibilities for certain association duties, but that they will not be compensated or assume any obligations. Page 1 of 2 4. Addition of Section VI to Article II This new section specifies that ISDOC's limitation is to only engage in activities and exercise its authority for the furtherance of the organization's purpose. 5. Addition of Section VI to Article III This new section specifies that member agencies will not be liable for the obligations, debts or liabilities of the association unless they have expressly assumed such liability in writing. Further, no member will have the authority to enter into any obligation, debt or liability on behalf of the association unless first approved in by the Board of Directors. 6. Addition to Section III of Article III Secretary: All official correspondence to the members will be approved in advance by the President or the President's designee. Thank you in advance for your consideration of this matter. Sincerely, James R. Fisler, President ISDOC Executive Committee Page 2 of 2 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY AMENDED AND RESTATED BYLAWS Proposed May 2, 2017 Page 1 of 12 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY BYLAWS ARTICLE I GENERAL SECTION I. NAME The name of the organization shall be INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY, herein referred to as the Organization. SECTION Il. PURPOSE The purpose of the Organization is to advance the interests of Orange County special districts through its advocacy of sound public policy, its facilitation of educational opportunities to enhance special district governance and the services provided, and its collaboration with others to elevate awareness of the role special districts play as the form of government closest and most directly accountable to the people. The purpose of the Organization shall not include any duties or responsibilities held by the Orange County Special Districts Selection Committee, which is a separate and unrelated entity from the Organization. Furthermore, these Bylaws shall have no effect on, and are independent and distinct from, the Bylaws of the Orange County Special District Selection Committee. This Organization will not engage in activities for the pecuniary gain or profit of the members. SECTION III. ADMINISTRATIVE OFFICE The administrative office for the transaction of the business of the Organization is located at the Municipal Water District of Orange County. All official documents (agendas, minutes, voted ballots, voting authorization and financial records) of the Organization shall be maintained and stored at the administrative office. The Board of Directors is granted full power and authority to change the administrative office from one location to any place within the County of Orange, State of California, and such change shall not be considered an amendment of these bylaws. Page 2 of 12 SECTION IV. UNINCORPORATED ASSOCIATION The Orqanization is an unincorporated association within the meaning of Part 1 of Title 3 of the California Corporations Code and shall have all of the powers and authority of an unincorporated association as set forth therein. SECTION V. ADMINISTRATIVE SERVICES One or more members may agree to provide administrative services on behalf of Organization, but except as expressly set forth in writing, such member or members will not be entitled to compensation for such services, nor will such member or members be deemed to have assumed any obligation of the Organization. SECTION VI. LIMITATION Notwithstanding any of powers enumerated herein or in the California Corporations Code, this Organization shall not, except to an insubstantial degree engage in any activities or exercise any powers that are not in furtherance of the specific purpose of this organization as set forth in Section II. ARTICLE II MEMBERSHIP SECTION I. QUALIFICATION FOR MEMBERSHIP A. There shall be two categories of membership in the Organization: 1 . REGULAR MEMBERS: Shall be INDEPENDENT SPECIAL DISTRICTS that are public agencies within the County of Orange, State of California, for the local performance of governmental proprietary functions within limited boundaries, governed by a publicly elected Board of Directors or those officials appointed, in whole or in part, by another governmental body. Independent Page 3 of 12 Special Districts do not include the State, the county, cities, or school districts. Independent Special Districts shall be further defined in accordance with California Government Code Section 56044: "Independent district" or "independent special district" includes any special district having a legislative body all of whose members are elected by registered voters or landowners within the district, or whose members are appointed to fixed terms, and excludes any special district having a legislative body consisting, in whole or in part, of ex officio members who are officers of a county or another local agency or who are appointees of those officers other than those who are appointed to fixed terms. "Independent special district" does not include any district excluded from the definition of district contained in Sections 56036 and 56036.6. 2. ASSOCIATE MEMBERS: Shall be those persons, organizations, or governmental entities that have evidenced interest in the purposes and goals of the Organization, but are not Independent Special Districts. Officers or members of an Independent Special District are ineligible to be an Associate Member. B. APPROVAL OF MEMBERSHIP: The Executive Committee shall review and approve all applications for membership, provided that the applicant meets the established membership criteria. SECTION II. VOTING RIGHTS A. Each Regular Member district, in good standing, shall be entitled to one vote on all matters brought before the membership for a vote. The presiding officer of the governing body of each Regular Member district shall be recognized by the Organization as the voting representative for his/her district. Each district shall designate in writing and submit to the Organization's Secretary one alternate governing board member who shall have the right to vote in the absence of the presiding officer. B. The Executive Committee may, at its discretion, authorize the voting upon any issue by written ballot which shall be sent via U.S. mail Page 4 of 12 and email to each Regular Member district or by electronic distribution/email. Such authorization shall specify the time, date and method by which the completed written ballots must be received by the Organization. C. A majority vote of all members present at a meeting or of all written ballots received by the submission deadline shall be necessary to carry any matter voted upon. D. Associate Members shall not have the right to vote on any matter before the Organization. SECTION III. ANNUAL DUES A. Annual dues shall be due and payable on or before the first day of January of each year. New members shall pay their annual dues at the time they are approved for membership in the Organization. New member dues for the initial year shall not be pro-rated. B. The dues of the Organization shall be reviewed and set by the Executive Committee for Regular Members and Associate Members. Associate Member dues need not be the same as dues for Regular Members. A minimum of two months' notice of changes in dues will be provided to the membership. C. No assessments, other than annual dues, shall be levied on the members of the association without an affirmative majority vote of the membership. SECTION IV. TERMINATION OF MEMBERSHIP A. Any member in arrears in the payment of dues for a period of thirty (30) days after said dues are due and payable shall be notified in writing by the Treasurer of such arrearage, and, if such dues shall continue unpaid for a period of another thirty (30) days, such member shall automatically cease to be a member of the Organization. B. Any member that voluntarily terminates membership in the Organization shall not be eligible for a refund of membership dues or other assessment already paid to the Organization. Page 5 of 12 SECTION V. REINSTATEMENT OF MEMBERSHIP Regular and Associate memberships that were previously terminated may be reinstated after the Executive Committee receives a written petition for reinstatement and payment of the petitioners annual membership dues and other assessments for the current calendar year have been received by the Organization. SECTION VI. LIABILITY OF MEMBERS; NO AUTHORITY No member will be liable for the obligations, debts or liabilities of the Organization unless such member has expressly assumed such liability in writing. No member will have the authority to enter into any obligation, debt or liability on behalf of the Organization unless approved in by the Board of Directors. ARTICLE III BOARD OF DIRECTORS SECTION I. NUMBER AND TERM OF OFFICE A. The Board of Directors shall consist of the presiding officer from each Regular Member district, in good standing. If the presiding officer is not present, then that district's alternate representative shall act in his/her stead. B. The members of the Board of Directors shall serve until replaced by another governing board member as the presiding officer of his/her district. Any vacancy on the Board of Directors shall be filled by the new presiding officer of the District from which the vacancy occurred. SECTION II. DUTIES OF THE BOARD OF DIRECTORS A. The Board of Directors shall set policy for the Organization. B. The Board of Directors shall elect, at or before its final meeting in even years, a President, a First Vice President, a Second Vice President, a Third Vice President, a Secretary, and a Treasurer, who shall serve for two-year terms. Page 6 of 12 C. These officers, along with the Immediate Past President, shall be designated as the Executive Committee. D. The Executive Committee shall be elected following a notice of position availability and solicitation for nominations. At the end of the nominating period, if only one candidate is nominated for a vacant seat, that candidate shall be deemed selected. If two or more candidates are nominated, the Secretary shall prepare and deliver one ballot and voting instructions to each eligible district. The ballot shall include the names of all nominees and the office for which each was nominated. Each presiding officer, or his or her alternate as designated by the governing body, shall return the ballot to the Secretary by the date specified in the voting instructions. E. With the exception of the immediate past president, if a vacancy occurs on the Executive Committee, the Committee shall, within 60 days from the commencement of the vacancy, either fill the vacancy by appointment or call a special election to fill the vacancy. A person appointed or elected to fill a vacancy shall hold office for the unexpired term of the former incumbent. F. If the vacancy is in the offices of President or Vice President, the Executive Committee may, prior to an election to fill the vacancy, move current officers into vacant positions, and proceed then to fill the resulting vacant position in accordance with Section E above. SECTION III OFFICERS AND DUTIES A. The Executive Committee shall assist the Board of Directors in setting and implementing policy, and conducting the business of the Organization, as noted in the bylaws or approved at a General Membership Meeting or a Special Meeting of the membership. The members of the Executive Committee shall consist of: 1 . PRESIDENT: The President shall be the chief executive officer of the Organization. The President shall preside at all meetings of the Board of Directors, the Executive Committee and the general membership. Page 7 of 12 The President shall appoint all committees. The President shall represent the Organization as its official spokesperson and he/she shall also have the authority to delegate such responsibility, with approval of the Executive Committee. The President shall be an ex-officio member of all Committees. 2. FIRST VICE PRESIDENT: The First Vice President, in the absence or disability of the President, shall perform all the duties of the President, and when so acting, he/she shall have the powers of and be subject to all the restrictions upon the President. The First Vice President shall be the Chair of the Program Committee. 3. SECOND VICE PRESIDENT: The Second Vice President, in the absence or disability of the President and First Vice President, shall perform all the duties of the President and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Second Vice President shall be Chair of the Membership Committee. 4. THIRD VICE PRESIDENT: The Third Vice President, in the absence or disability of the President, First Vice President, and Second Vice President, shall perform all the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Third Vice President shall be Chair of the Legislative Committee. 5. SECRETARY: The Secretary or his/her designee shall be responsible for all correspondence and the dissemination of information to members. All official correspondence to the Page 8 of 12 members will be approved in advance by the President or the President's designee. 6. TREASURER: The Treasurer shall maintain the complete financial records and, establish and maintain bank accounts in the name of the Organization, and pay all bills duly approved by the Executive Committee in accordance with the yearly budget. There shall be an annual audit of the books of the Treasurer by a competent accountant or accounting agency, designated by the Executive Committee, with a report to be presented to the membership at the Organization's next membership meeting. 7. IMMEDIATE PAST PRESIDENT:The Immediate Past President shall serve as a voting, ex-officio member of the Executive Committee. B. All officers of the Organization shall be elected or appointed officials of a Regular Member district. C. Officials who wish to seek election or appointment as an officer of the Organization shall first secure from his/her district an official endorsement of his/her candidacy in the form of a board resolution. D. The Executive Committee may consider removing Officers who miss three consecutive meetings. Prior to removing an Officer, the Committee shall consider the reasons for absence and the potential for continued absence. A unanimous vote of the Executive Committee shall be required to remove an officer. ARTICLE IV MEETINGS SECTION I BOARD OF DIRECTORS A. The Board of Directors shall meet quarterly or no less than three times per calendar year. The last meeting of the calendar year shall be designated as the ANNUAL MEETING of the Organization. Page 9 of 12 B. The Organization shall disseminate notices of Board Meetings at least thirty (30) days prior to the Meeting. Said notices shall be disseminated via email to all Regular and Associate Members. The Notice shall give the date, time, location and any action items for the meeting. C. Special Meetings of the Board of Directors may be called at any time by the President, any ten (10) Members of the Board of Directors or by a majority of the Executive Committee. The Organization shall disseminate notices of the Special Meeting at least five (5) business days prior to the meeting. Said notice shall give the date, time, location, and the subject matter of the Special Meeting. Action may only be taken on matters listed on the Special Meeting notice. D. All meetings of the Board of Directors shall be held in Orange County. E. No action shall be taken unless a quorum has first been established. A quorum shall be established when the designated representatives of fifty percent (50%) of the Regular Members are present at a duly noticed Regular or Special Meeting of the Organization, or, if a vote has been authorized by written ballot, a quorum shall be established only when the designated representatives of fifty percent (50%) of the Regular Members have submitted a ballot in the manner and by the deadline authorized by the Executive Committee. SECTION II. EXECUTIVE COMMITTEE A. The Executive Committee shall meet monthly at the Municipal Water District of Orange County, at a time specified by the President and announced in the meeting notice. The monthly meeting may be cancelled by the President if he/she determines that there is not sufficient business to justify a meeting. B. A Special Meeting of the Executive Committee may be called by the President or a majority of the Executive Committee, with five (5) business days advance notice given in writing via email by the Organization. Such notice shall state the date, time, location and agenda for the Special Meeting. Page 10 of 12 C. All meetings of the Executive Committee shall take place in Orange County. D. A quorum shall be established by 50% of the then-filled Executive Committee. ARTICLE V AMENDMENTS These Bylaws may be amended by a majority of the Board of Directors present at a duly noticed membership meeting or, if a vote has been authorized by written ballot, by the combined majority vote of the designated representatives present and submitting a written ballot. All proposed amendments shall be disseminated via U.S. Mail and email to each Regular Member district no less than thirty (30) days prior to the membership meeting. ARTICLE VI ENACTMENT OF AMENDMENTS These Amended and Restated Bylaws are to take effect immediately upon approval of the Board of Directors. ARTICLE VII PARLIAMENTARY AUTHORITY All matters not covered under these Bylaws shall be governed by Roberts' Rules of Order. Page 11 of 12 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY Amended and Restated Bylaws The Question Does your special district, as member in good standing, approve or disapprove of the amended and restated bylaws recommended by the Executive Committee on May 2, 2017. ----------------------------------------------------------------------------------------------------------------------------------- CAST YOUR VOTE Please cast your vote by checking the box, or printing the name, of the nominee for who you wish to vote. Yes, we approve the amended and restate ISDOC bylaws, as recommended by the Executive Committee No, we do not approve the proposed amended and restated bylaws ------------------------------------------------------------------------------------------------------------------------ DISTRICT NAME NAME AND TITLE OF VOTONG DELEGATE* SIGNATURE OF VOTING REPRESENTATIVE * If not the presiding officer, please provide written authorization documenting your ability to vote on behalf of your district. Please send you completed and executed ballot to Laura Loewen at either: • Iloewen@mwdoc.com • MWDOC, P.O. Box 20895, Fountain Valley, CA 92728 All ballots must be received no later than by 5 p.m., Tuesday, June 27, 2017. ITEM NO. 8.2 AGENDA REPORT Meeting Date: June 13, 2017 Total Budget:None To:Board of Directors Cost Estimate:None From:Marc Marcantonio, General Manager Account No:1-9010-0985-05 Presented By:Delia Lugo, Finance Manager Prepared By:Annie Alexander, Executive Assistant Subject:Proposed Increased Assessments Affecting District Properties Located in Local Landscaping Zone L-1B of the City of Yorba Linda Street Lighting and Landscaping Maintenance District STAFF RECOMMENDATION: That the Board of Directors vote in favor of the increased assessments for these parcels and authorize staff to complete and submit the ballots as required. DISCUSSION: In March 2016, the Board voted in favor of proposed increased assessments affecting five parcels owned by YLWD (Elk Mountain BPS/Reservoir) located in Zone L-1B of the Yorba Linda Street Lighting and Landscaping Maintenance District. Following tabulation of the ballots at the City's public hearing, it was determined there was a majority protest and no increase to the proposed assessments would be allowed. At the request of several of the property owners in this zone, the City Council then authorized a process whereby a petition could be submitted requesting a revote. Such petition was submitted and the re-balloting process was granted following Council approval of a revised location maintenance plan. The District's parcels involved in the revote process have a $0.00 balloted assessment amount. Completed ballots must be received by the YL City Clerk no later than the close of testimony at the public hearing scheduled Tuesday, June 20, 2017 at 6:30 p.m. PRIOR RELEVANT BOARD ACTION(S): The Board previously voted in favor of increased assessments for other District owned parcels located in Zones L-2N, L-5A, L-1B, L-2E, and L-2N. ATTACHMENTS: Name:Description:Type: LMAD_Ballots.pdf Backup Material Backup Material Ott ro•64 ate+ `yam NOTICE OF PUBLIC HEARING AND ASSESSMENT BALLOT PROCEDURES + r LOCAL LANDSCAPING ZONE L-1 B STREET LIGHTING AND LANDSCAPING MAINTENANCE DISTRICT -on CITY OF YORBA LINDA In addition to what is outlined below,important information can be found on the City's website http://www.ci.yorba- linda.ca.us/index.php/city-departments/public-works, under"Revote Info for 0W. Purpose of this Notice The purpose of this notice, that includes both this document and the accompanying Assessment Ballot which also includes Instructions for Completion and Delivery of Assessment Ballot, is: • to provide information to the record owners of property within Local Landscaping Zone L-113 ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") of the City of Yorba Linda ("City"), regarding proceedings being undertaken by the City to levy new or increased annual assessments ("increased assessment") on those properties; • to transmit an Assessment Ballot to the owners of property within Zone L-1 B,to enable such owner or owners to express support or opposition to the levy of the proposed increased assessment on such property, by completing and returning the Assessment Ballot; and • to identify the time and place of the scheduled public hearing on these matters and to provide instructions to the owner or owners to assist in completing the Assessment Ballot and returning it to the City. Reason for the Assessment The proposed increased assessment on properties within Zone L-113 will provide a stable revenue source to fund the ongoing special benefit expenses associated with the servicing and maintenance of local landscape improvements for Zone L-113 including, but not limited to approximately 1,144,466 square feet of designated landscape improvement area that incorporates an estimated 1,305 square feet of irrigated median landscaping;911,666 square feet of irrigated sloped/mostly- sloped landscaped area;and 231,495 square feet of irrigated flat/moderately-sloped landscaped area.These improvements are considered a particular and distinct special benefit to properties in Zone L-113, and the increased assessments are intended to support the continued maintenance of these improvements at an appropriate level of service as well as related renovations or capital improvements. Basis upon which the Increased assessments are Calculated Each year the City determines the estimated cost to maintain and service the improvements within each Zone of the District to appropriately allocate those costs to only the benefiting properties. The cost of providing the improvements determined to be of special benefit are allocated to parcels within each Zone based on a benefit formula that equitably distributes those costs based on the proportional special benefits to each parcel. Parcels within each Zone are assigned an Equivalent Benefit Unit (EBU) that reflects each parcel's proportional special benefit as compared to other parcels that benefit from the improvements. In Zone L-1 B, the benefiting properties assessed are primarily residential properties,with each single-family residential parcel being assigned 1.00 EBU.Other land uses in this Zone are assigned a proportional EBU based on acreage and may include Park or Vacant/Undeveloped parcels at 0.75 EBU per acre up to five acres.The total eligible special benefit expenses for Zone L-1 B ("Balance to Levy"), is divided by the total EBU of all parcels within Zone L-1 B. The result of this calculation establishes an assessment rate per Equivalent Benefit Unit ("Levy per EBU" or "Assessment Rate"). This Assessment Rate multiplied by each parcel's assigned EBU equals each parcel's annual assessment amount. Total Balance to Levy/Total EBU = Levy per EBU (Assessment Rate) Levy per EBU x Parcel EBU = Parcel Levy Amount A more detailed description of the improvements and basis upon which increased assessments have been calculated is described in the Engineer's Report, which is on file with the City and available on the City's website. The Total Annual Assessment Proposed to be Charged The total annual amount of the assessments being balloted to properties within Zone L-1 B is$437,861.78.This total amount balloted divided by the total number of Equivalent Benefit Units (EBUs) within Zone L-1 B results in an increased assessment rate to$698.00 per EBU (Maximum Assessment Rate for Fiscal Year 2017/2018).The amount of the increased assessment identified on the accompanying Assessment Ballot as "Your Parcel's Balloted Assessment Amount" is based upon this new Maximum Assessment Rate and your property's proportional special benefit based on your parcel's EBU assignment. Your parcel's actual assessment for Fiscal Year 2017/2018 may be equal to or less than the amount indicated on the accompanying Assessment Ballot as "Your Parcel's Balloted Assessment Amount". However, if the increased assessments are approved in these proceedings, your parcel's assessment amount and the assessment rate are subject to the annual inflationary adjustment described herein. Inflationary Adjustment Because the cost of servicing and maintaining local landscaping improvements are impacted by inflation over time, the proposed maximum assessment rate of$698.00 per EBU and your parcel's corresponding assessment includes an annual inflationary adjustment based on the annual percentage change in the local Consumer Price Index as reported by the United States Department of Labor, Bureau of Labor Statistics, for the Los Angeles-Riverside-Orange County Metropolitan Area for All Urban Consumers. As part of your support or opposition to the increased assessment described in this notice and presented on the accompanying Assessment Ballot, you are also indicating your support or opposition to this annual inflationary adjustment that may be applied to future assessments. If the increased assessment is approved, this annual inflationary adjustment shall be applied to the maximum assessment rate established in these proceedings (maximum assessment rate for Fiscal Year 2017/2018) and your calculated assessment each year may be adjusted accordingly. Duration of the Assessments If approved, the proposed assessment indicated on the accompanying ballot may be assessed and appear on your 2017/2018 property tax bill. (At the City Council's discretion, a lesser amount may be assessed). Because the proposed assessments will provide annual funding for the ongoing maintenance and operation of the improvements,there is no sunset on the assessments (no end date), but the annual budget and assessments shall be presented at a public hearing each fiscal year, which is open to the public for comment and testimony. Public Hearing Notice is hereby given that a public hearing regarding the proposed levy of an increased assessment for Local Landscaping Zone L-1 B,will be held during a regular meeting of the Yorba Linda City Council, in the City Council Chambers at City Hall, located at 4845 Casa Loma Avenue, Yorba Linda, California, on the following date and commencing at the following time: Tuesday, June 20, 2017,starting at 6:30 P.M. The City Council shall consider all objections and protests, if any, to the proposed increased assessment on properties within Zone L-1113 which has been deemed necessary for the operation and maintenance of Zone L-1 B's landscaping improvements.Any interested person shall be permitted to present written and oral testimony regarding these proceedings. The City Council may impose reasonable time limits on both the length of the entire public hearing and the length of each interested person's oral testimony. The City Council may also continue the public hearing from time to time. Protest Provisions Pursuant to California Constitution Article XIIID, Section 4 (e), at the Public Hearing, the City Council shall consider all protests against the proposed increased assessment. In addition to the property owner assessment ballots,written protests regarding the District and assessments may be filed with the City Clerk prior to or during the Public Hearing. The City shall not impose an assessment increase for Zone L-1 B if there is a majority protest, as calculated set forth below. Assessment Ballot The amount of the assessment identified on the accompanying Assessment Ballot as "Your Parcel's Balloted Assessment Amount"represents your parcel's proportional special benefit of the total amount being balloted at the maximum assessment rate.Any time before the end of the Public Hearing, you may submit the Assessment Ballot to the City Clerk.To do so: mark the Ballot either" YES— IN FAVOR OF THE INCREASED ASSESSMENT" or" NO—OPPOSED TO THE INCREASED ASSESSMENT", sign the Ballot, seal the Ballot in the enclosed return envelope, and mail or deliver it to the City Clerk. If you do not use the envelope provided, the return envelope should have the words "ASSESSMENT BALLOT, DO NOT OPEN" printed on the outside to ensure it is not opened in advance of the Public Hearing. The Ballot may be submitted, changed or withdrawn at any time before the end of the Public Hearing. If you need a replacement Ballot, call the"Contact Person" listed below. Only ballots issued by the City are considered valid ballots (copies or facsimiles are not valid ballots). Any Ballot returned unmarked or unsigned,or not received by the City Clerk before the end of the public hearing will be rejected and not counted. The proposed new assessment will not be imposed for Zone L-16 if the Ballots submitted in opposition to the increased assessment exceed the Ballots submitted in favor of the assessment, with each Ballot weighted according to the dollar amount of the assessment on the property to which that Ballot relates. In such case, the properties within Zone L-1 B will continue to be subject to annual assessments for maintenance of improvements up to the authorized maximum assessment rate per EBU of $331.94 plus the annual inflationary adjustment based on the annual percentage change in the local Consumer Price Index that was previously established by the City Council for Zone L-1 B. Only valid ballots received by the City Clerk before the end of the public hearing shall be counted. In addition to the property owner assessment ballots, written protests regarding the District and assessments may be filed with the Office of the City Clerk prior to or during the Public Hearing. Please ensure that your Assessor's Parcel Number (APN) listed on the accompanying Assessment Ballot is included on any written protest or correspondence so that your property can be correctly identified for the record. Please refer to the City's website for additional information and future actions upon completion of the ballot proceedings. Contact Information For more information, please contact the City's Public Works Department at 714.961.7170. INFORMATION ABOUT YOUR ASSESSMENT BALLOT AND INSTRUCTIONS FOR COMPLETION AND DELIVERY OF ASSESSMENT BALLOT Local Landscaping Zone L-113 Street Lighting and Landscaping Maintenance District City of Yorba Linda To Cast Your Ballot: Prior to the public hearing, completed ballots may be personally delivered to the City Clerk located at 4845 Casa Loma Avenue, Yorba Linda, California; or mailed to the City Clerk at the address indicated below. A return envelope has been provided for your convenience that is addressed to the City Clerk. You may also personally present completed ballots to the City Clerk at the public hearing on June 20, 2017. If you return your ballot by mail, please be sure to allow time for mail delivery; the City Clerk must receive all ballots no later than the end of the public testimony portion of the public hearing on June 20, 2017. If you damage or misplace your ballot, a replacement ballot can be obtained by contacting the City's Public Works department as indicated on the Notice accompanying this Ballot. All submitted ballots must be clearly marked to indicate either"Yes—In Favor of the increased assessment" or"No — Opposed to the increased assessment" and signed; otherwise the ballot will be rejected and not counted. To ensure the privacy of your ballot prior to the tabulation, please return your ballot in the envelope provided, or in a sealed envelope that indicates that a ballot is enclosed by noting on the front of the envelope"Assessment Ballot, Do Not Open". A ballot previously submitted may be withdrawn at any time prior to the close of the public hearing by request to the City Clerk, by the person(s)that signed the submitted ballot. An assessment ballot may be changed at any time prior to the end of the public hearing by requesting a withdrawal of the previous ballot and requesting a replacement ballot. Only the person(s) signing the ballot may make such a request. The replacement ballot must be received by the City Clerk prior to the deadline set forth herein. If you have questions: Should you have any questions prior to the public hearing, you may call the Public Works department at (714) 961-7170 during regular business hours. Important additional information is also available on the City's website. City Clerk P.O. Box 87014 Completed ballots MUST be received by the City Clerk no later Yorba Linda, CA 92885 than the close of the public testimony portion of the public hearing which is scheduled to begin on Tuesday, June 20, 2017 at 6:30 p.m., in the City Council Chambers at City Hall, located at 4845 Casa Loma Avenue, Yorba Linda, California How to cast your ballot D 1 2 Sign and 3. Return to the City Clerk on or before the Public Hearing or,. Check date it June 20. 2017 in accordance with the deadlines referenced Yes or No above y`+ot YORe� � OFFICIAL ASSESSMENT BALLOT =Tr , Local Landscaping Zone L-1 B Street Lighting and Landscaping Maintenance District This Ballot is for the property designated as Assessor's Parcel Number:329-201-15 YORBA LINDA WATER DISTRICT PO BOX 309 YORBA LINDA, CA 92885 This is your official property owner assessment ballot regarding the proposed increased assessment for properties in Local Landscaping Zone L-113 ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") to fund the ongoing special benefit expenses associated with the maintenance of landscape improvements as outlined in the accompanying Notice and described more fully in the Engineer's Report, which is on file with the City Clerk and on the City's website. To complete your ballot, mark an (X) in the voting square next to the word "YES" or next to the word "NO" below, sign and date the ballot, and return the entire ballot to the City Clerk. If you wrongly mark, tear, or deface this ballot, return it to the City Clerk with a request for a replacement ballot.All ballots must be received by the City Clerk of the City of Yorba Linda no later than the close of testimony at the public hearing scheduled for June 20, 2017. Assessor's Parcel Number: 329-201-15 Current Authorized Maximum Assessment Rate: $ 331.94 per EBU (Equivalent Benefit Unit) Proposed New Maximum Assessment Rate: $ 698.00 per EBU (Equivalent Benefit Unit) Your Parcel's Balloted Assessment Amount: $ 0.00 This is an annual assessment that is collected as part of your County property tax bill. The amount assessed each fiscal year shall be based on the net expenses to be assessed, but the assessments may not exceed the Proposed New Maximum Assessment Rate shown above plus the annual inflation adjustment without the approval of the property owners. YES—IN FAVOR OF THE INCREASED ASSESSMENT ❑ proposed for Zone L-1 B and the assessment for my property shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index(CPI). NO—OPPOSED TO THE INCREASED ASSESSMENT proposed for Zone L-1 B and the assessment for my property IIIIIII�IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). I hereby declare, under penalty of perjury, that I am the record owner of the property(Assessor's Parcel Number) identified on this ballot or I am the authorized representative of that record owner. Signed Date Please see the back of this sheet for information about your assessment ballot and instructions for completion and delivery of the assessment ballot. 'fat," OFFICIAL ASSESSMENT BALLOT a 4y� Va Local Landscaping Zone L-113 04:r Street Lighting and Landscaping Maintenance District This Ballot is for the property designated as Assessor's Parcel Number:329-201-16 YORBA LINDA WATER DISTRICT PO BOX 309 YORBA LINDA, CA 92885 This is your official property owner assessment ballot regarding the proposed increased assessment for properties in Local Landscaping Zone L-113 ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") to fund the ongoing special benefit expenses associated with the maintenance of landscape improvements as outlined in the accompanying Notice and described more fully in the Engineer's Report, which is on file with the City Clerk and on the City's website. To complete your ballot, mark an (X) in the voting square next to the word "YES" or next to the word "NO" below, sign and date the ballot, and return the entire ballot to the City Clerk. If you wrongly mark, tear, or deface this ballot, return it to the City Clerk with a request for a replacement ballot.All ballots must be received by the City Clerk of the City of Yorba Linda no later than the close of testimony at the public hearing scheduled for June 20, 2017. Assessor's Parcel Number: 329-201-16 Current Authorized Maximum Assessment Rate: $ 331.94 per EBU (Equivalent Benefit Unit) Proposed New Maximum Assessment Rate: $ 698.00 per EBU (Equivalent Benefit Unit) Your Parcel's Balloted Assessment Amount: $ 0.00 This is an annual assessment that is collected as part of your County property tax bill. The amount assessed each fiscal year shall be based on the net expenses to be assessed, but the assessments may not exceed the Proposed New Maximum Assessment Rate shown above plus the annual inflation adjustment without the approval of the property owners. YES—IN FAVOR OF THE INCREASED ASSESSMENT ❑ proposed for Zone L-1 B and the assessment for my property shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). NO—OPPOSED TO THE INCREASED ASSESSMENT proposed for Zone L-1 B and the assessment for my property shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). I hereby declare, under penalty of perjury, that I am the record owner of the property(Assessor's Parcel Number) identified on this ballot or I am the authorized representative of that record owner. Signed Date Please see the back of this sheet for information about your assessment ballot and instructions for completion and delivery of the assessment ballot. vat°� OFFICIAL ASSESSMENT BALLOT V p 11 R Local Landscaping Zone L-1 B Street Lighting and Landscaping Maintenance District This Ballot is for the property designated as Assessor's Parcel Number:329-201-17 YORBA LINDA WATER DISTRICT PO BOX 309 YORBA LINDA, CA 92885 This is your official property owner assessment ballot regarding the proposed increased assessment for properties in Local Landscaping Zone L-113 ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") to fund the ongoing special benefit expenses associated with the maintenance of landscape improvements as outlined in the accompanying Notice and described more fully in the Engineer's Report, which is on file with the City Clerk and on the City's website. To complete your ballot, mark an (X) in the voting square next to the word "YES" or next to the word "NO" below, sign and date the ballot, and return the entire ballot to the City Clerk. If you wrongly mark, tear, or deface this ballot, return it to the City Clerk with a request for a replacement ballot. All ballots must be received by the City Clerk of the City of Yorba Linda no later than the close of testimony at the public hearing scheduled for June 20, 2017. Assessor's Parcel Number: 329-201-17 Current Authorized Maximum Assessment Rate: $ 331.94 per EBU (Equivalent Benefit Unit) Proposed New Maximum Assessment Rate: $ 698.00 per EBU (Equivalent Benefit Unit) Your Parcel's Balloted Assessment Amount: $ 0.00 This is an annual assessment that is collected as part of your County property tax bill. The amount assessed each fiscal year shall be based on the net expenses to be assessed, but the assessments may not exceed the Proposed New Maximum Assessment Rate shown above plus the annual inflation adjustment without the approval of the property owners. YES—IN FAVOR OF THE INCREASED ASSESSMENT ❑ proposed for Zone L-1 B and the assessment for my property shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). NO—OPPOSED TO THE INCREASED ASSESSMENT proposed for Zone L-1 B and the assessment for my property shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). I hereby declare, under penalty of perjury, that I am the record owner of the property(Assessor's Parcel Number) identified on this ballot or I am the authorized representative of that record owner. Signed Date Please see the back of this sheet for information about your assessment ballot and instructions for completion and delivery of the assessment ballot. °` YOR84 OFFICIAL ASSESSMENT BALLOT V Local Landscaping Zone L-1 B Street Lighting and Landscaping Maintenance District This Ballot is for the property designated as Assessor's Parcel Number:329-201-18 YORBA LINDA WATER DISTRICT PO BOX 309 YORBA LINDA, CA 92885 This is your official property owner assessment ballot regarding the proposed increased assessment for properties in Local Landscaping Zone L-1 B ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") to fund the ongoing special benefit expenses associated with the maintenance of landscape improvements as outlined in the accompanying Notice and described more fully in the Engineer's Report, which is on file with the City Clerk and on the City's website. To complete your ballot, mark an (X) in the voting square next to the word "YES" or next to the word "NO" below, sign and date the ballot, and return the entire ballot to the City Clerk. If you wrongly mark, tear, or deface this ballot, return it to the City Clerk with a request for a replacement ballot. All ballots must be received by the City Clerk of the City of Yorba Linda no later than the close of testimony at the public hearing scheduled for June 20, 2017. Assessor's Parcel Number: 329-201-18 Current Authorized Maximum Assessment Rate: $331.94 per EBU (Equivalent Benefit Unit) Proposed New Maximum Assessment Rate: $ 698.00 per EBU (Equivalent Benefit Unit) Your Parcel's Balloted Assessment Amount: $ 0.00 This is an annual assessment that is collected as part of your County property tax bill. The amount assessed each fiscal year shall be based on the net expenses to be assessed, but the assessments may not exceed the Proposed New Maximum Assessment Rate shown above plus the annual inflation adjustment without the approval of the property owners. YES—IN FAVOR OF THE INCREASED ASSESSMENT Ll proposed for Zone L-1 B and the assessment for my property IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index(CPI). NO—OPPOSED TO THE INCREASED ASSESSMENT L3 proposed for Zone L-1 B and the assessment for my property IIIIIIIIIIIIIIIII�IIIIIIIII�II'IIIIIIIIIIIIIIIIIIIIII shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index(CPI). I hereby declare, under penalty of perjury, that I am the record owner of the property(Assessor's Parcel Number) identified on this ballot or I am the authorized representative of that record owner. Signed Date Please see the back of this sheet for information about your assessment ballot and instructions for completion and delivery of the assessment ballot. OFFICIAL ASSESSMENT BALLOT V „ ra Local Landscaping Zone L-113 tea" Street Lighting and Landscaping Maintenance District -GRATE This Ballot is for the property designated as Assessor's Parcel Number: 329-201-19 YORBA LINDA WATER DISTRICT PO BOX 309 YORBA LINDA, CA 92885 This is your official property owner assessment ballot regarding the proposed increased assessment for properties in Local Landscaping Zone L-1113 ("Zone L-113") of Street Lighting and Landscaping Maintenance District ("District") to fund the ongoing special benefit expenses associated with the maintenance of landscape improvements as outlined in the accompanying Notice and described more fully in the Engineer's Report, which is on file with the City Clerk and on the City's website. To complete your ballot, mark an (X) in the voting square next to the word "YES" or next to the word "NO" below, sign and date the ballot, and return the entire ballot to the City Clerk. If you wrongly mark, tear, or deface this ballot, return it to the City Clerk with a request for a replacement ballot. All ballots must be received by the City Clerk of the City of Yorba Linda no later than the close of testimony at the public hearing scheduled for June 20, 2017. Assessor's Parcel Number: 329-201-19 Current Authorized Maximum Assessment Rate: $ 331.94 per EBU (Equivalent Benefit Unit) Proposed New Maximum Assessment Rate: $ 698.00 per EBU (Equivalent Benefit Unit) Your Parcel's Balloted Assessment Amount: $ 0.00 This is an annual assessment that is collected as part of your County property tax bill. The amount assessed each fiscal year shall be based on the net expenses to be assessed, but the assessments may not exceed the Proposed New Maximum Assessment Rate shown above plus the annual inflation adjustment without the approval of the property owners. YES—IN FAVOR OF THE INCREASED ASSESSMENT Ll proposed for Zone L-1 B and the assessment for my property IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index(CPI). NO—OPPOSED TO THE INCREASED ASSESSMENT proposed for Zone L-1 B and the assessment for my property II�IIIIIIIIIIIIIII�IIIIIIIII�IIIIIIIIIIIIIIIIIIIII shown above including the annual inflation adjustment applicable to future assessments based on the percentage change in the Consumer Price Index (CPI). I hereby declare, under penalty of perjury, that I am the record owner of the property (Assessor's Parcel Number) identified on this ballot or I am the authorized representative of that record owner. Signed Date Please see the back of this sheet for information about your assessment ballot and instructions for completion and delivery of the assessment ballot. ITEM NO. 9.1 AGENDA REPORT Meeting Date: June 13, 2017 Subject:Capital and Repair/Replacement Budgets and Asset Management Plan ATTACHMENTS: Name:Description:Type: AHCAC_Recommendation_No._7.pdf Backup Material Backup Material Pages_from_AHCAC_Recommendations.pdf Backup Material Backup Material Water_CIP_and_Captial_Outlay_Analysis_thru_May_2017.pdf Backup Material Backup Material FY_17_CIP_Budget.pdf Backup Material Backup Material AHCAC Recommendation 7: CIP, R&R Visibility, Asset Mgmt. Plan 1. Quarterly statements of CIP, R&R and reserve funding transfers/balances 2. CIP Reconciled Annually (long and short term) with funding sources 3. R&R Budget Annual Details including comparison with similar districts 4. Update 2010 Asset Management Plan with a plan that is staff-updatable quarterly, and includes the “ugly” projects with a recommended completion schedule Ad Hoc Citizens Advisory Committee Yorba Linda Water District 5 6. Administrative Penalties and Efficiency Program (a) Efficiency Program (1) In anticipation of a timely push toward tiered budget-based rates, and in anticipation of new permanent state water efficiency standards, we recommend that the District begin a collaborative process for planning and budgeting a robust efficiency program to be funded by inefficient and wasteful tiers of the new rate structure. (2) Dedicate the Conservation Reserve Fund (currently consisting of penalty funds already collected) to consist of surcharges from inefficient/abusive water sales in the tiered rate system. (3) Operate the efficiency program’s first year out of existing penalty funds in the reserve, while collecting surcharges from first year inefficient/abusive water sales. At the end of first year (and end of every year thereafter) recalculate inefficient/abusive surcharge based on actual program costs and actual past year sales. (b) Administrative Penalties As soon as possible, revise existing administrative penalty Ordinance 16-01 to: (1) Take into account the equitable factors underlying water budget rates (i.e., size of household, size of irrigable area, etc.); and (2) Explicitly change to a per diem water usage allowance to deal with the different billing period lengths (i.e., explicitly allow larger usage limits for billing periods that exceed 28 days). 7. Transparency: Capital and Repair/Replacement Budgets and Asset Management Plan (a) For transparency, clearer and more frequent reporting of capital and repair/replacement expenditures is necessary to understand the nature and scope of capital work underway at the District at any given time. A statement on capital improvement and repair/replacement progress should be made available at least quarterly. The statement should clearly show capital expenses and transfers to and from reserves attributable to particular projects. (b) Capital Improvement Budget – both long term and short term -- should be clearly and quantitatively reconciled annually to demonstrate progress and to anticipate shortfalls in funding for needed capital improvement projects. The capital improvement budget should identify the sources and amounts earmarked to fund each project, i.e. reserves, developer payments, grants, other agencies, etc. (c) Repair/Replacement Budget - A detailed annual optimized R&R budget should be established and tracked and reported separately from the capital improvement budget. The R&R budget should be reviewed and evaluated annually in comparison with similarly situated water districts, budgets, actuals, and problem areas. The review should be formal and public and transparent. (d) The Asset Management Plan should be updated as soon as possible, and the District’s performance under the previous plan should be evaluated for accuracy of assumptions and projections. The Asset Management Plan should accomplish the following: Excerpt from AHCAC Recommendations Ad Hoc Citizens Advisory Committee Yorba Linda Water District 6 Determine the current replacement cost of all District infrastructure assets Calculate the current annual depreciation amount of all infrastructure assets based on expected useful life and straight-line depreciation Determine the current backlog of repair/replacement work needed based on expected useful life and straight-line depreciation (The total replacement cost of those assets beyond their expected useful life.) Establish a recommended annual repair and replacement schedule incorporating the District’s “ugly list” of priority replacement projects Recommend a time period and annual optimized budget for catching up on the backlog Provide a digital model (i.e. Microsoft Excel) for District staff to update the Asset Management Plan as repair and replacement work is completed and capital improvements are added, no less frequently than quarterly. 8. Transparency: Reserves (a) The District should deliver clearer and more regular public reporting of reserve balances and line item detail in each reserve category consistent with the reserve policy. In particular, expenditures from an “emergency” reserve should be more clearly attributable to a particular emergency; expenditures from the capital reserve should be more clearly attributable to a particular capital project. (b) Repair/Replacement Reserves should be reported separately from Capital Improvement Reserves, which are reserves for new construction or upgrades to existing infrastructure. (c) We believe that the District’s current levels of reserves are more than ample to meet the District’s current service commitments. In setting future reserve levels, the District should (1) avoid overlap of reserve categories, and (2) consider the District’s ability to rely on non-cash reserves such as committed line of credit, property sale-leaseback, etc. 9. Transparency: Financial Reporting (a) Monthly financial reports should be published on a stand alone basis on the district's website in a way that is easy to find and access (versus the current method of only publishing monthly reports as agenda attachments). The website location should include the most recent as well as historical reports. (b) A monthly update of the forecasted year end net position compared to the original budgeted year end net position should be added to the monthly budgets to actuals report. (c) There should be a single monthly report that shows a summary balance sheet portrayal of the district's financial position. This report should list each reserve, debt, and overall cash on hand. Currently, disparate reports have to be viewed to see these items. Excerpt from AHCAC Recommendations $25.5M = As of June 30, 2016 –$7.0M = LOC Payment (Sept. 2016) –$3.6M = CIP & Capital Outlay Payments –$2.0M = CIP & Capital Outlay Committed $12.9M = Projected Capital Reserve(FYE17) –$1.8M = Minimum Reserve Requirement $11.1M = Available for Future FYs Fiscal Year 2017 Water CIP & Capital Outlay CIP & Capital Outlay Payments $1.566M Fairmont Booster Pump Station $781K Richfield Road Replacement $685K 2015 Waterline Replacement $360K Well #21 $214K Vehicle and Capital Outlay $12K Wells #22 $12K Pressure Reducing Station Rehab. $3.6M CIP & Capital Outlay FY: 2016-2017CIP BudgetJOB #DescriptionProject Balance as of 6/30/2016Jul-16Aug-16Sep-16Oct-16Nov-16Dec-16Jan-17Feb-17Mar-17Apr-17Current YTD ExpendituresProject Balance as of 4/30/201714-23 Richfield Road Pipeline169,936.79 3,544.79 3,711.66 4,095.80 2,488.01 1,485.22 4,749.29 236,402.57 241,310.33 7,117.51 138,584.12 643,489.30 813,426.0914-12 2015 Pipeline Replacement356,790.71 197,656.10 2,867.29 107,963.39 174,513.26 2,410.16 600.38 51,969.19 7,658.82 86.74 125.00 545,850.33 902,641.0414-11 PRS Rehabilitation Phase II14,639.11 1,282.39 1,841.38 3,232.83 1,182.87 132.96 177.28 0.00 0.00 221.60 0.00 8,071.31 22,710.4210-11 B Fairmont - BPS766,797.02 1,016.05 690.86 116.12 4,441.33 3,096.04 13,393.60 410,383.05 33,321.34 228,456.97 402,313.59 1,097,228.95 1,864,025.9710-02 Lakeview Grade Sep.335,784.83 1,868.03 1,944.32 798.49 166.54 252.12 202.15 584.73 608.76 155.13 160.20 6,740.47 342,525.3009-22 #21 West Wellfield - Well #211,874,257.57 3,438.89 2,762.61 9,302.19 258,859.21 9,728.57 13,428.82983.14 3,593.47 21,797.12 545.24 324,439.26 2,198,696.8309-22 #22 West Wellfield - Well #2221,424.98 1,007.50 64.08 64.08 64.08 362.04 640.80 0.00 387.28 88.64 10,861.00 13,539.50 34,964.486,178,990.13 ITEM NO. 10.2 AGENDA REPORT Meeting Date: June 13, 2017 Subject:General Manager's Report ATTACHMENTS: Name:Description:Type: Const_Photos.pdf Backup Material Backup Material Board Meeting June 13, 2017 District Construction Photos May 25-June 1, 2017 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Fairmont Booster Station Project Pump Suction Pipelines and Vertical Pump “Barrels” on May 25 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Fairmont Booster Station Project Concrete Placement Around Pipelines and Pump “Barrels” on June 1 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Richfield Road Pipeline Project Installation of Cross-Connector On May 25 Backup Material Distributed Less Than 72 Hours Prior to the Meeting Richfield Road Pipeline Project Installation of Vault over Chlorine Injector Connection to Pipeline Backup Material Distributed Less Than 72 Hours Prior to the Meeting ITEM NO. 11.1 AGENDA REPORT Meeting Date: June 13, 2017 Subject:Interagency Committee with MWDOC and OCWD (Miller/Nederhood) · Minutes of the meeting held May 25, 2017 at 4:00 p.m. · Next meeting scheduled July 27, 2017 at 4:00 p.m. ATTACHMENTS: Name:Description:Type: 2017-05-25_-_Minutes_-_YLWD-MWDOC-OCWD.docx Minutes Minutes Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held May 25, 2017 at 4:00 p.m. 1 MINUTES OF THE YORBA LINDA WATER DISTRICT INTERAGENCY COMMITTEE MEETING WITH MWDOC AND OCWD Thursday, May 25, 2017, 4:00 P.M. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The meeting was called to order at 4:00 p.m. 2. ROLL CALL YLWD COMMITTEE MEMBERS YLWD STAFF J. Wayne Miller, President Marc Marcantonio, General Manager Al Nederhood, Vice President Steve Conklin, Engineering Manager MWDOC COMMITTEE MEMBER MWDOC STAFF Brett Barbre, Director Rob Hunter, General Manager OCWD COMMITTEE MEMBER OCWD STAFF Roger Yoh, Director John Kennedy, Executive Director of Engineering and Water Resources 3. PUBLIC COMMENTS None 4. DISCUSSION ITEMS 4.1. Current Water Conservation Legislation Director Barbre reported that the “Trailer Bill” is still alive in the legislature and its approval is possible, though changes may yet happen. The alternative bills that are being supported by ACWA and other water agencies are currently in “suspense” and could potentially be revived next year, though doubtful if the Trailer Bill language gets approved. 4.2. MWD Water Supply Conditions and Outlook Director Barbre reported that MWD will have 2.7 million AF of water in storage above the Emergency Supply Level, equaling the most it has ever had in storage. MWD will continue to look for ways to store or otherwise beneficially use more of the available water, such as described in following Item 4.6. 4.3. Status of Oroville Reservoir and State Water Project Deliveries Director Barbre reported that the State has made two requests to FEMA for reimbursement for flood damage, $245M + $274M. It is likely that both will be approved. Spillway replacement work has started. SWP deliveries Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held May 25, 2017 at 4:00 p.m. 2 to SoCal will likely be 85-90%. If not for the Oroville reconstruction work, could have been 100%, but no place locally for the water anyway. 4.4. Condition of OCWD Groundwater Basin Mr. John Kennedy reported that OCWD is currently recharging 155 cfs (310 AF/day) of MWD water, in addition to GWRS and river water. With the planned MWD water purchases as described below, he indicated that the basin overdraft may be reduced from 379,000 AF to 320,000 AF in the next year. 4.5. OCWD Replenishment Assessment, Basin Production Percentage and Budgeted Water Purchase Mr. Kennedy reported that the recently approved OCWD budget included funding to purchase 65,000 AF of MWD water for recharge. In addition, OCWD staff is negotiating with MWD staff for a potential Cyclic Storage Agreement, as described below. 4.6. MWD’s Request for Conjunctive Use Program Storage and Potential Cyclic Storage Agreement Mr. Kennedy reported that MWD has activated CUP and will be providing 16,500 AF of water for storage under that program. In addition, discussions are on-going regarding a potential Cyclic Storage Agreement under which OCWD could receive 30,000 AF for storage now. Payment for the water would be made to MWD at the time the water is pumped out. 4.7. MWDOC’s New Budget Mr. Rob Hunter reported on MWDOC’s budget that was recently approved by his board. 4.8. MWDOC’s OC Water Reliability Investigation Mr. Hunter reported that refinements are being made to the Reliability Investigation, looking at the relative cost-effectiveness of various proposed projects, including the Calif WaterFix and the MWD/LACSD Carson Project. 4.9. PFOS/PFOA Testing and Mitigation Mr. Marc Marcantonio reported that water samples have been collected as often as every two weeks over the last several months by YLWD and by OCWD with testing for PFOS and PFOA. Testing has been performed by the OCWD lab and three private labs, all certified to perform this testing. Test results indicate that the concentration of PFOS+PFOA in the blend water at Highland Reservoir continues to be under the Advisory Level recommended by Federal EPA. Based on the cumulative test results over theses last several months and as a cost-saving measure, YLWD will be phasing back the sampling for PFOS and PFOA to quarterly for testing by the OCWD lab. Testing will continue to be performed at each well and at Highland Reservoir. YLWD staff will be scheduling a meeting with OCWD Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held May 25, 2017 at 4:00 p.m. 3 staff to discuss findings to date and status of work by OCW D to determine potential sources of the contaminants and their projection if it is increasing or decreasing. 4.10. Huntington Beach Desalination Project Mr. Kennedy reported that Poseidon is still moving forward with the project. They are pursuing approvals by the State Lands Commission, followed by the Regional Board, and then by Coast Commission. It is still under consideration by the OCWD Board. 4.11 California WaterFix Project Director Barbre reported that reports and studies are being reviewed and discussed regarding the project. 4.12. North and South Basin Projects Mr. Kennedy reported that the EPA is seeking concurrence from the State to place the North Basin Project on the Federal National Priorities List (NPL), formerly known as Superfund. Explanatory documents are being sent out to all Groundwater Producer agencies in OCWD. Regarding the South Basin Project, no new information. 4.13. YLWD Well Projects Mr. Steve Conklin reported that Well 21 is complete and is awaiting completion of the Richfield Road Pipeline Project in June so that the well can go into operation. Regarding the Well 22 Project, the CEQA Mitigated Negative Declaration has been drafted and will begin a 30-day public review period on June 1, 2017. Work is beginning on the contract documents and bidding documents for the drilling of the well. 4.14. Future Agenda Items None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 6:05 p.m. SC ITEM NO. 11.2 AGENDA REPORT Meeting Date: June 13, 2017 Subject:Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) · Minutes of the meeting held June 12, 2017 at 4:00 p.m. will be provided when available. · Next meeting yet to be scheduled. ATTACHMENTS: Name:Description:Type: Meeting_Notes.pdf Backup Material Backup Material SUBMITTED BY: J. Wayne Miller, President MEMORANDUM OF MEETING YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF YORBA LINDA Monday, June 12, 2017 4:00 p.m. YL City Hall – 4845 Casa Loma Ave, Yorba Linda CA 92886 ATTENDEES: YORBA LIND WATER DISTRICT CITY OF YORBA LINDA J. Wayne Miller, President Beth Haney, Councilmember Phil Hawkins, Director Tom Lindsey, Councilmember Steve Conklin, Engineering Manager Mark Pulone, City Manager SUMMARY OF DISCUSSION: 6.1 Steve Conklin took the lead and reported the conservation measures were over and the staff was let go. He mentioned we could water without restrictions on any day of the week. 6.2 Number of staff remained the same as last year with the change of Senior PR person to AGM 6.3. Longest discussion item was about EO made final in April 2017. Mentioned 3 Board members attended workshop on implementing the EO and that 1) no overall % reduction; instead equitable and 2) budget based on 55gal per person per day + outdoor watering + losses +CII. Tom concerned about lower revenues and rates will take significant increase again. Brett made the case for state meddling in the distribution of water instead of local control and building of more storage in the SoCal area. 6.4 Steve led discussion based on the recent problem with a sewer access under a fence. YLCC will look into matter but did not expert permits to be issued over easement lands. 6.5 LMAD 2 voted go; 2 voted no and the 2 largest will be voted. All medium turf being replaced with drought tolerant and CA native plants. Underground drip system being installed. 6.6 OCSD...Phil reported a YL company that does food processing is ~$500K in arrears for sewer. Next meeting is 18 September at 4:00 p.m. Backup Material Distributed Less Than 72 Hours Prior to the Meeting ITEM NO. 13.1 AGENDA REPORT Meeting Date: June 13, 2017 Subject:Meetings from June 14 - August 31, 2017 ATTACHMENTS: Name:Description:Type: BOD_-_Activities_Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance by: June 2017 Yorba Linda Planning Commission June 14, 2017 6:30 PM Hawkins (As Needed) LAFCO June 14, 2017 8:00 AM Nederhood (As Needed) OC Water Summit June 16, 2017 7:30 AM Hawkins/Jones/Miller/Nederhood Board of Directors Workshop Meeting June 19, 2017 4:00 PM YL City Council June 20, 2017 6:30 PM Nederhood MWDOC June 21, 2017 8:30 AM Nederhood OCWD June 21, 2017 5:30 PM Jones Board of Directors Regular Meeting June 27, 2017 6:30 PM Yorba Linda Planning Commission June 28, 2017 6:30 PM Hawkins (As Needed) OCSD June 28, 2017 6:00 PM Hawkins/Jones ISDOC June 29, 2017 11:30 AM Hawkins (All Directors PA) July 2017 Yorba Linda City Council July 4, 2017 6:30 PM Hall District Offices Closed July 4, 2017 7:00 AM OCWD July 5, 2017 5:30 PM Jones MWDOC July 5, 2017 8:30 AM Nederhood OCSD Operations Committee July 5, 2017 5:00 PM Hawkins WACO July 7, 2017 7:30 AM Jones (All Directors PA) Board of Directors Regular Meeting July 11, 2017 6:30 PM Yorba Linda Planning Commission July 12, 2017 6:30 PM Hawkins (As Needed) LAFCO July 12, 2017 8:00 AM Nederhood (As Needed) YL City Council July 18, 2017 6:30 PM Miller MWDOC July 19, 2017 8:30 AM Nederhood OCWD July 19, 2017 5:30 PM Jones Board of Directors Regular Meeting July 25, 2017 6:30 PM Yorba Linda Planning Commission July 26, 2017 6:30 PM Hawkins (As Needed) OCSD July 26, 2017 6:00 PM Hawkins/Jones Interagency Committee Meeting with MWDOC and OCW D July 27, 2017 4:00 PM Miller/Nederhood August 2017 Yorba Linda City Council August 1, 2017 6:30 PM Jones OCWD August 2, 2017 5:30 PM Jones MWDOC August 2, 2017 8:30 AM Nederhood OCSD Operations Committee August 2, 2017 5:00 PM Hawkins WACO August 4, 2017 7:30 AM Jones (All Directors PA) Board of Directors Regular Meeting August 8, 2017 6:30 PM Yorba Linda Planning Commission August 9, 2017 6:30 PM Hawkins (As Needed) LAFCO August 9, 2017 8:00 AM Nederhood (As Needed) YL City Council August 15, 2017 6:30 PM Miller MWDOC August 16, 2017 8:30 AM Nederhood OCWD August 16, 2017 5:30 PM Jones UWI Annual Conference August 16, 2017 1:00 PM Jones/Nederhood UWI Annual Conference August 17, 2017 8:00 AM Jones/Nederhood UWI Annual Conference August 18, 2017 8:00 AM Jones/Nederhood Board of Directors Regular Meeting August 22, 2017 6:30 PM Yorba Linda Planning Commission August 23, 2017 6:30 PM Hawkins (As Needed) OCSD August 23, 2017 6:00 PM Hawkins/Jones PA = Preauthorized ITEM NO. 14.1 AGENDA REPORT Meeting Date: June 13, 2017 Subject:CASA Annual Conference - August 22-24, 2017 STAFF RECOMMENDATION: That the Board of Directors approve Director attendance at this event if desired. ATTACHMENTS: Name:Description:Type: CASA_Conf.pdf Backup Material Backup Material CASA 62nd Annual Conference Event Details More information to come. Attendee Registration Hotel Reservations:$259.00+10.5% (State &Local Taxes) + $0.20 (Commerce Fee)+2% {San Diego ........................................... Tourism Fee) 1-577-622-3456 (Let the Group Reservationist know you are with CASA) Additional parking is available at the Convention Genter parking lots near the Hotel. CSRMA Registration ................. ................. DatelTime August 22, 2017-August 24, 2417 All Day Location LITTLE ITALY® ® ®� Marriott Marquis San Diego Waterfront m- par* x 333 W. Harbor Drive San Diego, CA 92101 Marriott Marquis San Diego X Get Directions# 333 W.Harbor Drive p St .............. San Diego,CA 92141 Get Directions m g 0 janChesteF[rartd 1f{ GASLAMP GSL Hyatt SanDieegga QUARTER TT in Villages a New hildren'S Museum Petco ParkQ + lrpe re fmb&rc&dero Mep data 02617 Google ;Terms of Use Report a rrrep ertar