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HomeMy WebLinkAbout2009-04-02 - Planning-Engineering-Operations Committee Meeting Minutes ITEM NO. /mod MINUTES OF THE YORBA LINDA WATER DISRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING April 2, 2009 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Mills at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 East Miraloma Avenue, Placentia CA 92870. COMMITTEE STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director Paul R. Armstrong Steve Conklin, Engineering Manager Lee Cory, Operations Manager Ken Mendum, Operations Superintendent John DeCriscio, Chief Plant Operator ACTION ITEMS 1. Change Order No. 6 for the Lakeview Reservoir Project. Engineering Manager Steve Conklin reported that construction is approximately 95% complete; however, rain in February has delayed the site finish work in progress. It was determined that due to the rain an additional 21 calendar-days of work will be required. Following, discussion, the Committee supported recommending approval of Change Order No. 6 adding 21 calendar-days to the project completion schedule. 2. Professional Services Agreement Amendment for Environmental Compliance Services for the Highland Reservoir Replacement Project. Engineering Manager Conklin reported that as part of the Mitigated Negative Declaration for CEQA compliance for the project, the District was required to provide photographs and documentation of the 1911 reservoir before demolition, to comply with the conditions for Historic American Engineering Records. He indicated that there was a misunderstanding with the District's consultant for environmental document preparation, BonTerra Consulting, and this task was not included in their original work scope. Accordingly, it is requested that this task be added as a contract amendment with BonTerra. Following discussion, the Committee supported recommending that the Professional Services Agreement with BonTerra Consulting be amended in the amount of $15,700 for additional environmental services. Director Armstrong requested that a copy of the completed report on the history of the original Highland Reservoir be provided to the Yorba Linda Public Library, in addition to copies at the District. 3. Award of Geotechnical Engineering Services for the Hidden Hills Reservoir Project. Engineering Manager Conklin reported that the District solicited proposals from five qualified geotechnical engineering firms for materials testing and geotechnical site review during construction. Only two firms submitted proposals, but both of those have worked for the District and are well-qualified to 1 do the work. Accordingly, engineering staff evaluated those proposals in accordance with the District's proposal evaluation process. Following discussion, the Committee supported recommending that a Professional Services Agreement be authorized for Geotechnical Engineering Services with Leighton Consulting in the amount of $94,558. 4. Resolution Supporting the Santa Ana River Watershed Integrated Regional Water Management Plan. Engineering Manager Conklin reported that the Santa Ana Watershed Project Authority has released its draft Santa Ana River Watershed Integrated Regional Water Management Plan (IRWMP), and is requesting a resolution of support and a response letter for the work. The plan will be used to pursue grant funding through Prop 84. Following discussion, the Committee recommended that the Board adopt Resolution 09-05 supporting the IRWMP and its submittal to the Department of Water Resources for Prop 84 funding. 5. Shapell Pre-Annexation Acreage Fee Agreement. Engineering Manager Conklin reported that Shapell Industries requested the preparation of an Acreage Fee Agreement for sewer projects that have since been constructed and are working effectively. He noted that the work was completed under letter agreements by staff no longer at Shapell and the District. As such, new staff at Shapell requested that the letter agreements be memorialized in an agreement for the record. An agreement was drafted by Shapell, approved by District staff and legal counsel, and submitted to the Committee for review and consideration. Following discussion, the Committee recommended that the Board authorize execution of the Acreage Fee Agreement with Shapell. DISCUSSION ITEMS 6. Preliminary CIP Budget for 2009-14. General Manager Ken Vecchiarelli and Engineering Manager Conklin presented a first-draft list of Capital Improvement Projects proposed for the 2009 to 2014 time frame. Ken noted that by August 2010, an estimated $60 million of the $76 million in CIP projects listed for the 2007-12 time-frame will have completed construction, with the remaining in planning, design and construction. The draft CIP for 2009-2014 was briefly reviewed, and included planning studies, capital facility replacement and refurbishment items, capital facility maintenance items, and capital facility improvement items totaling $14.5 million. It was noted that several of the items are very preliminary and require further refinement and evaluation. Following discussion, the Committee asked staff to continue work on the CIP plan and bring it back for further consideration. 7. Monthly Groundwater Production and Purchased Water Report. Chief Plant Operator John DeCriscio presented the monthly report and described our groundwater and import water purchases versus goals. As part of the production documentation, John provided a new graph showing the cumulative water supply values for the water year. He reported that the District remains on track to achieve the BPP Goal of 52% and CUP production of 2166 AF. 2 8. Monthly Preventative Maintenance Program Report. Operations Manager Lee Cory and Operations Superintendent Ken Mendum reported on the status of the Preventative Maintenance Program to date. Ken noted that we are close to our production goals in all catagories. The status of sewer televising was noted at 93%, and its value to the District to help us be proactive to address potential problems before they become stoppages and overflows. The Committee asked that a summary be added to the monthly report on repair of damaged sewer lines. 9. Monthly MWDOC Managers Meeting Summary Report. General Manager Vecchiarelli reported on his attending the monthly meeting in March. He noted that Met plans to increase the cost of imported water by 20% in September 2009, and that the cost may increase by an additional 20% over the next two years. 10. Monthly OC Groundwater Producers Meeting Summary Report. Engineering Manager Conklin presented the report for the Groundwater Producers meeting for March. He noted that OCWD plans to keep the Replenishment Assessment at $249 per AF, and that the Basin Production Assessment is planned to be approximately 64%. These values will be confirmed by the OCWD Board in April. Ken Vecchiarelli also noted that OCWD was looking at the possibility of prepurchasing water from Met at today's rate for delivery at a future date. This is under discussion with Met staff. 11. Status Report on Capital Projects in Progress. Steve Conklin presented the Status Report on Capital Projects for March 2009. 12. Plan for Expansion of Groundwater Supply. In Agenda Items 6 and 11, plans for new wells 20 and 21 in the current budget, and future wells 22 to 25 were discussed. In Agenda Item 12, Ken Vecchiarelli further emphasized the critical importance of constructing new wells, to replace aging wells and to expand our groundwater production. Ken and John DeCriscio presented a graph titled "YLWD Groundwater Production vs. OCWD BPP." The graph shows the District's progress in recent years increasing groundwater production, and how that compares to our allowable production per the BPP. It was noted that we are producing at the limit of our facilities and that additional wells and improvements at the Highland Booster Station are needed to further increase production. Ken reported that staff is working on both of these needs. 13. Future Agenda Items and Staff Tasks. Director Mills asked about the District's per-capita water use and does it include use by the City and schools. Ken Vecchiarelli noted that it can be determined various ways. For residential use, he confirmed that it is approximately 216 gallons per capita per day per the most recent determination. Director Mills also asked about the Community Advisory Committee meeting on March 31. Ken Vecchiarelli provided a short summary and noted that the next meeting will be April 6. ADJOURNMENT The Committee adjourned at 5:50 p.m. The next meeting of the Planning-Engineering- Operations Committee will be held May 7, 2009 at 4:00 p.m. 3