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2018-09-11 - Board of Directors Meeting Agenda Packet (B)
AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, September 11, 2018, 6:30 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Al Nederhood, President Brooke Jones, Vice President Andrew J. Hall, Director Phil Hawkins, Director J. Wayne Miller, Director 4. ADDITIONS/DELETIONS TO THE AGENDA 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports 5.2. Proposed Poseidon Resources Huntington Beach Ocean Desalination Project 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. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $720,103.08. 7.2. Directors and General Manager Fees and Expenses Report for Fourth Quarter of Fiscal Year 2018 Recommendation: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for Fourth Quarter of Fiscal Year 2018. 7.3. Revised Budgeted Positions for Remainder of Fiscal Year 2019 and Amendments to the Memorandum of Understanding with the YLWD Employees Association and Personnel Manual for Unrepresented Employees Recommendation: That the Board of Directors adopt the following: Resolution No. 18-27 ratifying the Budgeted Positions for the remainder of Fiscal Year 2019 and rescinding Resolution No. 18-09; Resolution No. 18-28 amending Exhibit A of the Memorandum of Understanding Between the District and the YLWD Employees Association for the remainder of Fiscal Years 2019-2023; and Resolution No. 18-29 amending Section 6.02 and Exhibit A of the Personnel Manual for Unrepresented Employees for the remainder of Fiscal Years 2019- 2023. 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. Determination of Agency Designated Representative Recommendation: That the Board of Directors consider and identify an agency designated representative to negotiate an amendment to the present employment agreement with the General Manager in accordance with Government Code Section 54957.6(a). 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. Status of Operations Activities 9.2. Cash and Investment Report for Period Ending July 31, 2018 9.3. Annual Assessment of Governing Board Effectiveness 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports 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 (Nederhood/Jones) · Minutes of meeting held July 26, 2018 at 4:00 p.m. · Next meeting scheduled September 27, 2018 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Nederhood/Jones) · Minutes of meeting held September 10, 2018 at 4:00 p.m. to be provided when available. · Next meeting yet to be scheduled. 11.3. Joint Agency Committee with City of Placentia (Nederhood/Jones) · Next meeting yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS 12.1. ISDOC Executive Committee - September 4, 2018 (Nederhood) 12.2. MWDOC Board - September 5, 2018 (Nederhood/Jones) 12.3. OCSD Operations Committee - September 5, 2018 (Hawkins) 12.4. OCWD Board - September 5, 2018 (Miller/Jones) 12.5. WACO - September 7, 2018 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from September 12 - November 30, 2018 14. CLOSED SESSION The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 14.1. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representative: To Be Determined (See Item No. 8.1) Unrepresented Employee: General Manager 14.2. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representatives: Marc Marcantonio, General Manager; Brett Barbre, Assistant General Manager; Gina Knight, HR/Risk and Safety Manager; and Vivian Lim, Human Resources Analyst Employee Organization: YLWD Employees Association 15. ADJOURNMENT 15.1. The next Regular Board of Directors Meeting will be held Tuesday, September 25, 2018. 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: September 11, 2018 Budgeted:Yes To:Board of Directors Cost Estimate:$720,103.08 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 $720,103.08. DISCUSSION: The items on this disbursement list include: a check of $120,915.55 to ACWA/JPIA for September 2018 medical and dental premiums; a check of $65,201.12 to City of Anaheim for July 2018 electricity charges at La Palma & Richfield Rd; a check of $60,908.38 to Quinn Company for a 2018 CAT skid loader; and a wire of $16,845.63 to So. California Edison for July 2018 electricity charges at multiple locations. The balance of $158,114.62 is for routine invoices. The Accounts Payable check register total is $421,985.30, Payroll No. 17 total is $298,117.78, where the total of all listed disbursements for this agenda report is $720,103.08. A summary of the disbursements is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approves bills, refunds and wire transfers semi-monthly. ATTACHMENTS: Name:Description:Type: 18-CS_0911.pdf Cap Sheet Backup Material CkReg091118.pdf Check Register Backup Material Summary of Disbursements September 11, 2018 CHECK NUMBERS & WIRES: Computer Checks 72825—72902 $ 405,139.67 ____________ $ 405,139.67 WIRES: W082318 So. California Edison $ 16,845.63 ____________ $ 16,845.63 TOTAL OF CHECKS & WIRES $421,985.30 PAYROLL NO. 17: Direct Deposits $ 183,352.56 Third Party Checks 7012—7022 $ 25,383.81 Payroll Taxes $ 50,051.77 EFT – CalPERS Payroll #17 $ 39,329.64 $ 298,117.78 TOTAL OF PAYROLLS $298,117.78 ---------------------------------------------------------------------------------------------------------------------- DISBURSEMENT TOTAL: $720,103.08 ================================================================== APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD MEETING OF SEPTEMBER 11, 2018 ==================================================================. Check No.Date Vendor Name Amount Description 72902 09/11/2018 A. M. ORTEGA 1,515.70 CUSTOMER REFUND 72836 09/11/2018 ACWA/JPIA 120,915.55 MEDICAL & DENTAL PREMIUM - SEPTEMBER 2018 72837 09/11/2018 Alternative Hose Inc.800.70 VEHICLE MAINTENANCE - UNIT #215 72838 09/11/2018 America's Instant Signs 161.63 DISTRICT SIGNS 72839 09/11/2018 Annie Alexander 17.99 MEETING SUPPLIES 72840 09/11/2018 Aqua-Metric Sales Co.11,044.90 OPERATIONS WORK MATERIAL 72841 09/11/2018 Aramark 831.01 UNIFORM SERVICE 72901 09/11/2018 ARC 20.00 PW DOC MANAGEMENT 72842 09/11/2018 AT & T - Calnet3 2,752.63 ATT CALNET3 72843 09/11/2018 Autoscribe Corporation 1,349.00 TRANSACTION VISION GATEWAY - JULY 2018 72844 09/11/2018 Azteca Systems Inc 11,285.00 ANNUAL UPDATE - 15 LICENSES 72835 09/11/2018 BEN MA 173.47 CUSTOMER REFUND 72845 09/11/2018 Carlos Murillo 179.43 SAFETY BOOT REIMBURSEMENT 72846 09/11/2018 Carollo Engineers 2,198.03 J2017-15 - PROFESSIONAL SERVICES - JULY 2018 72847 09/11/2018 CDW Government, Inc 8,366.31 VMWARE VIRTUAL, HP PRINTER & HARDWARE SUPPLIES 72848 09/11/2018 Christensen Brothers General Eng, Inc.15,580.00 J2017-24 - WATERLINE REPLACEMENT - PROGRESS PAYMENT #01 72849 09/11/2018 City Of Anaheim 65,201.12 LA PALMA & RICHFIELD -ELECTRICITY CHARGES- 7/11-8/09 72850 09/11/2018 Clinical Lab. Of San Bern.4,029.00 WATER QUALITY - SAMPLING 72851 09/11/2018 Coastal Ignition & Controls 1,454.66 STATIONARY ENGINE MAINTENANCE 72825 09/11/2018 CRISTINA MCCALL 220.32 CUSTOMER REFUND 72852 09/11/2018 Culligan of Santa Ana 2,288.00 EQUIPMENT PE SOFTENER 72853 09/11/2018 Dell Marketing L.P.27,890.75 R740XD SERVER AND NETWORKING EQUIPMENT 72854 09/11/2018 Dion & Sons, Inc.5,751.10 STATIONARY ENGINE MAINTENANCE 72855 09/11/2018 E. H. Wachs Company 720.93 PRESSURE TRANSDUCER 72856 09/11/2018 Eisel Enterprises, Inc.848.00 METER BOX & LIDS 72857 09/11/2018 Enthalpy Analytical, Inc.3,602.00 WATER QUALITY SAMPLING 72859 09/11/2018 EyeMed 1,392.63 EYE MED - AUGUST 2018 72858 09/11/2018 Fairway Ford Sales, Inc.88.11 VEHICLE MAINTENANCE - UNIT #186 72827 09/11/2018 GREGORY MARSHALL 3.36 CUSTOMER REFUND 72860 09/11/2018 Haaker Equipment Co.394.20 VEHICLE MAINTENANCE - UNIT #197 72861 09/11/2018 Harrington Industrial 510.58 CL2 PARTS 72862 09/11/2018 Hydrex Pest Control 175.00 PEST CONTROL 72863 09/11/2018 Infosend Inc.6,685.10 BILLING & POSTAGE - CUSTOMER BILLING 72864 09/11/2018 Instrument & Valve Service Co 1,862.42 CALIBRATION - PRESSURE TRANSMITTER 72865 09/11/2018 Jackson's Auto Supply - Napa 187.10 VEH. MAINTENANCE - UNIT #169 & #175 72866 09/11/2018 Jeremy Smith 30.90 MEETING SUPPLIES - SAFETY 72867 09/11/2018 John R Brundahl III 105.00 CERTIFICATE REIMBURSEMENT - T4 72832 09/11/2018 KAI ZHANG 209.79 CUSTOMER REFUND 72868 09/11/2018 Konica Minolta Business 854.48 LEASE - C258 & C558 72869 09/11/2018 Liebert Cassidy Whitmore 1,442.00 LEGAL SERVICES 72870 09/11/2018 Longevity 1,794.00 EARLY DETECTION SCREENINGS 72871 09/11/2018 Managed Health Network 177.75 EAP - AUGUST 2018 72872 09/11/2018 Mc Fadden-Dale Hardware 1,058.76 HARDWARE & MECHANIC SHOP SUPPLIES 72873 09/11/2018 Mc Master-Carr Supply Co.50.07 MECHANIC SHOP SUPPLIES 72833 09/11/2018 MICHAEL RADFORD 47.21 CUSTOMER REFUND 72826 09/11/2018 MICHAEL SHELDON 5.55 CUSTOMER REFUND 72874 09/11/2018 Nickey Kard Lock Inc 6,558.74 FUEL - 08-01-18 - 08-15-18 72875 09/11/2018 Norm's Refrigeration & Ice Equipment 2,848.54 TOOLS & EQUIPMENT 72876 09/11/2018 Office Solutions 331.21 TONER SUPPLIES 72877 09/11/2018 Orange County - HCA 508.00 HAZMAT PERMIT# FA0024226 & #FA0050175 72878 09/11/2018 Orvac Electronics 115.26 CABLING SUPPLIES 72879 09/11/2018 Oscar Ortega 115.00 CERT REIMBURSEMENT - T1 & D2 72883 09/11/2018 P.T.I. Sand & Gravel, Inc.1,129.01 ROAD MATERIAL 72829 09/11/2018 PACIFIC SHORES INVESTMENTS LLC 583.26 CUSTOMER REFUND 72880 09/11/2018 Parts Source Anaheim 162.57 VEH. MAINTENANCE - UNIT #208 72831 09/11/2018 PATRICIA FERRELL 27.42 CUSTOMER REFUND 72881 09/11/2018 Powerstride Battery 332.55 VEH. MAINTENANCE - UNIT #207 & #210 72882 09/11/2018 Praxair Distribution 162.65 WELDING SUPPLIES 72884 09/11/2018 Quinn Company 60,908.38 2018 CAT - MDL 262D SKID LOADER 72885 09/11/2018 R.E. Michel Company, LLC 823.54 HVAC MAINTENANCE 72891 09/11/2018 Rachel Padilla/Petty Cash 210.36 PETTY CASH 72834 09/11/2018 RAY BOLD PARTNERS INC 173.65 CUSTOMER REFUND 72886 09/11/2018 Rick Walkemeyer 585.88 TRAVEL EXP - SWITCH SUPER NAP7 Yorba Linda Water District Check Register For Checks Dated: 08/29/2018 thru 09/11/2018 72830 09/11/2018 ROBIN DOMINO 25.81 CUSTOMER REFUND 72887 09/11/2018 Safety-Kleen Systems Inc 223.00 WASTE OIL REMOVAL 72888 09/11/2018 Selman Chevrolet Company 758.55 VEH. MAINTENANCE - UNIT #144 & #161 W082318 08/23/2018 So. California Edison 16,845.63 ELECTRICITY CHARGES - MULTIPLE LOCATIONS - JULY 2018 72889 09/11/2018 Solarwinds Inc.3,195.00 RES MONITOR SRM25 - ANNUAL MAINTENANCE 72890 09/11/2018 South Coast AQMD 2,022.53 ANNUAL RENEWAL FEES & EMISSION FEES 72892 09/11/2018 Sunstate Equipment Co 802.08 ENGINE MAINTENANCE - WELL 18 72893 09/11/2018 Switch Ltd 636.00 DATA HOSTNG-CO-LOCATION 72894 09/11/2018 The Shredders 22.00 ON SITE SHRED SERVICE 72895 09/11/2018 Time Warner Cable 2,195.38 RICHFIELD -T10MB DEDICATED INTERTNET & SPECTRUM BUSINESS TV7289709/11/2018 United Water Works, Inc.3,263.73 OPERATIONS WORK MATERIAL 72896 09/11/2018 UNUM Life Insurance Co. of America 4,284.19 LIFE, AD&D, STD & LTD - SEPTEMBER 2018 72828 09/11/2018 VALERIE TRAHANOVSKYY 857.57 CUSTOMER REFUND 72898 09/11/2018 Valmont Composite Structures 874.47 UTILITY MARKERS - SEWER 72899 09/11/2018 Westside Building Material 147.01 TOOLS & EQUIPMENT 72900 09/11/2018 YO Fire 3,985.09 OPERATIONS WORK MATERIAL 421,985.30 08-23-2018 PAYROLL #17 - EMPLOYEE DIRECT DEPOSIT 183,352.56 08-23-2018 PAYROLL #17 - PAYROLL TAX PAYMENT 50,051.77 08-23-2018 PAYROLL #17 - CALPERS EFT 39,329.64 7012 8-23-2018 COLONIAL LIFE & ACCIDENT 107.10 7013 8-23-2018 FLEX ADVANTAGE 2,479.09 7014 8-23-2018 LINCOLN FINANCIAL GROUP 4,181.56 7015 8-23-2018 NATIONWIDE RETIREMENT SOLUTIONS 14,135.30 7016 8-23-2018 CA STATE DISBURSEMENT UNIT 366.92 7017 8-23-2018 CA STATE DISBURSEMENT UNIT 339.69 7018 8-23-2018 CA STATE DISBURSEMENT UNIT 384.92 7019 8-23-2018 AMERICAN HERITAGE LIFE 1,447.09 7020 8-23-2018 MIDLAND LIFE INSURANCE 200.00 7021 8-23-2018 RELIANCE DI 57.46 7022 8-23-2018 AMERITAS 1,684.68 298,117.78 Payroll Checks #17 ITEM NO. 7.2 AGENDA REPORT Meeting Date: September 11, 2018 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Delia Lugo, Finance Manager Prepared By:Richard Cabadas, Accounting Assistant I Subject:Directors and General Manager Fees and Expenses Report for Fourth Quarter of Fiscal Year 2018 SUMMARY: Presented are the Fourth Quarter Directors and General Manager Fees and Expenses Report for FY18. STAFF RECOMMENDATION: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for Fourth Quarter of Fiscal Year 2018. ATTACHMENTS: Name:Description:Type: Travel___Expense_Report.pdf Travel Expense Report Backup Material BOD___GM_Qtr_Summary.pdf Quarterly Summary Backup Material BOD___GM_YTD_FY_18.pdf Year to Date Backup Material GL Trip Trip Trip Event/ Director Date Date Name Location Meals Lodging Travel Conf. Fee Misc.Total trip Total Hawkins 4/16/18 4/25/18 First Resonder Yorba Linda, CA -$ -$ -$ 20$ -$ 20$ 6/18/18 6/28/18 ISDOC Quarterly Meeting Fountain Valley, CA -$ -$ -$ 17$ -$ 17$ -$ 37$ Miller 4/26/18 4/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ 5/23/18 5/18/18 ACWA Conference Sacramento, CA 14$ 480$ -$ 10$ 504$ 6/26/18 8/22-24/17 CASA Annual Conference San Diego, NV -$ 231$ -$ -$ -$ 231$ 6/30/18 6/11-14/18 AWWA Conference Las Vegas, NV 55$ 306$ 149$ -$ 73$ 582$ -$ 1,363$ Hall -$ -$ -$ -$ -$ -$ -$ -$ Nederhood 4/16/18 4/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ 4/14/18 3/14/18 LAFCO Santa Ana, CA -$ -$ -$ -$ 4$ 4$ 4/27/18 8/22-24/17 CASA Annual Conference San Diego, CA -$ 231$ -$ 475$ -$ 706$ 4/27/18 4/10/18 MWD Board Meeting Los Angeles, CA -$ -$ 9$ -$ -$ 9$ 5/14/18 4/1-30/18 MWDOC, WACO, OCWA, OCWD & Bus. Meetings Multiple Locations -$ -$ 142$ -$ -$ 142$ 5/28/18 5/16/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ 5/28/18 5/8-11/18 ACWA Conference Sacramento, CA 13$ 736$ 95$ -$ -$ 843$ 6/18/18 6/11-15/18 AWWA Annual Conference Las Vegas, NV 234$ 898$ 24$ -$ 28$ 1,184$ 6/18/18 6/28/18 ISDOC Quarterly Meeting Fountain Valley, CA -$ -$ -$ 17$ -$ 17$ 6/18/18 5/1-31/18 MWDOC, WACO Fountain Valley, CA -$ -$ 81$ -$ -$ 81$ 6/27/18 4/11/18 The Toll Roads of OC Irvine, CA -$ -$ 3$ -$ -$ 3$ 6/27/18 12/13-15/17 CRWUA Conference Las Vegas, NV -$ -$ 203$ -$ -$ 203$ 6/27/18 8/16-18/17 UWI Conference San Diego, CA 45$ -$ -$ -$ -$ 45$ 6/30/18 6/1-30/18 OC Water Summit, MWDOC, WACO, ISDOC Qtrly Luncheon Multiple Locations -$ -$ 128$ -$ -$ 128$ 6/30/18 7/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ -$ 3,500$ Jones 4/16/18 4/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ 4/27/18 8/22-24/17 CASA Annual Conference San Diego, CA -$ 231$ -$ 475$ -$ 706$ 4/27/18 5/7-11/18 ACWA Conference Sacramento, CA 25$ 1,182$ 60$ 699$ -$ 1,966$ 5/14/18 4/1-30/18 OCWD, MWDOC Fountain Valley, CA -$ -$ 40$ -$ -$ 40$ 5/28/18 5/16/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ 6/18/18 6/11-14/18 AWWA Annual Conference Las Vegas, NV 175$ 898$ 24$ -$ 27$ 1,123$ 6/18/18 5/1-31/18 MWDOC, OCWA Multiple Locations -$ -$ 46$ -$ -$ 46$ 6/27/18 4/10/18 Metrolink Los Angeles -$ -$ 9$ -$ -$ 9$ 6/27/18 12/13-15/17 CRWUA Conference Las Vegas, NV 3$ -$ 203$ -$ -$ 206$ 6/27/18 2/4-7/18 CSDA/SDLA Conference La Quinta, CA -$ -$ 579$ -$ -$ 579$ 6/27/18 8/16/17 UWI Conference San Diego, CA 76$ -$ -$ -$ -$ 76$ 6/30/18 6/1-30/18 OC Water Summit, OCSD, OCWD Multiple Locations -$ -$ 62$ -$ -$ 62$ 6/30/18 7/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 45$ -$ 45$ -$ 4,948$ Total Director's 638$ 4,713$ 2,336$ 2,018$ 142$ 9,847$ 9,847$ DIRECTOR'S & GENERAL MANAGER'S RECAP OF TRAVEL/CONFERENCE EXPENSES FOURTH QUARTER OF FY 18 APRIL - JUNE 2018 General Manager Marcantonio 4/16/18 4/18/18 OCWA Luncheon Irvine, CA -$ -$ -$ 30$ -$ 30$ 4/25/18 3/2-28/18 WACO, OCWD & Bus. Meetings Multiple Locations -$ -$ 70$ -$ -$ 70$ 5/14/18 4/4-19/18 MWDOC, OCWD, OCWA & Bus. Meetings Multiple Locations -$ -$ 101$ -$ -$ 101$ 5/23/18 5/8-11/18 ACWA Conference Sacramento, CA 85$ 709$ 101$ -$ -$ 895$ 6/18/18 6/1/18 OC Water Summit Anaheim, CA -$ -$ -$ -$ 30$ 30$ 6/18/18 6/28/18 ISDOC Quarterly Meeting Fountain Valley, CA -$ -$ -$ 17$ -$ 17$ 6/18/18 5/17-31/18 MWDOC & Bus. Meetings Multiple Locations -$ -$ 30$ -$ -$ 30$ 6/27/18 8/22-24/17 CASA Annual Conference San Diego, CA -$ -$ -$ -$ 20$ 20$ 6/30/18 6/10-15/18 AWWA ACE Conference Las Vegas, NV 225$ 1,198$ 177$ -$ -$ 1,600$ 6/30/18 6/6-27/18 MWDOC & Bus. Meetings Multiple Locations -$ -$ 83$ -$ -$ 83$ Total GM 310$ 1,907$ 561$ 47$ 50$ 2,875$ 2,875$ Total Director's & GM 948$ 6,619$ 2,898$ 2,065$ 192$ 12,722$ 12,722$ YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES 4TH QUARTER REPORT FROM 04-01-2018 TO 06-30-2018 FY 18 HAWKINS MILLER HALL NEDERHOOD JONES SUB-TOTAL MARCANTONIO TOTAL REGULAR MEETINGS ATTENDED 5 4 5 5 5 24 COMMITTEE MEETINGS ATTENDED 0 1 0 2 0 3 SPECIAL MEETINGS ATTENDED 4 4 4 5 4 21 OTHER MEETINGS ATTENDED 5 14 0 18 21 58 TOTAL MEETINGS ATTENDED QTD 14 23 9 30 30 106 106 DIRECTOR FEES QTD $2,100 $3,450 $1,350 $4,500 $4,500 $15,900 $15,900 MEETING FEES BUDGET QTD $4,500 $4,500 $4,500 $4,500 $4,500 $22,500 $22,500 TRAVEL & CONF. EXPENSES QTD $37 $1,363 $0 $3,500 $4,948 $9,847 $9,847 TRAVEL & CONF. BUDGET QTD $1,929 $1,929 $1,929 $1,929 $1,929 $9,644 $9,644 DIR.FEES AND EXPENSES QTD $2,137 $4,813 $1,350 $8,000 $9,448 $25,747 $25,747 FEES AND EXPENSES BUDGET QTD $6,429 $6,429 $6,429 $6,429 $6,429 $32,144 $32,144 GEN MGR EXPENSES QTD $2,875 $2,875 GEN MGR TRAVEL/CONF. BUDGET QTD $6,581 $6,581 TOTAL FEES & EXPENSES QTD $2,137 $4,813 $1,350 $8,000 $9,448 $25,747 $2,875 $28,622 TOTAL FEES & EXPENSES BUDGET QTD $6,429 $6,429 $6,429 $6,429 $6,429 $32,144 $6,581 $38,725 HAWKINS MILLER HALL NEDERHOOD JONES SUB-TOTAL MARCANTONIO TOTAL DIRECTORS: REGULAR MEETINGS ATTENDED 18 21 21 21 21 102 COMMITTEE MEETINGS ATTENDED 2 5 0 7 4 18 SPECIAL MEETINGS ATTENDED 14 13 11 14 13 65 OTHER MEETINGS ATTENDED 18 34 6 67 69 194 TOTAL MEETINGS ATTENDED YTD 52 73 38 109 107 379 379 DIRECTOR FEES YTD $7,800 $10,950 $5,700 $16,350 $16,050 $56,850 $56,850 MEETING FEES BUDGET YTD $18,000 $18,000 $18,000 $18,000 $18,000 $90,000 $90,000 TRAVEL & CONFERENCES EXPENSES YTD $397 $3,486 $247 $10,399 $12,112 $26,641 $26,641 TRAVEL & CONFERENCE BUDGET YTD $7,715 $7,715 $7,715 $7,715 $7,715 $38,575 $38,575 TOTAL DIRECTORS FEES & EXPENSES YTD $8,197 $14,436 $5,947 $26,749 $28,162 $83,491 $83,491 TOTAL FEES & EXPENSES BUDGET YTD $25,715 $25,715 $25,715 $25,715 $25,715 $128,575 $128,575 GENERAL MANAGER EXPENSES YTD $11,256 $11,256 GENERAL MANAGER TRAVEL & CONFERENCE BUDGET YTD $26,325 $26,325 TOTAL FEES & EXPENSES YTD $8,197 $14,436 $5,947 $26,749 $28,162 $83,491 $11,256 $94,746 TOTAL FEES & EXPENSES BUDGET YTD $25,715 $25,715 $25,715 $25,715 $25,715 $128,575 $26,325 $154,900 YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES YEAR-TO-DATE REPORT FROM 07-01-2017 TO 06-30-2018 FY 18 ITEM NO. 7.3 AGENDA REPORT Meeting Date: September 11, 2018 Budgeted:Yes To:Board of Directors Funding Source:All Funds From:Marc Marcantonio, General Manager Presented By:Gina Knight, HR/Risk and Safety Manager Dept:Human Resources/Risk Management Prepared By:Gina Knight, HR/Risk and Safety Manager CEQA Compliance:N/A Subject:Revised Budgeted Positions for Remainder of Fiscal Year 2019 and Amendments to the Memorandum of Understanding with the YLWD Employees Association and Personnel Manual for Unrepresented Employees SUMMARY: On May 22, 2018, the District's Board of Directors adopted Resolution No. 18-09 ratifying the budgeted positions for FY19. Occasionally, there are times when circumstances arise that require the Board of Directors to approve a revised list of Budgeted Positions for the remainder of the fiscal year. STAFF RECOMMENDATION: That the Board of Directors adopt the following: Resolution No. 18-27 ratifying the Budgeted Positions for the remainder of Fiscal Year 2019 and rescinding Resolution No. 18-09; Resolution No. 18-28 amending Exhibit A of the Memorandum of Understanding Between the District and the YLWD Employees Association for the remainder of Fiscal Years 2019-2023; and Resolution No. 18-29 amending Section 6.02 and Exhibit A of the Personnel Manual for Unrepresented Employees for the remainder of Fiscal Years 2019-2023. DISCUSSION: As part of the General Manager's vision to restructure the organization, provide career progression, implement efficiencies, and develop a succession plan, the following reclassifications and salary adjustments became effective August 19, 2018. Reclassifications with Salary Adjustments: Water Quality Engineer (R31) to Principal Engineer (R32) Chief Water System Operator (R29) to Operations Superintendent (R30) Customer Service Supervisor (R27) to Customer Service Billing Administrator (R30) Programmer Analyst (R28) to IS Administrator (R30) Operations/Warehouse Assistant (R19) to Operations Assistant (R23) Operator I (R17) to Operator II (R23) Electrical/Instrumentation Technician (R21) to Operator I/Operator in Training (R21) Reclassifications: Associate Engineer (R30) to Sr. Engineer (R30) Water Maintenance Superintendent (R30) to Maintenance Superintendent (R30) Water Production Superintendent (R31) to Production Superintendent (R31) The goal of the reorganization is to remain budget neutral. The fiscal impact for the above changes will be offset by filling promotions at lower steps and keeping several vacant positions unfilled throughout FY19. There will be future changes to help neutralize costs as the reorganization is being completed. Should the Board desire to discuss future reorganization efforts, this matter would need to be addressed in Closed Session which has been included at the end of this meeting's agenda for convenience. ATTACHMENTS: Name:Description:Type: Resolution_No._18-27_- _Budgeted_Positions_for_FY19.docx Resolution Resolution Resolution_No._18-27_-_Exhibit_A.xlsx Exhibit Exhibit Resolution_No._18-28_-_BU_Amend_Exhibit_A.docx Resolution Resolution Resolution_No._18-28_-_Exhibit_A.pdf Exhibit Exhibit Resolution_No._18-29_- _UN_Amend_Section_6.02_and_Exhibit_A.docx Resolution Resolution Resolution_No._18-29_-_Section_6.02.pdf Exhibit Exhibit Resolution_No._18-29_-_Exhibit_A.pdf Exhibit Exhibit Resolution No. 18-27 Ratifying Budgeted Positions for Remainder of FY19 and Rescinding Resolution No. 18-09 1 RESOLUTION NO. 18-27 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT RATIFYING THE BUDGETED POSITIONS FOR THE REMAINDER OF FISCAL YEAR 2019 AND RESCINDING RESOLUTION NO. 18-09 WHEREAS, the Board of Directors adopts a budget on an annual basis; and WHEREAS, the Board of Directors is required to ratify the proposed budgeted positions for each fiscal year in compliance with California Code of Regulations (CCR) Section 570.5 and the Public Employees’ Retirement Law (PERL). WHEREAS, it is the desire of the Board of Directors to ratify the Budgeted Positions for the remainder of Fiscal Year 2019. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The number of Budgeted Positions as set forth in Exhibit "A" and attached hereto is hereby ratified for the remainder of Fiscal Year 2019 effective August 19, 2018. Section 2. The General Manager is hereby authorized to employ up to the number of employees budgeted and funded in each fiscal year without further approval of the Board of Directors. Section 3. The General Manager is hereby authorized while this Resolution is active to fill a budgeted position that is vacated with a new employee at a lower or equal classification and/or with a part time employee or contract staff. Resolution No. 18-27 Ratifying Budgeted Positions for Remainder of FY19 and Rescinding Resolution No. 18-09 2 Section 4. The General Manager is further authorized to fix and alter the compensation of employees subject to budget limitations. Section 5. That Resolution No. 18-09 is hereby rescinded effective September 11, 2018. PASSED AND ADOPTED this 11th day of September 2018 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Al Nederhood, President Yorba Linda Water District ATTEST: Annie Alexander, Board Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Andrew B. Gagen, Esq. Kidman Gagen Law LLP Exhibit A Resolution No. 18-27 Budgeted Positions for Remainder of FY19 Effective August 19, 2018 Salary Range Position Classification Budgeted as of 7/1/2018 Proposed Change Budgeted as of 8/19/2018 12 Office Clerk 1 1 16 Meter Reader I 1 1 Accounting Assistant I 0 0 Customer Service Rep II 2 2 Maintenance Worker I 9 9 Plant Operator I 1 -1 0 Public Affairs Representative 1 1 18 Meter Reader II 2 2 Customer Service Rep III 2 2 Operations/Warehouse Assistant 1 -1 0 Records Management Specialist 1 1 Maintenance Worker II 6 6 Water Quality Technician I 0 0 Accounting Assistant II 2 2 Electrical/Instrumentation Technician 1 -1 0 Facilities Maintenance 1 1 Mechanic II 1 1 Operator I (Operator In Training)0 1 1 Information Systems Tech I 1 1 Water Quality Technician II 1 1 Human Resources Technician 1 1 Maintenance Worker III 5 5 Mechanic III 1 1 Meter Services Lead 1 1 Operations Assistant 0 1 1 Plant Operator II 2 1 3 23 19 20 22 17 21 Page 1 of 2 Plant Operator II 2 1 3 Safety and Training Technician 0 0 Construction Inspector 1 1 Engineering Technician II 2 2 Human Resources Analyst 0 0 Accountant 1 1 Instrumentation Technician 0 0 GIS Analyst 1 1 Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 Sr. Maintenance Worker 4 4 Sr. Plant Operator 1 1 Customer Service Supervisor 1 -1 0 Human Resources Analyst 1 1 Safety and Training Analyst 1 1 Sr. SCADA Technician 1 1 Construction Project Supervisor 1 1 Management Analyst 1 1 26 24 27 28 25 Page 1 of 2 Exhibit A Resolution No. 18-27 Budgeted Positions for Remainder of FY19 Effective August 19, 2018 Programmer Analyst 1 -1 0 29 Chief Water System Operator 1 -1 0 Associate Engineer 1 -1 0 Customer Service Billing Administrator 0 1 1 IS Administrator 1 1 2 Maintenance Superintendent 0 1 1 Operations Superintendent 0 1 1 Records Management Administrator 1 1 Sr. Accountant 1 1 Sr. Engineer 0 1 1 Water Maint. Superintendent 1 -1 0 Production Superintendent 0 1 1 Water Production Superintendent 1 -1 0 Water Quality Engineer 1 -1 0 32 Executive Assistant 1 1 Principal Engineer 0 1 1 34 Sr. Project Manager 1 1 37 IT Manager 1 1 39 Engineering Manager 1 1 Finance Manager 1 1 Human Resources/Risk and Safety Manager 1 1 Operations Manager 1 1 40 Assistant General Manager 1 1 General Manager 1 1 Total 80 0 80 Salary Set by Board 30 31 Page 2 of 2 Total 80 0 80 Engineering Intern 0 1 1 * IT Intern 0 -1 0 0 0 1 * The Engineering Intern position is based on part-time work not to exceed 960 hours per fiscal year. Page 2 of 2 Resolution No. 18-28 Amending Exhibit A of the MOU Between the District and YLWDEA 1 RESOLUTION NO. 18-28 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT AMENDING EXHIBIT A OF THE MEMORANDUM OF UNDERSTANDING BETWEEN THE DISTRICT AND THE YORBA LINDA WATER DISTRICT EMPLOYEES ASSOCIATION FOR THE REMAINDER OF FISCAL YEARS 2019-2023 WHEREAS, the Board of Directors of the Yorba Linda Water District previously adopted the Memorandum of Understanding (MOU) between the District and the Yorba Linda Water District Employees Association for Fiscal Years 2019-2023 (Resolution No. 18-10); and WHEREAS, the Board of Directors subsequently adopted Resolution No. 18-16 amending the effective dates of Exhibits A through F of the MOU to reflect the 1st day of July of the applicable fiscal year; and WHEREAS, it is the desire of the Board of Directors to further amend Exhibit A of the MOU to modify the classifications and salary ranges for employees of the Yorba Linda Water District Employees Association for the remainder of Fiscal Years 2019-2023. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. That Exhibit A of the Memorandum of Understanding between the District and the Yorba Linda Water District Employees Association for Fiscal Years 2019-2023 be amended effective August 19, 2018 to read as attached hereto and by this reference incorporated herein. Resolution No. 18-28 Amending Exhibit A of the MOU Between the District and YLWDEA 2 PASSED AND ADOPTED this 11th day of September 2018 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Al Nederhood, President Yorba Linda Water District ATTEST: Annie Alexander, Board Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Andrew B. Gagen, Esq. Kidman Gagen Law LLP Exhibit A Yorba Linda Water District – Bargaining Unit Employees Association Classifications and Salary Ranges Effective August 19, 2018 CLASSIFICATION TITLE SALARY RANGES FLSA Accounting Assistant I BU 17 Non-Exempt Construction Inspector BU 24 Non-Exempt Customer Service Representative I BU 15 Non-Exempt Customer Service Representative II BU 17 Non-Exempt Customer Service Representative III BU 19 Non-Exempt Electrical/Instrumentation Technician BU 21 Non-Exempt Engineering Technician I BU 20 Non-Exempt Engineering Technician II BU 24 Non-Exempt Facilities Maintenance BU 21 Non-Exempt GIS Analyst BU 26 Non-Exempt GIS Technician BU 24 Non-Exempt Information Systems Technician I BU 22 Non-Exempt Maintenance Worker I BU 17 Non-Exempt Maintenance Worker II BU 20 Non-Exempt Maintenance Worker III BU 23 Non-Exempt Mechanic I BU 17 Non-Exempt Mechanic II BU 21 Non-Exempt Mechanic III BU 23 Non-Exempt Meter Reader I BU 16 Non-Exempt Meter Reader II BU 18 Non-Exempt Meter Services Lead BU 23 Non-Exempt Office Clerk BU 12 Non-Exempt Operations/Warehouse Assistant BU 23 Non-Exempt Plant Operator I BU 21 Non-Exempt Plant Operator II BU 23 Non-Exempt Public Affairs Representative BU 17 Non-Exempt Sr. Construction Inspector BU 26 Non-Exempt Sr. Fleet Mechanic BU 26 Non-Exempt Sr. Maintenance Worker BU 26 Non-Exempt Sr. Plant Operator BU 26 Non-Exempt Sr. SCADA Technician BU 27 Non-Exempt Water Quality Technician I BU 20 Non-Exempt Water Quality Technician II BU 22 Non-Exempt Exhibit A Yorba Linda Water District – Bargaining Unit Employees Association Classifications and Salary Ranges Effective August 19, 2018 CLASSIFICATION TITLE SALARY RANGES FLSA Accounting Assistant I BU 17 Non-Exempt Construction Inspector BU 24 Non-Exempt Customer Service Representative I BU 15 Non-Exempt Customer Service Representative II BU 17 Non-Exempt Customer Service Representative III BU 19 Non-Exempt Engineering Technician I BU 20 Non-Exempt Engineering Technician II BU 24 Non-Exempt Facilities Maintenance BU 21 Non-Exempt GIS Analyst BU 26 Non-Exempt GIS Technician BU 24 Non-Exempt Information Systems Technician I BU 22 Non-Exempt Maintenance Worker I BU 17 Non-Exempt Maintenance Worker II BU 20 Non-Exempt Maintenance Worker III BU 23 Non-Exempt Mechanic I BU 17 Non-Exempt Mechanic II BU 21 Non-Exempt Mechanic III BU 23 Non-Exempt Meter Reader I BU 16 Non-Exempt Meter Reader II BU 18 Non-Exempt Meter Services Lead BU 23 Non-Exempt Office Clerk BU 12 Non-Exempt Operations Assistant BU 23 Non-Exempt Plant Operator I BU 21 Non-Exempt Plant Operator II BU 23 Non-Exempt Public Affairs Representative BU 17 Non-Exempt Sr. Construction Inspector BU 26 Non-Exempt Sr. Fleet Mechanic BU 26 Non-Exempt Sr. Maintenance Worker BU 26 Non-Exempt Sr. Plant Operator BU 26 Non-Exempt Sr. SCADA Technician BU 27 Non-Exempt Water Quality Technician I BU 20 Non-Exempt Water Quality Technician II BU 22 Non-Exempt Resolution No. 18-29 Amending Section 6.02 and Exhibit A of the Personnel Manual for Unrepresented Employees 1 RESOLUTION NO. 18-29 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT AMENDING SECTION 6.02 AND EXHIBIT A OF THE PERSONNEL MANUAL FOR UNREPRESENTED EMPLOYEES FOR THE REMAINDER OF FISCAL YEARS 2019-2023 WHEREAS, the Board of Directors of the Yorba Linda Water District previously adopted the Personnel Manual (Manual) for Unrepresented Employees for Fiscal Years 2019-2023 (Resolution No. 18-11); and WHEREAS, the Board of Directors subsequently adopted Resolution No. 18-17 amending the effective dates of Exhibits A through F of the Manual to reflect the 1st day of July of the applicable fiscal year; and WHEREAS, it is the desire of the Board of Directors to amend Section 6.02 of the Manual to clarify the benefits and special conditions offered by the District for Unrepresented Employees as related to Certificate Pay; and WHEREAS, it is also the desire of the Board of Directors to further amend Exhibit A of the Manual to modify the classifications and salary ranges for Unrepresented Employees for the remainder of Fiscal Years 2019-2023. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. That Section 6.02 and Exhibit A of the Personnel Manual for Unrepresented Employees for Fiscal Years 2019-2023 be amended effective August 19, 2018 to read as attached hereto and by this reference incorporated herein. Resolution No. 18-29 Amending Section 6.02 and Exhibit A of the Personnel Manual for Unrepresented Employees 2 PASSED AND ADOPTED this 11th day of September 2018, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Al Nederhood, President Yorba Linda Water District ATTEST: Annie Alexander, Board Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Andrew B. Gagen, Esq. Kidman Gagen Law LLP Unrepresented Employees Personnel Manual 17 2018-2023 new pair of safety footwear (up to $250). The employee will be required to submit the used safety footwear to the District in exchange for the replacement safety footwear. Section 6.02 – Certificate Pay The District shall reimburse employees for sums paid to the appropriate agencies for obtaining or renewing treatment and/or distribution certificates, collection certificates, and other professional certifications, registrations and job related training. In addition, the District shall provide a one-time per fiscal year payment of $150.00 per certificate to an employee in the Water Maintenance Superintendent, Operations Superintendent, and Water Production Superintendent, and Water Quality Engineer classifications who has qualified for and been issued a State Water Resources Control Board (SWRCB) Distribution or SWRCB Treatment and/or California Water Environment Association (CWEA) Collection Certificate(s) that is above and beyond the certification(s) required for his/her classification. As determined at the sole discretion of the General Manager, the certificate(s) must be relevant to the employee’s principal duties and must be above and beyond the requirement of the employee’s classification. The $150.00 payment shall be issued during each year in which the applicable certificate(s) remains valid and remains other than a certificate which is a job requirement. Section 6.03 – Education Reimbursement The District shall provide pre-approved educational reimbursement for regular full time employees to assist with the cost of tuition, fees, books and parking for undergraduate and graduate level studies up to a Masters level coursework. As education reimbursement each fiscal year, employees may, based upon level of enrollment, receive up to the equivalent of one academic year’s full-time undergraduate or graduate tuition at California State University for an in-state student. To qualify for reimbursement, regular full time employees must successfully complete a pre-approved course with a passing grade (C or better). In the event of a “Credit/No Credit” course, “Credit” will be considered a passing grade. Proof of payment and successful completion of the course with a passing grade as indicated in the District’s Educational Reimbursement Policy must accompany the Educational Tuition Reimbursement form (Exhibit A of the District’s Educational Reimbursement Policy). The employee shall be responsible for any tax consequences as a result of education reimbursement. Once the degree is earned, the employee shall be required to complete three (3) years of District employment from the date the degree is awarded. If, for any reason, the employee separates from the District prior to the completion of three (3) years, he/she shall be required to reimburse the District 1/3 of the total received educational reimbursement for each year remaining. For example, an employee is awarded his/her degree on June 1, 2018. If he/she separates from the District on September 20, 2019, Unrepresented Employees Personnel Manual 17 2018-2023 new pair of safety footwear (up to $250). The employee will be required to submit the used safety footwear to the District in exchange for the replacement safety footwear. Section 6.02 – Certificate Pay The District shall reimburse employees for sums paid to the appropriate agencies for obtaining or renewing treatment and/or distribution certificates, collection certificates, and other professional certifications, registrations and job related training. In addition, the District shall provide a one-time per fiscal year payment of $150.00 per certificate to an employee in the Maintenance Superintendent, Operations Superintendent, and Production Superintendent classifications who has qualified for and been issued a State Water Resources Control Board (SWRCB) Distribution or SWRCB Treatment and/or California Water Environment Association (CWEA) Collection Certificate(s) that is above and beyond the certification(s) required for his/her classification. As determined at the sole discretion of the General Manager, the certificate(s) must be relevant to the employee’s principal duties and must be above and beyond the requirement of the employee’s classification. The $150.00 payment shall be issued during each year in which the applicable certificate(s) remains valid and remains other than a certificate which is a job requirement. Section 6.03 – Education Reimbursement The District shall provide pre-approved educational reimbursement for regular full time employees to assist with the cost of tuition, fees, books and parking for undergraduate and graduate level studies up to a Masters level coursework. As education reimbursement each fiscal year, employees may, based upon level of enrollment, receive up to the equivalent of one academic year’s full-time undergraduate or graduate tuition at California State University for an in-state student. To qualify for reimbursement, regular full time employees must successfully complete a pre-approved course with a passing grade (C or better). In the event of a “Credit/No Credit” course, “Credit” will be considered a passing grade. Proof of payment and successful completion of the course with a passing grade as indicated in the District’s Educational Reimbursement Policy must accompany the Educational Tuition Reimbursement form (Exhibit A of the District’s Educational Reimbursement Policy). The employee shall be responsible for any tax consequences as a result of education reimbursement. Once the degree is earned, the employee shall be required to complete three (3) years of District employment from the date the degree is awarded. If, for any reason, the employee separates from the District prior to the completion of three (3) years, he/she shall be required to reimburse the District 1/3 of the total received educational reimbursement for each year remaining. For example, an employee is awarded his/her degree on June 1, 2018. If he/she separates from the District on September 20, 2019, he/she shall reimburse the District 2/3 of the total received educational reimbursement. Exhibit A Yorba Linda Water District – Unrepresented Employees Classifications and Salary Ranges Effective August 19, 2018 CLASSIFICATION TITLE SALARY RANGES FLSA Accountant UN 25 Exempt Accounting Assistant II UN 21 Non-Exempt Assistant General Manager* UN 40 Exempt Associate Engineer UN 30 Exempt Chief Water System Operator UN 29 Non-Exempt Construction Project Supervisor UN 28 Exempt Customer Service Billing Administrator UN 30 Exempt Customer Service Supervisor UN 27 Exempt Engineering Manager* UN 39 Exempt Executive Assistant UN 32 Non-Exempt Finance Manager* UN 39 Exempt Human Resources Analyst UN 27 Exempt Human Resources Technician UN 23 Non-Exempt Human Resources/Risk and Safety Manager* UN 39 Exempt Information Systems Administrator UN 30 Exempt Information Technology Manager* UN 37 Exempt Water Maintenance Superintendent UN 30 Exempt Management Analyst UN 28 Exempt Operations Manager* UN 39 Exempt Operations Superintendent UN 30 Exempt Principal Engineer UN 32 Exempt Water Production Superintendent UN 31 Exempt Programmer Analyst UN 28 Exempt Records Management Administrator UN 30 Exempt Records Management Specialist UN 19 Non-Exempt Safety and Training Analyst UN 27 Exempt Safety and Training Technician UN 23 Non-Exempt Sr. Accountant UN 30 Exempt Sr. Engineer UN 30 Exempt Sr. Project Manager UN 34 Exempt Water Quality Engineer UN 31 Exempt * Management Classifications Exhibit A Yorba Linda Water District – Unrepresented Employees Classifications and Salary Ranges Effective August 19, 2018 CLASSIFICATION TITLE SALARY RANGES FLSA Accountant UN 25 Exempt Accounting Assistant II UN 21 Non-Exempt Assistant General Manager* UN 40 Exempt Construction Project Supervisor UN 28 Exempt Customer Service Billing Administrator UN 30 Exempt Engineering Manager* UN 39 Exempt Executive Assistant UN 32 Non-Exempt Finance Manager* UN 39 Exempt Human Resources Analyst UN 27 Exempt Human Resources Technician UN 23 Non-Exempt Human Resources/Risk and Safety Manager* UN 39 Exempt Information Systems Administrator UN 30 Exempt Information Technology Manager* UN 37 Exempt Maintenance Superintendent UN 30 Exempt Management Analyst UN 28 Exempt Operations Manager* UN 39 Exempt Operations Superintendent UN 30 Exempt Principal Engineer UN 32 Exempt Production Superintendent UN 31 Exempt Records Management Administrator UN 30 Exempt Records Management Specialist UN 19 Non-Exempt Safety and Training Analyst UN 27 Exempt Safety and Training Technician UN 23 Non-Exempt Sr. Accountant UN 30 Exempt Sr. Engineer UN 30 Exempt Sr. Project Manager UN 34 Exempt * Management Classifications ITEM NO. 9.2 AGENDA REPORT Meeting Date: September 11, 2018 To:Board of Directors From:Marc Marcantonio, General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Prepared By:Saira Hernandez, Accountant Subject:Cash and Investment Report for Period Ending July 31, 2018 SUMMARY: Government Code Section 530607, et. seq., requires the person delegated to invest funds to make monthly report of investments to the legislative body. DISCUSSION: The Cash and Investment Portfolio Report presents the market value and percent yield for all District investments by institution. The Cash and Investment Summary Report includes budget and actual interest and average term portfolio information as well as market value broken out by reserve categories. The Fair Value Measurement Report categorizes investments with the fair value hierarchy established by generally accepted accounting principles. The Acquisition Fund Graph provides a reconciliation of the Bond Proceeds for the Construction of the Fairmont Booster Pump Station. The Unrestricted Reserves and Days in Cash Graph presents Water Unrestricted Reserve Balances and Days in Cash at a particular point in time for the last four years. The average portfolio yield for the month ending July 31, 2018 is 2.56%. The overall decrease in the investment balance from the previous month is approximately $2,064,276. A larger balance includes a decrease in the Water Operating Fund of $1,970,419 due to the biannual payment of $2,759,258 to OCWD for the Replenishment Assessment, and a CalPERS Annual Accrued Liability (AAL) payment of $421,448. There is a decrease to Water Capital Project Fund of $213,604, due to the payment of capital projects. Sewer Operating Fund increased by $93,986, due to a positive net effect between operating revenues and expenses through the reporting month of the fiscal year. STRATEGIC PLAN: G2 1D - Retain cash on hand of 365+ days at fiscal year end. ATTACHMENTS: Name:Description:Type: Cash_Invest_Reports_July_2018.pdf Backup Material Backup Material Market %Date of Percent Value Par of Total Institution Maturity Yield Checking Account: 705,723$ 705,723$ Wells Fargo Bank 705,723$ 705,723$ 2.01%Total 0.00% Money Market Accounts: 265$ 265$ US Bank (Revenue Bonds)1.49% 3,217,155 3,217,118 US Bank (Money Market)1.71% 250,859 250,859 Public Agency Retirement Svcs. (PARS) 254,044 254,044 Bank of the West 0.50 3,722,322$ 3,722,286$ 10.62%Total 4.89% Certificates of Deposits: 198,242$ 200,000$ World's Foremost Bk Sydney 05/28/19 1.31% 246,276 248,000 Capital One Bk USA Natl Assn 05/13/19 1.21% 239,446 249,000 Comenity Cap Bk Salt Lake City 06/30/21 1.72% 240,476 248,000 EnerBank USA Salt Lake City 08/26/20 1.34% 244,602 248,000 EverBank Jacksonville Fla CTF 08/30/19 1.17% 177,404 180,000 HSBC BK USA, NA MC Clean CTF 08/31/21 1.27% 237,229 248,000 Wells Fargo Bank NA Sioux Falls D 08/31/21 1.67% 239,410 247,000 PrivateBank & Tr Chicago Ill CTF 03/30/22 2.27% 243,467 249,000 JP Morgan Chase Bk NA Columbus 03/31/22 2.51% 2,066,553$ 2,117,000$ 5.90%Total 1.63% Pooled Investment Accounts: 9,486,632$ 9,486,632$ Local Agency Investment Fund 1.94% 1,335,118 1,336,627 CalTRUST Short Term 2.16% 17,725,087 18,017,671 CalTRUST Medium Term 2.65% 28,546,837$ 28,840,930$ 81.47%2.40% 35,041,435$ 35,385,939$ 100%Total Investments 2.56% Per Government Code requirements, the Investment Report is in compliance with the Yorba Linda Water District's Investment Policy, and there are adequate funds available to meet budgeted and actual expenditures for the next six months. 7/31/18 Yorba Linda Water District Cash & Investment Portfolio Report July 31, 2018 ________________________________ Saira Hernandez, Accountant 1 Below is a chart summarizing the yields as well as terms and maturities for the month of July 2018: Average # of Month Portfolio Days to of 2018 Yield Maturity July 2.56%70 Below are charts comparing operating fund interest for current and prior fiscal years. Actual Interest 7/31/2017 7/31/2018 Monthly - July 7,102$ 43,577$ Year-to-Date 7,102$ 43,577$ Budget 2017/2018 2018/2019 Interest Budget, July YTD 25,833$ 29,833$ Interest Budget, Annual 310,000$ 358,000$ Interest earned on investments is recorded in the fund that owns the investment. The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds is as follows: The table below displays the District's Cash and Investment balance of $35.04 million which is allocated between the established reserve funds, Wells Fargo Checking Account, and the restricted funds held at U.S. Bank for the construction of the Fairmont Booster Pump Station. The number of Days in Cash are 352 for the Un-Restricted Water Reserve balance and 1,276 for the Un-Restricted Sewer Reserve balances, as of July 31, 2018. FY19 Reserve Cash and Requirements Investments June 2018 % Alloc July 2018 % Alloc "Target Available for Fund Description Balance 6/30/2018 Balance 7/31/2018 Levels"CY Obligations Water Operating Reserve 12,871,529$ 37.76%10,826,620$ 31.76%7,593,220$ 3,233,400$ Water Emergency Reserve 6,906,935 20.26%6,916,515 20.29%5,813,701 1,102,814 Water Capital Project Reserve 6,548,409 19.21%6,334,804 18.59%6,327,500 7,304 Rate Stabilization Reserve 3,953,436 11.60%3,956,609 11.61%1,600,999 2,355,610 Un-Restricted Water Reserve Balance 30,280,309 28,034,549 21,335,420 6,699,129 Conservation Reserve 104,306 0.31%104,389 0.31%- 104,389 Employee Liability Reserve 293,795 0.86%294,829 0.86%273,000 21,829 Restricted Reserve Balance 398,101 399,218 273,000 126,218 Sewer Operating Reserve 1,076,358 3.16%1,081,517 3.17%403,967 677,550 Sewer Emergency Reserve 2,560,702 7.51%2,567,132 7.53%1,899,951 667,181 Sewer Capital Project Reserve 2,000,380 5.87%2,002,172 5.87%2,000,000 2,172 Un-Restricted Sewer Reserve Balance 5,637,440 5,650,821 4,303,918 1,346,903 Total Reserve Balances 36,315,850$ 106.55%34,084,589$ 100.00%25,912,338$ 8,172,251$ Water Operating 501,043 575,532 Sewer Operating 41,363 130,191 542,406 705,723 Rev. Bond 2012A & 2017A-Principal & Interest 172 265 Public Agency Retirement Svc. -PARS (Restricted)247,283 250,859 Total Cash and Investments 37,105,711$ 35,041,435$ Cash & Investment Summary Report Cash & Investment Summary Comparison Between Current and Previous Month Wells Fargo Bank Checking US Bank Held (Restricted) 2 Investment Balances (as of 7-31-2018) Checking Account: 2.01% Money Market Accounts: I 10.62% Certificates of Deposit: / 5.90% f �F ala Pooled Investment Accounts: 81.47% Checking Account: $ 705,723 2.01% Money Market Accounts: $ 3,722,322 10.62% Certificates ofDeposit: $ 2,066,553 5.90% Pooled Investment Accounts: $ 28,546,837 81.47% Total $ 35,041,435 100.00% 3 Yorba Linda Water District Fair Value Measurement Report July 31, 2018 Quoted Observable Unobservable Prices Inputs Inputs Investments Level 1 Level 2 Level 3 Total CalTRUST Investment Pool -$ 19,060,205$ -$ 19,060,205$ Local Agency Investment Fund - 9,486,632 - 9,486,632 U.S. Government Sponsored Agency Securities - - - - Negotiable Certificates of Deposit - 2,066,553 - 2,066,553 Total Investments -$ 30,613,390$ -$ 30,613,390$ 4 PARS (Public Agency Retirement Services) Funding Reconciliation Transaction Contributions PARS Expenses Investment Available Description Date & Gains & Losses Return (%)Balance Beginning Balance 7/1/2018 247,389.78$ 247,389.78$ Investment Return 7/31/2018 3,520.41$ 250,910.19$ Investment Expenses 7/31/2018 (51.54)$ 250,858.65$ subtotal =250,858.65$ Initial Deposit 12/28/2017 247,599.00$ Gain(Loss) from initial Deposit 3,259.65$ 5 $24,738,538 $31,838,936 $28,273,352 $28,034,265 337 450 386 352 60 110 160 210 260 310 360 410 460 510 $20,000 $5,020,000 $10,020,000 $15,020,000 $20,020,000 $25,020,000 $30,020,000 $35,020,000 Jul. 2015 Jul. 2016 Jul. 2017 Jul. 2018 Unrestricted Reserves & Days in Cash (Water) Unrestricted Reserves (Water)Days in Cash (Water) 6 ITEM NO. 9.3 AGENDA REPORT Meeting Date: September 11, 2018 To:Board of Directors From:Marc Marcantonio, General Manager Prepared By:Annie Alexander, Executive Assistant Subject:Annual Assessment of Governing Board Effectiveness DISCUSSION: The Board of Directors previously determined to perform an assessment of the governing body's effectiveness and its relationship with staff on an annual basis before October 31st. Attached is the survey instrument utilized the previous year for the Board's consideration. Staff is suggesting that if the Board desires to utilize the same instrument, responses be provided to the Board Secretary by September 25, 2018 for compilation and presentation at the regular meeting scheduled October 9, 2018. ATTACHMENTS: Name:Description:Type: BOD_Self_Assessment.pdf Backup Material Backup Material NAME: "0" if you feel the statement is very true. "1" if you feel the statement is somewhat true. "2" if you feel the statement is somewhat untrue. "3" if you feel the statement is very untrue. ISSUE POINTS 1.Board meetings start on time. 2.All board members feel free to express their opinions. 3.All members are contributing members of the board team. 4.The elected body does not attempt to micro-manage. 5.While they may not like some of the decisions, people percieve the board as fair. 6.Staff provides a recommendation on every issue no matter how controversial. 7.The board has an overall vision for the community. 8.The chair keeps audience members informed of board issues and actions. 9.Our board gets things done. 10.There is agreement on who is ultimately responsible for putting items on and/or removing them from the agenda. 11.Members feel free to critique each other's positions on issues. 12.The board works well as a team. 13.Our board does not engage in solution "reengineering" at meetings. 14.Board members avoid berating members of the audience; even if provoked. 15.The board conducts timely and meaningful evaluations of the manager's performance. 16.The board has developed its own mission or goal statement. 17.The chairperson prevents dominating board members from having a disproportionate influence. 18.The board does not get stalemated over the process or procedures. 19.The board does not spend too much time modifying or correcting the minutes at meetings. 20.Civilized disagreement is a board strength. Do not spend too much time on any statement. Your first reaction is usually best. Answer the way things are - not the way you would like them to be. This survey was developed by Len Wood & Associates to help assess the effectiveness of the governing body and its relationship with staff. Please address each statement by allocating points as follows: ASSESSING GOVERNING BOARD EFFECTIVENESS Exhibit B 21.Team members actively listen to each other. 22.Staff does not get overly involved in policy decisions. 23.Meaningful public participation is encouraged. 24.Staff does not filter the information it passess on to the board. 25.Members know what the board's top five goals are. 26.The chairperson protects board members from audience or colleague attacks. 27.The board made significant progress on its top goals last year. 28.Operating rules and procedures are known by all board members. 29."Baggage" from one argument is not carried to the next. 30.While board members may have positions, minds are not made up before meetings. 31.Individual board members do not try to influence personnel decisions. 32.Board members keep the audience informed of each item, the issue, the background and possible decisions. 33.Staff follows through as promised. 34.Day-to-day decisions are consistent with the board's overall goals. 35.The chairperson prevents premature rejection of new thoughts without a fair evaluation. 36.Board members do their homework before meetings. 37.The agenda packet is "user friendly". 38.Decisions are usually made only after each members has had his/her say. 39.Members are open with eachother. 40.Board members aduequately communicate goals and philosophies to staff. 41.Members of the audience do not feel intimitated when appearing before the board. 42.Openness and trust exists between the board and staff. 43.The board develops an annual work program with clear objectives. 44.The chairperson does not unfairly use the powers of the position to win a point or argument. 45.The board is not reluctant to make an important, yet controversial decision. 46.Staff provides all the significant alternatives in their staff reports. 47.Members know how to keep conflict from becoming destructive. 48.The board does not operate as an exclusive country club. 49.The board is not complacent about its oversight responsibilities. Exhibit B 50.Board members take care to observe the appearance as well as the principle of impartiality. 51.The board and staff do not surprise each other at meetings. 52.Our priorities do not change too often. 53.In our meetings, the discussion rarely drifts off the subject. 54.The board is adept at identifying and exploiting opportunities. Exhibit B ITEM NO. 11.1 AGENDA REPORT Meeting Date: September 11, 2018 Subject:Interagency Committee with MWDOC and OCWD (Nederhood/Jones) · Minutes of meeting held July 26, 2018 at 4:00 p.m. · Next meeting scheduled September 27, 2018 at 4:00 p.m. ATTACHMENTS: Name:Description:Type: 2018-07-26_-_Minutes_-_YLWD-MWDOC-OCWD.docx Minutes Minutes Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held July 26, 2018 at 4:00 p.m. 1 MINUTES OF THE YORBA LINDA WATER DISTRICT INTERAGENCY COMMITTEE MEETING WITH MWDOC AND OCWD Thursday, July 26, 2018, 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 Al Nederhood, President Marc Marcantonio, General Manager Brooke Jones, Vice President Rosanne Weston, Engineering Manager John DeCriscio, Operations Manager Bryan Hong, Water Quality Engineer MWDOC COMMITTEE MEMBER MWDOC STAFF Brett Barbre, Director Rob Hunter, General Manager OCWD COMMITTEE MEMBER OCWD STAFF Roger Yoh, Director Mike Markus, General Manager 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. California Water Action Plan This item was not discussed and should be removed from the next meeting agenda. 4.2. MWD Water Supply Conditions and Outlook Director Barbre reported on the likelihood of shortage allocation on the Colorado River supply. He also provided details on the $800 million project to construct the Sites Reservoir. He will be visiting this site in September of 2018. Discussion followed regarding the draft contingency plan that is being negotiated with Arizona and Nevada. 4.3. Condition of OCWD Groundwater Basin, Water Purchased for Recharge, and In-Lieu Recharge Mr. Markus reported that OCWD was able to recharge 135,000 AF of MWD water last year and the basin overdraft is estimated to be at 287,000 AF. In April, the OCWD Board set the Basin Production Percentage (BPP) Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held July 26, 2018 at 4:00 p.m. 2 at 77%. Discussion followed regarding the terms of the OCWD annexation agreement that limits YLWD’s BPP to 70% for 10 years. 4.4. PFOS/PFOA and Arsenic Testing and Mitigation Mr. Marcantonio reported on the notification level and response level requirements that were released by the State Water Resources Control Board Division of Drinking Water (DDW) on July 11, 2018. He stated that YLWD has been proactively monitoring these contaminants, reporting the levels in YLWD’s annual Consumer Confidence Report, and blending down the concentrations as low as possible. He also explained that PFOS and PFOA are chemicals that have been used in a variety of industrial and commercial products since the 1940s. Discussion followed regarding treatment methods for PFOS and PFOA in drinking water. 4.5. Huntington Beach Desalination Project Mr. Markus reported on the details of the new Term Sheet with Poseidon that was approved by OCWD on July 18, 2018. He explained that OCWD is evaluating different ways it could distribute 56,000 AF of desalinated water and will seek commitments from other local water agencies to purchase the water. President Nederhood inquired about the costs versus benefits for the project, and voiced his concerns. Director Yoh explained the reasons he voted against the project. Mr. Markus stated that the majority of OCWD Board members voted in favor of the project. 4.6. California Water Fix Project Director Barbre reported that this project is moving forward. The construction Joint Powers Authority (JPA) had their second meeting and the Finance JPA had their first meeting. 4.7. North and South Basin Projects Mr. Markus provided details on OCWD’s continuing efforts on remediation of the North and South Basin projects. 4.8. Coastal Pumping Transfer Program This item was not discussed and should be removed from the next meeting agenda. 4.9. YLWD Well Projects Ms. Weston reported that the Well 22 equipping design is underway and YLWD is planning to construct Well 23 in the next few years. 4.10. Future Agenda Items None. Minutes of the YLWD/MWDOC/OCWD Interagency Committee Meeting Held July 26, 2018 at 4:00 p.m. 3 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:30 p.m. RW ITEM NO. 13.1 AGENDA REPORT Meeting Date: September 11, 2018 Subject:Meetings from September 12 - November 30, 2018 ATTACHMENTS: Name:Description:Type: BOD_-_Activities_Calendar.pdf Backup Material Backup Material Board of Directors Activity Calendar Event Date Time Attendance By September OC LAFCO Wed, Sep 12 8:15 AM Nederhood (As Needed) YL Planning Commission Wed, Sep 12 6:30 PM Hawkins (As Needed) YL Mayor's Prayer Breakfast Thu, Sep 13 6:45 AM Hawkins/Jones/Nederhood YL City Council Tue, Sep 18 6:30 PM Nederhood MWDOC Board Wed, Sep 19 8:30 AM Nederhood/Jones ACWA Water Treatment Webinar Wed, Sep 19 11:00 AM Miller OCWD Board Wed, Sep 19 5:30 PM Miller/Jones WEF Water Summit Thu, Sep 20 9:30 AM Nederhood ACWA Groundwater Committee Thu, Sep 20 10:00 AM Jones CSDA Annual Conference Mon, Sep 24 8:00 AM Nederhood CSDA Annual Conference Tue, Sep 25 8:00 AM Nederhood Board of Directors Regular Meeting Tue, Sep 25 6:30 PM CSDA Annual Conference Wed, Sep 26 8:00 AM Nederhood OCSD Board Wed, Sep 26 6:00 PM Hawkins YL Planning Commission Wed, Sep 26 6:30 PM Hawkins (As Needed) CSDA Annual Conference Thu, Sep 27 8:00 AM Nederhood Interagency Committee Meeting with MWDOC and OCWD Thu, Sep 27 4:00 PM Nederhood/Jones October ISDOC Executive Committee Tue, Oct 2 7:30 AM Nederhood YL City Council Tue, Oct 2 6:30 PM Jones MWDOC Board Wed, Oct 3 8:30 AM Nederhood/Jones OCSD Operations Committee Wed, Oct 3 5:00 PM Hawkins OCWD Board Wed, Oct 3 5:30 PM Miller/Jones WACO Fri, Oct 5 7:30 AM TBD Board of Directors Regular Meeting Tue, Oct 9 6:30 PM OC LAFCO Wed, Oct 10 8:15 AM Nederhood (As Needed) YL Planning Commission Wed, Oct 10 6:30 PM Hawkins (As Needed) YL City Council Tue, Oct 16 6:30 PM Hawkins MWDOC Board Wed, Oct 17 8:30 AM Nederhood/Jones OCWD Board Wed, Oct 17 5:30 PM Miller/Jones ACWA Region 10 Workshop Thu, Oct 18 9:00 AM Nederhood CA-NV AWWA Fall Conference Mon, Oct 22 8:00 AM Jones/Nederhood CA-NV AWWA Fall Conference Tue, Oct 23 8:00 AM Jones/Nederhood CA-NV AWWA Fall Conference W ed, Oct 24 8:00 AM Jones/Nederhood MWDOC/OCWD Joint Planning Committee Wed, Oct 24 8:30 AM Jones/Miller/Nederhood YL State of the City Wed, Oct 24 5:30 PM Nederhood OCSD Board Wed, Oct 24 6:00 PM Hawkins YL Planning Commission Wed, Oct 24 6:30 PM Hawkins (As Needed) CA-NV AWWA Fall Conference Thu, Oct 25 8:00 AM Jones/Nederhood ISDOC Thu, Oct 25 11:30 AM TBD November WACO Fri, Nov 2 7:30 AM TBD ISDOC Executive Committee Tue, Nov 6 7:30 AM Nederhood YL City Council Tue, Nov 6 6:30 PM Hall MWDOC Board Wed, Nov 7 8:30 AM Nederhood/Jones OCSD Operations Committee Wed, Nov 7 5:00 PM Hawkins OCWD Board Wed, Nov 7 5:30 PM Miller/Jones Board of Directors Regular Meeting Tue, Nov 13 6:30 PM OC LAFCO Wed, Nov 14 8:15 AM Nederhood (As Needed) YL Planning Commission Wed, Nov 14 6:30 PM Hawkins (As Needed) Interagency Committee Meeting with MWDOC and OCWD Mon, Nov 19 4:00 PM Nederhood/Jones YL City Council Tue, Nov 20 6:30 PM Miller MWDOC Board Wed, Nov 21 8:30 AM Nederhood/Jones OCWD Board Wed, Nov 21 5:30 PM Miller/Jones District Offices Closed Thu, Nov 22 7:00 AM ACWA-JPIA Fall Conference Mon, Nov 26 8:00 AM Jones ACWA-JPIA Fall Conference Tue, Nov 27 8:00 AM Jones ACWA Groundwater Committee Tue, Nov 27 10:00 AM Jones ACWA Water Quality Committee Tue, Nov 27 3:00 PM Miller ACWA Fall Conference Tue, Nov 27 5:00 PM Jones/Miller/Nederhood ACWA Fall Conference Wed, Nov 28 8:00 AM Jones/Miller/Nederhood OCSD Board Wed, Nov 28 6:00 PM Hawkins YL Planning Commission Wed, Nov 28 6:30 PM Hawkins (As Needed) ACWA Fall Conference Thu, Nov 29 8:00 AM Jones/Miller/Nederhood ACWA Fall Conference Fri, Nov 30 8:00 AM Jones/Miller/Nederhood BACKUP MATERIALS DISTRIBUTED LESS THAN 72 HOURS PRIOR TO THE MEETING Proposed Huntington Beach Poseidon Resources Ocean Desalination Project Orange County Water District September 11, 2018 1MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Background •1970’s OCWD constructed a pipeline from the ocean to the Fountain Valley campus and an ocean desalination plant •~2004 OCWD considered exploring ocean desalter project •2010 OCWD and numerous other OC water agencies entered into a confidentiality agreement and MOU with Poseidon 2MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Background Continue •July 2013 –OCWD would consider purchasing entire 50 mgd (56,000 afy) of Poseidon Water •May 2015 –OCWD & Poseidon approve a Term Sheet •July 2018 –Term Sheet is modified 3MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Term Sheet Summary •30 to 35 year deal •OCWD pay Poseidon’s cost of service plus an agreed to return on equity •Poseidon develop, finance, construct & operate the treatment plant •OCWD develops the distribution system –OCWD has option to require Poseidon to finance and construct the distribution system –OCWD has option to purchase distribution system after/if it is constructed by Poseidon 4MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Project Benefits •New local 50 mgd water supply in OCWD service territory •Drought/Weather proof •Significant reduction in the amount of imported water from Northern California and Colorado River that is required to meet water demands •Diversifies water sources •Lower total dissolved solids concentration compared to imported water supplies •Improves reliability and security of the regions water supplies •OCWD takes ownership of project at end of contract term 5MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Estimated Year 2022 Project Unit Cost Item Unit Cost (30 year deal) Unit Cost (35 year deal) Treatment Plant Cost $1,916/af $1,854/af Distribution (“Place Holder amount”)$350/af $350/af Total Project Cost $2,266/af $2,204/af MWD LRP Subsidy ($475/af)($475/af) Total Net Project Unit Cost $1,791/af $1,729/af Estimated 2022 MWD Rate (4.1% annual increases) $1,255/af $1,255/af Difference $536/af $474/af 6MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. 7MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018ITEM NO. 5.2. 8MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018ITEM NO. 5.2. Key Remaining OCWD Task •Develop/Finalize a distribution plan •Complete project CEQA requirements •Negotiate final water purchase agreement with Poseidon •Negotiate final water purchase agreements with other agencies that want to participate in the project 9MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Financial Information •Increase to OCWD Replenishment Assessment -$100 to $250/af •Increase to Basin Production Percentage –0 to 10% •Increase to a typical monthly residential water bill $3 to $6 10MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. 11 Distribution Plan Five Elements 1.Coastal In-lieu program 2.Injection into Talbert Seawater Barrier 3.Original City of Huntington Beach agreement 4.Delivery to interested OCWD agencies to replace imported water 5.Delivery to South Orange County agencies to replace imported water MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Historical OCWD Service Territory Total Water Demands (afy) 447,000 afy 12MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Future Projected OCWD Service Territory Water Supply Sources (afy) Total Water Demands of 447,000 afy 13 BPP = ~ 80% Year 2040 28% MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Future Projected OCWD Service Territory Water Supply Sources (afy) Total Water Demands of 447,000 afy 14 BPP = ~ 86% Year 2040 MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Possible Future Local Water Supply Projects Project Amount (afy) Poseidon Resources 56,000 CADIZ 5,000 to 10,000 West Orange County Well Field 3,000 to 6,000 Prado Dam 505’ year round ~7,000 Urban Runoff reuse ? MWD Carson IPR Project Up to 65,000 Purchasing Upper SAR Watershed Supplies ? GWRS RO Brines Recovery 5,000 to 10,000 15 MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. End of Presentation 16MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. Back up Slides 17MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. OCWD Groundwater Basin Accumulated Overdraft Target Overdraft Basin Operating RangeWet Dry 18MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. •Local water supplies are currently ~ 450,000 afy below MWD Integrated Resources Plan 2040 target •MWD staff is recommending to increase LRP subsidy cap from 68,000 afy to 150,000 afy to encourage additional local supply development 19 Information From August 21, 2018 MWD Conservation and Local Resources Committee MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. 20MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. 21 MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 1 Huntington Beach Desalination Project MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 2 Discretionary Permits | Status Local Land Use Permits:EIR Certified –Sept 2005 SEIR Certified –Sept 2010 HB Conditional Use Permit –Feb 2006/10 HB Coastal Development Permit-Feb 2006/10 NPDES Permit Permit Issued –Aug 2006 Permit Renewed –Feb 2012 Ocean Plan Amendment Certification –Q1 2019 Department of Drinking Water DDW Permit Conceptual Approval – August 2002 State Lands Commission Lease for Intake and Discharge Piping – Approved -October 2010 EIR and Lease Amended –October 19, 2017 California Coastal Commission Coastal Development Permit –Spring/Summer 2019 MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 3 Huntington Beach Site Existing MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 4 AES Repower Project + HBDP Outline MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 5 Huntington Beach Desalination Plant (Conceptual Artist Design) MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 6 The Case For Desalination California Department of Water Resources’ CA Water Plan identifies seawater desalination as a key resource management strategy with a benefit of up to 400,000 acre feet per year by 2030. The Governor’s Water Action Plan, identifies desalination as one of the pillars of the plan’s second foundational action –increase regional water supply self-reliance. Metropolitan Water District of Southern California planning for 2.4 million acre feet of local supply by the year 2040. MWD staff is recommending to increase LRP subsidy cap from 68,000 to 150,000 afy. Municipal Water District of Orange County’s Urban Water Management Plan and the Orange County Water District’s Groundwater Management Plan identify the project as a planned future supply and the largest locally supply available to the county. MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. © POSEIDON WATER 2017 7 Polic Interest in desal driven by OCWD Policies District’s interest in the Huntington Beach Project is based on policies adopted by the board. These policies provide the foundation for the District’s interest in the Project. January 2013 -District’s Board of Directors adopted a policy to maintain a 75% Basin Pumping Percentage. May 2013 -District’s Board of Directors adopted policy to consider and develop a variety of new, local water resources including seawater desalination to ensure sufficient water supplies are always available to the residents and businesses in the service territory. District policy to reduce the Basin Pumping Percentage if the cumulative groundwater basin overdraft reaches 350,000 acre feet. MATERIALS SUBMITTED BY: Scott Malone MEETING DATE: September 12, 2018 ITEM NO. 5.2. P GE CO OCWD Supply Sources -moving away fron • � G climate driven supplies D 15 Supply sources Percentage of supply 2005 — River Flows and Incidental Recharge 55% — Imported Water 41 % — Recycled and other 4% 2015 — River Flows and Incidental Recharge 41 % — Imported Water 29% — Recycled and other 30 % 2023 — River Flows and Incidental Recharge 37% — Imported Water 14% — Recycled and other 37% — HB Desalination ' , : 12 % © POSEIDON WATER 2015 9 Project Risk Allocation –Term Sheet Risk Description Poseidon OCWD Permitting Project Financing Construction Interest Rate Change in Law Technology Water Demand Operations & Maintenance Pipeline Distribution System Electricity Consumption Electricity Cost MATERIALS SUBMITTED BY: John Kennedy MEETING DATE: September 12, 2018 ITEM NO. 5.2. ITEM NO. 5.2. Perspectives on Proposed Poseidon Seawater Desalination Project at Huntington Beach Director Peer Swan Irvine Ranch Water District September 11, 2018 ITEM NO. 5.2. Presentation Overview • Uncertainty of cost of water from Poseidon Project • Overview of MWD Local Resources Program (LRP) • Orange County's MWD Water Supply without Poseidon Project • Orange County's MWD Water Supply with Poseidon Project • MWD Water Supply Reliability • Cost Comparison of Alternatives • Effective Cost of Poseidon Project vs Extraordinary Supply • How might OCWD implement the Poseidon Project • Estimated impacts to YLWD • Conclusions • IRWD's Policy Principles on Desalination ITEM NO. 5.2. U n ce rta i nty of Cost of Water f ro m Poseidon Project OCWD Low OCWD High Carlsbad Actual Estimate for Year Estimate for Year Escalated to to 2022 2022 20221 ($/AF) ($/AF) ($/AF) 1/ Actual unit cost of Carlbad Desalination Plant product water in 2017/18 was $2,511 per AF (Source: San Diego County Water Authority - August 15, 2018). Costs escalated 2.5% per year to 2022. 2/ Carlsbad project was denied LRP incentives by MWD. ITEM NO. 5.2. Overview of MWD Local Resources Program • Objective of LRP: For MWD to provide financial incentives for development of local water resources that replace water purchased from Metropolitan • Eligible Projects: • Water Recycling • Seawater desalination • Groundwater recovery • Incentives: Reduce project unit costs to Full-Service ieT'�Treated Water Rate • Intended to equalize the cost of local project water to cost of water from Metropolitan • Reverse subsidization occurs if costs not equalized • MWD Supplies • • - • MWD Imported . - Supplies Available to - Other MWD Agencies: Rivers 1 1 1 1 (21000,000 — 230,000) _ rungs 1,770,000 AF at $1,255/AF In Year 2022 MATERIALS SUBMITTED BY: Peer Swan MEETING DATE: September 11, 2018 TE "oOrange County'sMWD WaterSup'ply . 5.2. with Poseidon & LRP MWD MWD Supplies Imported Water MWD Imported Deliveries Supplies Available to (230,000 — 56,000) Other MWD Agencies: =174,000 AF (21000,000 174,000) 1.,826.,000 AF $1,255/AF at In Year 2022 4 wool Desalinated Seawater = 56,000 AF $1,941/AF NO INCREASE IN SUPPLY } TO ORANGE COUNTY. BENEFIT SHIFTED TO ' ,Now �J _ _ - MWD SERVICE AREA. Huntington Beach Desal Plant REVERSE SUBSIDY PAID BY JC. ITEM NO. 5.2. MWD Water SupplyReliability • MWD storage substantially refills in a single wet year • MWD has never run out of water • New projects within MWD (600,000 AF) • Carson Project • G W RS-3 • Los Angeles DWP, San Diego County Water Authority, WRD, Others rolling off MWD • Conservation • California WaterFix (300,000 AF) • Risk of Colorado River shortages • To be mitigated by new programs • Problem: Short term water supply allocations may occur in drought periods • MWD should always have water available (just cost more: Penalty Rate) ITEM NO. 5.2. Replacing MWD Water With More Expensive Poseidon Water w/ LRP • OC to Subsidize cost of water available to others • A solution that does not fit the problem • Periodic short-term water supply allocations • Perhaps once in every 7 years • Expensive Poseidon water replaces low cost MWD water every year • Results in huge effective cost of water • Extraordinary Supply projects preferred • Must look at the numbers to understand why • 300 $340M 350 250 $289M 300 250 200 c 0 200 a, 150 'Q 150 u N ro 230 100 ~ 95.5 100 50 50 0 0 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 ■Imported Supply Over Allocation Supply Total Cost MATERIALS SUBMITTED BY: Peer Sw , , ,NADVIIiII- . • MEETING DATE: September 11, 2018 • • 300 400 $366M 250 $327M 350 300 200 56 56 250 0 a, 150200 Q N Q U N 150 0 100 ~ 100 50 50 0 0 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 Imported Supply =Over Allocation Supply Poseidon Supply Total Cost MATERIALS SUBMI - e - - - . - MEETING DATE: Sep • , 20 • • • • ' • • 300 350 $313M 250 $289M 300 34.5 250 200 200 c 0 150 I 150 N 230 p U Q 100 195.5 ro Ln 100 50 50 0 0 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 Imported Supply Extraordinary Supply Total Cost MATERIALS S eer 11 ITEM • Effective Cost of Poseidon Project Increase From Poseidon Relying • Project MWD Total 7-Year Cost ($ Billion) $2.33 $0.26 Benefit = Total Reduction 81400 81400 in Purchases of MWD Over Allocation Water in Year 7 i (AF) Effective Cost of Poseidon $30,952 / AF Water ($/AF) MATERIALS SUBMITTED BY: Peer Swan 12 MEETING DATE: September 11, 2018 True Savings from Extraordinar%r- 5.2. Supply Project Extraordinary Supply Relying • tel Ai —' •iject MWD Total 7-Year Cost ($ Billion) $2.04 -$0.03 Benefit = Total Reduction 34,500 34,500 in Purchases of MWD Over Allocation Water in Year 7 (AF) True Savings of $870 / AF Extraordinary Supply 47 Project ($/AF) V=V= MATERIALS SUBMITTED BY: Peer Swan 13 MEETING DATE: September 11, 2018 ITEM NO. How Might Potential • • ' • I Bernadino" ' Los Angeles �'���'� County F!V O V n t y FulkrtDn L nda ,a `. � \. Huntington Beach • / AFY Goltlen Water Talbert Barrier 12.,000 AFY euena Water G.SIritR C,q I'.Ilm:r aNahe�m serrana _ "' �, N+cRF�c ^ Gakan VJater OCEAN Recharge / • State G151fict � _ �' '�AyNl.xi Wa[er r orange � ' Co — Tota 1 56,000 AFY seal we�,lvster water 'L r�aRln R� ; Riuntlngton Aw �..^•L� - 9.. `r•�"I �+'.y, Beech FDunteln - Cost of Poseidon Valley � Irvrna Water Uncertain: rsancn water Orange " Neaa olso-lcR C o u rt t y sf�.� • I 1 • 1 waver Diss. � A �- � � � �� �CWL7 5er�iee Area newvvn �� C'.�wn ee..ar! .�,.e.«ncarcr Y+aur au ,+s •�Be�n I ]CwMy 6eunhrin Neaa YMMr Dh[. 9C � - Orarge CbMnIY Yf Ger RotlucNs 1(eJefn NiyM NYeh LAma Increase Replenishment f�-� lnYrwn --.Nenrurl larn to 4 •e A r-er x.N. z.v r..e�im.ee 1/Offsets both treated and untreated water from MWD assuming a LFwiYanr Nrry .Slnlr M�w�e VrY.►Wein uWnan SN 6r«h (lama Grove 'SxmoVAvr nhWn r.GasM as.w.nr c.-o< sea�c..nYrraxxe I -:V 11.hr. �:wsenMr .. • !� Lia Pane Yvb.r�nedr Dia.Act Basin PumpingPercentage of OCWD has not published a plan for the distribution of water MATERIALS SUBMITTED BY: Peer Swan from the Poseidon Pr• - MEETING DATE: September 11, 2018 ITEM • Estimated Impact to YLWD Based on Potential Plan CICWD LowCICWD High Carlsbad Estimate for Year Estimate for - • to te 2022 2022 2022 Poseidon Cost of $1,641 / AF $1,941 / AF $2,772 / AF Water Increase in $0.23 / CCF $0.32 / CCF $0.59 / CCF Customer Cost of Water Increased Water 0 0 0 Supply MATERIALS SUBMITTED BY: Peer Swan 15 MEETING DATE: September 11, 2018 ITEM NO. 5.2. Conclusions • Participating in the Poseidon Project will result in increased costs to customers with no increase in water supply • Supporting the project requires finding that : • MWD will run out of water; or • Independence from MWD is desired . • Possible to support the project as long as : • Agencies that choose to participate in the project pay the full cost of the project; and • Agencies that choose not to participate are not asked to subsidize others. ITEM NO. 5.2. IRWD Policy Position on Desalination • Must not cost more than MWD treated water • Water quality must not impair beneficial uses • Projects should be funded exclusively by the retail water agencies that voluntarily participate in the projects • Implementation of ocean desalination projects should rely on the experience of local agencies with proven track records • MWD should consider development of regional desalination projects that provide benefits equitably throughout MWD's service area (no reverse subsidies) ITEM NO. 5.2. IRWD Policy Position on Desalination • Must not cost more than MWD treated water • Water quality must not impair beneficial uses • Projects should be funded exclusively by the retail water agencies that voluntarily participate in the projects • Implementation of ocean desalination projects should rely on the experience of local agencies with proven track records • MWD should consider development of regional desalination projects that provide benefits equitably throughout MWD's service area (no reverse subsidies) ITEM • QUESTIONS ? 116W MATERIALS SUBMITTED BY: Peer Swan 19 MEETING DATE: September 11, 2018 Operations Department July/August 2018 O&M Activities Presented by: John DeCriscio Operations Manager ITEM NO. 9.1.MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 FY 19 Water Maintenance Report Program Overview: Operate 50% of the valves in the system. (5,900) Perform Preventive Maintenance on 100% of our Fire Hydrants. (3,956) Repair all water leaks ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Valve Maintenance Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 •Operated 1,272 valves in July and August •Valves Repaired 5 •Valves Replaces 15 •Performed shutdowns for Engineering and Developer Projects Valve Maintenance Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Valve replacement in Progress ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Fire Hydrant Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 •Serviced 775 Fire Hydrants in July and August •Hydrants Repaired 5 •Hydrants Replaced 2 •Hydrants and Dead Ends Flushed 21 •Pressure Control Stations Maintenance 15 •Air Va cs serviced and replaced 18 Fire Hydrant Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Fire Hydrant Crew (Air Vac ) before and after ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Water Leak Repair Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 •Water Service Lines Repaired and replaced in July and August 52 •Water Main Line Repaired 2 •Replaced 19 Meter Valves •Replaced 149 Meters, (stuck, broken and new construction) •Water Leak Survey 36 Miles Water Leak Program ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Water Leak Repairs ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018 Questions ? ITEM NO. 9.1. MATERIALS SUBMITTED BY: John DeCriscio MEETING DATE: September 11, 2018