HomeMy WebLinkAbout10-05-11 Board Packet (Part 1)OTAY WATER DISTRICT BOARD OF DIRECTORS MEETING
DISTRICT BOARDROOM
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY,CALIFORNIA
WEDNESDAY
October 5,2011
3:30 P.M.
AGENDA
1.ROLL CALL
2.PLEDGE OF ALLEGIANCE
3.APPROVAL OF AGENDA
4.APPROVE THE MINUTES OF THE REGULAR MEETING OF JUNE 1,2011
AND SPECIAL MEETING OF MAY 9,2011
5.PUBLIC PARTICIPATION -OPPORTUNITY FOR MEMBERS OF THE PUBLIC
TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE
BOARD'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
CONSENT CALENDAR
6.ITEMS TO BE ACTED UPON WITHOUT DISCUSSION,UNLESS A REQUEST
IS MADE BY A MEMBER OF THE BOARD OR THE PUBLIC TO DISCUSS A
PARTICULAR ITEM:
a)APPROVE ADJUSTING THE WHEELING RATE FOR THE DELIVERY
OF TREATY WATERS TO THE CITY OF TIJUANA TO $65.39 PER
ACRE-FOOT FOR THE CALENDAR YEAR 2012
b)AUTHORIZE THE GENERAL MANAGER TO NEGOTIATE AND ENTER
INTO AN AGREEMENT WITH ABLEFORCE,INC.IN THE AMOUNT OF
$161,500 TO COVER THE COST OF 1900 HOURS OF PROGRAMMING
SERVICES THROUGH JUNE 30,2012
c)AUTHORIZE THE GENERAL MANAGER TO ENTER INTO AN AGREE-
MENT WITH HARTFORD,WHICH MAY BE EXTENDED UP TO THREE
YEARS,TO PROVIDE SHORT TERM AND LONG TERM DISABILITY
(STD/LTO)INSURANCE BASED ON THE RATE OF $0.043 PER $100
OF MONTHLY PAYROLL FOR STD AND $0.51 FOR LTD FROM JANU-
ARY 1,2012 THROUGH/UP TO DECEMBER 2014
1
d)ADOPT RESOLUTION NO.4190 TO REVISE AND UPDATE THE FOL-
LOWING DISTRICT BOARD POLICIES:
•USE OF DISTRICT VEHICLES AND CAR ALLOWANCE (POLICY
NO.14)
•STAFF TRAVEL AND BUSINESS RELATED EXPENSES (POLICY
NO.34)
•POLICY AGAINST DISCRIMINATION AND HARASSMENT AND
COMPLAINT PROCEDURE (POLICY NO.47)
e)CONSIDER CASTING VOTES FOR AN ALTERNATE SPECIAL DIS-
TRICT MEMBER ON LAFCO'S COMMISSION AND EIGHT (8)SPECIAL
DISTRICTS ADVISORY COMMITTEE MEMBERS IN THE LAFCO SPE-
CIAL DISTRICTS 2011 ELECTION
f)APPROVE A CONSTRUCTION CONTRACT WITH 3-D ENTERPRISES,
INC.IN AN AMOUNT NOT-TO-EXCEED $53,500 FOR HVAC IMPRO-
VEMENTS AT THE 803-1 AND 850-2 PUMP STATIONS
g)APPROVE AN AS-NEEDED ENGINEERING DESIGN SERVICES CON-
TRACT WITH ATKINS IN AN AMOUNT NOT-TO-EXCEED $175,000
FOR FISCAL YEARS 2012 AND 2013
h)APPROVE AN AS-NEEDED CONSTRUCTION MANAGEMENT AND IN-
SPECTION SERVICES CONTRACT WITH VALLEY CONSTRUCTION
MANAGEMENT IN AN AMOUNT NOT-TO-EXCEED $175,000 FOR FIS-
CAL YEARS 2012 AND 2013
i)APPROVE AN AS-NEEDED TRAFFIC ENGINEERING SERVICES CON-
TRACT WITH INFRASTRUCTURE ENGINEERS IN AN AMOUNT NOT-
TO-EXCEED $175,000 FOR FISCAL YEARS 2012 AND 2013
ACTION ITEMS
7.ENGINEERING AND WATER OPERATIONS
a)APPROVE THE WATER SUPPLY ASSESSMENT REPORT DATED JU-
LY 2011 FOR THE PIO PICO ENERGY CENTER PROJECT AS RE-
QUIRED BY SENATE BILL 610 (KENNEDY)
8.BOARD
a)DISCUSSION OF 2011 BOARD MEETING CALENDAR
b)DISCUSSION OF RETIREE HEALTHCARE BENEFITS
INFORMATIONAL ITEMS
2
9.THIS ITEM IS PROVIDED TO THE BOARD FOR INFORMATIONAL PURPOS-
ES ONLY.NO ACTION IS REQUIRED ON THE FOLLOWING AGENDA ITEMS:
a)REVIEW OF THE DISTRICT'S REGIONAL POWER OUTAGE REPORT
(PORRAS)
b)INFORMATIONAL REPORT REGARDING CUSTOMER NOTICES OF
THE APPROVED WATER AND SEWER RATE INCREASES EFFECTIVE
JANUARY 1,2012 (MENDEZ-SCHOMER)
REPORTS
10.GENERAL MANAGER'S REPORT
a)SAN DIEGO COUNTY WATER AUTHORITY UPDATE
11.DIRECTORS'REPORTS/REQUESTS
12.PRESIDENT'S REPORT/REQUESTS
RECESS TO CLOSED SESSION
13.CLOSED SESSION
a)CONFERENCE WITH LEGAL COUNSEL -ANTICIPATED LITIGATION
[GOVERNMENT CODE §54956.9]
(I)SALT CREEK GOLF,LLC,UNITED STATES BANKRUPTCY
COURT,CASE NO.11-13898-LA11
2 CASES
RETURN TO OPEN SESSION
14.ADJOURNMENT
3
All items appearing on this agenda,whether or not expressly listed for action,may be
deliberated and may be subject to action by the Board.
The Agenda,and any attachments containing written information, are available at the
District's website at www.otaywater.gov.Written changes to any items to be considered
at the open meeting,or to any attachments,will be posted on the District's website.
Copies of the Agenda and all attachments are also available through the District
Secretary by contacting her at (619)670-2280.
If you have any disability which would require accommodation in order to enable you to
participate in this meeting,please call the District Secretary at (619)670-2280 at least
24 hours prior to the meeting.
Certification of Posting
I certify that on September 30,2011,I posted a copy of the foregoing agenda
near the regular meeting place of the Board of Directors of Otay Water District,said
time being at least 72 hours in advance of the regular meeting of the Board of Directors
(Government Code Section §54954.2).
Executed at Spring Valley,California on September 30,2011.
,Susan Cruz,District Secretary
4
AGENDA ITEM 4
MINUTES OF THE
BOARD OF DIRECTORS MEETING OF THE
OTAYWATER DISTRICT
June 1,2011
1.The meeting was called to order by President Bonilla at 3:31 p.m.
2.ROLL CALL
Directors Present:
Directors Absent:
Staff Present:
Bonilla,Croucher,Gonzalez,Lopez and Robak
None
General Manager Mark Watton,Asst.General Manager of
Administration and Finance German Alvarez,Asst.General
Manager of Engineering and Water Operations Manny
Magana,Attorney Richard Romero,Chief of Information
Technology Geoff Stevens,Chief Financial Officer Joe
Beachem,Chief of Engineering Rod Posada,Chief of
Operations Pedro Porras,Chief of Administration Rom Sarno,
District Secretary Susan Cruz and others per attached list.
3 PLEDGE OF ALLEGIANCE
4.APPROVAL OF AGENDA
A motion was made by Director Robak,seconded by Director Lopez and carried
with the following vote:
Ayes:
Noes:
Abstain:
Absent:
Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
None
None
None
to approve the agenda.
5.APPROVE THE MINUTES OF THE REGULAR MEETING OF NOVEMBER 3,2010
A motion was made by Director Robak,seconded by Director Lopez and carried
with the following vote:
Ayes:
Noes:
Abstain:
Absent:
Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
None
None
None
to approve the minutes of the regular meeting of November 3,2010.
1
6.PUBLIC PARTICIPATION -OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S
JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
No one wished to be heard.
7.PRESENTATION OF AWARDS
Assistant General Manager Magana announced that the Engineering and Water
Operations Divisions received the following awards from several organizations:
a)AMERICAN PUBLIC WORKS ASSOCIATION:
I.PROJECT OF THE YEAR AWARD FOR THE JAMACHA ROAD
PIPELINE PROJECT
ii.HONOR AWARD FOR THE 1296-3 RESERVOIR PROJECT
b)AMERICAN SOCIETY OF CIVIL ENGEERS
I.AWARD OF EXCELLENCE IN WATER QUALITY FOR THE
JAMACHA ROAD PIPELINE PROJECT
il.AWARD OF EXCELLENCE IN WATER TREATMENT FOR THE
1296-3 RESERVOIR PROJECT
c)CONSTRUCTION MANAGEMENT ASSOCIATION OF AMERICA
I.ACHIEVEMENT AWARD FOR THE JAMACHA ROAD 36-INCH
PIPELINE FOR PUBLIC WORKS PROJECST
ii.DISTINGUISHED OWNER HONOREE AWARD
He stated that these are very prestigious awards and was the result of team effort.
Director Croucher noted that Mr.Frank Biehl of Lee &Ro,Inc.had contributed to
the success of the Jamacha Road 36-inch Pipeline Project and he also wished to
recognize him and his firm for their contributions to the project.
CONSENT CALENDAR
8.ITEMS TO BE ACTED UPON WITHOUT DISCUSSION,UNLESS A REQUEST IS
MADE BY A MEMBER OF THE BOARD OR THE PUBLIC TO DISCUSS A
PARTICULAR ITEM:
A motion was made by Director Croucher,seconded by Director Gonzalez and
carried with the following vote:
Ayes:Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
2
Noes:None
Abstain:None
Absent:None
to approve the following consent calendar items:
a)APPROVE THE ISSUANCE OF A PURCHASE ORDER TO PROPULSION
CONTROLS ENGINEERING IN THE AMOUNT OF $103,356 FOR THE
REMANUFACTURE OF MOTORS FOR THE 803-1 AND 850-2 PUMP
STATIONS
b)APPROVE AN INCREASE TO THE FISCAL YEAR 2011 BUDGET FOR CIP
P2490 FOR THE 1296-1 RESERVOIR INTERIOR/EXTERIOR COATING
PROJECT FROM $350,000 TO $475,000
c)APPROVE THE ISSUANCE OF A PURCHASE ORDER TO KIRK PAVING
IN AN AMOUNT NOT-TO-EXCEED $200,000 FOR AS-NEEDED ASPHALT
PAVING SERVICES FROM JULY 1,2011 THROUGH JUNE 30,2012
d)APPROVE A REIMBURSEMENT AGREEMENT WITH MS.DEVELOPMENT
COMPANY (MSDC)LLC,A CALIFORNIA LIMITED LIABILITY COMPANY,
IN AN AMOUNT NOT-TO-EXCEED $162,305.85 AND TO REIMBURSE
MSDC FOR THE COMPLETION OF THE CONSTRUCTION OF A
PORTION OF THE CAPITAL IMPROVEMENT PROJECT FOR AIRWAY
BUSINESS CENTER -RECPL-16-INCH 860 ZONE RECYCLED PIPELINE
ON AIRWAY ROAD
e)APPROVE A REIMBURSEMENT AGREEMENT WITH ASPIRE-ENCORE
AT RANCHO DEL REY HOMEOWNER'S ASSOCIATION FOR UP TO 50%
OF THE CONSTRUCTION COSTS,NOT-TO-EXCEED $25,500,FOR THE
CONVERSION OF AN EXISTING MULTI-FAMILY DEVELOPMENT FROM
A POTABLE WATER IRRIGATION SYSTEM TO A RECYCLED WATER
IRRIGATION SYSTEM
f)APPROVE RESOLUTION NO.4176 DECLARING AN END TO WATER
SHORTAGE RESPONSE PLAN LEVEL I
g)AUTHORIZE THE GENERAL MANAGER TO NEGOTIATE AND EXECUTE
TWO-YEAR AGREEMENTS WITH THREE ONE-YEAR OPTION
RENEWALS WITH GREEN RIDGE LANDSCAPE,INC.FOR LANDSCAPE
MAINTENANCE SERVICES,AND PRIORITY BUILDING SERVICES,LLC,
FOR JANITORIAL SERVICES
h)NOMINATE DISTRICT DIRECTOR,GARY CROUCHER,TO THE SAN
DIEGO LOCAL AGENCY FORMATION COMMISSION'S (LAFCO)SPECIAL
DISTRICTS ADVISORY COMMITTEE AND CONSIDER NOMINATING A
DISTRICT REPRESENTATIVE FOR A REGULAR DISTRICT MEMBER ON
LAFCO'S COMMISSION
3
ACTION ITEMS
9.ENGINEERING AND WATER OPERATIONS
a)PUBLIC HEARING TO RECEIVE COMMENTS FROM THE PUBLIC
REGARDING OTAY WATER DISTRICTS 2010 URBAN WATER
MANAGEMENT PLAN
Associate Civil Engineer Bob Kennedy indicated that the California Urban
Water Management Planning Act requires urban water purveyors to prepare
an Urban Water Management Plan (UWMP)every five years.In accordance
with the Act,Otay has prepared its plan and is presenting it for adoption by
the District's board so it may be submitted to the California Department of
Water Resources (DWR)by the deadline of July 31,2011.He noted that the
presented plan is the third prepared by the District.He stated that legal
notices were published in the Union-Tribune,Daily Transcript,The Star News
and the East County Californian and letters were forwarded to local business
groups,local public agencies,water agencies and community planning
groups notifying them of today's public hearing.He noted that the plan has
also been posted on the District's website and copies were forwarded to
thirteen local libraries.
He indicated that the plan includes detailed information about future supply
development and elements of drought management planning.He reviewed
in detail the preparation of the UWMP and indicated that the benefit of
preparing the plan is it documents existing and future supplies available to
meet demands.The plan is also required for the District to be eligible to
receive funding for drought assistance from the State and is the supporting
document in the preparation of Water Supply Assessment and Verification
Reports required under SB 610 and 221.The UWMP also addresses and
the District is prepared to meet the goal of SBX 7-7 to reduce California's
urban per capita water use by 20 percent by December 31,2020 with an
incremental goal of reducing per capita water use by 10 percent by
December 31,2015.He stated that after July 1,2016,water purveyor will
not be eligible for State water grants or loans unless they comply with SBX 7-
7.
Associate Civil Engineer Kennedy indicated that since the draft plan was
distributed for comment,staff has updated/added the following to the plan:
•The Public noticing section will be updated.
•Financial Data on water shortage contingency was added.
•Added the data entered into DWR's website along with the target
compliance coverage report from DWR that states that the District is
on-track.This information will also be added to Appendix I of the plan.
4
The plan will also be updated with comments received today during the
public hearing.
He further shared that this item was reviewed by the District's Engineering,
Operations and Water Resources Committee and the notes from the
committee's discussion is included in staffs'report.Staff is presenting a
Resolution for the board's consideration to adopt the District's 2010 UWMP.
Director Croucher indicated that he wished to recognize staff for their work
on the UWMP and stated that staff was able to answer the Engineering
Operations and Water Resources Committee member's questions.Director
Lopez indicated that the committee also discussed the on-going issue with
the City of San Diego with regard to their water rate study.General Manager
Watton indicated that staff is developing an issue paper with the City of San
Diego and will be meeting on the issue very soon.
Director Robak inquired about the District's per capita water use.Water
Conservation Manager William Granger indicated that in 2010 the District's
per capita water use was 140 gallons per day (GPD).It was noted that the
District utilizes 190 GPD as a baseline.This figure was based on the period
before recycled water was delivered to the District from the City of San
Diego's South Bay Water Reclamation Plant and there has been a drastic
change since 2007 on water demand as a result of the recycled water from
the South Bay plant.Because of this,the District's baseline is much higher
than what we see today.General Manager Watton further explained that the
District is provided a choice of utilizing four different methodologies to
determine water use and is utilizing Methodology 1 as it is most applicable to
the District's situation.Based on the methodology,the baseline is
determined to be 190 GPD which is a bit higher than current average
consumption;however,it is the methodology that most closely fits the
District's situation.Director Croucher indicated that there is different
consumption criterion that affects the District in different ways,such as,the
three-year rolling average or the Tier I and II CWA rate structure,etc.The
District could be more restrictive in determining its water use baseline,but it
is utilizing the provided methodologies and,in this particular situation,it puts
the District in a good position.
The floor was opened for members of the public to comment on the District's
draft UWMP.General Manager Watton asked if there was anyone from the
public that would like to comment on this item.No one wished to be heard.
i.ADOPT RESOLUTION NO.4175 APPROVING THE DISTRICT'S
2010 URBAN WATER MANAGEMENT PLAN
A motion was made by Director Croucher,seconded by Director Gonzalez
and carried with the following vote:
Ayes:Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
5
Noes:None
Abstain:None
Absent:None
to approve staffs'recommendation.
10.FINANCE,ADMINISTRATION AND INFORMATION TECHNOLOGY
a)ADOPT RESOLUTION NO.4172 APPROVING THE FORM OF
DOCUMENTS REQUIRED FOR A SUBSTITUTION OF THE LETTER OF
CREDIT FOR THE OUTSTANDING VARIABLE RATE DEBT,APPROVE
THE BOND COUNSEL AGREEMENT,AND AUTHORIZING THE GENERAL
MANAGER TO EXECUTE THE DOCUMENTS (BEACHEM)
Chief Financial Officer Beachem introduced the District's Financial Advisor,Ms.
Suzanne Harrell of Harrell &Associates,and Mr.Bob Whalen,the District's Bond
and Disclosure Counsel.He stated that staff had presented background materials
and information regarding this item at the District's special board meeting held on
May 16,2011 (a couple weeks ago).He stated that the information is the same and
provided a review.He shared that the District has evaluated this debt and the
proposed substitution of the Letter of Credit is the least expensive option.The
interest rate is very low and it is favorable for the District to maintain this debt.He
explained that the form of the documents is ready and staff is requesting that the
board approve the documents and the contract for the Bond and Disclosure
Counsel.Following today's action,the rating agencies will rate these bonds and
bond holders will be asked to submit their bonds back to the Trustee.The bonds
will then be remarketed on June 3,2011.
General Manager Watton clarified that this is not a new debt issuance.This is an
existing debt (Certificate of Participation)that was issued in 1996 for $15.4 million.
The debt is now at $1.3 million.He stated that this action provides for a substitution
of the Letter of Credit which allows the marketing of this variable interest debt.
Director Robak commented that the District would save $750,000 over the next 15
years on this debt.In response to an inquiry from Director Lopez,Chief Financial
Officer Beachem indicated that the District's current financial rating is "AA."He
stated that these bonds would have a single "A"rating,which is the same as the
bank's rating.
Director Croucher indicated that the District Finance Administration and
Communications Committee reviewed this item at a meeting held on April 21,2011.
He stated that the committee felt assured that staff had reviewed all options,
including whether to keep the debt on a variable rate,fixed rate or pay it off.It was
determined that the recommended option was the best option for the District.The
committee recommends approval of staffs'recommendation.
A motion was made by Director Lopez,seconded by Director Robak and carried
with the following vote:
6
Ayes:
Noes:
Abstain:
Absent:
Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
None
None
None
to approve staffs'recommendation.
11.ADJOURN OTAY WATER DISTRICT BOARD MEETING AND CONVENE OTAY
SERVICE CORPORATION SPECIAL BOARD MEETING
President Bonilla adjourned the Otay Water District board meeting and convened a
special meeting of the Otay Service Corporation at 4:06 p.m..
12.ADOPT RESOLUTION NO.1006 APPROVING THE FORM OF DOCUMENTS
REQUIRED FOR A SUBSTITUTION OF THE LETTER OF CREDIT FOR THE
OUTSTANDING VARIABLE RATE DEBT AND AUTHORIZING THE CHIEF
FINANCIAL OFFICER TO EXECUTE THE DOCUMENTS
A motion was made by Director Lopez,seconded by Director Robak and carried
with the following vote:
Ayes:
Noes:
Abstain:
Absent:
Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
None
None
None
to approve staffs'recommendation.
13.ADJOURN OTAY SERVICE CORPORATION SPECIAL BOARD MEETING AND
CONVENE OTAY WATER DISTRICT BOARD MEETING
President Bonilla adjourned the Otay Service Corporation special board meeting
and reconvened the Otay Water District board meeting at 4:07 p.m.
14.BOARD
a)DISCUSSION OF 2011 BOARD MEETING CALENDAR
District Secretary Susan Cruz indicated that the August board meeting had been
rescheduled to August 10,2011.
INFORMATIONAL ITEMS
15.ITEMS ARE PROVIDED TO THE BOARD FOR INFORMATIONAL PURPOSES
ONLY.NO ACTION IS REQUIRED ON THE FOLLOWING AGENDA ITEMS.
7
a)CAPITAL IMPROVEMENT PROGRAM 3RD QUARTER OF FISCAL YEAR
2011 UPDATE
Associate Civil Engineer Daniel Kay presented the third quarter CIP update in which
he highlighted the status of CIP expenditures,significant issues and progress
milestones on major projects.
He noted that the Fiscal Year 2011 CIP consists of 82 projects totaling $28.5
million.He stated that overall expenditures through the second quarter of Fiscal
Year 2011 totaled approximately $12.3 million,which is approximately 43%of the
District's fiscal year budget.
He presented a slide depicting a map showing the District's major CIP projects,their
status and their location within the District's service area.He stated,of the 23
projects depicted,one is in the planning stage,fifteen are in design,five are in
construction and two have been completed and are in service during the fiscal year.
He reviewed the status of the District's flagship projects which included the 1296-1
and 2 Reservoirs Coating Project,the 657-1 and 2 Coating and Upgrades Project,
Del Rio Road &Gillispie Drive Emergency Interconnections Project.
Associate Civil Engineer Kay also presented slides which provides the status of the
various consultant contracts for planning,design,public services,
construction/inspection and environmental.He also presented slides providing a
listing of all CIP projects planned in Fiscal Year 2011 and the status of each.
Director Robak inquired what the issue was with regard to the 1296-1 and 2
Reservoirs Coating Project and if the issue is now resolved.General Manager
Watton indicated that there were issues with Volatile Organic Compounds (VOC's)
which required the tanks to be drained and corrective action to be taken.The
increase in cost was due to additional inspections,etc.,as a result of the VOC's and
delay.The contractor is now on a path to resolve the VOC issue and complete the
project.
REPORTS
16.GENERAL MANAGER'S REPORT
GENERAL MANAGER'S REPORT
General Manager Watton highlighted information from his report that included an
update on water conservation outreach,wireless network,alternative bill payments,
USBR Title XVI Funding,the Rancho del Rey groundwater well development and
number of meters sold this past month.He also indicated that a copy of the San
Diego Business Journal's article announcing that the District's Information
Technology Officer,Geoff Stevens,has been awarded their Information Technology
Executive of the Month Award,a copy of the Union-Tribune's article regarding
students who have created their own Waterwise Garden at their school after visiting
the Water Conservation Garden,a copy of a letter to Mr.John Laird,Secretary of
8
the California Natural Resources Agency,and a copy of the San Diego County
Grand Jury's report on water rates are on the dias for each member of the board.
SAN DIEGO COUNTY WATER AUTHORITY UPDATE
Director Croucher indicated that CWA held its first "Water Talk"event and the
presentations paralleled the San Diego County Grand Jury's investigation on what
is driving the increase in the cost of water.The presentations provided detailed
information on the various projects that would provide for the development of local
water supplies to diversify our region's water supply resources and reduce reliance
on MWD and also discussed CWA's lawsuit with MWD.He stated that the
presentation is available on CWA's website and that copies will be forwarded to
members of the board.He stated that conservation will still be encouraged and will
continue to be an important message.
17.DIRECTORS'REPORTS/REQUESTS
Director Robak provided an update on Water Conservation Garden (WCG)matters
and indicated that he had presented the award for the best waterwise landscape
within the District's services area at an awards ceremony held at the WCG.He also
shared that he attended an event hosted by the organization,California Forward,a
State-wide organization who has an ambitious program that includes the
consolidation of government entities,specifically special districts.He stated that
they had so many things they were working on that they did not actually spend
much time focusing on this issue.Where this issue goes is not certain at this point.
Director Lopez congratulated Director Croucher on his nomination to LAFCO's
Advisory committee.He stated that it is rewarding to have representation of his
caliber on the committee.He stated that he was pleased that the District had
adopted its budget for the next fiscal year at the recent special board meeting and
that he had the fullest confidence that the District would work through any
challenges in the upcoming year.
Director Gonzalez indicated that he discussed with General Manager Watton the
interest of a community group within Division 1 who has an interest in conservation
and water recycling.They are currently working with an individual from the City's
Park and Recreation to see if they can move their project forward.
Director Croucher reported that he attended CSDA's Quarterly meeting.He shared
that CSDA has moved away from providing grants to individuals and,instead,are
awarding grants to organizations.He stated that due to this change,a local school,
Loma Elementary,received a grant of $486.He stated that it was very gratifying to
hear how the $486 grant had made a large positive impact to the school and to a
number of their students.He stated that it was a pleasure to hear the difference
such grants make in the community.He also announced that Director Bonilla will
be speaking at the Grand Opening of the joint training facility with San Miguel
Consolidated Fire Protection District on June 8,2011.He stated that he looked
forward to seeing members of the board at the Opening.
9
18 PRESIDENTS REPORT
President Bonilla encouraged all Directors to report on all meetings that they attend
each month in a similar fashion to Director Croucher report.He stated that the
reports are for the benefit of the public and employees and it helps them understand
the activities of the Directors and the important issues that are being discussed.He
reported on meetings he attended during the month of May 2011 and indicated that
on May 3 he attended an Ad Hoc Redistricting Committee meeting to discuss the
reapportionment of the District's divisional boundaries as required following a
census.He stated that the Ad Hoc Committee will meet once more and will then
present the boundary alternatives to the full board for consideration.On May 4 he
met with General Manager Watton and General Counsel Shinoff and discussed
various legal matters.He stated on May 9 he attended a meeting of the Ad Hoc
Legal Matters Committee where the Fenton Business Center matter was discussed.
On the same day he also attended the District's special board meeting to review the
Economic Study.He indicated on May 16 he met with General Manager Watton to
discuss items to be presented at the May committee meetings and following this
meeting he attended the special board meeting to review the District's FY 2012
budget.On April 1 he met with General Manager Watton and General Counsel Dan
Shinoff to discuss the June board agenda.
19.ADJOURNMENT
With no further business to come before the Board,President Bonilla adjourned the
meeting at4:39 p.m.
President
ATTEST:
District Secretary
10
AGENDA ITEM 4
MINUTES OF THE
SPECIAL MEETING OF THE BOARD OF DIRECTORS
OTAY WATER DISTRICT
May 9,2011
1.The meeting was called to order by President Bonilla at 3:34 p.m.
2.ROLL CALL
Directors Present:
Director Absent:
Staff Present:
Bonilla,Croucher,Gonzalez,Lopez and Robak
None
General Manager Mark Watton,Assistant General Manager of
Administration and Finance German Alvarez,Assistant General
Manager of Engineering and Water Operations Manny Magana,
General Counsel Richard Romero,Chief of Information
Technology Geoff Stevens,Chief Financial Officer Joe
Beachem,Chief of Engineering Rod Posada,Chief of
Operations Pedro Porras,Chief of Administration Rom Sarno,
District Secretary Susan Cruz and others per attached list.
3.PLEDGE OF ALLEGIANCE
4.APPROVAL OF AGENDA
A motion was made by Director Gonzalez,seconded by Director Croucher and carried
with the following vote:
Ayes:
Noes:
Abstain:
Absent:
Directors Bonilla,Croucher,Gonzalez,Lopez and Robak
None
None
None
to approve the agenda.
5.PUBLIC PARTICIPATION -OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S
JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
No one wished to be heard.
INFORMATIONAL ITEM
6 REPORT AND DISCUSSION OF THE ECONOMIC OUTLOOK FOR THE DISTRICT
AND THE EXPECTED HOUSING GROWTH RATE THROUGH 2040
1
General Manager Watton indicated that the purpose of this Special Board meeting is
to receive a report on the Economic Outlook of our region which will be utilized to
develop the District's budget.President Bonilla felt,because of the recession,it would
be helpful to the District to get a good understanding of where the economy is headed.
General Manager Mark Watton introduced Mr.Alan Nevin,Director of Economic
Research for MarketPointe Realty Advisors,who was engaged for this purpose and is
present to provide a review of his report to the full Board.
Mr.Nevin stated that the Economic Report provides an outlook of where the Otay
Water District is going in the next couple decades with a concentration in the next six
years.He indicated that the process to develop the report began with an over-all look
at the world scene and then the view was narrowed down to San Diego.
Mr.Nevin discussed some of the positive economic outlook in the future and stated
that according to SANDAG,the income level in San Diego is anticipated to rise from
$83,000 to $113,000 which is good from a retail perspective.He stated that the
unemployment rate is better than it appears which was reported to be at approximately
7%to 7.5%.He indicated that stocks are rising and interest rates are decreasing,and
that many homeowners who have mortgage loans through L1BOR have additional
spending money as a result of L1BOR's interest rates decreasing due to the recession.
He stated that the GOP is growing and indicated that retail sales and spending are
rising.Mr.Nevin also discussed the economic outlook for the supply and demand of
gas,gold and commodities.He indicated that he believes the price for these supplies
continue to increase not due to the actual supply of the goods,but because of the
futures market and what is being betted on in the London and New York stock
exchanges (speculation buying).
Mr.Nevin discussed the importance of long term growth which is an important factor
when considering the economic outlook for the future.He provided several growth
statistics that are occurring throughout the world and compared it to the United States
and indicated that 30 of 50 states in the mid-west and north east areas are
experiencing a decrease in population due to the loss of many jobs.States that have
available jobs are experiencing an increase in popUlation.He stated that 40%of the
population growth over the last decade occurred in Florida,Texas and California.San
Diego's population continues to increase approximately 300,000 every decade,
according to SANDAG.Mr.Nevin believes most of the population growth in San
Diego is in the Otay Mesa area which is growing four (4)times greater than the County
as a whole.He noted that about 20%of continued growth will be in the Otay Water
District's service area.
Mr.Nevin stated that business development in the Otay Mesa area will continue to
increase as growth in Baja California is positive.He indicated that the Maquiladoras in
Mexico will expand in growth and stated that 50%of all businesses operating there
have a presence in the San Diego area.He noted that also planned for the Otay Mesa
area is the development of a Cross-Border crossing for Mexico's International Airport
and the development of hotels.In addition,Mr.Nevin indicated that there will be an
expansion of residential development in the east Tijuana.He also stated that upon
completion of SR-125,the east side of it will be earmarked for commercial
2
development for technology firms,It was also noted that medical tourism is
anticipated to take place across the border which will impact the Otay Mesa area.
In response to a question from Director Gonzalez,Mr,Nevin stated that there are
fewer foreclosure and short-sale homes in San Diego which he believes most of those
homes were bought and are currently being rented until the housing market improves,
It is anticipated that the housing prices will increase in the next five to seven years,
In response to a question from Director Robak,Mr.Nevin stated that a report from Key
Schiller indicated that prices for condos and small homes have dropped 11 %,but their
report also indicates that prices for larger homes have gone up 2%in the past decade.
At the request of Director Robak,Mr,Nevin provided additional information regarding
San Diego's unemployment rate and indicated that unemployment claims have
dropped and job growth in San Diego has risen,He said that approximately 20,000
new jobs in 2011 are anticipated as development and construction are beginning to
increase in San Diego,
Director Lopez inquired if educational institutions in San Diego were considered in the
report.Mr.Nevin said yes and noted that the south county has been short changed
over the years,but indicated that expansion of the area will eventually occur.He
indicated that there is enough retail space in the south county area for the next 10
years and it's just a matter of time when growth will occur.
President Bonilla commended Mr.Nevin for his work on the Economic Report as it not
only included the economic forecast and growth for the Otay Mesa area,but also the
growth in other areas that surround Otay Mesa,specifically the expansion that is
occurring south of the border.President Bonilla stated that San Diego is sustaining
growth and it appears that the economic growth in the south bay area is promising.
He believes that new resources of water supply should be explored to prepare for the
anticipated growth,
In response to a question regarding potential developments east of the Otay Mesa
area,Mr.Nevin stated that he does not believe growth will occur in that area because
elected officials in San Diego will not approve development in the area,However,Mr.
Nevin did indicate that SANDAG is requesting 11,000 new homes every year and
stated that the only way to build new homes is for housing developments to be more
densely built.
General Manager Mark Watton thanked Mr.Nevin for his presence and for providing
the Economic Report to the District.He noted that Mr.Nevin's background information
was handed out to the Board members at the beginning of the meeting and indicated
that he is well known for providing economic forecasts,General Manager Watton
stated that the Economic Report is foundational and was used in the development of
the proposed budget which will be presented for the full Board's consideration at the
May 16,2011 Special Board Meeting,
3
7.With no further business to come before the Board,President Bonilla adjourned the
meeting at 4:49 p.m.
President
ATTEST:
District Secretary
4
AGENDA ITEM 6a
TYPE MEETING:
SUBMITTED BY:
APPROVED BY:
(Chief)
APPROVED BY:
(Asst GM):
SUBJECT:
STAFF REPORT
Regular Board~..>;//MEETING DATE:October 5,2011
l/~/~_S c-(:-c>;:(;;:(:~~~~;>:_.)
James Cudlip,Finarfce Mftnager W.O./G.F.NO:D!V.NO.All
·,·-t.-""".
Joseph R.Beachem,Chief Finane al Officer
German~,Assistant General Manager,Administration and
Finance
Rate Adjustment for Mexico Agreement to Transfer Water
GENERAL MANAGER'S RECOMMENDATION:
That the Board authorize the General Manager to adjust the
wheeling rate for the delivery of Treaty Waters to the City of
Tijuana to $65.39 per acre-foot for Calendar Year 2012.
COMMITTEE ACTION:
See Attachment A.
BACKGROUND:
The District's contract to deliver water to Mexico is currently
in effect through November 9,2013.Under terms and conditions
of the contract,the District's pricing for energy and O&M costs
attributable to water delivered to Mexico is due no later than
45 days prior to the start of each calendar year (CY)and will
remain constant for the calendar year.To meet this required
timing and adjust the rate effective January I,2012,the
Board's approval of the new rate is due to the United States
Commissioner no later than November 16,2011.
Deliveries of water to Mexico are based on a purchase schedule
provided by Mexico to the United States Commissioner on a
calendar year basis,and each year's deliveries are priced based
on the most current calculation of prior fiscal years'costs.
On November 3,2010,staff presented the results of their review
and the Board approved a rate for CY-2011 of $68.45 per acre-
foot.Although Mexico had initially requested water deliveries
totaling 1,610.9 acre-feet for CY-2011,ultimately they
requested all deliveries to be cancelled due to sufficient
rainfall.
ANALYSIS:
Water is pumped to the Mexico connection from the District's
870-1 Pump Station,which also pumps water to the District's
870-1 Reservoir in the Otay Mesa area.There are a total of 4
energy bills (SDG&E)attributable to the pump station and these
bills are used in the calculations for the energy portion of the
rate the District charges Mexico.The water volumes pumped to
both Mexico and the reservoir are added together,and the energy
costs for Mexico are allocated based on the respective
percentage of the total water volume.Similarly,maintenance
costs for the District's distribution infrastructure from CWA to
the Mexico border connection are computed based on Mexico's
percentage of the total water volume pumped through that portion
of the District's infrastructure.The energy costs are then
added to the maintenance and repair costs and expressed as an
overall rate per acre-foot.
Energy and operations &maintenance rates per acre-foot have
remained relatively stable since the last pricing update,with
slight savings achieved due to overall reduced usage volumes.
Based on the methodology described above,staff has recalculated
the ~unit payment due OWD for delivery charges and other
expenses ($/acre-foot)U to be used by the San Diego County Water
Authority (CWA)on their monthly billing invoices to Mexico for
water deliveries.Effective January 1,2012,the proposed rate
is $65.39 per acre-foot which is a decrease of 4.5%from
calendar year 2011 to 2012.
FISCAL IMPACT~
None.This adjustment maintains the District in a projected
cost neutral position.
STRATEGIC OUTLOOK:
The District ensures its continued financial health through
long-term financial planning,formalized financial policies,
enhanced budget controls,fair pricing,debt planning,and
improved financial reporting.
LEGAL IMPACT:
None.
2
Attachments:
A)Committee Action Form
B)Rate Calculation Sheet
3
SUBJECT/PROJECT:
ATTACHMENT A
Rate Adjustment for Mexico Agreement to Transfer Water
COMMITTEE ACTION:
The Finance,Administration,and Communications Committee
reviewed this item at a meeting held on September 19,2011.The
following comments were made:
•
•
•
•
•
•
Staff indicated that this item is presented annually to the
board.
It was indicated that Mexico had scheduled three (3)water
deliveries for calendar year 2011.However,due to the
raln,Mexico canceled all three deliveries,which they may
do at their option.
The cost for the water deliveries is based on the cost to
maintain the delivery systems.Because Mexico canceled the
requested deliveries,the District's cost was reduced as
the system did not require the same level of operation and
maintenance.
Last calendar year,the District had increased its rate by
$4.00 and,due to the reduced operational and maintenance
costs during this calendar year,the District is proposing
that the rate be reduced by $4.00 (back to the previous
rate of $65.39 per acre foot two years ago).
It was noted that the water is Mexican Colorado River
water,which is treaty water that is wheeled through
Metropolitan Water District,San Diego County Water
Authority and Otay Water District per the International
Treaty.Each agency sets their wheeling rate to deliver
the water to Mexico and are then reimbursed for their
costs.
It was noted that the cost to deliver water in the 870-1
pressure zone was $299,351.71 in FY2010.The cost was
reduced to $160,941.66 in FY2011 as Mexico canceled its
water deliveries through the system and overall consumption
was down considerably due to the amount of rainfall this
past season.
v·\Boa~d\CurBdPkg\FINjillCE\Com@~t9MexicoWaterRatel00511.doc
The committee supported staffs'recommendation and presentation
to the full board on the consent calendar.
O&M Costs
870/571 Reservoirs /Pnmp Stations
Fiscal Years 2010 -2011
Calculation of Costs,Based on Audited Fiscal Year Expenses
Attachment B
Costs
FY 2010
FY 2011
O&M Energv
89,083.57 210,268.14
36,194.23 124,747.43
Total
299,351.71
160,941.66
Totals
Consumption or Sales (In AF)
FY 2010
FY 2011
Totals
Unit Cost (per AF)
FY 2010
FY 2011
S 125,277.80 S 335,015.57 S 460,293.37
PZ871 Mexico Total
3,168.47 1,204.80 4,373.27
2,669.95 0.00 2,669.95
5,838.42 1,204.80 7,043.22
O&M Energy Total
20.37 48.08 68.45
19.09 46.30 65.39
l\1exico 'Vater Rates,on a Calendar Year Basis
CY Charges to Mexico 0&1\1 Energv
CY 2011 20.37 48.08
CY 2012 19.09 46.30
Total
68.45
65.39
AGENDA ITEM 6b
TYPE MEETING:Regular Board
SUBMITTED BY:Geof f Stevens
STAFF REPORT
MEETING DATE:
WO./G.F.NO:
October 5,2011
DIV.NO.
Chief Information Officer
Finance and Administration
APPROVED BY:
(Ass!GM):
SUBJECT:
German Alvare~/
Assistant ~t3f'Manager,
AGREEMENT WITH ABLEFORCE
SERVICES
INC.FOR AS-NEEDED PROGRAMMING
GENERAL MANAGER'S RECOMMENDATION:
That the Board of Directors authorize the General
negotiate and enter into an agreement with Ableforce
amount of $161,500 to cover the cost of 1900
programming services through June 30,2012.
COMMITTEE ACTION:
See "Attachment An .
PURPOSE:
Manager to
Inc.in the
hours of
To provide business application programming and data related
consulting services.
BACKGROUND:
Otay Water District has regularly contracted for technical
business applications programming services.These services are
utilized to modify off-the-shelf software to support
enhancements and streamlining of core business processes.
Modification of the District's software often includes complex
integration issues,which can be delivered in a cost-efficient
manner with the use of contract programming services.
Specific proj ects and applications that are currently underway
are the continued modification of our collecting and storage of
staff reports,adding new ways to receive information
electronically from our vendors,enhancing SharePoint's
functional i ty,and proposed modif ications to our capital budget
and tracking systems.Staff also anticipates that the Business
Process Review instituted in the 2012-2014 Strategic Plan will
need supporting programming support.It is estimated that 1900
hours of programming services will be needed for this work.
In accordance with the District's purchasing requirements f four
quotes were obtained.
Bids Received
Vendor Per Hour Fee
AbleForce Inc.$85
CenterBeam $97
McCinta Svs.$134
Lan Solutions $135
It is recommended that the Board authorize the General Manager
to negotiate and enter into an agreement with AbleForce Inc.f
the lowest cost provider in the amount of $161,500,to cover the
cost of providing 1900 hours of programming services.The
District has a three (3)year history of working with Ableforce
Inc.and has been very satisfied with the quality of work they
provide.
FISCAL IMPACT:1---'-'=----'-'-----'-'-----'-'---
This project will utilize funds not-to-exceed $161,500
specifically itemized in the FY 2012 Capital Budget for ClP
P2470.The current authorized budget for FY 2012 for this CIP is
$430,000 The year-to-date expenses total $94,400,this agreement
will leave a balance of $174,100.
STRATEGIC GOALS:
Strategic Plan,
for business
improvements
These items are in support of the District's
including the following strategic objectives
process improvement:3.1.2.1 and 3.1.2.3,process
of financial and accounting systems.
LEGAL IMPACT:
None.
General Manager
Attachment A -Committee Action Report
ATTACHMENT A
AGREEMENT WITH ABLE FORCE INC.FOR AS-NEEDED PROGRAMMING
SUBJECT/PROJECT:SERVICES
COMMITTEE ACTION:
The Finance,Administration,and Communications Committee
reviewed this item at a meeting held on September 19,2011.The
following comments were made:
•Staff is requesting approval of a contract for as-need
programming services in an amount not-to-exceed $161,500.
•Staff indicated that in past the District has been funding
such services through a labor account,but upon closer
reVlew,it was felt that such costs should be presented for
the board's approval so they may be aware of the
expenditures for programming services.
•The contract would provide for special programming services
for new business process changes wherein business systems
are modified to match new processes,such as,the
automation of the employee open enrollment process and the
staff report process.
•The programming to automate such business processes is tied
to items within the District's Stragetic Plan under
Business Process Improvements.
•It was discussed that the contract is for the programming
of business applications as opposed to network services.
•The service contact was competitively bid and the lowest
cost provider,AbleForce,Inc.,was selected.It was noted
that the District has,in the past,worked with all the
vendors who had bid on the contract.
•The contract will provide for programming services from
very skilled individuals at a very competitive cost.Staff
has worked with AbleForce,Inc.and has been satisfied by
the services they have provided.
The committee supported staffs'recommendation and presentation
to the full board on the consent calendar.
AGENDA ITEM 6c
TYPE MEETING:
SUBMITTED BY
APPROVED BY:
(Chief)
APPROVED BY:
(AsSL GM).
SUBJECT:
STAFF REPORT
Regular Board MEETING DATE:October 5,2011
Kelli IjHlliamso'~)O W.O.lG.F.NO:DIV.NO.All
._~
Human Resources Manager \\
.',-.-..~"",,~.-,
Rom Sarno,Chief of Adminii:trative Services
/J C/o"
German AI~Z.A-;"?As sistant General Manager,Finance and
Admi n ist r ~t'l"or{[
To Request Board Approval to Change Short Term and Long Term
Disability Insurance Carriers.
GENERAL MANAGER'S RECOMMENDATION:
To authorize the General Manager to enter into up to a three-year
agreement with Hartford to provide Short Term and Long Term
Disability (STD/LTD)Insurance based on the rate of $0.043 per $100
of monthly payroll for STD and $0.51 for LTD from January 1,2012
through up to December 2014.
COMMITTEE ACTION:
See Attachment A.
PURPOSE:
To provide information to the Board regarding proposed changes in
carriers for our Short Term Disability and Long Term Disability
(STD/LTD)Insurance.
ANALYSIS:
The Short Term and Long Term Disability insurance provides
protection for employees when they are unable to work due to an
injury or illness by providing 66 2/3%of the base salary.There lS
a 3D-day elimination period before an employee would be eligible to
receive disability payment (meaning an employee would need to be
disabled for 30 consecutive days before Short-Term Disability
insurance would begin).The District currently offers STD/LTD
insurance through UNUM.
Periodically,the District reviews insurance plans to ensure that
it is receiving the highest level service at the most cost-
effective prices.Staff recently reviewed various benefit plans
that we offer which included our STD/LTD plan.The District
solicited and received bids from the following STD/LTD carriers:
UNUM,Standard,UHC and the Hartford (Attachment B).In reviewing
all four plans,Hartford provides the same level of benefit as our
current provider at a reduced cost,has a great reputation for
customer service,and comes to us with a strong recommendation from
our benefit consultant.In addition,The Hartford is providing a
two-year rate guarantee for STD and a three-year rate guarantee on
LTD,while others are providing a rate guarantee for one or two
years.As such,Staff proposes that the Board approve changing
carriers to The Hartford effective January 1,2012.In addition to
changing carriers,the costs include an increase in the weekly
maximum from $2,770 to $3,000 for Short Term Disability and the
maximum monthly benefit from $12,000 to $13,000 for Long Term
Disability to maintain equal benefits for all employees.
FISCAL IMPACT:
The current estimated annual cost of STD/LTD insurance is $76,552
based on the District's payroll provided to our benefit consultant
and has been budgeted through our budget process.By changing
carriers the estimated annual cost is $67,196,a saving of $9,356
per year (12.2%).Over the two or three-year rate guarantees,the
District will save approximately $25,000.
LEGAL IMPACT:
Attachment A -Committee Action
Attachment B -Disability Rate Summary Rate
SUBJECT/PROJECT:
ATTACHMENT A
Approve
Insurance Carriers.
Long Term ty
COMMITTEE ACTION:
The Finance,Administration,and Communications Committee
reviewed this item at a meeting held on September 19,2011.The
following comments were made:
•
•
•
•
Periodically,staff works with the District's benefits
consultant to review the health plans and ancillary life
coverages to assure that the District is receiving the best
services at the most cost-effective prices.
Staff solicited bids for Short Term and Long Term
Disability insurance and received four bids.Staff
selected Hartford who provided the lowest bid.
Hartford is a large well rated firm,as is,the District's
current firm.The difference is the premium cost.The
premium cost bid by Hartford is $67,196 per year which
would provide an overall savings of approximately $25,000
(12%)over the next three years.Hartford has also offered
the District a two-year rate guarantee for Short Term
Disability and a three-year rate guarantee for Long Term
Disability.
In addition to changing carriers,staff reviewed and
increased the weekly and monthly cap to ensure that the
District is maintaining equal benefits.As salaries are
increasing,the District needs to adjust the cap to match
salary changes.
•It was discussed that the
transparent to employees.
disability would stay with
claims would be filed with
carrier change would be
Any employee currently
the same carrier.Any
the new carrier.
on
new
•The change also will not impact the level of benefit.
Employees will receive the same benefit,only a different
carrier will provide the benefit.
•Staff indicated that prior to bidding the insurance
service,the District's current carrier/provider had
indicated that they would be increasing the District's
premium cost by 10%.The carrier decided to maintain their
rate when the District decided to solicit bids for the
insurance services.Through the bid process,the District
was able to obtain a lower premium rate than its current
provider.
The committee supported staffs'recommendation and presentation
to the full board on the consent calendar.
Disability Combined Rate Summary
January 1,2012 -December 31,2012
UNUM UNUM
Volumel Current Renewal Standard UHC Hartford
Sbort Term Disability 1,012,592 $0.070 $0.070 $0.054 $0.070 9
Total Annual Cost:$8,506 $8,506 S6,562 S8,506 $5,225
Rate Guarantee 1 year 2 years 1 year 2 years
Long Term Disability 1,012,592 SO.56 SO.56 SO.51 SO.64 (j§)
Total Annual Cost:S68,046 $68,046 S61,971 S77,767 S61,971
Rate Guarantee 1 year 2 years 2 years 3 years
Combined STD/L.TO 76,552 76552 68,532 86,273 67196
$Increase/Decrease vs.Current SO -58,020 59,721 -59,356
%Increase/Decrease vs.Current 0.0%-10.5%12.7%-12.2%
IVolume assumptions based on June,2011 census.
Revised 09/14/11 Willis
AGENDA ITEM 6d
5TAFF REPORT
TYPE MEETING:Regular Board
SUBMITTED BY:Kelli Williamson~t<L)
Human Resources Manager
MEETING DATE:
W.O.lG.F.NO:
October 5,2011
DIV.NO.All
APPROVED BY:
(Chief)
APPROVED BY:
(Asst GM):
SUBJECT:
Rom Sarno,Chief \2~
Administrative s~rv,ices
German~z,~As:istant General Manager
Finance and Administration
ADOPT RESOLUTION #4190 TO REVISE AND UPDATE DISTRICT BOARD
POLICIES #14, #34,AND #47
GENERAL MANAGER'S RECOMMENDATION:
That the Board adopt Resolution #4190 to revise and update the
following District Board Policies:
-Use of District Vehicles and Car Allowance (Policy #14)
-Staff Travel and Business Related Expenses (Policy #34)
-Policy Against Discrimination and Harassment and Complaint
Procedure (Policy #47)
COMMITTEE ACTION:
Please see "Attachment A".
PURPOSE:
To request that the Board approve revisions and updates to the
following three (3)District Board Policies:Use of District
Vehicles and Car Allowance (Policy #14),Staff Travel and Business
Related Expenses (Policy #34),and Policy Against Discrimination
and Harassment and Complaint Procedure (Policy #47).
ANALYSIS:
All departments are responsible for the periodic review of their
respective policies and procedures.This review is necessary to
ensure departments adhere to their policies and procedures,and to
streamline business processes within the department.
After consultation with General Counsel,District staff is
recommending minor revisions to the attached policies.These
policies were also reviewed with the OWD Employees'Association.
The Association has agreed to the policies as presented.
Revisions deemed appropriate at this time are shown in the
attached strike-through versions of the policies (Attachments 81
through B3).The proposed changes mainly indicate a change in
procedure and a refinement of language.
The Di strict wi 11 receive credit towards the Di strict's Workers'
Compensation premium from the Special District Risk Management
Authority (SDRMA)for having the Policy Against Discrimination and
Harassment and Complaint Procedure and for having reviewed it on a
bi-annual basis.The District participates in the SDRMA's Credit
Incentive Program (CIP)for both the Workers'Compensation and
Property/Liability Insurance Programs.
Based on the above,it
adopt Resolut ion #4190
reVlSlons and updates
#47.
FISCAL IMPACT:
None.
STRATEGIC GOAL:
is requested that the Board of Directors
(Attachment B)lD support of the proposed
to District Board Policies #14,#34,and
Optimize the District's Operating Efficiency.
LEGAL IMPACT:
None.
/!,.-!-
~j-';
Mar~waff.on '
General Manager
./l-·"·-/··:-·'.
,·"'l
Attachments:Attachment A -Committee Action Report
Attachment B -Resolution #4190
Attachment B1 -Revisions to Policy #14
Attachment B2 -Revisions to Policy #34
Attachment B3 -Revisions to Policy #47
SUBJECT/PROJECT:
ATTACHMENT A
ADOPT RESOLUTION #4190 TO REVISE AND UPDATE DISTRICT BOARD
POLICIES #14, #34,AND #47
COMJYII'I'TEE ACTION:
The Finance,Administration,and Communications Committee
reviewed this item at a meeting held on September 19,2011.The
following comments were made:
•It was indicated that periodically,the District reviews
its policies to assure that they are up-to-date and are
consistent with current practice.
•Staff worked with the District's attorney who provided
suggested updates to the following policies.Changes
included clarifications and language changes to mirror
State law:
o Policy 14,Use of district Vehicles and Car Allowance
o Policy 34,Staff Travel and Business Related Expenses
o Policy 47,Policy Against Discrimination and
Harassment and Complaint Procedure
•Staff noted that Policy 47 is one of a nUTIilier of policies
reviewed on a bi-annual basis to qualify for credit
incentives from the District Workers'Compensation and
liability insurer,Special District Risk Management
Authority.
•It was discussed that staff travel reimbursements are
consistent with the Federal reimbursement guidelines.
There is a slight modification,in that,the District does
allow a higher reimbursement in areas where the cost for
hotel accommodations is higher,such as,Monterey
California.Such exceptions are limited.
•It was discussed with regard to Policy 14,that the
District has only one vehicle issued for personal and
•
•
business use due to job necessity.There are also vehicles
that are assigned to Operations managers and staff,for
non-personal use,who respond to breaks/emergencies during
off hours.With the exception of the Chief of Water
Operations,Executives do not drive District vehicles,but
are provided car allowances.
District vehicles are also equipped with GPS tracking
devices.The devices provide data that can be helpful when
there is an accident or an issue involving a vehicle.The
data can confirm if a particular District vehicle was/was
not speeding or was/was not in a particular area in
question.There are other features that the GPS tracking
system can provide,such as,alerts if a vehicle travels
outside the District's service area or is sitting idle for
over a particular amount of time.These features are not
currently utilized by the District,but supervisors and
managers can review the GPS data at any time as a check and
balance.
The GPS provides efficiencies by allowing the District to
locate and dispatch District vehicles that are closest to a
customer or facility requiring attention.
•It was noted that the public may view the District's
policies and procedures on the Otay website at any time.
The committee supported staffs'recommendation and presentation
to the full Board on the consent calendar.
Attachment B
RESOLUTION NO.4190
RESOLUTION OF THE BOARD OF DIRECTORS OF
THE OTAY WATER DISTRICT TO REVISE AND
UPDATE DISTRICT BOARD POLICIES #14, #34,AND #47
WHEREAS,the Board of Directors of Otay Water District
have established policies,procedures,ordinances,and
resolutions for the efficient operation of the District;and
WHEREAS,it is the policy of the District to establish
procedures to review policies,procedures,ordinances,and
resolutions periodically to ensure they are current and
relevant;and
WHEREAS,District staff has identified policy numbers 14,
34,and 47,as requiring minor revisions as per the attached
strike-through copies;updates include language refinement to
mirror current practices.
NOW,THEREFORE,BE IT RESOLVED that the Board of
Directors of the Otay Water District amends policy numbers
14,34,and 47,in the form presented to the Board at this
meeting.
PASSED,APPROVED AND ADOPTED by the Board of Directors of
the Otay Water District at a regular meeting held this 5th of
October,2011.
President
ATTEST:
Secretary
1
Attachment B1
OTAYWATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE
14 7/1/85 10/5/11
10/7/09
PURPOSE
To prescribe rules and regulations for the use of District
vehicles by Directors and employees of the District and the
provision of a car allowance for certain executive employees.
BACKGROUND
Certain District vehicles are made available for ~use by
designated employees and Directors during business hours and in
some instances during off-duty hours.Executive staff may be
provided a vehicle allowance in lieu of the availability and use
of District vehicles.
POLICY
The following rules shall apply to the use of District vehicles:
1.Executive Management
Certain District vehicles are assigned to specific executive
management employees on a 24-hour basis,including personal
use.These vehicles are provided pursuant to employment
agreements authorized by the Board of Directors or General
Manager.A list of District vehicles assigned to District
employees is maintained by Human Resources.
2.Automobile Allowance
Executive staff consisting of Department Chiefs and
Assistant General Managers may be provided a vehicle
allowance,in lieu of a District vehicle,as determined by
the General Manager.These employees shall be required to
maintain automobile insurance at ~east at the minimum levels
required by state law.These employees shall use their
personal vehicles to conduct District business within San
Diego County and may only use District vehicles for business
trips out of San Diego County,or in unusual circumstances
(i.e.,4-wheel drive necessary).
When using their personal vehicles,all operating expenses
are to be borne by these employees,eJteept employees may
receive reimbursement for mileage at established rates for
portions of any trips that are tallen on Distriet business
outside San Diego County.
3.Certain District service vehicles are assigned to specific
management,supervisory,and crew leader positions on a 24-
Page 1 of 3
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE
14 7/1/85 10/5/11
10/7/09
hour per day basis for emergency purposes.A list of
District service vehicles assigned to District employees is
maintained by Human Resources.Such personnel are
authorized to use the vehicles assigned to them day or night
to respond to District business requirements.
Each person is also authorized to use the vehicle for
transportation to and from his residence and to store the
vehicle at his residence when the vehicle is not being used
for District business.The abeve persenne1Certain
management,supervisory and crew leaders may also use the
vehicle for educational activities,personal errands during
lunch breaks and on their way to and from work,and for
medical appointments occurring during work hours.Other use
of such vehicles is not authorized.Transportation of non-
district personnel for non-district business requires the
approval of the General Manager or designee.Employees must
comply with all District policies,procedures and must
remain sensitive to the public's perception of them while
using District vehicles.The transportation of firearms,
ammunition,explosives,hazardous materials,alcoholic
beverages or illegal drugs is strictly prohibited.
Each employee assigned a District vehicle is responsible for
Social Security and income taxes relating to the commuting
value and will comply with Internal Revenue Service
regulations relating to de minimis use.
4.Use of other District vehicles (i.e.,pool vehicle)outside
of normal business hours may be made only upon prior
approval of the General Manager or designee.
5.Use of any District vehicle outside of San Diego County may
be made only with the prior approval of the General Manager
or designee.
6.District employees may use District pool vehicles only for
transportation required to perform their official District
duties.Authorization must be obtained from General Manager
or designee to transport non-District personnel in pool
vehicle while on District Business.
7.Only when a District pool vehicle is not available,may Dis-
trict employees,other than those mentioned in paragraph "1"
above,use their own private vehicles for transportation
required to perform their official District duties,and only
if the employee maintains automobile insurance in at least
the minimum amounts required by state law and a valid
California driver's license.Private motor vehicles may not
Page 2 of 3
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
USE OF DISTRICT VEHICLES AND CAR ALLOWANCE
14 7/1/85 10/5/11
10/7/09
be used for any business purpose if the above insurance and
license requirements are not in place.In such instances,
the employee shall receive reimbursement for mileage at the
established IRS rates.Authorization must be obtained from
the General Manager or a designee to transport non-District
personnel in one's own private vehicle while on District
Business.
8.The use of tobacco products,as defined in Board Policy No.
19,is prohibited in all District vehicles,including those
assigned to an employee and all vehicles available to
employees for general District business such as pool
vehicles,utility trucks,Vactor trucks,heavy equipment,
etc.
9.While driving,all activities that would distract an
employee from driving a District vehicle safely are
prohibited (i.e.,eating and drinking).The use of ~cell
phone,while driving,must comply with state law.Text
messaging,11essage te;,ting isemail,and other forms of
electronic communication are prohibited in a moving vehicle.
Passengers are also discouraged from the above activities
when they are needed to assist a driver to safely maneuver a
vehicle.Occasional snacks are acceptable as long as it
does not distract the driver or passenger from the primary
task of driving or assisting the driver.
Page 3 of 3
Attachment B2
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/07
Purpose
To provide guidelines for compensation,e"penses,and the
advancement and reimbursement of sueh expenses when work duties
require Otay Water District ("Districtff )Staff ("Staffff)to
conduct District business away from their regular work site(s)
and outside of San Diego County.
Background
Employees of the Otay Water District are called upon to travel or
conduct business related meetings,conferences,training or
functions away from their regular work site(s)and outside of the
San Diego County~in conjunction with their job functions.
Federal and State eodes laws permit and provide guidance for
reimbursement of expenses and compensation to employees while
traveling out of San Diego County on District business.
Policy
The District will reimburse Otay Water Distriet Staff for
reasonable expenses incurred while out of San Diego County at
District business related meetings,functions,conferences,
training or traveling on District business~tB-includinge,
lodging,meals,transportation,and related incidentals.The
District will compensate non-exempt employees while traveling in
accordance with District policy_,_and applicable Memorandums of
Understanding (~MOU~s~),and federal and state laws.
Procedures
A.Advances and Pre-payment of Otherwise Reimbursable Expenses
Employees may request pre-payment of registration,
transportation,and lodging,and may request an advance upon
expected costs for meals,fuel for District or rental
vehicles,public ground transportation,and taxis using the
"Staff Travel Authorization Request ff form (Exhibit A).Pre-
payments and advances shall be limited to the employee's
expenses only.Advances for per diem meals shall not exceed
the per diem allowance anticipated for the trip plus known
costs of ground transportation.Advances should be requested
in a timely manner to allow normal processing through
accounts payable.
Page 1 of 9&
OTAYWATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/§/G7
B.Reimbursement of Expenses
Each employee shall be reimbursed for travel expenses
incurred while at authorized District business related
meetings,functions,conferences,or training or traveling
on autno:'zed District sus~ne5s outside of San Diego County
as follows:
1.Accountability
Travel Expenses shall be budgeted by Staff as a part of
the annual budget process.Any travel expenses approved
with the budget shall be considered authorized for that
fiscal year only.Travel expenses included in Capital
Improvements Program ("CIP.::l budgets are also
considered authorized.Before the District expends any
funds for authorized travel that involves lodging or
public transportation expenses,the employee must
complete a "Staff Travel Authorization Request"form
(Exhibit A).The employee's Department Chief shall
approve the authorization form.When a Department Chief
is traveling,the Assistant General Manager shall
approve the authorization form.
2.Transportation
The District will pay for reasonable transportation
costs.Employees should endeavor to use the most
appropriate mode of transportation given the purpose
and nature of the trip.If for personal preference or
for non-business related reasons the employee incurs
additional travel expenses,the employee will be
responsible for the additional expenses.
a.Air Transportation
The District will reimburse employees or pre-pay
costs for economy (coach)class airfares.The
District will endeavor to purchase airline tickets
in advanceL taking advantage of discounts and low
airfares.Whenever possible,airline reservations
shall be made to permit travel during normal
business hours.
b.Automobile
1.District Vehicle:Whenever travel by vehicle
Page 2 of 9.,
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adooted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/87
is most cost effective or practical,Staff
shall endeavor to use a District vehicle.
Staff must have a valid California driver's
license to operate a District vehicle.The
District will reimburse employees for
gasoline purchases with receipts while using
a District vehicle~T however,employees
should ensure that the vehicle has sufficient
fuel to reach the desired destination and
return,or a full tank of fuel,before
departing from the District offices.
Employees must comply with the provisions of
Board of Directors Policy ~#14,"Use of
District Vehicles and Car Allowance"whenever
an employee chooses to use a District vehicle
while traveling.
2.Personal Vehicle:Employees must obtain
permission from their Department Chief before
using a personal vehicle in conjunction with
District business.
In situations where an employees uses a
personal vehicles on District business~the
employee must maintain a valid California
Driver's License and at least the minimum
automobile insurance coverage required by the
State of California,or make arrangements for
a driver who meets the above requirements.
~Administrative Services Staff will verify
that the employees or drivers ha~¥e a valid
California driver's license.Employees may
not use a personal vehicle that is not
insured according to the policy.be reimbursed
for travel in a personal vehiele if either
the license or insurance requirements are not
~Employees shall attest to mceting the
license and insurance requirements by
completing an "Authorization to Drive a
Privately Owned Vehicle on District Business"
form upon hire or as required.
If a personal vehicle is used,the employee
will be reimbursed at the current maximum
allowable tax-exempt reimbursement rate
Page 3 of 91t
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
SUbject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/87
provided by the IRS regardless of the aetual
operating eosts of the vehiele.
Employees who receive a monthly mileage
allowance are not eligible to receive
reimbursement for mileagewithin SaA Diego
County.
3.Rental Cars:The District will cover the
expenses required for use of a rental car on
District business.The maximum reimbursement
for rental cars shall be based on the rate
provided for a standard mid-sized car,unless
there is a clear business need and it is
approved by the General Manager or designee.
Upgrades or additional cost features are the
employee's responsibility.
c.Miscellaneous Transportation
Whenever practicable,bus,taxi,rail,shuttle,
etc.transportation may be used in lieu of,or In
conjunction with,the modes listed above.
3.Meals and Lodging
a.Meals and Beverages
Whenever travel outside of San Diego County
requires meals,an employee may receive the per
diem allowance at the current rate established by
~Meals and Incidental Expenses (~M&IE~)rate
for San Diego as determined ,as updated by the
U.S.General Services Administration.
1.Per diem:
a.Full Day Allowance
When an employee is traveling for a full day
and no meals are provided £er-by other
sources,such as pre-paid registration,the
per diem meal allowance shall be at the
current Domestic Per Diem £~ate provided by
for M&IE per day,or an amount that the
General Manager deems reasonable for the
occasion or circumstances.Taxes and
gratuities are inclusive.
Page 4 of 9%
GTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/07
b.Single Meal Allowance
When an employee requires an allowance for a
single meal while traveling,the per diem
meal allowance shall be at the M&IE rate
provided by '1&1E for breakfast,lunch,aREl-or
dinner as determined by the U.S.General
Services Administration,or amounts that the
General Manager deems reasonable for the
occasion or circumstances.Taxes and
gratuities are inclusive.
c.Partial Day Allowance
When an employee will be traveling for a
partial day or where a single meal is
provided for by other sources such as pre-
paid registration,the per diem allowance
amount shall be at the M&IE rate provided by
'1&15 for dirmerbreakfast,lunch,a-fl-€!
breaJcfastor dinner as determined by the u.S.
General Services Administration,or amounts
that the General Manager deems reasonable for
the occasion or circumstances.
d.Receipts do not have to be submitted for per
diem allowances.
b.Lodging
The District will reimburse employees or pre-pay
accommodations in single rooms at conference
facilities or in close proximity when applicable.
In the absence of conference accommodations,
normal single-room business,government or
commercial class accommodation may be obtained.
Under normal circumstances,lodging will not be
reimbursed for the night before a conference
starts aREl-or the night after it ends.However,in
situations where available travel schedules would
require the employee to leave home before 6:00 AM
or return home after 12:00 AM,lodging for the
night before or the night after will be
reimbursable.With prior supervisory approval,if
staying overnightL an extra night or over a
weekend at a destination allows for a reduction of
travel expenses,and the cost of accommodations is
less than the savings realized by the documented
Page 5 of 9&
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
SUbject Policy Date Date
Number Adooted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/§/O7
reduced transportation expenses,the District may
pre-payor reimburse the employee for the extra
night's lodging.Only lodging expenses may-will be
reimbursed in these situations.
4.Entertainment
The District will not cover expenses incurred for
recreation or entertainment.
5.Incidental Expenses
Unavoidable,necessary and reasonable authorized
expenses will be fully reimbursed by the District.Some
examples of allowable expenses are:
a.Telephone Calls (Business):Calls placed by the
employee to the District office or for the purpose
of conducting District business.Business related
calls should be itemized on the "Staff Expense
Claim Form"(Exhibit B).
One (1)brief
from home,up to a $10
b.Telephone Calls (Personal):
personal call each day away
maximum per day.
c.Telephone Calls (Local):Charges for local calls,
for meal or transportation reservations,or for
area information related to travel.
d.Reasonable transportation to local restaurants and
to optional functions that are a part of
conference events.
e.Reasonable gratuities.
f.Parking fees.
g.The following expenses are not reimbursable:
1.Alcoholic beverages~
2.Parking or traffic violations;
3.In-room movies;
4.Laundry service;and
5.Expenses incurred by spouses,family members,
or guests.
Page 6 of 9&
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/07
6.Compensation for Non-Exempt employees
Non-exempt employees traveling and staying overnight
are normally authorized to work only the total number
of hours they were regularly scheduled to work,
exclusive of applicable travel time.However,all
employees traveling and staying overnight are
considered by the District to be on flexible schedules.
During flexible schedules,employees'starting time,
meal period,rest periods,etc.are adjusted to
accomplish work with minimal overtime.
Should business require a non-exempt employee to
travel,function attendance and travel hours are
compensable pursuant to state law.These hours are
considered regular work hours for purposes of
calculating overtime.During aRY-all compensable hours~
an employee is subject to any and all provisions of
Otay Water District Policies and Procedures.
The following hours are compensable:
a.Actual hours spent at meetings,conferences,or
functions,excepting meals and special events of
an entertainment nature held in conjunction with a
function.
b.Actual H~ours spent in transit,excepting hours
spent in travel between the employee's residence
and the District.Any time spent in layover at a
public transportation facility is also compensable
as transit time~unless the employee chooses to
participate in recreational activities during the
layover.
~On the other hand,time spent taking a break from
travel in order to eat a meal,sleep or engage in other
personal pursuits not connected with traveling or
making necessary travel connections,such as
sightseeing,visiting friends and family,or other
activites of a recreational or entertainment nature,
are not compensable.
7.Employees'Responsibility
a.In situationsT where an employee can use the Petty
Page 7 of 9B
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
SUbject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/07
Cash procedures for reimbursement of travel
expenses,the employee may submit a "Petty Cash
Order"form (Exhibit B)to be reimbursed.If
expenses to be reimbursed are beyond the scope of
the Petty Cash procedures,employees must submit a
detailed "Staff Expense Claim Form"(Exhibit C).
Petty Cash Orders and Expense Claim Forms should
be supported by vouchers and itemized receipts of
expenditures for which reimbursement is being
requested.Receipts must be attached for all
expenses with the exception of per diem meal
allowance.If a receipt required for
reimbursement is lost,the lost receipt must be
noted on the "Staff Expense Claim Form"and
approved for reimbursement before any payment can
be made.Claim forms shall must be submitted
within 14 calendar days after the expense was
incurred.
b.Expenses will not be reimbursed for meetings that
have been pre-paid and not attended.Employees may
be required to reimburse the District for any pre-
paid expenses for any unexcused absence.The
General Manager will determine if an absence from
a pre-paid meeting is excused or unexcused.
c.When two (2)or more employees combine an expense
on one receipt,the employee requesting
reimbursement should indicate on the "Staff
Expense Claim Form"the identity of the other
persons sharing expenses.
d.Expenses incurred by spouses,family members,or
guests are the responsibility of the employee.
~e.Any misrepresentation in connection with the petty
cash order or reimbursement process will be
grounds for discipline up to and including
termination of employment.
Attachments
Exhibit A:"Staff Travel Authorization Request"
Exhibit B:"Petty Cash Order"
Page 8 of 9&
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy Date Date
Number Adopted Revised
STAFF TRAVEL AND BUSINESS RELATED 34 5/3/2000 10/5/11
EXPENSES POLICY 12/5/07
Exhibit C:"Staff Expense Claim Form"
Page 9 of 9B-
EXHIBIT A
OTAY WATER DISTRICT
STAFF TRAVEL AUTHORIZATION REQUEST
Employee Name:Date of Request:
Name and Location of Function:
Is Travel out of San Diego County?[]Yes []No*(*not eligible for staff travel)
Note:If you will be driving a District vehicle out of San Diego County or driving non-
District personnel in a District vehicle or your private vehicle,you must obtain
authorization by completing the "Vehicle Use Authorization Form OUt of County and Transport
Non-District Personnel"form.
Date(s)function to be held:
Purpose of function:
Sponsoring Organization:
Request for Pre-Payment or Advance of Fees Related to the Function:
Pre-Payment Advance
Expense Type Not Needed Requested Requested
Registration 0 $N/A
Airline 0 $N/A
Auto Rental []$N/A
Fuel -for District or Rental Cars only**[]N/A $
Taxi I Shuttle**0 N/A $
Lodging 0 $N/A
Meals -See Below []N/A $
Other Expenses -Explain Below 0 $-(*-.Advanced _r.cough petty cash.Please Total Pre-Payment Requested:o:equest these eXgenses at the concl~sion
of the trip i E
possible.)Total Advance Requested:
Lodging Preference:
Explanation of Other Expenses:
MEALS CALCULATOR
Personal funds may be used in lieu of requesting advancement for meals.Meal per diem amounts are the
same regardless of travel destination out of the County.
How many meals does the function provide?(do not include in calculation below)
( x $36
Expected
dinners
$__)+ (x $18
Expected
lunches
Employee Signature
$--)+x $12 =$__)
Expected
breakfasts
$T--o""'t-a""'l-m-e-a"'"'l
advancement
Date of Request
(Staff Expense Claim form mustshall be completed within 14 calendar days after return from travel.)
For Office Use Only Below This Line
Total Pre-Paid:$_Total Advanced:$_
Travel Approved by:_Date:_
Rev.9±-1l1B
EXHIBIT A
INSTRUCTIONS FOR PREPARATION OF
STAFF TRAVEL AUTHORIZATION REQUEST FORM
The District will reimburse for necessary expenses incurred while traveling outside of San Diego County at District business
and related meetings,functions,training or traveling on District business including common carrier fares (economy class),
automobile rental charges,District business telephone calls,one personal telephone call home each day ($10 maximum per
day),lodging,baggage handling,parking fees,meals,gratuities,etc.Please review the "Staff Travel and Business Related
Expenses Policy"to familiarize yourself with the District's requirements.
•Transportation
Employees should endeavor to use the most appropriate mode oftransportation given the purpose and nature ofthe trip.
The District will reimburse or pre-pay costs for economy (coach)class air transportation. Employees must obtain
permission from their Department Chiefor AGM before using a personal vehicle in conjunction with District business
and complete the "Vehicle Use Authorization Form Out ofCounty and Transport Non-District Personnel"fonn.
•Advances and Pre-payments
Employees may request pre-payment ofregistration,transportation,and lodging,and may request an advance for
expected costs for meals,fuel for District or rental vehicles,public ground transportation,and taxis using the "Staff
Travel Authorization Request"form.It is recommended that expenses for fuel,taxi and shuttle be reimbursed at the
conclusion ofthe trip ifpossible.
Pre-payments and advances shall be limited to the employee's expenses only.Advances should be
requested in a timely manner to allow nonnal processing through accounts payable.
•.Meals
Advances for per diem meals shall not exceed the per diem allowance anticipated for the trip.Receipts should not be
submitted for per diem meal allowances.Ifadvancement for meal allowance is not requested,employee may use their
personal funds to pay for meals and request the per diem allowance after the travel is completed by submitting the "Staff
Expense Claim Fonn."It is recommended that per diems for meals be reimbursed at the conclusion ofthe trip if
possible.CalCard may not be used for meal per diems.
Per diem meal allowance shall be at the ~Meals Incidental Expenses (:M&IE:l rate detemlined by the
U.S.General Services Administration for San Diego, or amounts that the General Manager deems reasonable for the
occasion or circumstances.Partial day's per diem allowance shall be at the M&IE rate pre\'iElee:i ey M&lE for breakfast,
lunch and dinner,or amounts that the General Manager deems reasonable for the occasion or circumstances.The per
diem meal allowance is inclusive ofand assumes expenses for taxes and gratuities.Where pre-paid registration includes
meals,only meals that are not included in the registration will be provided as per diem meal allowance.
•Receipts
Receipts must be attached for all expenses with the exception ofper diem meal allowances.Ifa receipt required for
reimbursement is lost,the lost receipt should be noted next to the expense,submitted to the Department Chief,and
approved by the Department Chiefbefore any reimbursement can be made.All receipts must have the nature of the
expense and the business purpose noted on the receipt.Any receipts that include costs ofpersonal travel (e.g.,hotel
receipt for employee and spouse)should identify what the cost would have been without personal travel (e.g.,single room
rate as opposed to double room rate).
•Staff Expense Claim Form
Upon return from travel,ifexpenses were incurred that need to be reimbursed,the ~'StaffExpense Claim Fonn"mustwU
be submitted within 14 calendar days after the expense was incurred.Advances and pre-payments shall be deducted
from expenses and reconciled with travel authorization fonns where applicable.
Department Chiefs,Assistant General Mangers or the General Manager may authorize Travel Authorization Request Fonus.
No information on the "StaffTravel Authorization Request Form"may be designated as confidential in nature.All
expenses must be fully disclosed on the form,
The following expenses are not reimbursable:
a.Alcoholic beverages
b.Parking or traffic violations
c.In-room movies
d.Laundry service
e.Entertainment or recreation
f.Expenses incurred by spouses,family members,or guests
The StaffTravel Policy does not apply to meetings,conferences,training or functions attended in the County of San Diego.
For expenses in the County of San Diego please coordinate reimbursements with your department.
Rev.2l-/1l0
PETTY CASH ORDER
DATE _
EXHIBIT B
NAME
DEPT
REQUEST REIMBURSEMENT FOR THE FOLLOWING EXPENSES:
Project Subproject Activity Cost DESCRIPTION AMOUNTType
Total:0.00
PURPOSE OF EXPENDITURES
DEPARTMENTAL APPROVAL
CASH RECEIVED BY
NOTE:RECEIPTS MUST BE ATTACHED.FORM IS NOT TO BE USED
FOR OVERNIGHT TRAVEL.
DATE
EXHIBIT C
Vendor #:
Pay to:
OTAY WATER DISTRICT
STAFF EXPENSE CLAIM FORM
Date:-----------------
Period Covered:
Employee Number From:To:
ITEMIZED REIMBURSEMENTS CLAIMED
(Attach receipts for all expenses,except for per diem meal and beverage allowances.)
TOTAL LESS LESS TOTAL
DESCRIPTION OF'REIMBURSABLE AMOUNT AMOUNT AMOUNT
DATE REIMBURSEMENT AMOUNT PREPAID ADVANCED CLAIMED
ACCOUNT CODINGS:Project Subproject Activity Code
1)
2)
3)
4)
For Travel Reimbursements:
Cost Type Department
Nature of Travel:
Destination:
Date Travel Commenced
Date Travel Terminated-------------
Total Mileage Claimed Miles x $.Rate-------'--------$
Total Reimbursements Claimed:$--'------
Employee Signature Date
Approved by Date
Rev.4110
EXHIBIT C
INSTRUCTIONS FOR PREPARATION OF
STAFF EXPENSE CLAIM FORM
The District will not reimburse the cost of travel of a personal nature taken in
conjunction with travel on official business.Per diem meal allowance shall be
at the rate provided by the Meals Incidental Expenses (M&IE),or amounts that
the General Manager deems reasonable for the occasion or circumstances.Partial
day's per diem allowance shall be at the rate provided by M&IE for breakfast,
lunch and dinner,or amounts that the General Manager deems reasonable for the
occasion or circumstances.The per diem meal allowance is inclusive of and
assumes expenses for taxes and gratuities of up to 15%.Where pre-paid
registration includes meals,only meals that are not included in the registration
will be provided as per diem meal allowance.
Any receipts that include costs of personal travel
employee and spouse)should identify what the cost
personal travel ie.g.,single room rate as opposed
ie.g.,hotel receipt for
would have been without
to double room rate).
Mileage will be reimbursed for travel using personal vehicles only if a District
vehicle is not available.In order to be reimbursed for mileage,employees must
have a valid Driver's License and current automobile insurance that meets or
exceeds State minimum insurance requirements.
Advances and pre-payments shall be deducted from expenses and reconciled with
travel authorization forms where applicable.
Department Chiefs or the General Manager may authorize Expense Claim Forms.
Claim forms mustshall be submitted within 14 calendar days after the expense was
incurred.
No information on the Expense Claim Form may be designated as confidential in
nature.All expenses must be fully disclosed on the form.
The following expenses are not reimbursable:
a.Alcoholic beverages
b.Parking or traffic violations
d.Laundry service
e.Entertainment or recreation
f.c.In-room movies Expenses incurred by spouses,family
members,or guests.
g.Meetings,conferences,training or
functions attended in the County of
San Diego.
Rev.9/11~
Attachment 83
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject:POLICY AGAINST DISCRIMINATION AND Policy Date Date
HARASSMENT AND COMPLAINT PROCEDURE Number Adopted Revised
47 10/11/05 10/5/11
9/2/09
PURPOSE
The purpose~of this policy are-~to Ii)advise all employees that
the Otay Water District I"District'~l disapproves of and will not
tolerate unlawful discrimination or harassment of its employees,or
retaliation against those who report such behavior,and Iii)set
forth a procedure for investigating and resolving internal
complaints of discrimination,harassment,or retaliation.
POLICY
The District is committed to providing a work environment free of
unlawful discrimination,harassment,or retaliation against those
who report discrimination or harassment.Discrimination or
harassment based on sex I including gender,pregnancy,childbirth or
related medical condition),race,color,religion,national origin,
ancestry,physical or mental disability,medical condition,marital
status,age,sexual orientation or any other proteeted class (as
recogRized by the U.s.Equal EmploymeRt Opportunity CommissioR or
the CaliforRia DepartmeRt of fair Employment and I1ousiRg)basis
protected by federal,state or local law is prohibited.
Discrimination or harassment based on the perception that a person
has any of those characteristics,or is associated with a person who
has or is perceived as having any of those characteristics,is
prohibited.Retaliation against any person who complains of
unlawful discrimination or harassment or who provides evidence
relating to such a complaint,is prohibited.
This Policy applies to all terms and conditions of employment,
including,but not limited to:hiring,placement,advancement,
promotion,disciplinary action,layoff,recall,transfer,leave of
absence,compensation and training.It applies to each District
employee,member of the Board of Directors,and to all vendors
conducting business with the District.Similarly,the District will
not tolerate discrimination or harassment by its employees of non-
employees with whom the District employees have a business,service
or professional relationship.The District will also attempt to
protect employees from harassment by non-employees in the workplace.
Page 1 of 5
DTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject:POLICY AGAINST DISCRIMINATION AND Policy Date Date
HARASSMENT AND COMPLAINT PROCEDURE Number Adopted Revised
47 10/11/0S 10/S/11
9/2/09
DEFINITIONS
action that is based on an
a protected class that adversely
employee's work conditions,terms
Discrimination Any decision or
individual's status as a member of
affects a District employee or the
of employment,or work environment.
Harassment Any decision or action that is based on a District
employee's status as a member of a protected class,made for the
purpose or having the effect of adversely affecting that employee's
work conditions,terms of employment,or work environment.
Harassment may include,but is not limited to:
•Verbal conduct such as epithets,derogatory jokes or
comments,slurs,or unwelcome sexual advances,invitations or
comments;
•Visual displays such as derogatory and/or sexually-oriented
posters,photography,cartoons,drawings or gestures;
•Physical conduct including assault,unwanted touching,
intentionally blocking normal movement or interfering with
work;
•Threats and demands to submit to sexual requests as a
condition of continued employment or to avoid an adverse
consequence,and offers of employment benefits in return for
sexual favors.
Such conduct constitutes harassment when (11 submission to the
conduct is made either an explicit or implicit condition of
employment;(2)submission or rej ection of the conduct is used as
the basis for an employment decision;or (3)the harassment
interferes with an employee's work performance or creates an
intimidating,hostile,or offensive work environment.
Protected Class -Any class of persons who share a common sex,race,
color,religion,national origin,ancestry,physical or mental
disability,medical condition,marital status,age,sexual
orientation,or any other "protected class"recogni zed by the u.s.
Equa'Employment Opportunity COffiffiission or the California Department
of Fair Employment and Ilousingfederal,state or local laws.For
purposes of this definition,"sex"includes gender,pregnancy,
childbirth,or a pregnancy-or childbirth-related medical condition.
Page 2 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject:POLICY AGAINST DISCRIMINATION AND Policy Date Date
HARASSMENT AND COMPLAINT PROCEDURE Number Adopted Revised
47 10/11/05 10/5/11
9/2/09
Retaliation -Any decision or action that is based on the fact that
a District employee has previously complained of discrimination,
harassment,or retaliation prohibited by this Policy (regardless of
whether a formal complaint has been made)or has provided evidence
in the investigation of another District employee's complaint under
this Policy,made for the purpose of adversely affecting the
employee's conditions of employment,terms of employment,or work
environment.
Sexual Harassment A form of harassment that is based on an
employee's gender but which objectively and subjectively creates an
adverse impact on the employee regardless of the purpose or intent
of the alleged harasser.
COMPLAINT PROCEDURE
An employee or job applicant who believes he or she has been the
victim of discrimination,harassment,or retaliation by a District
employee,a member of the Board of Directors,or a vendor may make a
complaint verbally,or in writing by completing the District's
Discrimination and Harassment Complaint Form.An employee may make
a complaint to any of the following:
•Human Resources;
•Any supervisor,manager,Department Chief,Assistant General
Manager,or General Manager;
•Complaints against the General Manager should be directed to
the President of the Board of Directors.
Applicants may make a complaint to any of the following:
•Human Resources or;
•General Manager.
Any person described above shall forward each written discrimination
complaint to the General Manager or designee immediately of
receiving the complaint or having knowledge of the complaint.If a
complaint is made verbally,the person receiving the complaint shall
notify Human Resources immediately.
Page 3 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject:POLICY AGAINST DISCRIMINATION AND Policy Date Date
HARASSMENT AND COMPLAINT PROCEDURE Number Adopted Revised
47 10/11/05 10/5/11
9/2/09
Every reported complaint of discrimination,harassment or
retaliation will be investigated thoroughly and promptly.If any
manager,supervisor,Department Chief,or Assistant General Manager
becomes aware of or suspects discrimination,harassment,or
retaliation against a District employee or applicant,or any
allegation thereof,he/she must immediately notify the Human
Resources Manager of the relevant facts and circumstances.
The General Manager or designee may conduct the investigation of
alleged discrimination,harassment,or retaliation,or may delegate
responsibility for the investigation to another District management
employee.If the complaint is against the General Manager,the
President of the Board of Directors shall be responsible for
conducting the investigation,assigning another management employee,
or outside investigator and overseeing the investigation.If the
complaint is against the Board of Directors,the General Manager
shall be responsible for contracting with an outside investigator to
conduct the investigation.The Board will take appropriate action
based on the findings.
During its investigation,the District shall take appropriate steps
to protect the privacy of all parties involved.This shall not be
construed to justify refusing to inform a person who has been
accused of violating this Policy of the identity of the complainant
and witnesses against him/her,however.Reports of discrimination,
harassment,or retaliation may not be made anonymously,but
information regarding any report and subsequent investigation will
be disseminated on a "need to know ff basis.
In the event that an investigation will take longer than 60 calendar
days to complete,the investigator must notify the complainant of
this fact prior to the expiration of 60 days and provide an
anticipated completion date,in writing.
If a finding is made that discrimination,harassment,or retaliation
has occurred,the District shall take remedial action appropriate to
the circumstances,which may include disciplinary action up to and
Page 4 of 5
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject:POLICY AGAINST DISCRIMINATION AND Policy Date Date
HARASSMENT AND COMPLAINT PROCEDURE Number Adopted Revised
47 10/11/05 10/5/11
9/2/09
including termination for an employee who has violated this Policy
or sanctions for a vendor who has violated this Policy.
Every District employee has a duty to participate in good faith in
any investigation conducted under this Policy.Failure to
participate in good faith is a ground for disciplinary action
appropriate to the circumstances.All employees are encouraged to
report in good faith discrimination,harassment,or retaliation.
The District will not tolerate retaliation against any employee
making a good faith complaint of discrimination,harassment or
retaliation,or for cooperating in an investigation.However,
reports made maliciously or in bad faith may subject an employee to
disciplinary action appropriate to the circumstances up to and
including termination.
The action of making a complaint does not preclude a complainant
from filing a complaint with the appropriate State or Federal
agency.For information as to where to file a claim,an employee
may contact the Equal Employment Opportunity Commission at
www.eeoc.gov or (213)894-1000 or the Department of Fair
Employment and Housing at www.dfeh.ca.gov or(800)884-1684.
POLICY HISTORY
Human Resources Policy and Procedure,Effective August 4,1993.
Board Policy adopted October 11,2005.
Page 5 of 5
AGENDA ITEM 6e
TYPE MEETING:Special Board
SUBMITTED BY:Mark Watton t
General Manager
APPROVED BY:
STAFF REPORT
MEETING
DATE:
W.O.lG.F.NO:
October 5 t 2011
DIV.NO.
SUBJECT:Local Area Formation Commission (LAFCO)Special Districts
2011 Election
GENERAL MANAGER'S RECOMMENDATION:
That the Board consider casting votes for an Alternate Special District
Member on LAFCO's Commission and eight (8)Special Districts Advisory
Committee members in the LAFCO Special Districts 2011 Election.
COMMITTEE ACTION:
N/A
PURPOSE:
To present for the Board's consideration the LAFCO Special Districts
2011 Election ballots.
ANALYSIS:
In April of this year t LAFCO solicited nominations for an Alternate
Special District Member on their Commission and eight (8)Special
Districts Advisory Committee members.The District's Finance,
Administration and Communications Committee reviewed the request for
nominations at a meeting held on May 18,2011 and recommended
nominating Director Croucher for the Special Districts Advisory
Committee.The board concurred at the June I,2011 board meeting.
The District has received the ballots for the election along with the
Nominating Committee/s report and recommendations,and the candidates t
nomination forms (please see attached).
Ballots must be submitted to LAFCO by October 21 1 2011.
FISCAL IMPACT:
None.
STRATEGIC GOAL:
Participating would support the strategic goal of maintaining effective
communications with other cities,special districts,State and Federal
governments,community organizations and Mexico.
LEGAL IMPACT:
None.
';/:f
General Manage'r
Attachments:
LAFCO Correspondence
LAFCO Nominating Committee Report and Ballots
Candidates'Nomination Forms
SUBJECT/PROJECT:
ATTACHMENT A
Local Area Formation Commission (LAFCO)Special Districts
2011 Election
COMMITTEE ACTION,
The Finance,Administration and Communications Committee
reviewed this item at a meeting held on September 19,2011 and
the committee recommended that the District cast a vote for Ms.
Jo McKenzie,Vista Irrigation District,to re-elect her to the
Alternate LAFCO Special District Member seat and cast votes for
all eight (8)candidates,including Director Croucher,to seats
on LAFCO's Special Districts Advisory Committee.Following the
discussion,the committee recommended that this item be
presented for the full board's consideration.
San Diego Local Agency Formation Commission
9335 Hazard Way"Suite 200 ..San Diego,CA 92123
(858)614-7755 ..FAX (858)614-7766
Website www.sdlafco.org
Chairman September 6,2011
SUBJECT:2011 Special Districts Election
Carl Hilliard
Councilmember
City of De!Mar
Vice Chairwoman
Dianne Jacob
County Board of
Supelvisors
Members
TO:
FROM:
Independent Special Districts of San Diego County
Executive Officer
Local Agency Formation Commission
Bill Horn
County Board of
Supervisors
Bud Pocklington
South Bay
Irrigation District
Mark Lewis
Mayor
City of EI Cajon
John Ingalls
Santa Fe
Irrigation District
Andrew L.Vanderlaan
Public Member
Lorie Zapf
Councilmember
City of San Diego
Alternate Members
Greg Cox
County Board of
Supervisors
Sherri Lightner
Councilmember
City of San Diego
Jim Janney
Mayor
City of Imperial Beach
Jo MacKenzie
Vista Irrigation District
Harry Mathis
Public Member
Executive Officer
Michael D.Ott
Counsel
Thomas Bosworth
By our letter of April 18,2011,we solicited nominations for one LAFCO
alternate Special District member and nine positions on the Special
Districts Advisory Committee with one short-term expiring in 2012.By the
deadline of June 3,2011,three nominations for the alternate Commission
member,and eight nominations for nine positions on the Advisory
Committee were received.Because fewer nominations were submitted for
the nine available positions on the Advisory Committee,Write-In
nominations are encouraged.The candidate with the ninth highest number
of votes will receive a term on the Advisory Committee expiring in 2012.
The terms for the other eight positions are for four-years.As required by
the Selection Committee Rules,all eligible nominations were forwarded to
the Nominating Comm·lttee.The 2011 Nominating Committee was
comprised of Larry Jackman (San Miguel Consolidated Fire Protection
District),Dennis Shepard (North County Cemetery District),and Gary
Arant (Valley Center Municipal Water District).LAFCO Consultant
Harry Ehrlich met with the Nominating Committee to discuss a
recommended slate of nominees for the open positions.A copy of the
Nominating Committee's Report and Recommendations is attached
(Attachment 1).Special District Election Ballot and Vote Certifications
form on which to record your votes (Attachment 2).A list of the eligible
independent special districts is provided for your convenience
(Attachment 3).Please note that LAFCO staff has not included any of the
candidates'promotional materials with the election materials.Lastly,
attached are the Special District Summary of Nominations and copies of
Nomination Forms (Attachment 4).
With respect to ballots,there is a separate ballot for each position:yellow
for the LAFCO alternate special district member,and blue for the advisory
committee members.Be sure each ballot is marked only for the
number of positions to be voted for in that category.A ballot that is
cast for more than the indicated number of positions will be
disregarded.
Independent Special Districts
September 6,2011
Page Two
The ballots should be considered by your full district board.State Law and the Selection
Committee Rules require a district's vote to be cast by its presiding officer,or an
alternate member of the legislative body appointed by the other members.Therefore,
the certification form has been incorporated with the ballot forms to be signed by the
person who casts your district's votes A ballot received without a signed
certification form will not be counted.
All nominees are listed on the relevant ballot.An asterisk indicates the nominating
committee recommendations,and incumbents have been italicized.Write-in
candidates are permitted,and spaces have been provided for that purpose.
The deadline for receipt of the ballots by LAFCO is October 21,2011.The Selection
Committee Rules require that marked ballots be returned by certified mail,return
receipt reguested.Facsimile (FAX)ballots and certification forms will be accepted,if
necessary to meet the ballot deadline,but originals must be submitted as soon as
possible thereafter.
The Selection Committee Rules stipulate that a majority of the districts shall constitute a
quorum for the conduct of committee business.There are 61 independent special
districts in the county;therefore,a minimum of 31 ballots must be received to certify that
a legal election was conducted.A candidate for a LAFCO member must receive at
least a majority of the votes cast to be elected.Election to the Special Districts Advisory
Committee requires only a plurality vote.The ballots will be kept on file in this office,and
will be made available upon request.
Please call me or Tamaron Luckett if you have any questions.
~;#/'</.././/[@/-;A~..;?;/'Nfi'~.~.M(cfiiif2r5/~TT
Executive Officer
MDO:trl
Attachments:1)
2)
3)
4)
Nominating Committee Report and Recommendations
Special District Election Vote Certification Form &Ballots
Independent Special District Labels
Independent Special District Summary of Nominations and Copies
of Nomination Forms
,I /1\C(\(J...~r\J J ..
San Diego Local Agency Formation Commission
9335 Hazard Way.Suite 200 •San Diego,CA 92123
(858)614-7755.FAX (858)614-7766
Website:www.sdlafco.org
Chairman
Carl Hilliard
Councilmember
City of Del Mar
September 6,2011
SUBJECT:Nominating Committee Report and Recommendations
Vice Chairwoman
Dianne Jacob
County Board of
Supervisors
Members
TO:
FROM:
Independent Special Districts in San Diego County
2011 Special Districts Election Nominating Committee
Bill Horn
County Board of
Supervisors
Bud Pocklington
South Bay
Irrigation District
Mark Lewis
Mayor
City of EI Cajon
John Ingalls
Santa Fe
Irrigation District
Andrew L.Vanderlaan
Public Member
Lorie Zapf
Councilmember
City of San Diego
Alternate Members
Greg Cox
County Board of
Supervisors
Sherri Lightner
Councilmember
City of San Diego
Jim Janney
Mayor
City of Imperial Beach
Jo MacKenz"le
Vista Irrigation District
Harry Mathis
Public Member
Executive Officer
Michael D.Ott
Counsel
Thomas Bosworth
In 2011,independent special district nominations were solicited for:(1)
one alternate member on LAFCO with a term expiring in 2015,and (2)
nine Special Districts Advisory Committee members with eight terms
expiring in 2015 and one with a term expiring in 2012.By the deadline of
June 3,3011,our office received three nominations for the LAFCO
alternate member position,and eight nominations for the nine Special
Districts Advisory Committee positions.
As required by the Selection Committee Rules,a nominating committee
was appointed to review the nominations submitted,and to prepare a list
of recommended candidates.According to the Selection Committee
Rules,the nominating committee is appointed by the chairperson or vice
chair of the Special Districts Advisory Committee.LAFCO Consultant
Harry Ehrlich scheduled a meeting on August 23rd with nominating
committee members Larry Jackman (San Miguel Consolidated Fire
Protection District),Dennis Shepard (North County Cemetery District),
and Gary Arant (Valley Center Municipal Water District).In evaluating
the nominations,the committee considered special district experience,
interest,and knowledge of LAFCO issues.For those nominees who are
incumbents,the committee further considered attendance records and
meeting participation.The committee also wanted to ensure
representation from those types of districts that most often are involved
in making recommendations to LAFCO.Since there were only eight
nominations for the nine Advisory Committee positions,the nominating
committee encourages the nomination of Write-In candidates.The top
eight vote getters will receive four-year terms and the ninth highest vote
getter will receive a one-year term.The nominating committee's
recommendation for each category follows:
Attachment 1
2011 Nominating Committee Report
September 6,2011
Page Two
NOMINATING COMMITTEE RECOMMENDATIONS
LAFCO Alternate Member
The Nominating Committee recommended Jo MacKenzie (Vista Irrigation District)
Special Districts Advisory Committee Members
The Nominating Committee recommended the following nominees for the Advisory
Committee (incumbents are italicized):
Judy K.Hanson (Leucadia Wastewater District)
James R.Hernandez (Vallecitos Water District)
Kimberly A.Thorner,Esq.(Olivenhain Municipal Water District)
Thomas Pocklington (Bonita-Sunnyside Fire Protection District)
Gary Croucher (Otay Water District)
Janine Sarti (Palomar-Pomerado Healthcare District)
John Pastore (Rancho Santa Fe Community Services District)
Jon L.Lornez (Lakeside Fire Protection District)
Copies of all nominations are attached following this report.
2011 NOMINATING COMMITTEE
LARRY JACKMAN DENNIS SHEPARD
San Miguel Consolidated Fire Protection District North County Cemetery District
GARY ARANT
Valley Center Municipal Water District
*
2011 SPECIAL DISTRICTS ELECTION
BALLOT and VOTE CERTIFICATION
FOR ALTERNATE LAFCO SPECIAL DISTRICT MEMBER
VOTE FOR ONL Y ONE
Jo MacKenzie
(Vista Irrigation District)
Bill Haynor
(Whispering Palms Community Services District)
Tom Bumgardner
(Valley Center Parks &Recreation District)
Write-Ins
[ 1
[ 1
[ 1
I hereby certify that I cast the votes of the __".,.--__,-::-,---,---_
(Name of District)
at the 2011 Special Districts Selection Committee Election as:
]the presiding officer,or
]the duly-appointed alternate board member.
(Signature)
(Title)
(Date)
Please note:The order in which the candidates'names are listed was determined by random selection.
*=Nominating Committee's Recommendation
Attachment 2
2011 SPECIAL DISTRICTS ELECTION
BALLOT and VOTE CERTIFICATION
FOR SPECIAL DISTRICTS ADVISORY COMMITTEE MEMBER
VOTE FOR ONLY EIGHT (Incumbents are italicized)
*
*
*
*
*
*
*
*
**
James R.Hernandez (Vallecitos Water District)
Judy K.Hanson (Leucadia Wastewater District)
Janine Sarti (Palomar-Pomerado Healthcare District)
Thomas Pocklington (Bonita-Sunnyside Fire Protection District)
Kimberly A.Thorner (Olivenhain Municipal Water District)
John Pastore (Rancho Santa Fe Community Services District)
Jon J.Lorenz (Lakeside Fire Protection District)
Gray Croucher (Otay Water District)
Write-Ins
1
1
1
]
]
1
1
]
]
I hereby certify that I cast the votes of the _
(Name of District)
at the 2011 Special Districts Selection Committee Election as:
[
[
(Signature)
(Title)
(Date)
the presiding officer,or
the duly-appointed alternate board member.
Please note:The order in which the candidates'names Gre listed was determined by random selection.
* =Nominating Committee's Recommendation
**=Note that eight nominations have been submitted for nine positions on the Advisory Committee;
therefore,Write-In candidates are encouraged.The candidate with the ninth highest number ofvotes will be
elected to the Advisory Committee with a term expiring in 2012.Candidates for the Advisory Committee
may not also be candidates for LAFCO.The number ofcandidates and members ofthe Advisory Committee
representing the same agency shall be limited to one.
Attachment 2
2011 SPECIAL DISTRICTS ELECTION
SUMMARY OF NOMINATIONS
ALTERNATE SPECIAL DISTRICT LAFCO COMMISSIONER and
ADVISORY COMMITTEE POSITIONS
LAFCO Alternate Special District Member Candidates
Jo MacKenzie *
(Vista Irrigation District)
Bill Haynor
(Whispering Palms Community Services District)
Tom Bumgardner
(Valley Center Parks &Recreation District)
Special Districts Advisory Committee Candidates
James R.Hernanzdez (Vallecitos Water District)*
Judy K.Hanson (Leucadia Wastewater District)*
Janine Sarti (Palomar-Pomerado Healthcare District)*
Thomas Pocklington (Bonita-Sunnyside Fire Protection District)*
Kimberly A.Thorner,Esq.(Olivenhain Municipal Water District)*
John Pastore (Rancho Santa Fe Community Services District)*
Jon J.Lornez (Lakeside Fire Protection District)*
Gray Croucher (Otay Water District)*
*=Nominating committee's recommendation
Please note:The order in which the candidates'names are listed was determined by random selection.
Attachment 4
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
RECEIVED
MAY 20 2011
SAN DIEGO LAFCQ
NOMINATED BY:
District
Date Received by LAFCO _
VISTA IRRIGATION DISTRICT
NAME OF NOMINEE:_...::J~o~M~a::-;c~K~e::..:...n:.=z~ie:..-_
Address:1578 Palomar Drive,San Marcos,CA 92069
Phone:(760)743-7969
NOMINATED FOR:LAFCO ALTERNATE (X)ADVISORY COMMITTEE ( )
DISTRICT EXPERIENCE:
Elected to Board of Directors in 1992,serving as President in 1993/94,1999,2004,2008
and 2011.Chaired Water ReUse Committee,Water Rights Committee member,and
Public Affairs Committee;Fiscal Policy Committee member 1996-2008 and 2011,serving
as Chair in 1996 -1997,2003 -2004, 2007,2008 and 2011.Presently serving as Vice-
Chair of the Warner Ranch Committee and Chair of the Fiscal Policy Committee.
LAFCO EXPERIENCE:
Alternate LAFCO Member 2009 to present.Member of LAFCO Special District Advisory
Committee,1994 to 2009;Vice-Chair 2001 to 2004;and Chair from 2005 to 2009.
Committee Member of LAFCO's Municipal Service Review Working Group.As a land
use planner owning my own consulting firm since 1986,I have processed annexations,
dissolutions and reorganizations to water and sewer districts and the cities of San
Marcos,Escondido and Vista.
ADDITIONAL INFORMATION:
Elected to State CSDA Board representing Region 6 in 2003.Currently serve as 2011
President of CSDA.CSDA Vice President 2010;Treasurer 2009.Chair CSDA
Legislative Committee,2006-2009.Active in the Assoc.of California Water Agencies
since 1993.Serving on the ACWA Membership Committee since 1996 and as Vice Chair
from 2000 to present.ACWA Region 10 Board member from 1997 to 2009 having
served as Alternate Chair and Vice Chair.Served as CSDA.San Diego Chapter,Vice
President 1996/97,President 1998/99.Presently serve as Director on the SD Chapter
Board of Directors.Actively involved with the cities of San Marcos and Vista:Served on
the San Marcos City Planning Commissioner,San Marcos Affordable Housing Task
Force,and San Marcos Budget Review Committee member,1980-1982 and 1995 to
2006,Chairfrom 1996 to 2006.
(Authorized Signature)
Lisa R.Soto,Board Secretary
2011 LAFCO &SPECIAL DISTRICTS
NOMINAnON/RESUME
Date Received by LAFCO
RECEIVED
JUN -22011
SAN DIEGO LAFCO
NOMINATED BY:Whispering Palms Community Services District
District
NAME OF NOMINEE:Bill Haynor-----:;...-------------------------Address:PO Box 9911,Rancho Santa Fe,CA 92067
Phone:6S8"-1S'1-7..J/o
NOMINATED FOR:
DISTRICT EXPERIENCE:
LAFCO ALTERNATE (X)ADVISORY COMMITTEE ( )
:.Whispering palms CCam'ni~y Services Oiscrict~San Diego Cou~:y ~.30ard Me~Der sin~e NC'le~~er 2010.
The Ois~rict is res~onsible for prOVIding wastewater collectJon ana crea ~dt serVIces co che WOlsper1ng Palw$
3.Chairman of a committee of he Richardson Bay Development Comrr:it.:ee.1\1arln COU:1ty.CA.responsible for permit.
appro'/a1 of deve lopment along the wa terfront inc luding the Cities of Saus1:i c.o.Tiburon.~1i11 Valley.and Be1vedere .
4.Marin M'Jnicipal vJater Dist.rict..Mari:l County,CA.Elect.ed as t.he Sout.hern Marin CO·...!.:1ty Representative.
LAFCO EXPERIENCE:
As a board me~e~of ~e Stra~b~rry RecreaLlon District,Marin CO~G~Y#CA.worked ~jth Ll~~CO and he Coun~y
Fl~~ning Departmen:or.t~e potential incorporation of Strawberry.w~j~h was eventually put on hold.
ADDITIONAL INFORMATION:
Education:as in Biology,Deniso::1 University;MS in Aerospace Sys::.e:ns Management and t-lB.l:\.usc;
Military:Captain in the USAF as an Avionics Officer.Corporate eXiJerience:VP Corporate ['ioancial Planning.
Bank of America;Execu~ive VP and ChieE Administra~iveOfficer,Bank 0:San Fra~cisco;
FOliodir.g Di~ecc.or of SelectqJote Insurance Services,Inc;Founding Ba~k Directot o[the STAR System;
Past Vice Chai~~n of t~e UCSD Cancer Cer.er Board.
(Authorized Signature)\..../
Attachment 2
2011 LAFCQ &SPECIAL DISTRICTS
NOMINATION/RESUME
RECEIVED
JUN - 3 2011
SAN DIEGO LAFCO
Date Received by LAFCO ~
NOMINATED BY:Valley Center Parks &Recreation District
District
NAME OF NOMINEE:Tom Bmng~...::;a;:.;r:....::d=n:..:e=r=---_
Address:PO BOX 141--------:::-:::-::::---:::-=-::--:=-=-==-=------------------Phone:7_6_0_-_1_4_9_-_8_8_52
NOMINATED FOR:LAFCO ALTERNATE (X)ADVISORY COMMITTEE ( )
DISTRICT EXPERIENCE:
1.Director,Valley Center Parks a Recreation District-8 years
2.Past Director of Deer Springs Fire District Board-6 years
3.Several sub-committees for Valley Center PlannLng Group-6 years
LAFCO EXPERIENCE:
1.Fire and emergency medical board for two years.
ADDITIONAL INFORMATION:
1.Director of Paradise Victim Relief Board-18 mos.(2003)
2.President,Valley Center Chamber of Commerce-2 years
3.Cfia~r,Valley Center Western Days,5 years;~nvolved 25 years
Attachment 2
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
NOMINATED BY:
RECEIVED
MAY 23 2011
Date Received by LAFCO S_A_N_D_I_E_G_O_L_A_F_CO
VALLECITOS WATER DISTRICT
District
NAME OF NOMINEE:
Address:
Phone:
NOMINATED FOR:
JAMES R.HERNANDEZ
1130 Elm Tree Lane San Marcos CA 92069
760-525-8479
LAFCO ALTERNATE ( )ADVISORY COMMITTEE ~
DISTRICT EXPERIENCE:
Having been an architect in the district for the past 40 years I have work with the District on many private projects fror
the other side of the counter In addition I have been involved with many of the changes in the District from the publi,
stand point through this long relationship.
LAFCO EXPERIENCE:
Over my architectural career I have dealt directly with LAFCO in only 2 projects.
ADDITIONAL INFORMATION:
I am a 45 year resident of San Diego County most of that time living in the City of San Marcos.
I am the founder and senior principal of HB&A Architects Inc.a Southern Californian architectural firm with over 40 yea
of experience in designing and development a wide verity of project types.
I am also a licensed general contractor who has provided architectural and or construction service to over 1000 clients
with well over 1,000,000 square feet of completed construction.
In addition I was until January of 2009 a Planning Commissioner for 15 years for the City of San Marcos CA.
~-lgnatu7:f~i=----
Attachment 2
2011 LAFC &SPECIAL DISTRICTS
NOMINATION/RESUME
RECEIVED
MAY 19 2011
SAN DIEGO LAFCO
Date Received by LAFCO _
N MINATED BY:Leucadia ~\Taste\"ater District-'-'---'--=---------'------------------District
NAME OF NOMINEE:Judy K.Hanson _
Address:1960 La Costa Avenue,Carlsbad,CA 92009-----'-----------Phone:(760)753-0155
NOMINATED FOR:LAFC ALTERNATE ( )ADVISORY COMMITTEE (X)
DISTRICT EXPERIENCE:
Ms.Ranson has served as an elected member of the Leucadia Wastewater District
Board of Directors for 28 years.She has served as President of the Boa~
and currently she is the Vice President.
-------------.-----------
LAFCO EXPERIENCE:
rls.Hanson has served on th San Diego County LAFCO Special District Advisory
Committee for 14 years.
ADDITIONAL IN.FORMATION:
Ms.Hanson serves as a Board member of the California Sanitation Risk
lanagement AuthoritY(CSRMA)&serve~san Alternate Board member of the
California WateReuse Financing Authority (CWFA).fs.Hanson also served on
the San Diego Chapter of CSDA far approximately seven years,\.;here she
held various positions including Chapter President.=-
Attachment 2
46
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
Date Received by LAFCO
RECEIVED
JUN - 3 2011
SAN DIEGO LAFco
NOMINATED BY:
Health
Palomar Pomerado
NAME OF NOMINEE:Janine
Sarti
Address:15255 Innovation Drive,San Diego,CA
92128
Phone:858-675-
5133
NOMINATED FOR:
COMMITTEE (x)
LAFCO ALTERNATE 0 ADVISORY
DISTRICT EXPERIENCE:
Since June 2007,I have been employed as Senior Vice President and
General Counsel for Palomar Pomerado Health,a California healthcare
district ("PPH").PPH is the largest healthcare district in California,
covering over 800 square miles.I work closely with the board and the CEO
covering all issues facing a district entity.I wrote a guidebook for
compliance with the Brown Act and the Public Records Act,and conducted
training on both subjects.Additionally,I counsel and guide the board and
executive statT on all issues of concern to the healthcare district,and ensure
the district is compliant with all state and federal laws.
In addition to being the General Counsel,I am also a member of the
Executive Management Team ("EMT"),and am part ofthe committee
responsible for district strategic planning.The EMT sets the strategic,
operational,and financial initiatives for the organization.
Previously,I represented a health district in another state that merged into a
nonprofit health system.I was part of the team that led the charge regarding
the merger vote and the merger process.
devoted to carefully organizing and crafting thorough and sustainable plans.
Serving as part of LAFCO would be a tremendous opportunity to give back
to the community,impart my knowledge and experience to an essential
component of State government,and participate in developing necessary
services in San Diego County.
I believe my experience and skills are a great fit with LAFCO.The
knowledge and understanding I have developed in the course of my
employment makes me an excellent choice for this position.Additionally,[
would provide a perspective for the 72 health care districts in the state,a
group that is currentJy unrepresented with LAFCO.I look forward to the
opportunity to expand my knowledge of LAFCO and to contribute to its
continuing success.
In my spare time,I have personally knit and distributed over 1,000 hand
made scarves to give to women with cancer.My husband and I have been
married for 32 years.We live in Poway with our 15 year old son.
C'3'/l
orized Signature)
~s!ec{)I AuNl11L !~IJ,)
6/:1fl
Attachment 2
RECEIVED
2011 LAFC,Q.~SP~JAL DISTRICTS
NO~Aik1W'RESUME
SAN DIEGO LAFCO
Date Received by LAFCO _
NOMINATED BY:Bonita-Sunnyside Fire Protection District
NAME OF NOMINEE:Thomas Pocklington
Address:3210 Kennelworth Lane,Bonita,CA 91902
Phone:(619)885-1092
NOMINATED FOR:
LAFCO ()ADVISORY COMMITTEE (X)
RECEIVED
JUN -1 2011
SAN DIEGO LAFCO
DISTRICT EXPERIENCE:First elected to the Bonita-Sunnyside Fire District Board in
1990,Tom is now serving his 6th term in office.Tom has headed and served on
committees that have involved District Policy,Employee and Regulation changes.Tom
attends all Board meetings and participates in all district business and has served in all
Board positions.
LAFCO EXPERIENCE:Tom has actively worked on LAFCO issues over the last
nineteen years,as a member of the Advisory Committee.These issues include but not
limited to annexation.consolidation and LAFCO policy issues.Tom has served on
several subcommittees of the Special Districts Advisory Committee,including the
Nomination Committee,water and sewer related issues for Districts with conflicting
concerns.Tom is very knowledgeable of the Cortese-Knox-Hertzberg (C-K-H)Act of
2000 and is presently serving as the Chairman of the Advisory Committee.
ADDITIONAL INFORMATION:Tom is a retired senior Naval Officer,Pilot,Vietnam
Veteran and a businessman in the community.Other Community activities include:
Past President of Local Civic Association.past Chairman of Citizen Law Enforcement
Review Board (CLERB),current Board of Trustee's member and Chairman of the
Bonita Museum and Cultural Center of Bonita.
Tom has the full support of the Bonita-Sunnyside FPD and would represent best
interest of all Districts in San Diego County.The Board of Directors urge all Special
District Boards to support Tom Pocklington as the Alternate Special District Member of
LAFCO.The Board of Directors endorsement is unanimous in favor of Tom's
nomination.
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
NOMINATED BY:
NAME OF NOMINEE:
Address:
Phone:
NOMINATED FOR:
RECEIVED
MAY 26 2011
SAN Ol!:GO LAFCODateReceivedbyLAFCO_
Olivenhain Municipal Water District
District
Kimberly A.Thorner
1966 Olivenhain Road,Encinitas,CA 92024
(760)753-6466
LAFCO ALTERNATE ( )ADVISORY COMMITTEE (0"
DISTRICT EXPERIENCE:
Ms,Thorner began her tenure with Olivenhain Municipal Water District in October 1996
and was unanimously selected by the Board of Directors to become the fourth General
Manager of the District beginning January 1,2007.She earned a bachelor's degree in
political science from the University of Colorado (Boulder)and a juris doctorate from
Thomas Jefferson School of Law in San Diego.Ms.Thorner was the Project Manager
for the David C.McCollom Water Treatment Plant completed in 2002,previously served
on the Board of the American Membrane Technology Association,and was a former
state and federal registered lobbyist.She currently serves on the Association of
California Water Agencies Federal Affairs Committee.
LAFCO EXPERIENCE:
Ms.Thorner is an incumbent on the Special Districts Advisory Committee for whom the
term of service expires in 2011.She has indicated her desire to serve a second term on
the committee.Prior to her election to the committee in 2007,Ms.Thorner's LAFCO-
related experience included overseeing OMWD's 2006 LAFCO MSR review and
participation in the "Sphere of Influence"update.
ADDITIONAL INFORMATION:
It has been Ms.Thorner's pleasure to serve with the LAFCO Advisory Committee for the
past four years and contribute her time in support of and on behalf of special districts.
She would be honored to be re-elected to continue on this worthwhile and dedicated
committee.
(Authorized Signature)~-
Attachment 2
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
RECEIVED
JUN - 3 2011
SAN DIEGO LAFCO
NOMINATED BY:
Date Received by LAFCO _
RANCHO SANTA FE COMMUNITY SERVICES DISTRICT
District
John PastoreNAMEOFNOMINEE:
Address:------------------------------Phone:_--"-''-'''-''-L-...::L!...L.-~'=_'''__
NOMINATED FOR:
DISTRICT EXPERIENCE:
LAFCO ALTERNATE ( )ADVISORY COMMITTEE (x)
I have served as General Manager for the Rancho Santa Fe CSD,the Whispering
Palms CSD,and the Fairbanks Ranch CSD for 15 years from 1990 -2006.
I have also served as General tanager of the Lee Lake Water District in
Riverside County for 16 years from 1990 -2006.I currently represent
an association of public wastewater agencies in southern CA totalling more
than 85 agencies.
LAFCO EXPERIENCE:
I have served as a member of the San Diego LAFCO Special Districts Advisory
Committee for over 20 years and havw been involved in numerous studies and
reorganlzatlonaI reVlews over the years.Durlng my tlIDe Wlth the d~strlcts,
I have prepared numerous Municipal Service Review reports and have managed
over 50 annexations and reorganization requests.I believe that my district
experience and regulatory knowledge will be an asset to LAFCO.
ADDITIONAL INFORMATION:
(Autfidrized Signature)
;
Attachment 2
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME
RECEIVED
JUN - 3 2011
SAN DIEGO LAFCO
Date Received by LAFCO _
NOMINATED BY:Lakeside Fire Protection District
District
NAME OF NOMINEE:Jon J.Lorenz
Address:8031 W:-::i-nt:-e-r--::G::-a-rd-;-e-n-s~B;:::;-I;-v--;-d-.#"1:;-";;3----------------
Phone:619-733-3012
NOMINATED FOR:LAFCO ALTERNATE D ADVISORY COMMITTEE CZJ.
DISTRICT EXPERIENCE:
Director -Lakeside Fire Board Elected November 2010 to a four-year term.
Regional Fire Advisory Committee -Appointed alternate February 2011
Heartland Communications Facility Authority -Appointed Alternate Feb.2011
CSA-59 Ambulance District Advisory Committee -Appointed A1 ternate Feb.2011
LAFCO EXPERIENCE:N/A
ADDITIONAL INFORMATION:
Mr.Lorenz currently serves as Lead Manager in the u.s.Navy.
Attachment 2
06-01-2011 04:25PM FROM-OTAY WA ER GM OFFICE +6196600829 T-041 P.002/002 F-834
2011 LAFCO &SPECIAL DISTRICTS
NOMINATION/RESUME RECEIVED
JUN -1 2011
Date Received by LAFCO SAN DIEGO LAFCO
NOMINATED BY:,;::O;...:.:ta:::.Jv'-W.:..:.:=a=te=r---'=O::.-'.i=st"-'ri;:.;ct"--_
NAME OF NOMINEE:=G=8:..J.ry-.:C"'-'r""0'"""uc""'h..:.;;e;.:..r _
Address:2554 Sweetwater Springs Blvd.,Spl'ing Valley,CA 91978
Phone:619-670-2280
NOMINATED FOR:LAFCO ALTERNATE ( )ADVISORY COMMITIEE (X)
DISTRICT EXPERIENCE:Mr.Gal'y Croucher was appointed to the Board of the Otay Water
District in June 2001 by the SO County Board of Supervisors and following his appointment was
elected three times to the Division 3 seat in November 2002,2006 and 2010 for four-~ear terms.
Mr.Croucher has served as President of Otay's Board of Directors three times and has served
as one of the District's two rewesentatives to CWA since July 2001.He is chair of Otay's
Finance,Administration &Communications Committee,is oast chair of its Engineering,
Operations &Water Resources Committee,Employee Negotiations Ad Hoc Committee and
serves as the alternate representative on the Water Conservation Garden Authority's Board of
Directors.As a member of CWA's Board of Directors,Mr.Croucher is co-chair of its
Administratfve &Finance Committee.has been reappointed several times to its Legislative"J,
Conservation and Outreach Committee and Small Contractor Outreach and Opportunit'i
Program Committee.He is also past chair of CWA's Imported water Committee,a past member
of its Colorado River Programs Committee and Conservation Ad Hoc Committee,and past 2nd
Alternate to SANDAG,Mr.Croucher is also a past vice chair of CSDA's San Diego Chapter.
LAFCO EXPERIENCE:Mr.Croucher is currently vice chair of LAFCO's Special Districts
Advisory Committee and served as the alternate for Fire Chief Augie Ghio on the LAFCO Task
Force on Fire Protection and Emergency Medical Services.He also participated as a Board of
Director with the LAFCO Municipal Service Review and has experience at the emplov.ee and
staff level serving on two (2)separate successful Special District Consolidations which were
requested by the agencies.
ADDITIONAL INFORMATION:Me Croucher is supported by both Water and Fire Districts and
is endorsed bv outgoing LAFCO Regular District representative.Mr.Andy Menshek..Mr.
Croucher is a long-time firefighter in San Diego and a resident of Spring Valley.He is the
Division Chief for the San Miguel Consolidated Fire Protection District and during his 26 year
career as a firefighter,has moved up the ranks from Firefighter,Engineer,Captain and Battalion
Chief to his current position as Division Chief.He has also been recognized for numerous
achievements including being named Employee of the Year and served as the President of the
Executive Board of Directors for Southern Area Fire Equipment Research (SAFER)in 2004.
Attachment 3
AGENDA ITEM 6f
STAFF REPORT
TYPE MEETING:Regular Board
SUBMITTED BY:Jef f Marchioro ,)~,{\
Senior Civil Engineer
Ron Ripperger ~
Engineering Manager
MEETING DATE:
PROJECT/
SUBPROJECT:
October 5,2011
P2502 -001102 DIV,
P2503-001102 NO,
5
APPROVED BY:
(Chief)
APPROVED BY:
(Asst.GM):
SUBJECT:
Rod Posada
Chief,Engineering
Manny Magana~
Assistant General ~ager,Engineering and Operations
Award of a Construction Contract to 3-D Enterprises,Inc.
for HVAC Improvements at the 803-1 and 850-2 Pump Stations
GENERAL MANAGER'S RECOMMENDATION:
That the Otay Water District (District)Board of Directors (Board)
awards a construction contract to 3-D Enterprises,Inc.(3-D
Enterprises)and to authorize the General Manager to execute an
agreement with 3-D Enterprises in an amount not~to-exceed $53,500 for
HVAC improvements at the 803-1 and 850-2 Pump Stations (see Exhibit
A for Project location)
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
construction contract with 3-D Enterprises in an amount not-to-exceed
$53,500 for HVAC improvements at the 803-1 and 850-2 Pump Stations.
ANALYSIS:
The 803-1 and 850-2 Pump Stations are located adjacent to each other
at the Regulatory Site.Both Pump Stations currently lift water from
the 520 Reservoirs to their respective pressure zones.with the new
640-1 and 640-2 Reservoirs in place since 2008,and the completion of
the 36-inch Jamacha Road pipeline in the fall of 2010,the District
now has the opportunity for significant energy cost savings by
modifying these stations to enable pumping from the 640-1 and 640-2
Reservoirs rather than the 520-2 and 520-3 Reservoirs.
To accomplish this change in pumping operation,it is necessary to
replace the motor starters in the existing motor control centers
(MCCs)with variable frequency drives (VFDs)and active line
conditioners (ALCs).This will allow the existing pumps to operate
at a lower speed to match the reduced pumping head.It will also
provide the operational flexibility to return to the higher pumping
head configuration,if necessary.The purchase of the VFDs in the
amount of $246,885 from Sloan Electromechanical Service &Sales and
the purchase of ALCs from OneSource Distributors for $134,252 were
approved at the May 4,2011 Board Meeting.
In addition,at the June 1,2011 Board Meeting,the Board authorized
a purchase order to Propulsion Controls Engineering in the amount of
$103,356 for the remanufacture of motors at these two Pump Stations
in order to be compatible with the VFDs.
The VFDs will radiate a significant heat load in the electrical rooms
of each of the Pump Stations.When coupled with summer ambient
temperatures,the temperature in the electrical rooms may frequently
be well in excess of 100°F.The VFDs have a high temperature
threshold of 104°F for effective operation.Operating at extreme
temperatures will reduce efficiency and shorten the life of the
equipment.Consequently,it is important that air conditioners be
installed in the electrical rooms to prolong the useful life of the
electrical equipment.The air conditioners will operate on
thermostat control with a design setpoint of 85°F.Providing
temperature control will have a secondary benefit of creating a work
environment conducive for District Operations personnel.The HVAC
improvements were designed by HVAC Engineering,Inc.
The Project was originally advertised for bid on May 11,2011.
However,due to non-compliance with the contractors license
requirements specified in the contract documents,all bids were
rejected at the July 15,2011 Board Meeting.
2
The Project was re-advertised for bid August 8,2011 on the
District's website and several other publications including the Union
Tribune and the San Diego Daily Transcript.
A Pre-Bid Meeting and site tour were held on August 16,2011,which
was attended by nine (9)contractors.six (6)bids were received on
August 30,2011.The table below provides the bid results.
TOTAL BID CORRECTEDCONTRACTORAMOUNTBIDAMOUNT
l.3~D Enterprises,Inc.$53,500
1 2 .Becerra's HVAC $54,000
13.Paradigm Mechanical Corp.$63,500I
4.Accurate Engineering Integrated $74,390ConstructionServices,Inc.
5.Southcoast Heating and Air Conditioning $86,090L.P.
6.Ahrens Corporation $115,600 $116,100
The Engineer's Estimate lS $55,000.
Staff reviewed the bids submitted for conformance with the contract
requirements and determined that 3-D Enterprises was the lowest
responsive and responsible bidder.3-D Enterprises holds a valid
contractor's license with multiple classifications including A,B,
C8,CI0,C16,C20,and C27.Their license expires on June 30,2013.
The contract documents require that the Contractor shall possess a
valid Class A,Class B,or a Specialty Class C20 license at the time
of award.
Overall,the reference checks indicate a good performance record by
3-D Enterprises on similar projects.Staff has verified that the bid
bond provided by 3-D Enterprises is valid.Staff will also verify
that 3-D Enterprises'performance bond is valid prior to execution of
the contract.
FISCAL IMPACT:
The FY 2012 budget for ClP P2502 is $575,000.Total expenditures,
plus outstanding commitments and forecast,including this contract,
is $502,598.See Attachment B-1 for budget detail.
The FY 2012 budget for eIP P2503 is $475,000.Total expenditures,
plus outstanding commitments and forecast,including this contract,
is $434,319.See Attachment B-2 for budget detail.
3
Based on a review of the financial budgets,the Project Manager
anticipates the eIP budgets will be sufficient to support the
Project.
Finance has determined that 100%of the funding is available from the
Betterment Fund for both CIP P2502 and eIP P2503.
STRATEGIC GOAL:
This Project supports the District's Mission statement,"To provide
the best quality of water and wastewater services to the customers of
Otay Water District,in a professional,effective,and efficient
manner./I This Project fulfills the District's Strategic Goals NO.1
-Community and Governance,and No.5 -Potable Water,by maintaining
proactive and productive relationships with the Project stakeholders
and by guaranteeing that the District will provide for current and
future water needs.
LEGAL IMPACT:
None.
General Manager
~:\\-lORKING\CIP P2502 803-1 P~;np Station t1adi£ications\Staff Repo!:ts\BD-lO-05-2011,Staff Report,Authorize Award of Contract [O~HV/\C
Impro'/en:ec.r.sI '~JM-RR).doc
GSjRR:jf
Attachments:Attachment A -Committee Action
Attachment B-1 -Budget Detail for eIP P2502
Attachment B-2 -Budget Detail for eIP P2503
Exhibit A ~Location Map
4
P2502-COII02
P2503-GOII02
ATTACHMENT A
Award of a Construction Contract to 3-D Enterprises,Inc.
for HVAC Improvements at the 803-1 and 850-2 Pump Stations
COMMITTEE ACTION:
The Engineering,Operations,and \\fater Resources Committee reviewed
this item at a meeting held on September 28,2011 and the following
comments were made:
•Staff requested that the Board award a construction contract to
3-D Enterprises,Inc.in an amount not-to-exceed $53,500 for HVAC
c,-mprovements at the 803-1 and 850-2 Pump Stations (Pump
Stations).
•Staff indicated that the HVAC improvements are part of a larger
proJect that will ultimately save the District costs by reducing
electricity usage at the pump stations.Staff discussed other
details of the project's work and indicated that the primary
feature of the overall project j.s the variable frequency drives
(VFDs).
•Staff anticipates that the VFDs will generate heat and elevate
temperature in the pump station in excess of lOO°Ff which may
reduce the efficiency and shorten the life of the equipment.
Staff stated that the HVACs are necessary to help cool the VFDs
and maintain the temperature in the rooms at 85°F.
•Staff indicated that the project was previously advertised ln
May 2011 and bids were previously opened in June 2011,but all
bids were rejected at the July 15ch Board meeting because the
bidders did not possess the required Class A contracting
license.
•The project was re-advertized for bid on August 8,2011 allowing
for a contracting license that include Specialty Class C-20
(HVAC specialty),Class B,and/or Class A.
•Staff stated that the District received six bids on August 30,
2011 and indicated that 3-D Enterprises,Inc.was the lowest
responsive and responsible bidder.It was noted that 3-D
Enterprises,Inc.also holds a valid contractor's license with
multiple classifications including A,B,C9,C10, C16,C20,and
C27.Additional information on the results of the bid are
provided on page 3 of the staff report.
•In response to a question from the Committee,staff indicated
that the bids from the most recent bid opening ranged from
$53,500 to $116,100.Bids that were previously rejected at the
July 15th board meeting ranged from $53,500 to $87,135.
Follm,ing the discussion,the Committee supported staffs'
recommendation and presentation to the full board as a consent item.
ATTACHMENT B-1
P2502-001102
P2503 -001102
'~~Dj3jj~c:fipiR()jE~C'r:··.·····AAwardof a Construction Contract to 3-D Enterprises,Inc.
for HVAC Improvements at the 803-1 and 850~2 Pump Stations
Olay Water District
P2502 -803-1 Pump Station Modifications
Date Updated:August31.2011
Budget
575,000
Committed Expenditures
Outstanding
Commitment&
Forecast
Projected Final
Cost Vendor/Comments
Planning
Labor ....11,738
Consultant Conl..r.acIs 11-9,711,
11,738 11,738
8,051 ,1.1.'..6..,..'6..°_9,..71.1._1_+__f1~~<:;..~i'J.C3_Ii'J_~~_RING INC
Total Planning 21,449 19,789 1,660 21,449
················..·········1....·......·........--..--------------..--
------_.-•4s·;TsT--·_····2,839 48,600 ,---------
......._.----
117 117 STUTZ ARTIANO SHINOFF
····························175·;:;."=...-..-.--·------....-----------------------------------..........1'1·"'7·5=..1 MWH CONSTRUCTORS INC
2,687 2,687-CPMPARTNERSTNC
41 41 SAN 01EGO DAILY TRANSCRIPT
679 ---------------·--'------------6:;"'7-9=1 MAYER REPROGRAPHICS INC
365 365 SAN[5IEGOUNlbN~TRIBUNEI:LC
2,687
41
679............................._---------------,.
365
48,000.......__.._---_.._-----_.._....
117
175
........
_....·..·......·1 ..
Consultant Contracts
Construction Contracts.service Contracts'-
Design
Labor
Professional Legal Fees
Total Design 52,065 49226 2,839 52,065
..........
Construction
Labor '125:66-6---12,752 112,248 125,OO()
Professional Legal Fees 1-..-..······922 922 922 'STUTZARTIANbsi-iINbFF
M()torRemanUfaciUre:52,602 --"52",-6""02"----------------S'-2=---,6'O"2;:-t----PROPl]l:sTON··CONTROCS
Service Contracts ..····5=8-'2"··-------------·-5"-4·"0·'·········-42 582 HORIZON CRANE SERVICE LLC
VFD Procurement 141,919 141,919 141,919 SLOAN ELECTRIC COM··P···AN······Y·······I
ALC Procurement 67,126 67,126 .67,126 ONESOURCE DISTRIBUTORS LLC
HVAC Installation 26,750 26,750 26,750 3---D ENTERPRISES
IMOt..or_..Re..:p.l..,..a__i_r __ ___I 14,185 14,185 14,185 PROPULSION CONTROLS
..
Total Construction 429,084 !14,214 :414,870 429,084
Grand Total 502,598 83,229 419,369 502,598
ATTACHMENT B-2
P2502-001102
P2503-001102
Award of a Construction Contract to 3-D Enterprises,Inc.
for HVAC Improvements at the 803-1 and 850-2 Pump Stations
Otay Water District
P2503-850-2 Pump Station Modifications
Date Updated:August 31,2011
Budget
475,000
Committed Expenditures
Outstanding
Commitment &
Forecast
ProjectedFinal
Cost Vendor/Comments
....1····--------Planning
Addl subprojects
Labor
Consultant Contracts.............................___.
19,02.9..,.._1_.9.,,:0.,)..=29=_._._.
11 8,376 1,335
'9
1 HVAC ENGINEERING INC
Total Planning 28,739 27,404 1,335 28,739
.....
38,000
138 STUTZARTIANO SHINOFF._-------.---------.---.-.--.175 MWH CONSTRUCTORSINC..__-__.__.._._----___.
6,500 ENGINEERING PARTNERS INC,THE...___.._-___.._____.".
2,687 CPM PARTNERS INC
41 SAN DIEGO DAILYTRANSCRIPT
610 MAYER REPROGRAPHICS INC
2,792 '
--___.._-_..__.
35,208
138.._-------_..__.._-_...
175............._-_._------,.
6,500......._------_._--_.__.....
2,687
41._--__---------_...•.._-_._--
610
38,000......_._-------------138
175
6,500
Construction Contracts 2,687.......-----------
SeNice Con tracts 41................_ + _ .
610
_~~~iR~._
Labor._--_.____.__._-__--_.
Professional Legal Fees...........-.--..-----······1
Consultant Contracts..--.·········1
365 365 365 SAN DIEGO UNION-TRIBUNE LLC
Equipment Rental 2,790 2,790 2,790 AR1'STRENCH PLATE &
Total Design 51,306 48,514 2,792 51,306
Construction
Labor
VFD Procurement
---------_.
________+1.05,000
104,966 .
14,664
•
90,336 105,000
104,966 104,966 SLOAN ELECTRIC COMPANY
ALe Prccurement 67,126 67,126 67,126 ONESOURCE DISTRIBUTORS LLC
Motor Remanufac1ure
HVAC Installation
50,432 .
26,750
50,432 .50,432
--26,750~---·-------2i\750
PROPULSION CONTROLS
3--0 ENTERPRISES
Total Construction 354,273 14,664 339,609 354,273
Grand Total 434,319 90,582 343,737 434,319
LOCATION MAP
....
803-1
800-1 PUMP
STATION
OT AY WA TER DISTRICT
Al\D 850-2 PUMP STATION MODIFICATIONS
CIP
CIP
EXHIBIT A
P2502
P2503
TYPE MEETING:Regular Board
STAFF REPORT
MEETING DATE:
AGENDA ITEM 6g
October 5,2011
SUBMITTED BY;Daniel Kay
Associate Civil Engineer
Ron Ripperger JJ~
Engineering Manager
PROJECTI
SUBPROJECT:
VARIOUS DIV.NO.ALL
Award of As-Needed gineering Design Services Contract for
Fiscal Years 2012 and 2013
APPROVED BY:
(Chief)
APPROVED BY:
(Ass\.GM):
SUBJECT:
Rod Posada
Chief,Engineering
Manny Magana
Assistant General Engineering and Operations
GENERAL MANAGER'S RECOMMENDATION:
That the Otay Water District (District)Board of Directors (Board)
awards a professional As-Needed Engineering Design Services contract
to Atkins and to authorize the General Manager to execute an
agreement with Atkins in an amount not-to-exceed $175,000 for Fiscal
Years 2012 and 2013.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
a professional As-Needed Engineering Design Services agreement with
Atkins in an amount not-to-exceed $175,000 for Fiscal Years 2012 and
2013 (contract ends on June 30,2013).
ANALYSIS:
The District will require the services of a professional engineering
design consultant in support of the District's CIP projects for
Fiscal Years 2012 and 2013.It is more efficient and cost effective
to issue an as-needed contract for engineering design which will
provide the District with the ability to obtain consulting services
in a timely and efficient manner.This concept has also been used
in the past for other disciplines such as construction management,
geotechnical,electrical,and environmental services.
The District will issue task orders to the consultant for specific
projects during the contract period.The consultant will then
prepare a detailed scope of work,schedule,and fee estimate for
each task order assigned under the contract.Upon written task
order authorization from the District,the consultant shall then
proceed with the project as described in the scope of work.
The anticipated CIP projects that are estimated to require
engineering design services for Fiscal Years 2012 and 2013 are
listed below:
I
I ESTIMATED,
CIP DESCRIPTION COST
P2453 SR-ll Utility Relocations $65,000
P2504 Regulatory Site Access Road and Pipeline $25,000Relocation
S2028 Explorer Way 8-Inch Sewer Main Replacement $15,000
S2029 Chase Ave.8-Inch Sewer Main Replacement $15,000
S2031 Julianna Street 8-Inch Sewer Main Replacement $15,000
S2032 Puebla Drive 8-Inch Sewer Main Replacement $15,000
S2033 Sewer System Various Locations Replacement $15,000
TOTAL:$165,000
The engineering design scopes of work for the above projects are
estimated from preliminary information and past projects.
Therefore,staff believes that a $175,000 cap on the As-Needed
Engineering Design Services contract is adequate,while still
providing a buffer.
This As-Needed Engineering Design Services contract does not commit
the District to any expenditure until a task order is approved to
perform work on a CIP project.The District does not guarantee work
to the consultant,nor does the District guarantee that it will
expend all of the funds authorized by the contract on professional
services.
The District solicited engineering design services by placing an
advertisement on the Otay Water District's website,San Diego Union
Tribune,and the San Diego Daily Transcript on June 30,2011.
Twenty-four (24)firms submitted a letter of interest and a
statement of qualifications.The Request for Proposal (RFP)for As-
Needed Design Services was sent to all twenty-four (24)firms
2
resulting in thirteen (13)proposals received on August 11,2011.
They are as follows:
•Tran Consulting Engineers
•Parsons Brinkerhoff
•Aegis Engineering Management
•Omega Engineering Consultants
•Bureau Veritas North America Inc.
•Kennedy/Jenks Consultants
IS Atkins
•HDR
•Proteus Consulting
•Lee &Ro Inc.
•Martin &Ziemniak
•Tetra Tech,Inc.
•Psomas
The eleven (11)firms that chose not to propose are RBF,Harris &
Associates,Arcadis/Malcom Pirnie,NCS Engineers,Snipes Dye
Associates,RRM Design Group,Cvaldo Corporation,Bayez &Patel,
O'day Consultants,Blue Peak Engineering,and AirX Surveyors.
In accordance with the District's Policy 21,staff evaluated and
scored all written proposals.Atkins received the highest score for
their services based on their experience,understanding of the scope
of work,proposed method to accomplish the work,and their composite
hourly rate.Atkins was the most qualified consultant with the best
overall proposal.A summary of the complete evaluation is shown in
Attachment B.
FISCAL IMPACT:
The funds for this contract will be expended from a variety of
projects,as previously noted above.The fees for professional
services requested herein are available in the authorized CIP
project budgets.This contract is for as-needed professional
services based on the District's need and schedule,and expenditures
will not be made until a task order is approved by the District for
the consultant's services on a specific CIP project.
Based on a review of the financial budgets,the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP
projects noted above.
3
The Finance Department has determined that the funds to cover this
contract are available as budgeted for these projects.
STRATEGIC GOAL:
This project supports the District's Mission statement,"To provide
the best quality of water and wastewater service to the customers of
the Otay Water District,in a professional,effective,and efficient
manner,"and the District's Strategic Goal,in planning for
infrastructure and supply to meet current and future potable water
demands.
LEGAL IMPACT:
None.
;>,\'...'ORKING\As Needed Service5\EIlgineering Desic;n\FY 20U-2013\Staff RepQrts\3D 10-05-11.Staff Report,As-Needed Engineering Design
Services,(DKRR).docx
DK/RR:jf
Attachments:Attachment A
Attachment B
4
SUBJECT/PROJECT:
'V!\RIO~jS
ATTACHMENT A
Award of As-Needed Engineering Design Services Contract for
Fiscal Years 2012 and 2013
COMMITTEE ACTION:
The Engineering,Operations,and Water Resources Committee
reviewed this item at a meeting held on September 28,2011 and
the following comments were made:
@ Staff requested that the Board award a professional As-
Needed Engineering Design Services contract to Atkins and to
authorize the General Manager to execute an agreement with
Atkins in an amount not-to-exceed $175,000 for Fiscal Years
2012 and 2013.
•Staff stated that with the existing as-needed design
contract expended through this fiscal year,and with the
upcoming Capital Improvement Program (CIP)for fiscal years
2012 and 2013,there were some projects where the District
would require support for civil engineering design.Staff
indicated that these projects include sewer and replacement
proJects and utility relocation projects and referred the
Committee to page 2 of the staff report for a lisL of Lhe
proJects.
@ It was indicated that staff followed the District's Policy
21 and that a Request for Proposal was advertised on June
30,2011.Twenty-four (24)firms submitted a letter of
interest and thirteen (13)firms submitted proposals.
Staff indicated that the proposals were reviewed by five
staff members and indicated that Atkins was the lowest
responsive and responsible bidder.The Summary of Proposal
Rankings,Attachment B of the staff report,provides
additional information of the bid results.
*Staff highlighted that Atkins acquired PBS&J and indicated
that although the company name is now Atkins,the District
would be working with the same PBS&J staff as it did in the
past.Staff stated that the District worked well with them
before on projects such as the District's WRMP and the ROE
Well Project.
•The Committee commended staff for improving the format of
the Summary of Proposal Rankings as it has evolved and is
easier to understand and provides thorough details.
Following the discussion,the Committee supported staffs'
recommendation and presentation to the full board as a consent
item.
ATIACHMENTB
SUMMARY OF PROPOSAL RANKINGS
As-Needed Engineering Design
WRITIEN
Understandingof Soundness and INDIVIDUAL AVERAGE Consultant's REFERENCESOualiflcationsofViabihlyofTOTAL
Staff SCope.SChedule Proposed PrQjed SUBTOTAL·SUBTOTAL·Propose<!Rale5'Commitment to SCOREandResources'''"WRmEN WRITTEN DBE
MAXIMUM POINTS 30 25 30 85 85 15 VIN 10.Poor/Good/
Excellent
Roo R,ppetger """"RATES SCORING CHART
JellMacl1jorc -Con!':;ultant R".Pnsltlon Score"20 20 "Tran Consulting --69 14 ,83 OmeQa En ineerin Consultants $1,040 lowest 15BobKe'lIIedy """ "
Engineers LisllCoburn-Boyd "20 ""Tran Consultina En ineers $1,061 14
frank Anderson """ "
Bureau Veritas North America,Inc.~1,1 5 12
RotIR,,,,,.,~""""Atkins $1,151 12-Proteus Consultina $1,208 10JeffM~""""Parsons Brinkerhoff ----61 2 ,63 Tetra Tech,Inc.$1,268 8BobK.nnedy " "
" "--Martin &Ziemniak $1,304 7uuCob16n-Soyd " "" "
-Psomas 51,326 6F,tlnltAnderIlOll "'""..
R~_""~" "
Lee &Ro.Inc.$1,337 6
h"~o """ "
Kenndv/Jenks Consultants $1,348 5
Aegis Engineering ........,'""" "
71 5 ,76 Aeais En ineerinQ Mana ement $1,350 5
Management /.itgCoIN6n-8D)'d " "" "
Parsons Brinkerhoff $1,440 2---~"""HDR ~1,485 hiohest 1
ROil RiPP«f1W _""" "
The fees were evaluated by comparing rates for ten positions.
~
.hffMt/CIwoIo " " "'"The sum ofthese ten rates are notedon the table above.Omega Engineering ---57 15 ,72..........,""" "
Consultants "-Review Panel does not see or consider rates when scoring otheruuCobum·Boyri """FrllllkAndersot'""""categories.Rates are scored by the PM,who is not on Review
Rot,RipperfJ8l " """Panel.----~
J"ffMach/oro """'"Bureau Verltas North ---67 12 ,79BobK,,,,wtcly ""2S ".America,Inc.-Lisa Cobum·Boyci " ""'"F,I011I!A,tdI!1rSQi1 """.,
Ron Ripperger """".hlfMachi«o
~~--
"20 "20KennedyfJenks---~~-73 5 ,788<lb I<....ledy " "" "
Consultants " "
Usa Coburn-Boyd ""FtriAndorrSOtI "",.20
ROil Rippe<gM " "" ".J.ffMacr.ao ------,." ""Atkins ---73 12 ,85 Excellenl........,""""UuCobl.n-Bo1d """"_Ando<_
""""Rot,RipperJl"f " """-h'-'""",.
HDR -----74 1 ,75......."""",."Uu""""'........",."n
FrIlflkAttd..._" "
,."
R"n R'pp"'fJfI'""" "J"f{Mac.hion:l "20 25 "Proteus Consulting ---66 10 ,76~I<''''wtdy "20 ""--
LiSil C"'wm·Boyci "20 " "Fr.rll<....nd"'SOtl """"ROt,RlppMflfI'" " "
"-
.hffM"'''''''"" "
n "Lee &Re,Inc.........,""20 73 72 6 y 78
--~-----thaCcbI"n-8oyri """ "FtBlllc Andef"sotl ,." "
20--" """-h'-''"""..
Martin &Ziemniak ........,"""..62 7 ,69--I.JuCobc.m-&1d "20 " "n"'_"""..--"",...---
.Jeff/hdlII:¥o "" "
73
Tetra Tech.Inc.BobK.nnedy 25 """71 8 ,79
/.ia~Boyri "22 "73
Ftrik>dtK_"20 " "--"""..--J.,"Mach;o,o "20 ""Psemas ---64 6 ,70Bob/(ftntlftcly """ "--Usa Coburn·Boyd " " ""----Ftlt,l!Andorson """ "
P.IWORKING\As Needed SllMCesIEng"',erirogDesign\FY 2012·2013\Selection ProcU'llSurnmary01 ProJ"l>U1 R."k~"·RlIt.,,.lind No 11Il.....new
AGENDA ITEM 6h
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE:October 5,2011
SUBMITTED BY:Daniel Kay
Associate Civil Engineer
Ron Ripperger ~
Engineering Manager
PROJECT!
SUBPROJECT:
VARIOUS DIV.NO.ALL
APPROVED BY:
(Chief)
APPROVED BY:
(Ass!.GM):
SUBJECT:
Rod Posada
Chief,Engineering
Manny Magana~
Assistant General\jFnager,Engineering and Operations
Award of As-Needed Construction Management and Inspection
Services Contract for Fiscal Years 2012 and 2013
GENERAL MANAGER'S RECOMMENDATION:
That the Otay Water District (District)Board of Directors (Board)
awards a professional As-Needed Construction Management and
Inspection Services contract to Valley Construction Management
(Valley)and to authorize the General Manager to execute an agreement
with Valley in an amount not-to-exceed $175,000 for Fiscal Years 2012
and 2013.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
professional As-Needed Construction Management and Inspection
Services agreement with Valley in an amount not-to-exceed $175,000
for Fiscal Years 2012 and 2013 (contract ends on June 30,2013).
ANALYSIS:
The District will require professional construction management and
Inspection services (CMIS)from a professional consultant on an as-
needed basis to support the District's Capital Improvement Program
(CIP).The District will require the expertise of a consultant to
augment staff for CMIS of several projects that will begin
construction in Fiscal Years 2012 and 2013.Existing staff will
provide CMIS where possible,but will require additional expertise to
inspect reservoir coating,welding,and other disciplines on a
continuous basis.
It is more efficient and cost effective to issue an as-needed
contract for the CMIS which will provide the District with the
ability to obtain consulting services in a timely and efficient
manner.This concept has also been used in the past for other
disciplines such as civil engineering,geotechnical,electrical,and
environmental services.
The District will issue task orders to the consultant for specific
projects during the contract period.The consultant will then
prepare a detailed scope of work,schedule,and fee estimate for each
task order assigned under the contract.Upon written task order
authorization from the District,the consultant shall then proceed
with the project,as described in the scope of work.
The anticipated CIP projects that are estimated to require CMIS for
Fiscal Years 2012 and 2013 are listed below:
i ESTIMATED
CIP I DESCRIPTION COST.
P2370 La Presa System Improvements $30,000
P2517 Chase Avenue Helix and Otay Interconnection $50,000
P2491 850-3 Reservoir Exterior Coating and Upgrades $25,000
P2507 East Palomar Street Utility Relocation $30,000
P2513 East Orange Avenue Bridge Crossing $30,000
TOTAL:$165,000
The various scopes of work for the above projects are estimated from
preliminary information and past projects.Therefore,staff believes
that a $175,000 cap on the As-Needed CMIS contract is adequate,while
still providing a buffer.
This As-Needed CMIS contract does not commit the District to any
expenditure until a task order is approved to perform work on a CIP
project.The District does not guarantee work to the consultant,nor
does the District guarantee that it will expend all of the funds
authorized by the contract on professional services.
The District solicited as-needed CMIS from professional consulting
firms by placing an advertisement on the Otay Water District's
website and with various other publications including the San Diego
Union Tribune and the San Diego Daily Transcript on June 30,2011.
2
Twelve (12)firms submitted a letter of interest and a statement of
qualifications.The Request for Proposal (RFP)for As-Needed CMIS
was sent to all twelve (12)firms resulting in seven (7)proposals
received on August 10,2011.They are as follows:
•Valley Construction Management
•KOA Corporation/CBM Consulting
•NCS Engineers
•Dudek &Associates,Inc.
•Nolte Vertical Five
•Atkins
•Tetra Tech,Inc.
The five (5)firms that chose not to propose are The Vinewood
Company,Vali Cooper &Associates,Echo Pacific Construction,Bureau
Veritas,and Harris &Associates.
In accordance with the District's Policy 21,staff evaluated and
scored all written proposals.Valley received the highest score for
their services based on their experience,understanding of the scope,
their proposed method to accomplish the work,and their composite
hourly rate.Valley was the most qualified consultant with the best
overall proposal.A summary of the complete evaluation is shown in
Attachment B.
The District has worked with Valley on the previous As-Needed
Construction Management contract for Fiscal Years 2010-2011.Valley
provided excellent service to the District and staff worked well with
Valley.
FISCAL IMPACT:
The funds for this contract will be expended from a variety of
projects,as previously noted above.The fees for professional
services requested herein are available in the authorized CIP project
budgets.This contract is for as-needed professional services based
on the District's need and schedule,and expenditures will not be
made until a task order is approved by the District for the
consultant's services on a specific CIP project.
Based on a review of the financial budgets,the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP
projects noted above.
The Finance Department has determined that the funds to cover this
contract are available as budgeted for these projects.
3
STRATEGIC GOAL:
This project supports the District's Mission statement,"To provide
the best quality of water and wastewater service to the customers of
the Otay Water District,in a professional,effective,and efficient
manner,lI and the District's Strategic Goal,in planning for
infrastructure and supply to meet current and future potable water
demands.
LEGAL IMPACT:
None.
:9~\;·WRi(ING\As Needed Services\Constn~cti.QnM~:r:..:lgem€I'-t\.i\s Needed eM &Inspec:::.ion Svcs ;'Y12,?Y13\Staff Repo~t\BD 10-05-11,Sta.ff Repo:;;-t.h5-
Needed Cons:"'::l:uction t~3.n.3.geJr:e:nt and Inspection Services,~DK"RR).docx
DK/RR;j f
Attachments:Attachment A
Attachment B
4
VARIOUS
ATTACHMENT A
Award of As-Needed Construction Management and Inspection
Services Contract for Fiscal Years 2012 and 2013
COMMITTEE ACTION:
The Engineering,Operations,and Water Resources Committee
reviewed this item at a meeting held on September 28,2011 and
the folloh/ing comments were made:
$Staff requested that the Board award a professional As-
Needed Construction Management and Inspection Services
contract to Valley Construction Management (Valley)and to
authorize the General Manager to execute an agreement with
Valley in an amount not-to-exceed $175,000 for Fiscal Years
2012 and 2013.
*Staff stated that with the existing as-needed construction
management contract expended through this fiscal year,and
with the upcoming Capital Improvement Program (CIP)for
fiscal years 2012 and 2013,there were some projects where
the District would require support for construction
management and inspection.Staff indicated that these
projects include reservoir coating,interconnections,and
utility relocation projects and referred the Committee to
page 2 of the staff report for a list of the projects .
•It was indicated that staff followed the District's Policy
21 and that a Request for Proposal was advertised on June
30,2011.Twelve (12)firms submitted a letter of interest
and seven (7)firms submitted proposals.Staff indicated
that the proposals were reviewed by five staff members and
indicated that Valley received the highest score.The
Summary of Proposal Rankings,Attachment B of the staff
report,provides additional information of the proposal bid
results.
•Staff noted that the District worked with Valley on the
last as-needed Construction Management Contract and
indicated that Valley is competent and provided excellent
services,therefore staff is recommending Valley for the
As-Needed Construction Management and inspection Services
contract.
$'The Committee commended staff for improving the format of
the Summary of Proposal Rankings as it has evolved and is
easier 'to understand and provides thorough details.
Following the discussion,the Committee supported staffs'
recommendation and presentation to the full board as a consent
item.
ATIACHMENTB
SUMMARY OF PROPOSAL RANKINGS
As-Needed Construction Management and Inspection Services
WRITTEN
MAXIMUM POINTS
Qualificationsof
Staff
30
Understandingof
Scope,Schedule
and Resources
25
Soundness and
Viability of
Proposed Project
Plan
30
INDIVIDUAL
SUBTOTAL·
WRITTEN
85
AVERAGE
SUBTOTAL·
WRtTTEN
85
Proposed Rates'
15
Consultanl's
Commitment10
DBE
YIN
TOTAL SCORE
100
REFERENCES
Poor/Good!
Excellent
ValleyCM
KeVin Cameron
DavidCharles
Frank Anderson
BrandonDiPietro
Ron Ripperger
27
26
25
26
25
24
24
22
24
24
26
26
26 _
26
26 -
77
76
73
76
75
75 14 Y 89 Excellent
Consultant
NCS Engineers
Valley CM
Atkins
RATES SCORING CHART
Rate
$454
$480
$555
Position
towest
Score
'5
'4
9
KOA
CorporationiCBM
Consulting
Kevin Cameron
DaVId Charles
FrankAnderson
Brandon DIPierro
Ron Ripperger
25
22
20
25
22
20
21
---~:-
22
24
22
24
25
23
89
65
65
70
67
67 Y 68
Nolte Vertical FIve
Tetra Tech
Dudek
KOA Corporalion/CBM Consulting
$587
$600
$618
$680 hIghest
7
6
5
25 72
23 67
25 75
23 67-25 70
26 75
23 67
NCS Engineers
Dudek
Kevin Cameron
DavidCharles
FrankAnderSQn
Brandon DiPietro
Ron Ripperger
Kevin Cameron
David Charles
Frank Anderson
Brandon DiPietro
Ron Ripperger
26
22
22
26
22
27
22
23
27
22
21
22
22
21
22
23
22
22
22
22
25
23
21
72
67
65 69
71
15
5
y
Y
84
76
The fees were eValuated bycomparing rates for five positions.The
sum ofthese five rates are notedon the table above.
·ReviewPanel does not see orconsider rates when scoring other
categories.Rates are scored by the PM,who Is not on Review
Panel.
Nolte Vertical Five
Atkins
Kevin Cameron
David CharJe~
Frank AIlderson---
&andon DiPietro
Ron Ripperger
Kevin Cameron----
DavidCharles
FrankAnderson
BIliI/Jdon DIPietro
26
25
23
27
23
27
25
24
27
23
23---
23
23
23
23
24
23
21
27 76
27 75
24 70
25 75
24 70
25 75
25 74----
23 70~--
24 72
74
73
7
9
Y
Y
81
82
Tetra Tech
Ron Ripperger
Kevin Cameron
DavidCharles
Frenk Anderson
Brandon DiPietro
Ron Ripperger
25
27
22
21
26
22
23
22
23
22
22
23
25
26
23
25
27
23
73
75----
66
68
75
68
71 6 Y 77
P:\WORKtNG'As Needed SefVices\Construction Management\AsNeeded eM &Inspection Svcs FY12.FY13\Selection Process\Summary of Proposal Rankings·Ratesand No InterviC\¥
AGENDA ITEM 6i
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE:October 5,2011
SUBMITTED BY:
...'co .~_}~(J~--'~Kevin Cameron\")~o,'
Assistant Civil Engineer I
V.,..,.Ron Ripperger J
Engineering Manager
PROJECTI
SUBPROJECT:
Various DIV.NO.:ALL
APPROVED BY:
(Chief)
APPROVED BY:
(Asst.8M):
SUBJECT:
<:).,..-'\."\'-
Rod Posada '<:':)'0)tJf)~.,,
Chief,Engineering
Manny Magana~~
Assistant General ~ager,Engineering and Operati.ons
Award of As-Needed Traffic Engineering Services Contract
for Fiscal Years 2012 and 2013
GENERAL MANAGER'S RECOMMENDATION:
That the Otay Water District (District)Board of Directors (Board)
awards a professional As-Needed Traffic Engineering Services
contract to Infrastructure Engineers and to authorize the General
Manager to execute an agreement with Infrastructure Engineers in an
amount not-to-exceed $175/000 for Fiscal Years 2012 and 2013.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
a professional As-Needed Traffic Engineering Services agreement with
Infrastructure Engineers in an amount not-to-exceed $175,000 for
Fiscal Years 2012 and 2013 (contract ends on June 30,2013).
ANALYSIS:
The District will require the services of a professional traffic
engineering consultant to provide as-needed traffic control plans,
traffic signal modification plans,striping plans,and traffic
control permit work in support of the elP projects for Fiscal Years
2012 and 2013.It is more efficient and cost effective to issue an
as-needed contract for the traffic engineering services which will
provide the District with the ability to obtain consulting services
in a timely and efficient manner.This concept has also been used
in the past for other disciplines such as civil engineering,
geotechnical,electrical,and environmental services.
The District will issue task orders to the consultant for specific
projects during the contract period.The consultant will then
prepare a detailed scope of work,schedule,and fee estimate for
each task order assigned under the contract.Upon written task
order authorization from the District,the consultant shall then
proceed with the project as described in the scope of work.
The anticipated CIP projects that are estimated to require traffic
engineering services for Fiscal Years 2012 and 2013 are listed
below:
ESTIMATED
CIP DESCRIPTION COST
P2370 La Presa 8ystem Improvements $15,000
P2513 East Orange Avenue Bridge Crossing $25,000
r P2514
.._m._
Hunte Parkway 3D-Inch Pipeline $10,000
I P2517 I Chase Avenue Helix and Otay Interconnections $15,000
~......
R2048 RecPL-Otay Mesa Distribution Pipelines and $35,000Conversions...
82028 Explorer j,ilay 8-inch Sewer Main Replacement $5/000
S2029 Chase Avenue 8-inch Sewer Main Replacement $10/000
82031 Julianna Street 8-inch Sewer Main Replacement $10,000
82032 Puebla Drive 8-inch Sewer Main Replacement $10,000..
S2034 Vista Grande and Paseo Grande 8-inch Sewer $15/000MainRepl;3-cement--..
TOTAL:$150,000
....
The contract is for an amount not-to-exceed $175,000 for all task
orders.Fees for professional services will be charged to the ClP
projects for which the traffic engineering services are performed.
The traffic engineering services'scopes of work for the above
projects are estimated from preliminary information and past
projects.Therefore,staff believes that a $175,000 cap on the As-
Needed Traffic Engineering Services contract is adequate,while
still providing a buffer.
This As-Needed Traffic Engineering Services contract does not commit
the District to any expenditure until a task order is approved to
perform work on a eIP project.The District does not guarantee work
2
to the consultant,nor does the District guarantee that it will
expend all of the funds authorized by the contract on professional
serVlces.
The District solicited traffic engineering serVlces by placing an
advertisement on the Otay Water District's website,San Diego Union
Tribune,and the San Diego Daily Transcript on June 30,2011.
Thirteen (13)firms submitted a letter of interest and a statement
of qualifications.The Request for Proposal (RFP)for As-Needed
Traffic Engineering Services was sent to all thirteen (13)firms
resulting in nine (9)proposals received on August 9,2011.They
are as follows:
8 Rick Engineering Company
"VRPA Technologies,Inc.
•Infrastructure Engineers
"Iteris
•KOA Corporation
"Darnell &Associates,Inc.
"Minagar &Associates,Inc.
•Linscott,Law &Greenspan,Engineers
"RBF Consulting
The four (4)firms that chose not to propose were Harris &
Associates,Kenney Engineering,Lin Consulting,and O'Day
Consultants,Inc.
In accordance with the District's Policy 21,staff evaluated and
scored all written proposals.Infrastructure Engineers received the
highest score for their services based on their experience,
understanding of the scope of work,proposed method to accomplish
the work,and their composite hourly rate.Infrastructure Engineers
was the most qualified consultant with the best overall proposal.
They are a highly rated company and are readily available to provide
the services required.A summary of the complete evaluation is
shown in Attachment B.
----:::?'"
FISCAL IMPACT:/~
The funds for this contract will be expended from a variety of
projects,as previously noted above.The fees for professional
services requested herein are available in the authorized CIP
project budgets.This contract is for as-needed professional
services based on the District's need and schedule,and expenditures
will not be made until a task order is approved by the District for
the consultant's services on a specific CIP project.
3
Based on a review of the financial budgets,the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP
projects noted above.
The Finance Department has determined that the funds to cover this
contract are available as budgeted for these projects.
STRATEGIC GOAL:
This project supports the District's Mission statement,"To provide
the best quality of water and wastewater service to the customers of
the Otay Water District,in a professional,effective,and efficient
manner,11 and the District's Strategic Goal!in planning for
infrastructure and supply to meet current and future potable water
demands.
LEGAL IMPACT:
None.
Geni=ral Manag'er
p,\HORKING\As Need~d services \T~-llff i~"ngir.ee ~\FY12-FYl3\StaEJ:RC!='Qrt\30 10 05 11,S'~ClC:t Report.As -Needed 'rrOl.E Eir:E:ngineeri119 Ser'iH:es,
(KC-RR;'.d2C
KC/RR/RP:jf
Attachments:Attachment A -Committee Actions
Attachment B ~Summary of Proposal Rankings
4
ATTACHMENT A
....._.
SU BJECT/PROJECT:
Various
Award of As~Needed Traffic Engineering Services Contract
for Fiscal Years 2012 and 2013
The Engineering,Operations,and Water Resources Committee
reviewed this item at a meeting held on September 28,2011 and
the following comments were made:
$Staff requested that the Otay Water District (District)
Board of Directors (Board)awards a professioI1al As-Needed
Traffic Engineering Services contract to Infrastructure
Engineers and to authorize the General Manager to execute an
agreement with Infrastructure Engineers in an amount not-to-
exceed $175,000 for Fiscal Years 2012 and 2013.
•Staff stated that with the existing as-needed traffic
engineering services contract expended through this fiscal
year,and with the upcoming Capital Improvement Program
(CIP)for fiscal years 2012 and 2013,there were some
projects where the District would require support for
traffic engineering.Staff indicated that the elP projects
are listed on page 2 of the staff report.
G It was indicated that staff followed the District's Policy
21 and that a Request for Proposal was advertised on June
30,2011.Nine (9)firms submitted a letter of interest
and five (5)firms submitted proposals.Staff indicated
that the proposals were reviewed by five staff members and
indicated that Infrastructure Engineers received the
highest score.Attachment B,the Summary of Proposal
Rankings,of the staff report provides additional
information of the analysis results.
tl The Committee commended staff for improving the format of
the Summary of Proposal Rankings sheet as it has evolved
and is easier to understand.It was also noted that the
sheet provided thorough details.
Fol1.0t0ing the discussion,the Comrni ttee supported sta ffs'
recommendation and presentation to the full board as a consent
item.
ATIACHMENTB
SUMMARY OF PROPOSAL RANKINGS
As-Needed Traffic Engineering
WRtTIEN
Understanding of Soundness and INDIVIDUAL AVERAGE Consultant's REFERENCES
Qualifications of Scope,Schedule Viability of SUBTOTAL·SUBTOTAL·Proposed Rates'Commitment to TOTAL SCOREStaffandResourcesProposedProjectWRITIENWRlnENDBEPlan
MAXIMUM POINTS 30 25 30 85 15 YIN 100 PoorfGoodl85Excellent
Rod Posada 25 22 25 72 RATES SCORING CHART
Pedro POITas 22 2'2.70 Consultant Rate Position Score
Rick Engineering -72 10 Y 82 Infrastructure Engineers $585 lowest 15RonRipperger2.21 25 70Company
David Cherles KOA Corooration $760 10262'2'7.
~~10DanielKay2623257.Rick Engineering $772
Rod Posada 22 20 20 62 Minagar &Associates Inc.$781 10-9PedroPorras232.2.71 Darnell &Associates,Inc.$790VRPARonRipperger22212366669Y75VRPATechno!oQies,Inc.$805 9Technologies,Inc.
LLG Engineers $820 9DavidCharles22202365--8Danie/Kay 23 2'22 66 lteris $845
Rod Posada 27 25 28 80 RBF Consulting $1,095 highest 1-
Pedro Porras 25 20 25 70 The fees were evaluated by comparing rates for sevenInfrastructure-
Ron Ripperger 2S 23 26 7.76 15 Y 91 Excellent positions.The sum ofthese seven rates are noted on the tableEngineers-above.David Charles 26 25 26 77-~--
Daniel Kay 26 2.27 79
Rod Posada 26 23 25 7'*Review Panel does not see or consider rates when scoring
Pedro Porras 2.25 25 7.other categories.Rates are scored by the PM,who is not on
~~
72 8 Y 80 Review Panel.Iteris Ron Ripperger 23 2'23 70-
David Charles 26 21 25 72-~--
Daniel Kay 2.22 2.70
RodPosada 28 23 28 79-------
Pedro Porras 24 25 2.73-----75 10 Y 85KOACorporationRonRipperger26232776-------
David Charles 25 23 2.72----
Daniel Kay 27 2.26 77
Rod Posada 28 2'28 80--------
Pedro Porras 25 20 25 70
Darnell &-----------9 Y 84Associates,Inc.Ron Ripperger 26 23 25 7'75---- --
DavidCharles 27 23 2.7.----------
Daniel Kay 26 2.27 79
RodPosada 2'22 25 71---------
Pedro Porras 25 25 25 75
Minagar &------y 81RonRipperger25212.70 71 10Associates,Inc.--------
David Charles 25 22 23 70
-------------
Daniel Kay 2.22 2'70
Rod Posada 28 23 28 79 .
~~--~-~-
Linscott,Law &Pedro Porras 2.2.2.72--- --------
Greenspan,(LLG)Ron Ripperger 25 23 25 73 74 9 Y 83
Engineers ---- - -
David Charles 26 23 2'73---~------------
Danie/Kay 25 23 2.72
Rod Posada 26 2.26 80------~---
Pedro Porras 25 20 25 70
~------------1 Y 75RBFConsultingRonRipperger2523267.74----
David Charles 26 23 2.73--- ----
Daniel Kay 27 23 25 75
P:\WORKING\As Needed Services\Traffic Englneer\FY12-FY13\Selection Process\Summary of Proposal Rankings -Rates and No Interview