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Home My WebLink About12-06-10 FA&C Committee PacketOTAY WATER DISTRICT FINANCE,ADMINISTRATION AND COMMUNICATIONS COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY,CALIFORNIA BOARDROOM MONDAY December 6,2010 11:30 A.M. This is a District Committee meeting.This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2)in the event that a quorum of the Board is present.Items will be deliberated,however,no formal board actions will be taken at this meeting.The committee makes recommendations to the full board for its consideration and formal action. AGENDA 1.ROLL CALL 2.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 DISCUSSION ITEMS 3.REPORT ON DIRECTOR'S EXPENSES FOR THE 151 QUARTER OF FISCAL YEAR 2011 (PRENDERGAST)[5 minutes] 4.DECLARE VEHICLES AND EQUIPMENT SURPLUS TO THE DISTRICT'S NEEDS (DOBRAWA)[5 minutes] 5.APPROVE FISCAL YEAR 2011 EXPENDITURES FOR BANKING SERVICES WITH UNION BANK IN AN AMOUNT NOT-TO-EXCEED THE BUDGETED TOTAL OF $149,700 (CUDLlP)[5 minutes] 6.APPROVE THE ISSUANCE OF A PURCHASE ORDER TO SUMMIT TRUCK BODIES IN THE AMOUNT OF $139,797.81 FOR THE PURCHASE OF ONE (1) CLASS 8 SERVICE LINE TRUCK (ANDERSON)[5 minutes] 7.APPROVE THE ISSUANCE OF A PURCHASE ORDER TO MIRAMAR TRUCK CENTER IN THE AMOUNT OF $89,925 FOR THE PURCHASE OF ONE (1) NEW CLASS 8 DUMP TRUCK (ANDERSON)[5 minutes] 8.INFORMATIONAL REPORT ON THE PROPOSED NEW BILL PRINT FORMAT AND ENHANCEMENTS (CAREY)[5 minutes] 1 9.INFORMATIONAL REPORT ON THE DEVELOPMENT OF CIP PROJECT BUDGETS (RIPPERGER)[10 minutes] 10.REVIEW OF THE REDISIGNED OTAY WATER DISTRICT WEBSITE (BUELNA) [5 minutes] 11.ADJOURNMENT BOARD MEMBERS ATTENDING: Jaime Bonilla,Chair Mark Robak 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 Secre- tary 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 670-2280 at least 24 hours prior to the meeting. Certification of Posting I certify that on December 3,2010 I posted a copy of the foregoing agenda near the regular meeting place of the Board of Directors of Otay Water District,said time be- ing at least 24 hours in advance of the meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley,California on December 3,2010. 2 TYPE MEETING:Regular Board SUBMITTED BY:Sean Prendergast, STAFF REPORT MEETING DATE: W.O.lG.F.NO: AGENDA ITEM 3 January 5,2011 DIV.NO.All APPROVED BY: (Chief) APPROVED BY: (Ass!.GM): SUBJECT: Payroll/AP superviso~ Joseph R.Beachem,chie~Financial Officer G~rman~Assistant General Manager,Administration and Flnance Director's Expenses for the 1st Quarter of Fiscal Year 2011 GENERAL MANAGER'S RECOMMENDATION: This is an informational item only. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To inform the Board of the Director's expenses for the 1st quarter of Fiscal Year 2011. ANALYSIS: The Director's expense information is being presented in order to comply with State law.(See Attachment B for Summary and C-H for Details.) FISCAL IMPACT: None. STRATEGIC GOAL: Prudently manage District funds. LEGAL IMPACT: Compliance with State law. General~ Attachments: A)Committee Action Form B)Director's Expenses and per Diems C-H)Director's Expenses Detail ATTACHMENT A SUBJECT/PROJECT:Director's Expenses for the 1st Quarter of Fiscal Year 2011 COMMITTEE ACTION: This is an informational item only. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. C:\Documents and Settings\Seanp\Local Settings\Temporary Internet Files\OLKC9\CommMtgDirExpOlOSll.doc ATTACHMENT B BOARD OF DIRECTORS' EXPENSES AND PER-DIEMS FINANCE,ADMINISTRATION,AND COMMUNICATIONS COMMITTEE MEETING DECEMBER 6,2010 Policy 8 requires that staff present the Expenses and Per-Diems for the Board of Directors on a Quarterly basis: •Fiscal Year 2011,1st Quarter. •The expenses are shown in detail by Board member,month and expense type. •This presentation is in alphabetical order. •This information was presented to the Finance, Administration,and Communications Committee on December 6,2010. Board of Directors'Expenses and Per-Diems Fiscal Year 2011 Quarter 1 (Jul 10-Sep 10) •Director Bonilla •Director Croucher •Director Gonzales •Director Lopez •Director Robak •Total $00.00 $600.00 $600.00 $660.00 $1,016.50 $2,876.50 Director Bonilla Fiscal Year 2011 Quarter 1 Jun 10 JulIO Aug 10 Business Meetings 0.00 0.00 0.00 Director's Fees 0.00 0.00 0.00 Mileage Business 0.00 0.00 0.00 Mileage Commuting 0.00 0.00 0.00 Seminars and Travel 0.00 00.00 0.00 Monthly Totals Quarterly Total Fiscal Year-to-Date 2011 (Jul10-Sep 10) 0.00 0.00 $0.00 $0.00 Director Bonilla does not request per diem reimbursements _M_e_et_in_g_s_A_ti_e_n_d_ed I-----r------.----- Meetings Paid . Director Croucher Fiscal Year 2011 Quarter 1 JulIO Aug 10 Sep 10 Business Meetings 0.00 0.00 0.00 Director's Fees 0.00 200.00 400.00 Mileage Business 0.00 0.00 0.00 Mileage Commuting 0.00 0.00 0.00 Seminars and Travel 0.00 0.00 0.00 Monthly Totals Quarterly Total Fiscal Year-to-Date 2011 (Jul10-Sep 10) Meetings Attended Meetings Paid 0,00 200,00 ~I 400,00 $600,00 $600,00 Director Gonzales Fiscal Year 2011 Quarter 1 JulIO Aug 10 Sep 10 Business Meetings 0.00 0.00 0.00 Director's Fees 200.00 100.00 300.00 Mileage Business 0.00 0.00 0.00 Mileage Commuting 0.00 0.00 0.00 Seminars and Travel 0.00 0.00 0.00 Monthly Totals Quarterly Total Fiscal Year-to-Date 2010 (Jul10-Sep 10) 200.00 100.00 300.00 $600.00 $600.00 Meetings Attended 2 1 3 Meetings Paid 2 1 3 Director Lopez Fiscal Year 2011 Quarter 1 JulIO Aug 10 Sep 10 Business Meetings 0.00 0.00 0.00 Director's Fees 300.00 200.00 100.00 Mileage Business 0.00 0.00 0.00 Mileage Commuting 30.00 20.00 10.00 Seminars and Travel 0.00 0.00 0.00 Monthly Totals Quarterly Total Fiscal Year-to-Date 2011 (Jul10-Sep 10) 330,00 220,00 110,00 660,00 $660,00 Meetings Attended 3 2 1 Meetings Paid 3 2 1 Director Robak Fiscal Year 2011 Quarter 1 JulIO Aug 10 Sep 10 Business Meetings 0.00 50.00 0.00 Director's Fees 400.00 200.00 300.00 Mileage Business 30.50 9.00 21.00 Mileage Commuting 2.00 2.00 2.00 Seminars and Travel 0.00 0.00 0.00 Monthly Totals Quarterly Total Fiscal Year-to-Date 2010 (Jull0-Sep 10) 432,50 261,00 323,00 $1,016.50 $1,016,50 Meetings Attended 8 2 3 Meetings Paid 4 2 4 Board of Directors'Expenses and Per Diems Fiscal Year 2011 to Date (Jul 10-Sep 10) •Director Bonilla •Director Croucher •Director Gonzales •Director Lopez •Director Robak •Total $0.00 $600.00 $600.00 $660.00 $1,016.50 $2,876.50 SECTION C OTAY WATER DISTRICT ADMINISTRATIVE EXPENSES -BOARD July 1,2010 -June 30,2011 Jul-IO Aug-IO Seo-IO OCI-IO No,'-IO Dec-I0 Jall-11 Feb-II M!r:ll Apr-II Mav-II ~Total I 2 3 4 5 6 7 8 9 10 II 12 JAIME BONILLA (DETAILED IN SECTION 0): 5214 Businessmeetings $ 5~81 Director's fees 5211 Mileage-Business 5~11 Mileage-Commuting 5~D Semin'lrs andconferences 5212 Tra"e1 Totll $$$ GARY D.CROUCHER(DETAILEDINSECTION E): 5~14 Business meetings $$$$$ 5~81 Director's fees ~OO.OO 40000 600.00 5211 Mileage -Business 5~11 Mileage-Commuting 5:213 Seminarsand ccnferences 521:2 Tra\"el Total ~OO.OO 400.00 600.00 DAVID GONZALEZ(DETAILED INSECTION F): 5~14 Business meetings $ 518t Director's fees ~OO.OG 100.00 }OO.OO 600.00 5~11 Mileage -Business 5~1I Mileage -Commuting 5~13 Seminarsand conterences 5212 Trnvel Total ~OO.OO $100.00 300.00 $$S $$S 600.00 JOSE LOPEZ(DETAILED IN SECTION G): 5.214 Business meetings $$ 5~81 Din:ctor's fees 300.00 ~OO.OO 100.00 600.00 5~11 Mileage -Business 5~11 Mileage -Commuting 3000 ~o.oo 10.00 60.00 5213 Seminars andconferences 5212 Tra\"el TOlal S 330.00 ~20.00 110.00 $$$$$$660.00 MARK ROBAK(DETAILED INSECTIONH): 5~14 BusinessJlJ\;ctings $50.00 $$50.00 5~81 Djrector's tees 400.00 ~oo.oo 300.00 900.00 5~11 Mileage-Business 30.50 9.00 ~1.00 60.50 5~11 Mileage-Commuting ~.OO ~.OO ~.OO 6.00 5:213 Seminarsand conferences 521:2 Tran::1 Total 43:2.50 ~61.00 3~}.00 .~1.016.50 TOTALS: 5214 Busine~s meetings 50.00 S 50.00 5281 Director'sfees 900.00 700.00 1.100.00 2.700.00 5211 MileaJee -Business 30.50 9.00 21.00 60.50 5211 Mileage-Commuting 32.00 22.00 12.00 66.00 5213 Seminarsand conferences 5212 Trdvel Tolal 962.50 S 781.00 S 1.133.00 S S S S S S S S S 2.876.50 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2010 THROUGH SEPTEMBER 30,2010 DIRECTOR'S NAME:BONILLA,JAIME ATTACHMENT D Account Name Sep 10/Bonilla J Date Descriptions Page 2 of Pages 6 SECTION 0 Amount Printed Date: 11/15/20104:26 PM OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2010 THROUGH SEPTEMBER 30,2010 DIRECTOR'S NAME:CROUCHER,GARY ATTACHMENT E Account Name Date Director's Fee 9/20/2010 9/16/2010 9/15/2010 9/8/2010 8/19/2010 8/4/2010 Grand Total Descriptions MEETING WITH DIRECTOR BONILLA ENGINEERING AND OPERATION COMMITTEE MEETING SPECIAL BOARD OF DIRECTORS MEETING WATER CONSERVATION GARDEN MONTHLY MEETING ENGINEERING AND OPERATION COMMITTEE MEETING REGULAR BOARD OF DIRECTORS MEETING SECTION E Amount $100.00 100.00 100.00 100.00 100.00 100.00 $600.00 Sep 10/Croucher Page 3 of Pages 6 Printed Date: 11/15/20104:26 PM OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2010 THROUGH SEPTEMBER 30,2010 DIRECTOR'S NAME:GONZALEZ,DAVID ATTACHMENT F SECTION F Account Name Date Descriptions Amount Director's Fee 7/7/2010 REGULAR BOARD OF DIRECTORS MEETING $100.00 7/28/2010 ENGINEERING AND OPERATION COMMITIEE MEETING 100.00 8/4/2010 REGULAR BOARD OF DIRECTORS MEETING 100.00 9/1/2010 REGULAR BOARD OF DIRECTORS MEETING 100.00 9/15/2010 BOARD RETREAT MEETING 100.00 9/16/2010 ENGINEERING AND OPERATION COMMITIEE MEETING 100.00 Director's Fee Total 600.00 Grand Total $600.00 Sep 10/Gonzalez Page 4 of Pages 6 Printed Date: 11/15/20104:26 PM OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2010 THROUGH SEPTEMBER 30,2010 DIRECTOR'S NAME:LOPEZ,JOSE Account Name Date Descriptions ATTACHMENT G SECTION G Amount Mileage -Commuting Total Grand Total 9/7/2010 MEETING -SEPTEMBER 7,2010 7/31/2010 MEETING -JULY 6,7 &28,2010 8/30/2010 MEETING -AUGUST 4 &19,2010 $100.00 100.00 100.00 100.00 100.00 100.00 600.00 30.00 20.00 10.00 60.00 660.00 INTERVIEWS CANDIDATE TO OTAY BOARD OF DIRECTORS REGULAR BOARD OF DIRECTORS MEETING ENGINEERING AND OPERATION COMMITIEE MEETING REGULAR BOARD OF DIRECTORS MEETING ENGINEERING AND OPERATION COMMITIEE MEETING REGULAR BOARD OF DIRECTORS MEETING 7/6/2010 7/7/2010 7/28/2010 8/4/2010 8/19/2010 9/7/2010 Mileage - Commuting Director's Fee Total Director's Fee Sep 10/LopezJ Page 5 of Pages 6 Printed Date: 11/15/20104:26 PM OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2010 THROUGH SEPTEMBER 30,2010 DIRECTOR'S NAME: Account Name ROBAK,MARK Date Descriptions ATTACHMENT H SECTION H Amount 9/16/2010 FINANCE COMMITIEE MEETING TO DISCUSS AUDIT AND DISTRICT FINANCIAL MATIERS 8/20/2010 THE SAN DIEGO EAST COUNTY CHAMBER OF COMMERCE - 2ND ANNUAL POLITICS IN PARADISE LEGISLATIVE FORUM. 7/1/2010 GENERAL MANAGER AD HOC COMMITIEE MEETING 7/7/2010 REGULAR BOARD OF DIRECTORS MEETING 7/8/2010 METRO JPA REVIEW 7/14/2010 WATER CONSERVATION GARDEN MONTHLY MEETING 8/4/2010 REGULAR BOARD OF DIRECTORS MEETING 8/23/2010 FINANCE COMMITIEE MEETING TO DISCUSS AUDIT AND DISTRICT FINANCIAL MATIERS 9/1/2010 REGULAR BOARD OF DIRECTORS MEETING 9/15/2010 DISTRICT ANNUAL BOARD WORKSHOP $50.00 50.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 900.00 30.50 9.00 21.00 60.50 2.00 2.00 2.00 6.00 $1,016.50 MEETING -JULY 7,2010 MEETING -AUGUST 4,2010 MEETING -SEPTEMBER 1,2010 MEETING -JULY 1,7,8,14 &22,2010 MEETING -AUGUST 4 &23,2010 MEETING -SEPTEMBER 1,15 &16,2010 7/31/2010 8/4/2010 9/1/2010 7/31/2010 8/30/2010 9/30/2010 Mileage -Commuting Total Grand Total Mileage -Business Total Mileage -Commuting Director's Fee Total Mileage -Business Business meetings Total Director's Fee Business meetings Sep 10/Robak M Page 6 ofPages 6 Printed Date: 11/15/20104:26 PM OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND ILEAGE CLAIM FORM Employee Number: Pay To:_-_A~r----l_';(i_o_u_~~-----'{_ ,/0/1 miles $g ($100 per meeting) Total Mileage Claimed: ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE /J ~l-;;m '""'.~A1k~'DISCUSSED HOMEtoOWD OTHER -.....-V\1o/1 OWDtoHOME LOCATIONS V /\8('-(T~AY-~\~\i.e1\\\~V~~/~·~~"'\~-\\'"~ %hCb \()YtrQ'M (),\I/)"!',p\.\Mec\\",,~wi C\bY)'LbL£-J I-er /%(\~G\VlW\!","t,{\-.J\\V 'L t~0 ~'N\\U - ~~u•;.:~ 2·x IvvoUu=~OJ'ou*/ -I U·* Total Meetin Per Diem:100 -J Date:(0 I 7 •ZoO ,0 (Direc'tOr's Signature) GMRmip"~ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ ~l{"l"'--'0 vI :-1 H"t.1l."Ih'1 I)..II tts:....,_, INSTRUCTIONS ON REVERSE OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:("'!~'f'1 QQovtt\L(L Employee Number:.--L?_O......./...L./_ Period Covered: ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED HOMElOOWD OTHER /'OWD 10 HOME LOCATIONS ~\~\~,~V)Cv'vl'.n..~y~/l "/L.q~'fJlC\-'\'1\<L \\'.-,!\JJ{'}'\~f\.~nY\\\}(\'(J,hn V J qi~<~f~~'\\~\J\]~~t..'~2.t1 t Sf.-V~~ /~\t ~fM\VI ~\\{;(~~O v v a..\lo ~~, \~~Y\'\.~\HI"'--M(-t,:\\,~wI ~H'\~\~\10 \ ------.-._~- I I ~~0-* L}•X lUu-OU=:/ if lJ J •UU'* u·* Date:fEJ •7 ."2.El J 0 miles $U 1'11'\.....,Total Meeting Per Diem:\\}../ ($100 per meeting) Total Mileage Claimed:-e:r GM Rece;pt:-M-iJ)~----------- FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ INSTRUCTIONS ON REVERSE f}{3000.16/0(JO~2-/0/-&;'l!IDI OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEIV)AND MILEAGE CLAIM FOR:'VI Pay To:Dll\'id Gonzalez Employee Number:1796---------- P,dod Cov","1 From:~To:jOllC --_.----c....J.._-+""""'----------.. ($)00 per mcctll1g) Total ;\Iilcagl'Claimed: FOR OFFICE liSE:TOTAL MILEAGE REIMBURSEMENT:$_ ITEM DATE l\IEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED II()~IElO own OI"lI[1t OWl)II}I!U\Il.:LOCXIIO!'<S /1.1 (-I \3 c'r i)i;I:,T ;),f'-f ,'iT.':'S >...A.,:•.:::,=\'I'-.J l."'\-I IL S('A,2J)C j- .;2.11{'hlll.,i7i..'..,;,'1 <."'.'~....A ,-tV.I ITl:-\:;~;~\.\1 /V l~\,..u.,~-,. 3. .:I. 5. 6. 7. 8. 9. 10. 11. 12. 13. 1.:1.I 15. HI. 17. 18.\ Total Meeting Per Diem:it dOO·--~" ~10SEP /LJ[)·00 OTAY WATER DISTRICT BOARD OFDIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:David Gonzalez Employee Number:1796---------- Period Covered: F,om,Ax.\jItno,~~9,k ITEM DATE MEETING PURPOSE I ISSUES MILEAGE MILEAGE I DISCUSSED HOME 10 OWD ornER OWD10HOME LOCATIONS 1.~J4 ~tJtA~\SoAM \.fv\f'£:t1 N " 2. 3. 4. 5.~__r 6. 7. 8.~yJ 09.~~/U·* 10. 11.1 •X 10U'UO=t12.10U-00* 13. 14....... 15. 16. 17. 18. j (Director ignature) Date:/()'/4-28 to....:..._----=------ miles \ Total Mileage Claimed: Total Meeting Per Diem: ($100 per meeting) FOROFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$,_ .,300·0 U OTAY WATER DISTRICT BOARD OF DIRECTORS PER·DIEM AND MILEAGE CLAIM FORM Pay To:David Gonzalez Employee Number:1796---------- Period Covered: Fro.".•To: I'M DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED HOME to OWD ffiHER OWD'oHOME LOCATIONS /tl't '\0 ~~6ruu>Q..~tfv\€.tfA1A'6,\I t· \i /C\0...A'1j)VJ,..~A-'-l A-\J6z.\'5"10 r ~,...-y''l:,IV 7Y'If\., .J 3.C1 llJ ho ~1M1fL CbM\f\.\~tlJ.£Wi'lc, 4. S. 6. 7. 8. 9. 10.~,r'I'0-* 11.~~;• x 12.100-00=/ 13.30J'()O*I 14. 0-;j:: IS. 16. 17. 18. FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$._ i/4{l!O"'T'It.-I J\,.14PN 1:11 ih mIles-ff-- Total Meeting Per Diem: ($100 per meeting) Total Mileage Claimed: GM Roe".t:~\-(_'_"_'_'4_,_'tB_'~_ ..~IJ,t:3 000 -I~~OO{;),~/If:)/.F:J-J'/G)/.3P()~::V",~'\{t.(../lo~ 000 .'n U()()CJ .,.;2/0/~.§';.//o.;;;J-..Jt;.oa ~ •·.07 EXHffilTB OTAY WATERDISTRICT BOARD OFDIRECTORS PER-DIEM AND MD..EAGE CLAIM FORM Pay To:Jose Lopez Employee Number:7010---------- Period Covered: From:07/01110 To:07131/10 ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED HOMEIOOWD OIlIER OWDIoHOME lOCATIONS 1.07/06110 own Board candidates interviews 20 2.07/07/10 own Board meeting 20 3.07/28/10 own OWD En~&Ops committee meetinst 20 ,--, 4. S. 6. 7. 8.0·* 9.~f flJ j.xy.J 10.1UJ-OO=/ 11..JJu-OO* 12.o•;j: 13_ 14. '\Jar 2u·+ 15.20·+r 20·+ 16.6u·* 17. 18.CO·x O·~U-Total Meeting PerDiem:$300 30'00/--($100 per meeting) Total Mileage Oaimed:60 - GM""iept,J1.DJisr_-Date:1·'2.~. FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$,_ ~~~\.l H J~./t(b DO 0 - )r?:J '-f00 0 ~'2-10 J ..'S;;LS /D) '\';;,~'?'=;'.:~'<)~O JL tf DO O·~I 0 J -5;;L/I o;:L. ..,,"().(f'J OTAYWATERDISTRICT"""""--'~ BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM 02-00 ·00 020'DVEXHIBITB Pay To:Jose Lopez Period Covered: Employee Number:7010----------From:08/01110 To:08/31/10 irector's Signature) Date:10,'f·'2etO 7c:r---'1ft----------...;,.,.-.....;; GM Reciept:-+&fA-.,;..~------------ ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DJSCUSSED HOME1OOWD OTHER ,J OWDtoHOME LOCATIONS /.(tr/I/o O~()ke-wal4/Y 5&Ctff/plio;;;<C) v II/I/;&t)/{){)f:;;ainffrll O;JS /lf~7 pLJrJ2. I I /I 3. 4. 5. 6. (J.¥ 7. 8.~~~c;2·x 1iJL;'OU= 9.~\?U')'('IO~ 10. 11.0·* 12.20·+ 13.;20·+ wP~~40·*14. 15.I;.0 •)~ 16.U':JU*J~()~!U'UO*~';1,.'17.~ 18. \V - ------- Total Meeting Per Diem:$eeoo ({g 7ll ($100 per meeting)",/, Total Mileage Claimed:,.yO miles -----....../~\ J~, r10 OCT1:~Ii';!3:~·i --..f,Ftm OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$----- ftf.!J DO 0 . f:+-8oDO· t:z;p-J!3 ~0 0 0 .7--/£:)I.S-.::J-~J 0 //00·()t) I l!;Lf 00 o·2/0 J •~;2 JixRm?T B /1).()j) OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:Jose Lopez Period Covered: Employee Number:7010----------From:09/01110 To:09/30/10 (Director's Signature) Date:II'./4 .Z()f.) II GM Reciept:~M&br,--:......:.._ I ,JEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE I DISCUSSED HOMEtoOWD OTHER OWD toHOME LOCATIONS y 1.?J17/;1)[)aJ{)Re4tv(~N/'~ayd$t-1 dO (I U 2. 3. 4..--- 5. 6. 7. 8.U·* 9. 10.q~~';1•x ~~100-00=)( 11.100'00* 12. 0-*13.~OJ~14.20-x 15.O'50~ 1 0 l1O* 16.J 17.r\/,t;21l ....~-----~\).'V18. Total Meeting PerDiem:$/Ot?~~~~($100 per meeting) ()~. Total Mileage Claimed:cXCY miles~-~Odl., FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ Period Covered: _",-'-.;;..1-..;;.10'--__To:131-10 V'From: OTAY WATER DISTRICT BOARDOF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:Mark Robak VIt 0 4'-74 L--~~EmployeeNumber:_7.:..;0;;.;;1;..;;4..:..07.:..;1;;.;;0'="'-1 _ 3217 Fair Oaks Lane,Spring Valley,CA 91978 7 ~~ Ui ~\ (Director's Sigoature)•u} 9-if·21''0 ~Date: (S100 per meetmg) Total Mileage Claimed:......,;.,65'--_____miles GM~~_....,./tMbG----=--.....,;;;;;----__-_-- ITEM DATE MEETING PURPOSE I ISSUES MILEAGE MILEAGE DISCUSSED HOME 10 OWD OTHEROWD10HOMELOCATIONS /.;1 7-1 General Manager Review Ad Discuss Annual Performance Review 0 12 Hoc Committee .;2 7-7 Monthly Otay Board Meeting General District Business 4 6 It V 3 7-8 Metro JPA Review Discuss current Metro issues 0 12 /Water Conservation Garden Monthly Meeting I General BusinessV47-14 0 9 (See Exhibit A -Agenda) 5 7-15 Otay Summer Recognition Armual summer lunch and awards in 0 0 Luncheon Operations Building -NO CHARGE 6 7-22 Lunch with Director Gonzalez Informal meeting -NO CHARGE 0 22 , 7 7-26 Lunch with Augie Caires Discuss CUITent Metro issues·NO 0 0 CHARGE 8 7-31 Otay Employee Picnic Annual Picnic at Santee Lakes -NO 0 0 CHARGE ~I·x U •j J ~ .)J.JJ ;t- I ~~II ~W~Total Meeting Per Diem:$400 4 FOROFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$,_ t'.~0 ell,)-1 \,:,~oo -Z.10Z.-~110z..."1'\-\1·,1 OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM ;?-/t..:>/r V e,.L.-d F'L-'t ~/-~/O~ Pay To:Mark Robak Period Covered: Employee Number:_7.:...,:0:.,::1-=..40::..;8:.,::1..;;.0 _ 3217 Fair Oaks Lane,Spring Valley,CA 91978 From:_8::..-.::..1-..=.10~__To:8-31-10 ITEM DATE MEETING PURPOSE I ISSUES MILEAGE MILEAGE DISCUSSED HOME '0OWD OTHER/OWDtoHOME LOCATIONS \V )8-4 Monthly Otay Board Meeting General District Business 4 6 / I J 2 8-23 Finance Committee Discuss Audit and plan and District 0 12 financial matters U·* '>~2 •)~ lUJ·OCJ=~?OU •Uar /~(j'* Lt'X (j·;;U=/ 2.'\)U~~ Total Meeting Per Diem:$200 4 18 ($100 per meeting) Total Mileage Claimed:22 G ~~ Approvat: (Director's Signature) Date:-.;.9'_,_14_,~_()_'_O _ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ ~·t (1 CFD '70 Dt!4~:17..._",_r oJ "I I OTAYWATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:Mark Robak Period Covered: Employee Number:_7.:..;0;.:1;..:4..:;,.09:....:1:...:0 _ 3217 Fair Oaks Lane,SpringValley,CA 91978 From:9-1-10 To:9-30-10-'-~--- ITEM DATE MEETING PURPOSE I ISSUES MILEAGE MILEAGE DISCUSSED HOME '0 OWD OTHER /OWDtoHOME LOCATIONS V \I 1 9-1 Monthly Otay Board Meeting General District Business 4 6 2 9-10 East County Chamber of Monthly breakfast meeting -No Charge 0 0 Commerce Breakfast v/3 9-15 Otay Annual Board Workshop Discuss District Policies and procedures 0 24 V 1/4 9-16 Finance Committee Discuss Audit and plan and District 0 12 financial matters ~.)o.;J~ 1CJU·uU}( j-;:: 5:JJ·uJ-I< ·IJ".v 0-* \,v\It •){ U-!JU= 2·00* Total Meeting Per Diem:$300 4 42 JA 1 -1 GM~~tt --e-t_t......;;.,IV_»_\_~,_._ I ($100 per meeting) Total Mileage Claimed:46 (Director's Signature) Date:10-fe 2.J;J{0 OCT FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ AGENDA ITEM 4 STAFF REPORT AllDIV.NO. January 6,2011 W.O.lG.F.NO: MEETING DATE: Services Regular Board Stephen Dobrawa,~L2. Purchasing Mana~\/- Rom Sarno.i,}( German Alv.r , --... Assist .ral Manager,Finance and Administration APPROVED BY: (Ass!.GM): APPROVED BY: (Chief) TYPE MEETING: SUBMITTED BY: SUBJECT:DECLARATION OF SURPLUS VEHICLES AND EQUIPMENT GENERAL MANAGER'S RECOMMENDATION: That the Board declare the identified vehicles and equipment as surplus to the District's needs. COMMITTEE ACTION: See "Attachment A". PURPOSE: To present a list of vehicles and equipment and obtain Board declaration that the items identified on the list are surplus to the District's needs. ANALYSIS: Listed below are various vehicles and equipment that have been determined by the user departments to be of no use,obsolete (spare parts and service not available),beyond useful life and/ or,not cost effective to repair or operate and therefore, surplus to the District's needs. Vehicles Identified as Surplus Item Qty Description Reason for Declaration-- No longer meets District's 1995 Ford Super Duty utility truck,unit operational 1 1 #93,VIN 1FDLF47G3TEB38026,82,493 miles,specifications. Replaced with unit #202 Ford F550.No longer costaeffectiveto maintain and operate. 1996 Ford F-800 dump truck,unit #92,VIN 2 1 1FDXF80E8TVA24475,101,104 miles,Same as above. Identified for in-kind replacement FY11 1993 Ford F-800 dump truck,unit #8,VIN Same above.3 1 1FDLF47G2SEA22962,125,211 miles,as Replaced with unit #206 a Ford F650 dump.Replaced 1985 Ford LT9000 dump truck,unit #5,VIN 4 1 1FDYU90WXFVA23079,165,934 miles,Same as above. Replaced with unit #199 a LT8901 dump. 1995 Ford Super Duty utility truck,unit 5 1 #1,VIN 1FDLF47G2SEA22962,95,355 Same above.miles,Replaced with unit #198 Ford asa F350 vac truck. 1997 Ford F-800 line truck,unit #98,VIN 6 1 1FDXF80E2VVA37936,71,000 miles,Not Same as above. scheduled for replacement. 1997 Ford Aerostar Van,unit #99,VIN 7 1 1FMDA31X9VZB04139,52,090 miles,Replaced Same as above. with unit #208 a Ford Transit Connect. 1198 Ford Ranger pickup truck,unit #101, 8 1 VIN,1FTYR14U8WPA63097,86,275 miles,Same above.Replaced with unit #127 Ford Ranger asa pickup. 1998 Ford F-800 line truck,unit #106, 9 1 VIN 1FDXF80E6WVA32305,90,705 miles,Same as above. Identified for in-kind replacement FY10 1999 Ford F-250 pickup truck,unit #107, 10 1 VIN 1FTNX20L9XED68701,95,315 miles,Same above.Replaced with unit #117 Ford F-250 asa pickup. 2001 Ford E-150 van,unit #119,VIN 11 1 1FTRE14L11HA17895,103,805 miles,Same as above.Replaced with unit #205 a Ford F-150 pickup. 2001 Ford Taurus sedan,unit #133,VIN 12 1 FAFP55S71A188711,102,052 miles,Replaced Same as above. with unit #207 a Toyota Matrix. 2003 Ford Ranger pickup truck,unit #146, 13 1 VIN 1FTRZ44V43PBOO061,71,448 miles,Same above.Replaced with unit #204 Ford F-150 asa pickup. 2003 Ford Ranger pickup truck,unit #147, 14 1 VIN 1FTZR44V83PBOO062,73,278 miles,Not Same as above. identified for replacement. 2005 Ford Ranger pickup truck,unit #155, 15 1 VIN 1FTYR44E95PA42798,76,324 miles,Not Same as above. identified for replacement. 2008 Chevrolet Malibu sedan,unit #179, 16 1 VIN 1GIZK577184211819,47,355 miles,Not Same as above. identified for replacement. Equipment Identified as Surplus Item Qty Description Reason for Declaration-- No longer meets 1978 Cummins Engine and Pump NTA855G.operational 17 1 Serial #30115437.specifications or requirements.No longer required. Not Operational. No longer cost 18 1 Smith Tapping Machine,Serial effective to #2016484.maintain and operate.No longer needed. No longer meets Stand-By Generator,Olympian,FA #2800 operational 19 1 20KW,KVa 40,240V,166.6Amp.0.2 hrs.specifications or requirements.No longer required. No longer meets operational 1995 LeRoi 175 Compressor,Model #specifications or 20 2 Q175DJ4;FA #2759,Serial #3313X12;requirements.No FA#2997,#Serial #3313X16.longer required. No longer supported. 21 1 1992 Callen Emergency Trailer,FA No longer #2489,VIN #lAU082027NA002345.required. I No longer meets operational 1995 Ingersoll-Rand Compressor,Model specifications or 22 2 #P175W-JD-U;FA #1931,Serial requirements.No #179419U8931;FA 2308,Serial longer required. #187157U90315.No longer supported by manufacturer. No longer meets 1991 Caterpillar Stand-By Generator,operational 23 1 Model #3208,Serial #5YF01189,KW 175,specifications or KVa 219,480V,267Amp,430 Hrs.requirements.No longer required. Trailer Mounted Asphalt Emulsion No longer 24 1 operational.No ISprayer,FA #1131.longer required. No longer cost 1981 Wisconson Trailer Mounted Trash effective to I 2S 1 Pump,Model #VH4D,FA #813,Serial operate and #6048600.maintain.No longer required. I No longer cost I,effective to 26 1 1978 Caterpillar 920 Loader,FA 409,operate andVIN#7K7070-3682,Serial #62K6301.maintain.No longer required No longer meets Autocrane Truck Mount Crane Model operational 27 2 #3023,Serial #DEX-012-01-01;FA specifications or #3156,Serial #320304-228BT-0598.requirements.No longer required. Before vehicles and equipment (where the individual acquisition cost exceeded $5000)can be disposed of,the Board must first declare the items as surplus (ref:Purchasing Manual,Section 12). The District's Purchasing Manual disposing of material,equipment, declared surplus.Typically,items of by sale through public auction.--....'/~FISCAL IMPACT:/// t/r identifies the process for and supplies that have been declared surplus are disposed The salvage value and associated gain or loss on items is not determined until their disposal.Therefore,the fiscal impact of the recommended action is not known at this time. STRATEGIC GOAL: This action supports the District's goal to ensure financial health through efficient operations. LEGAL IMPACT: None. Gen Attachment A -Committee Action Statement ATTACHMENT A SUBJECTIPROJEC~DECLARATION OF SURPLUS VEHICLES AND EQUIPMENT COMMITTEE ACTION: The Finance,Administration and Communications Committee met on December 6,2010,to review this item.The Committee supports presentation to the full Board for their consideration. NOTE: The "Committee Action"is written In anticipation of the Committee moving the item forward for Board approval.This report will be sent to the Board as a Committee approved item, or modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full Board. AGENDA ITEM 5 STAFF REPORT January 5,2011 AllDIV.NO. Regular Board MEETING DATE: James c~e Manager W.O.lG.F.NO: Joseph ~~~Chief Financial Officer GermadP(~arez,Assistant General Manager,Administration andFi~ APPROVED BY: (Chief) TYPE MEETING: SUBMITTED BY: APPROVED BY: (Asst.GM): SUBJECT:Banking Services Pricing Update GENERAL MANAGER'S RECOMMENDATION: That the Board approve staff's recommendation to authorize the General Manager to approve FY-2011 expenditures for banking services with Union Bank,not to exceed the budgeted total of $149,700. COMMITTEE ACTION: See Attachment A. PURPOSE: To authorize the General Manager to approve FY-2011 expenditures for banking services with Union Bank,not to exceed the budgeted total of $149,700. BACKGROUND: On February 3,2010 the Board approved the continued use of Union Bank with the request to review this again in 2012. Because the cost of this service exceeds $50,000 per year,on October 19,2010,staff presented a proposal to the Finance and Administration Committee to amend the District's Purchasing Manual,to provide authority to the General Manager to approve certain routine business expenses as enumerated.The Committee requested that this item be brought to the Board for specific approval and not be added to the purchasing manuals list of routine expenditures as requested by staff. ANALYSIS: The total budgeted cost for banking service in Fiscal year 2011 is $149,700 or $12,475 per month.Fiscal year-to-date expenditure through October 31,2010 are $41,096,only $10,274 per month.The majority of this positive variance results from fee reductions that Union Bank provided to the District in the second half of last fiscal year. FISCAL IMPACT: None.Average monthly costs for banking services indicate that total fees for fiscal year 2011 will not exceed the approved budgeted total of $149,700. STRATEGIC OUTLOOK: The District ensures its continued financial health through long-term financial planning and debt planning. LEGAL IMPACT: None. General Manager Attachments: A:Committee Action Form 2 ATTACHMENT A SUBJECT/PROJECT:Banking Services Pricing Update COMMITTEE ACTION: The Finance,Administration,and Communications Committee recommend that the Board approve staff's recommendation to authorize the General Manager to approve FY-2011 expenditures for banking services with Union Bank,not to exceed the budgeted total of $149,700. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. H:\Board Reports\ComrnMtg-Banking Services Pricing Update-120610.doc AGENDA ITEM 6 STAFF REPORT &Operations AllDIV.NO. January 5th ,2011MEETINGDATE: W.O.lG.F.NO:Frank Anderson,Utility Services Manager f:.A,~ Pedro Porras, Chief,Water Operations Manny Magafia~ Assistant General M~ager,Engineering APPROVED BY: (Ass!.GM): APPROVED BY: (Chief) TYPE MEETING:Regular Board SUBMITIED BY: SUBJECT:Approval to Purchase Class 8 Service Line Truck GENERAL MANAGER'S RECOMMENDATION: That the Board authorize the General Manager to issue a purchase order to Summit Truck Bodies in the amount of $139,797.81 for the purchase of one (1)Class 8 Service Line Truck. COMMITTEE ACTION: See Attachment "A". PURPOSE: To obtain Board authorization to purchase a Class 8 Service Line Truck. ANALYSIS: On December 6,2000 the Board authorized the General Manager to initiate CIP P2366 that provided funding for the repair, retrofit or replacement of District Assets in order to comply with APCD air standard requirements.The Retrofit or replacement of 5 Gen-set engines have been completed with some of the fleet engines being modified with devices to scrub the diesel exhaust, replaced and/or surplussed.Two (2)existing District Class 8 Service Line Trucks are scheduled for replacement due to their age and/or engine exhaust displacement. Based on system operation evaluations of work flow history by Construction/Maintenance supervision and management,it is recommended that 1 new Class 8 Service Line Truck be purchased and the two older service line truck units be declared surplus. This action would also reduce the District's vehicle inventory and save fuel,maintenance and repair costs. It should be noted that these two existing line trucks are 14 and 13 years old respectively.This replacement activity will also noticeably reduce the District's diesel emissions output. In accordance with District policy,bids were solicited for the Class 8 Service Line Truck.Three (3)bids were received. Prices received include all applicable fees and taxes and delivery. Dealer Vehicle Bid Bid Price Summit Truck Bodies Kenworth-Line Truck $139,797.81 Miramar Truck Center Ford F-750 Line Truck $145,251.56 San Diego Freightliner Fr~htliner Line Truck $170,520.71 .'-::;:?'""~~ -Ji.Y FISCAL IMPACT:~~/"/ //// The purchase of this vehicle will cost $139,797.81 which will be charged against the APCD Engine Replacements and Retrofits CIP 2366. The total FY11 proj ect budget Replacements and Retrofits is and current encumbrances for purchased under this request if for the $442,000. the CIP, approved, CIP p2366 APCD Engine Existing expenditures including the vehicle are $140,136.54. Additional FY11 costs include contract retrofit or replacement for Engine 1 and Emergency Stand By Gen-Set at the Wastewater Treatment Plant to be completed by the end of this fiscal year. Projected purchase budget for this vehicle is $130,000.The $9,797.81 increase in cost was required to re-inforce the rear bumper and hitch modification to ensure optimum crane operation safety and equipment trailer towing safety.This increase in cost should be off-set by the savings in purchases of the Wastewater Plant pump engine and gen-set. Based on the utility Service Manager's evaluation,the CIP 2366 budget is sufficient to complete the budgeted purchase. The Finance Department has determined that 100%of the funds are available in the replacement fund. Expenditure Summary: FY11 APCD Engine Replacement ClP 2366 $442,000Budget: FY11 Expenditures and Encumbrances to Date: APeD compliance replacement parts for $338.73 existing fleet. Proposed Vehicle Purchase:$139,797.81 Total Expenditures and Encumbrances:$140,136.54 Projected Balance of APCD Engine $301,863.46ReplacementFY11ClP2366Budget: STRATEGIC GOAL: Implementation of the APCD engine compliance program per schedule. LEGAL IMPACT: None. Attachment "A",Committee Action ATTACHMENT A ....~''''''''T1PROJECT:Approval to Purchase Class 8 Service Line Truck COMMITTEE ACTION: The Engineering/Operations and Water Resources Committee met on December 6th,2010 and supported staffs'recommendation. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item,or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. Quality Assurance Approval Sheet Subject:Approval to purchase class 8 service line truck.Project No.:P2366 Document Description:Staff report for the January 5,2011 Board Meeting. Author: Signature Manager: Printed Name QA Review~L------- IgnatureZv=~I-(0"It) ~e~L Signature _~TW",~NDea-SM Printed Name Date:I ~- (--!O Date:I .:2-I-)17 The above signatures attest that the attached document has been reviewed and to the best oftheir ability,the signers verify that it meets the District quality standard by clearly and concisely conveying the intended information;being grammatically correct and free offormatting and typographical errors;accurately presenting calculated values and numerical references;and being internally consistent,legible and uniform in its presentation style. AGENDA ITEM 7 STAFF REPORT &Operations AllDIV.NO. January 5,2011 W.O.lG.F.NO: MEETING DATE: Frank Anderson,Utility Services Manager fA·a Pedro Porras, Chief,water Operations Manny Magafia~~ Assistant General M~ger,Engineering APPROVED BY: (Asst.GM): APPROVED BY: (Chief) TYPE MEETING:Regular Board SUBMITIED BY: SUBJECT:Purchase of one class 8 dump truck GENERAL MANAGER'S RECOMMENDATION: That the Board authorizes the General Manager to issue a purchase order to Miramar Truck Center,6066 Miramar Road,San Diego Ca,92121 in the amount of $89,925.00,for the purchase of one (1)new Class 8 Dump Truck. COMMITTEE ACTION: Please see Attachment "A". PURPOSE: To provide bid results and obtain authorization to purchase one (1)new Class 8 Dump Truck identified within the FY11 Capital Purchase Budget. ANALYSIS: Included in the approved FY 2011 budget is one (1)new class 8 dump truck. The dump truck is a replacement for a 1999 GMC dump truck.The 1999 GMC is inefficient due to its history of service repairs and braking down in route to job sites.The constant repairs by the fleet mechanics has resulted in excessive staff labor and materials cost.The dump truck replacement will be more the CIP 2282 purchase.The the funds are efficient with fuel economy and reliability while still accommodating the construction needs of their field tasks. In accordance with District policy,bids were solicited for the one (1)Class 8 Dump Truck.Of the 3 Southern California dealerships solicited,three (3)bids were received.Prices received include all applicable fees and taxes. Dealer Vehicle Bid Bid Price Miramar Ford Ford F-750 Dump $89,925.00 ea. El Cajon Ford Commercial Ford $91,565.34TrucksF-750 Dump ea. San Diego Freightliner Freightliner M2106 $94,432.03 ea. FISCAL IMPACT:~ The purchase e ~vehicle will cost $89,925.00.The total FY11 CIP 2282 budget is $540,000.This is for the proj ected purchase of eight vehicles.Existing expenditure including this vehicle,if approved is $169,350.18. This purchase is the second of two dump trucks purchased this fiscal year.The total budgeted amount for these two dump truck purchases is $140,000 with the first dump truck purchased for $49,988.36.Expenditure for this vehicle will result in the total purchase price for both dump trucks at 139,913.36. Based on the Utility Service Manager's evaluation, budget is sufficient to complete the budgeted Finance Department has determined that 100%of available in the replacement fund. STRATEGIC GOAL: 3.1.1.9:Operate the system to meet demand 24/7. 3.1.1.10:Meet all of the health-related water standards. LEGAL IMPACT: None. Attachment "A",Committee Action ATTACHMENT A SUBJECT/PROJECT:Purchase of FY 11 Dump Truck COMMITTEE ACTION: The Finance,Administrative and Communications Committee reviewed this item at a meeting held on December 6,2010.The Committee supported Staff's recommendation. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a Committee approved item,or modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full board. Quality Assurance Approval Sheet Subject:Approval to purchase class 8 dump truck.Project No.:P2282 Document Description:Staffreport for the January 5,2011 Board Meeting. Author: Manager: Signature Printed Name ~~~ Signature f~\<..\~~~~"\It\ Printed Name Date:f ~-1.-(u The above signatures attest that the attached document has been reviewed and to the best oftheir ability,the signers verifY that it meets the District quality standard by clearly and concisely conveying the intended information;being grammatically correct and free offormatting and typographical errors;accurately presenting calculated values and numerical references;and being internally consistent,legible and uniform in its presentation style. STAFF REPORT AGENDA I EM 8 Service SupervisorJose~~~em,Chief Financial Officer German n,~~z,Assistant General Manager,Admini~n TYPE MEETING: SUBMITTED BY: APPROVED BY: (Chief) APPROVED BY: (Asst.GM): Regular Board Andrea care~ustomer MEETING DATE: W.O./G.F.NO: January 5,2011 DIV.All NO. Finance and SUBJECT:New Bill Print Format with Enhancements for Customers GENERAL MANAGER'S RECOMMENDATION: This is an informational item regarding the proposed new bill print format and enhancements for customers.The new format will include proposed changes and the new summary billing feature for multi-account customers. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To inform the Board of the proposed changes to the bill print format and to seek input from the Board. ANALYSIS: In supporting the strategic goal of improving the effectiveness of Otay's bill,staff has worked with both our bill print and billing system vendors to update and improve our current bill print format (Attachment B).This proposed new bill format is better organized to allow for easy reading and includes additional features that will meet requests from our residential,commercial,and public customers. Customers with multiple accounts will have the opportunity to have a consolidated bill that summarizes all of their accounts. In addition,the new bill print format will clearly identify credit balances.Other enhancements to the bill print format include the following: 1.Calculated changes in usage from this year to last 2.Segregation of Chula Vista sewer fees 3.Enhanced messaging capabilities 4.Faster bill print process Sample bills for addressing a variety of customer account types are attached as follows: •Current bill format (Attachment B). •Chula Vista residential bill with past due balances (Attachment C). •Chula Vista residential bill with credit balance (Attachment D). •Chula Vista residential bill with balance paid automatically (Attachment E). •Chula Vista commercial customer bill with domestic water and a compound meter (a large and small meter in one body measuring low and high flow,two separate meter reads but consumption is added together)(Attachment F). •Commercial customer bill with potable irrigation service (Attachment G). •Sewer only customer bill (Attachment H). •Summary bill in which a customer has multiple accounts within the same billing cycle and requests the bills be consolidated to make one payment per month (Attachment I) Otay's bill print format was last revised in 2004 as part of the upgrade to our billing system.Due to the level of customization of the existing bill print format this version of the bill print can no longer be supported with the most recent versions of the billing system.It is important that the District upgrade to the latest version of the billing system in order to take advantage of system improvements.Therefore,not only do the enhancements to the bill print format meet the requirements of our billing system vendor but also serve to improve the communication with our customers as enumerated above. Staff has also collected bill print examples from our neighboring agencies to ensure we are in line with current trends.Attached are copies of bills from Padre Dam,Sweetwater Authority,City of San Diego,and the Helix Water District for comparison (Attachment J). FISCAL IMPACT: The charge for the requested changes with the bill print vendor is $4,800.Programming charges are included in the billing system vendor's support package. STRATEGIC GOAL: Evaluate and improve the effectiveness of the bill. LEGAL IMPACT: None. -IIJ~General Manager Attachments: A)Committee Action Form B)Current Bill Format C)New Chula Vista Residential Bill with Past Due Balance D)New Chula Vista Residential Bill with Credit Balance E)New Chula Vista Residential Bill with Auto Pay F)New Chula Vista Commercial Bill with Domestic Water/Sewer G)New Commercial Customer Bill with Potable Irrigation H)New Sewer Only Bill I)New Summary Bill J)Other Agency Bills ATTACHMENT A SUBJECTIPROJECT:New Bill Print Format with Enhancements for Customers COMMITTEE ACTION: This is an informational item only. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. F:\DianeA\Staff Rpts 2010\COmmMtgBillPrintFormatOl0511.doc Current bill format Attachment B ~meter-reading'.~.~.:~;":~"~,: account information ACCOUNT NUMBER: SERVICE ADDRESS: LAST PAYMENT:11119/2010 SERVICE FROM: DUE DATE: 1,618 11 Current Consumption Reading 625-0613-20 1612 WOODVilLE AVE AMOUNT:$163.61 10116/2010 TO 11/16/2010 12/18/2010 1,607 Previous Reading 99849323 Meter Number Billing Inquiries:(619)670-2777 All Other Inquiries:(619)670-2222 OFFICE HOURS:MONDAY -FRIDAY 8:00 AM -5:00 PM Please visit us at www.otaywater.gov OTA1122B 9000000022 00.0000.0022 22/1 111111111111111111111111111111111111111111111111111111111II1111I1 ~~1612 WOODVILLE AVE -CHULA VISTA CA 91913-1577 DTAY WATER DISTRICT 2554 Sweetwater Springs Blvd.~"iMlM~Spring Valley,CA 91978-2004 --- -- •''''''!L.'':;''",~"t.J.,.~.~~~....'current charges~,,~:~~~.~.~.-:'e;'.1 special message . The SEWER CHARGE shown is for the CITY OF CHULA VISTA.Please contact the CITY OF CHULA VISTA al 619-476·5380,for any SEWER related questions.Please contact OTAYWATER DISTRICT at 619-670-2777 for water related questions.landscapes in the winter require significantly less water.Water use between November 2010 and April 2011 is used to determine your Sewer Service Charge beginning in July.Cut back on watering and save on your water bill and next year's sewer charges.Not sure how much to water?Visit www.otaywater.gov and click on Conservation Home,then Watering Calculator to develop acustomized watering schedule or call 619-670-2291. your monthly usage't}......,.,....'~.-~~. Chula Vista Sewer Charge Energy Charge SD CWA Infrastructure Access Water Charge Water System Fee TOTAL CURRENT CHARGES.. Previous Balance Payments Credits Applied Total Cu ent Charges $31.22 $1.09 $9.77 $23.73 $14.58 $80.39 $167.77 $-167.77 $4.16 $80.39 f--l-I-l-f-J l-I---l-f--l-f--l- I-l-I---l-I-f- l-I-J=n=l-I-f-l-I l-I-l-I-j-l-I CurrentQ'5aQe TOT L AMOUNT DUE $80.39 II .!r l.l ill J This Year iI.of Days:32 Usage:11 1UNIT=100 CUBIC FEET (HCn OfWATER ,A S CI t~ Avg.Per Day:O.34 1HCF =748 GALLONS KEEP THIS PORTION FOR YOUR RECORDS DUE AND PAYABLE UPON RECEIPT PAYMENT COUPON PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT PLEASE MAKE YOUR CHECK PAYABLE TO: OTAY WATER DISTRICT c'--) ACCOUNT NUMBER: SERVICE ADDRESS: SERVICE FROM: DUE DATE: 625-0613-20 1612 WOODVILLE AVE 10/16/2010 TO 11/16/2010 1211812010 amount due TOTAL AMOUNT DUE amount enclosed $80.39 1612 WOODVILLE AVE CHULA VISTA CA 91913·1577 OTAY WATER DiSTRICT PO BOX 51375 lOSANGELES CA 90051-5675 1111••II."III".1.1••••11.111"11,,I"II.I.I.I••II.I.I.11•••1 o Please check box for billing address change (sell back) 1/1 625061320000080392 Attachment CChulaVistaresidentialbillwithpastduebalances Otay Water District 2554 Sweetwater Springs Blvd Spring Valley,CA 91978-2004 Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 625-4080-18 0000067255 11/23/10 12/20/10 10/11/10 $288.15 $.00 $110.05 $.00 $338.20 1111111'11"11111'"1"11 IIIII 1111"II 1111111111111111111111'1 RESCVSEWER NAME~.1234 MAIN STREETtmOTAY,CA 91978-1111 30-45 DAYS PAST DUE:$108.11 DUE 12/09/10 45+DAYS PAST DUE.S120.04 DUE IMMEDIATELY FAILURE TO PAY COULD RESULT IN WATER SERVICE SHUT-OFF Billing Details Meter Information Account#:625-4080-18 1562 Hikers Trail Dr Service from 10/19/10 to 11/17/10 Balance Forward $228.15 Meter 1 #: MeterSize: Previous Read: Current Read: 05150987 3/4" 1103 1117 14 units 30 349.07 Gallons/day %Change -46% Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month $47.29 $1.38 26 14 $5.11 30 25 $9.77 20 $31.92 15 $14.58 10 $110.05 .l .l fI><'.fI><!I ,if'~~~'IJ"!>~,~.. l'~'"fI>~'".,<'"~'Ii tfl ,'"~o~<;l '~~ $338.20TOTALDUE Water Fees Energy Charge Penalty SO CWA Infrastructure Access Water Charge Water System Fee Current Charges Sewer Fees Chula Vista Sewer Charge For Questions regarding Chula Vista Sewer, please call 619-476-5380. 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICToPLEASECHECKBOXFORCHANGESINADDRESSORTELEPHONE(SEE BACK) Account Number:625-4080-18 AMOUNT DUE:$338.20 Customer Number:0000067255 Total amount due by 12/20/10 Service Location:1562 Hikers Trail Dr Billing Date:11/23/10 AMOUNT ENCLOSED $ Due Date:12/20/10 VISA I'll"'PaywithVisa orMastercard -Free e-billing at www.Qtaywater.gov RESCVSEWER NAME 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 11.1 ••111111111'11.11,"1111.1 ••1111111.1.1.1.1'1.111.111111.1 123456782000000003 Chula Vista residential bill with credit balance Attachment 0 Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www,otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments: Credit Balance *00 not pay* 625-4279-02 0000069171 11/23/10 12/20/10 11/22/10 $165.28 CR 150.00 $134,07 .00 $181.21 CR 11,1111,1111'1111,11111II111111111 l"jI IllIjI"lllllllIlllll"I CREDIT NAME~.1234 MAIN STREET1mOTAY,CA 91978-1111 Billing Details Meter Information Account #:625-4279-02 1441 OakpointAve Service from 10/19/10 to 11117110 Credit Balance $315.28 CR Meter 1 #: Meter Size: Previous Read: Current Read: 04844257 3/4" 350 375 Sewer Fees Chula Vista Sewer Charge For Questions regarding Chula Vista Sewer, please call 619-476-5380. Water Fees Energy Charge SO CWA Infrastructure Access Water Charge Water System Fee Current Charges $40.86 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month $2.47 13 25 $9,77 30 $66.39 25 $14.58 20 15 $134.07 10 25 units 34 623.33 Gallons/day %Change 92% $181.21 CRTOTALDUE 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICT D PLEASE CHECK BOX FOR CHANGES IN ADDRESS OR TELEPHONE (SEE BACK) Account Number: Customer Number: Service Location: Billing Date: Due Date: 625-4279-02 0000069171 1441 OakpointAve 11/23/10 12/20/10 AMOUNT DUE: Total amount due by AMOUNT ENCLOSED $ $.00 12/20/10 Credit Balance *00 not pay* VISA III]Pay with Visa or Mastercard -Free e-billing at www.otaywater.gov CREDIT NAME 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 11,11111'1111""1,1'1111111,1.,1111111,1,1.1.1,,.1,1,1.11 ••,1 123456782000000003 Chula Vista residential bill with balance paid sutomatically Attachment E Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 255-1632-14 000005336 11/23/10 12/20/10 11/01/10 $111.10 $111.10 $99.38 $.00 $99.38 11.1111.11"'1111.11'II II 11111'1 1'11"1'••111.111'111111111111,I AUTO-PAY -DO NOT PAY PAYMENT BY BANK 1234 MAIN STREET OTAY,CA 91978-1111 16 units 30 398.93 Gallons/day %Change 78% 1HCF=748 GALLONS 16 05069138 3/4" 743 759 9 10 30T'---------------......~---~25+--------------2001-_ 15 Meter Information 1 UNIT=100 CUBIC FT (HCF)OF WATER Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month Meter 1 #: Meter Size: Previous Read: Current Read: Billing Details Account#:255-1632-14 1423 Yeliowstone"Ave Service from 10/19/10 to 11/17/10 Sewer Fees Chula Vista Sewer Charge $34.43 For Questions regarding Chula Vista Sewer, please call 619-476-5380. Water Fees Energy Charge $3.22 SO CWA Infrastructure Access $9.77 Water Charge $37.38 Water System Fee $14.58 Current Charges $99.38 TOTAL DUE $99.38 PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO OTAY WATER DISTRICT D PLEASE CHECK BOX FOR CHANGES IN ADDRESS OR TELEPHONE (SEE BACK).--------------------, Account Number: Customer Number. Service Location: Billing Date: Due Date: 255-1632-14 0000005336 1423 Yellowstone Ave 11/23/10 12/20/10 AMOUNT DUE: Total amount due by AMOUNT ENCLOSED AUTO-PAY -DO NOT PAY 12/20/10 $ VISA lII]Paywith Visa or Mastercard -Free e-billing at www.otaywater.gov PAYMENT BY BANK 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 11.1 ••11•••11,••,1.1.,,,11.1.1 ••11 ••1••,1,1.1,1.,,1.1,1.11 •••1 123456782000000003 Chula Vista commercial bill with domestic water and a compound meter Attachment F Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments: ITotal Due: 914-1828-00 0000123425 11/23/10 12/10/10 11/15/10 $597.56 $597.56 $591.87 .00 $591.87 1 "111"111"111111"1"11"1I'11.11"I'111111111'11"1111111111 COMMERCIAL NAMEe.1234 MAIN STREET~OTAY,CA 91978-1111 Billing Details Meter Information C3866348 3/4" 1223 1246 59 units 30 147107 Gallons/day %Change -29%59 03866348 Meter 2 #: 3"Meter Size: 2340 Previous Read: 2376 Current Read: 83 40 120T"""-------------":"""....100+---_ 80 60 Current Month Usage: Number ofdays in cycle: Avg.water use this billing period: Last Year Current Month Meter 1 #: Meter Size: Previous Read: Current Read: Account #:914-1828-00 2015 Birch Rd Service from 10/19/10 to 11/17/10 Sewer Fees Chula Vista Sewer Charge $273.03 For Questions regarding Chula Vista Sewer, please call 619-476-5380. Water Fees Energy Charge $11.88 SO CWA Infrastructure Access $104.30 Water Charge $130.98 Water System Fee $71.68 Current Charges $591.87 TOTAL DUE $591.87 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICT D PLEASE CHECK BOX FOR CHANGES IN ADDRESS OR TELEPHONE (SEE BACK)...------------------------, Account Number:914-1828-00 AMOUNT DUE:$591.87 Customer Number:0000123425 Service Location:2015 Birch Rd Total amount due by 12/20/10 Billing Date:11/20/10 AMOUNT ENCLOSED $Due Date:12/20/10 VISA H.'Pay with Visa or Mastercard -Free e-billing at www.otaywater.gov COMMERCIAL NAME 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 11.11111•••11111.1.1,,"1111.11111 ••1•••1.1,I,I,.,111.1.11•••1 123456782000000003 Attachment GCommercialcustomerbillwithpotableirrigationservice Otay Water District 2554 Sweetwater Springs Blvd Spring Valley,CA91978-2004 Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account fnformation Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 913-1100-03 0000013903 11/23/10 12/10/10 11/12/10 $1079.41 $1079.41 $570.80 .00 $570.80 I 1111111,1111'1111,11'111111111'11'11"111,.111'111'111111111111'1 IRRIGATION NAMEE.1234 MAIN STREET~OTAY,CA91978-1111 Billing Details Meter Information 158 units 30 3939.47 Gallons/day %Change -43%158 05524163 1.5" 11802 11960 279 600r----------------------, 500+--------------400+-_ 300 200 100 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month Meter 1 #: Meter Size: Previous Read: Current Read: Account #:913-1100-03 oWoods Dr Service from 10/19/10 10 11/17/10 Water Fees Energy Charge $31.82 SD CWA Infrastructure Access $32.61 Water Charge $478.00 Water System Fee $28.37 Current Charges $570.80 TOTAL DUE $570.80 1UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICToPLEASECHECKBOXFORCHANGESINADDRESSORTELEPHONE(SEE BACK) Account Number:913-1100-03 AMOUNT DUE:$570.80 Customer Number:0000013903 Total amount due by 12/20/10 Service Location:oWoods Dr Billing Date:11/23/10 AMOUNT ENCLOSED $ Due Date:12/20/10 VISA ~Pay withVisa or Mastercard -Free e-billingatwww.otaywater.gov IRRIGATION NAME 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA90051-5675 11,1"11,"11'11I1,1""11,1,1"1111111,1,1,1.1",1.1,1,1,"1 123456782000000003 Attachment H Sewer only customer bill Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Account Number: Customer Number: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments: ITotal Due: 050-0883-01 0000000299 11/16/10 12/10/10 11/05/10 $27.71 $27.71 $27.71 $,00 $27.71 111111111111111111111111111111111111111111111JlIIIIIIIIIIIIIIIIII SEWER ONLY NAMEH.1234 MAIN STREET~OTAY,CA 91978-1111 Billing Details Account #:050-0883-01 10395 Spur Ct Service from 10/13/10 to 11/10/10 Sewer Fees Sewer Charge $27.71 Curre t Charges $27.71 TOTAL DUE $27.71 Meter Information Your sewer charge is calculated based on your previous year's winter average. Your winter average is computed by adding the units of water used during the winter period of January through April and dividing by four.A 15%discount is then applied as we know that not all water purchased goes through the sewer system.New customers will be assigned a winter average of 15 units. PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICToPLEASECHECKBOXFORCHANGESINADDRESSORTELEPHONE(SEE BACK) Account Number:050-0883-01 AMOUNT DUE:$27.71 Customer Number:0000000299 Total amount due by 12/10/10 Service Location:10395 Spur Ct Billing Date 11/16/10 AMOUNT ENCLOSED $ Due Date:12/10/10 VISA ~Pay with Visa orMastercard -Free e-bilJing at www.otaywater.gov SEWER ONLY NAME 1234 MAIN STREET OTAY,CA 91978-1111 OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES, CA 90051-5675 11111111111111,,11.1111.11.1111111111,,11111111111111.1.11'111 123456782000000003 Attachment I Summary Bill This new bill print format will allow customers with multiple accounts in the same billing cycle to request their accounts be combined onto one bill.The first page will have a consolidated account balance at the top and in the remittance area to allow the customer to see one balance for all accounts.In addition, the first page will have an account summary with the billing and payment history for each account separately.The subsequent pages will show the billing and consumption detail for each meter.This sample shows a summary bill for three accounts. All three accounts are located at one service location.Account 914-1851-00 reflects the domestic water service.Accounts 914- 1888-00 &914-1890-00 reflect the property's irrigation service. Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. ACCOUr:lt Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date. Previous Balance: Payments: Current Charges: Adjustments: ITotal Due 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 11/17/10 $55804 $558.04 $623.32 $.00 $623.32 11111111111111111111111II1111111111111111111111111111111111111111 SUMMARY BILL NAME~1234 MAIN STREETIeOTAY,CA 91978-1111 Account Summary Account Previous Balance 914-1851-00 28596 914-1888-00 229.56 914-1890-00 42.52 Payments 28596 229.56 42.52 Current Charges Adjustments 313.89 .00 253.57 .00 55.86 .00 Balance Due 313.89 253.57 55.86 Service Location 1234 MAIN STREET 1234 MAIN STREET 1234 MAIN STREET 558.04 55804 623.32 .00 623.32 PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICT D PLEASE CHECK BOX FOR CHANGES IN ADDRESS OR TELEPHONE (SEE BACK).-------------------------, AMOUNT ENCLOSED $----------- Customer Number: Service Location: Billing Date: Due Date: 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 AMOUNT DUE: Total amount due by $623.32 12/20/10 SUMMARY BILL NAME 1234 MAIN STREET OTAY,CA 91978-1111 VISA ~Pay with Visa or Mastercard·Free e-billing at www.otaywater.gov OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 1111 ••111 ••11"••1.1 ••••1111,1.,11"1"11.1.1,1,,.1.1,1.11,,11 123456782000000003 Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 0000143271+123 cycle 08 group 1 11/23/10 12120/10 11/17110 $558.04 $558.04 $623.32 $.00 $623.32 1111111111111111111111111111111111111111 111111111111111111111111 1m:SUMMARY BILL NAME 1234 MAIN STREET OTAY,CA 91978-1111 Billing Details Meter Information Account#:914-1851-00 1234 Main Street Service from 10/19/10 to 11/17/10 Meter 1 #: Meter Size: Previous Read: Current Read: 06906691 2" 478 510 32 units 30 797.87 Gallons/day %Change 52%3221 o 30-r-------------~~---- 25....------------- 20 15 10 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month $147.35 $3.17 $52.15 $71.04 $4018 $313.89 Water Fees Energy Charge SD CWA Infrastructure Access Water Charge Water System Fee Current Charges Sewer Fees Chula Vista Sewer Charge For Questions regarding Chula Vista Sewer, please call 619-476-5380. 1 UNIT=100 CUBIC FT (HCF OF WATER 1HCF=748 GALLONS Billing Details Meter Information Account #:914-1888-00 1234 Main Street Service from 10/19/10 to 11/17/10 Meter 1 #: Meter Size: Previous Read: Current Read: 05525393 2" 800 880 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month Water Fees Energy Charge Water Charge Water System Fee Current Charges $6.99 $206.40 $40.18 $253.57 N/A 80 80 units 30 1994.67 Gallons/day %Change N/A 12O'--------------==_ 80+-_ 60 40 20 o rlJ '~<:\if"~'"I:'~~-\~,??-h"''"<.,,'"#'r-q ~'")~)~~'li ,,~)'Ii'.,.<?~ ....0 Q'li ~ 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 11/17/10 $558.04 $558.04 $623.32 $.00 $623.32 1111111111111111111111111111I11111111111 11111111111111I111111111 SUMMARY BILL NAME~1234 MAIN STREET1mOTAY,CA 91978-1111 Billing Details Accounl #:914-1890-00 1234 Main Slreel Service from 10/19/10 to 11/17/10 Meter Information Meter 1 #:06737971 Meter Size:1" Previous Read:38 Current Read:52 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month Water Fees Energy Charge Water Charge Water System Fee Current Charges $1.22 $36.12 $18.52 $55.86 N/A 14 14 units 30 349.07 Gallons/day %Change N/A 1 UNIT=100 CUBIC FT HCF)OF WATER 1HCF=748 GALLONS Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments: ITotal Due 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 11/17/10 $558.04 $558.04 $623.32 $.00 $623.32 11111",II"'1 111.11'11ItI"11 1111 11 1'1'••111'1'1'11 11"111 111'1 SUMMARY BILL NAME~1234 MAIN STREETWOTAY,CA91978-1111 Account Summary Account Previous Balance 914-1851-00 285.96 914-1888-00 229.56 914-1890-00 42.52 Payments 285.96 229.56 42.52 Current Charges Adjustments 313.89 .00 253.57 ,00 55.86 .00 Balance Due 313.89 253.57 55.86 Service Location 1234 MAIN STREET 1234 MAIN STREET 1234 MAIN STREET 558.04 558.04 623.32 .00 623.32 PLEASE RETURN THIS PORTION WITH YOUR PAYMENT.MAKE CHECKS PAYABLE TO:OTAY WATER DISTRICT D PLEASE CHECK BOX FOR CHANGES IN ADDRESS OR TELEPHONE (SEE BACK).-----------------------, AMOUNT ENCLOSED $----------- Customer Number: Service Location: Billing Date: Due Date: 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 AMOUNT DUE: Total amount due by $623.32 12/20/10 SUMMARY BILL NAME 1234 MAIN STREET OTAY,CA91978-1111 VISA [II]Pay with Visa orMastercard·Free e-billingat www.otaywater.gov OTAY WATER DISTRICT PO BOX 51375 LOS ANGELES,CA 90051-5675 11.1 ••11•••11,•••1.1••••11.1.1••11••1.,,1.1.1.1••,1,1,1.11 •••1 123456782000000003 Otay Water District 2554 Sweetwater Springs Blvd Spring Valley,CA 91978-2004 Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov Messages This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Account Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 11/17/10 $558.04 $558.04 $623.32 $.00 $623.32 11111111111111111111111 II 111111111111111 11111'111111111111111111 SUMMARY BILL NAME~1234 MAIN STREETtmOTAY,CA 91978-1111 Billing Details Meter Information Account #:914-1851-00 1234 Main Street Service from 10/19/10 to 11/17/10 Meter 1 #: Meter Size: Previous Read: Current Read: 06906691 2" 478 510 32 units 30 797.87 Gallons/day %Change 52% 1HCF=748 GALLONS Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month $147.35 $3.17 21 32 $52.15 30 25$71.04 20 $40.18 15 $313.89 10 0 't><It 'S)<It ".."",..""~i5'~~..",!:o'"\.s-'"l'",~..'"'sf'~'t-<i.\V ~o~e:;,vP \,<'" 1 UNIT=100 CUBIC FT (HCF)OF WATER Water Fees Energy Charge SD CWA Infrastructure Access Water Charge Water System Fee Current Charges Sewer Fees Chula Vista Sewer Charge For Questions regarding Chula Vista Sewer, please call 619-476-5380. Billing Details Meter Information Account #:914-1888-00 1234 Main Street Service from 10/19/10 to 11/17/10 Meter 1 #: Meter Size' Previous Read: Current Read: 05525393 2" 800 880 Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month Water Fees Energy Charge Water Charge Water System Fee Current Charges $6.99 $206.40 $40.18 $253.57 N/A 80 80 units 30 1994.67 Gallons/day %Change N/A 12Or------------ 10+------80+-_ 60 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS $623.32 0000143271+123 cycle 08 group 1 11/23/10 12/20/10 11/17/10 $558.04 $558.04 $623.32 $.00 Account Information Customer Number: Service Location: Billing Date: Due Date: Last Payment Date: Previous Balance: Payments: Current Charges: Adjustments:ITotal Due: This utility billing statement includes all applicable charges and fees for water,sewer,and refuse.Call our office for inform- ation on policies and procedures governing many utility functions, and to request a specific service be performed for you. Messages Billing Inquiries:(619)670-2222 Chula Vista Sewer:(619)476-5380 Monday-Friday 8 am to 5 pm Please visit us at www.otaywater.gov 111111111111111111111111111111'11111'II'1,1111111111111I11111111 SUMMARY BILL NAME~1234 MAIN STREET~OTAY,CA 91978-1111 Billing Details Meter Information Account #:914-1890-00 1234 Main Street Service from 10/19/10 to 11/17/10 Meter 1 #:06737971 Meter Size:1" Previous Read:38 Current Read:52 14 units 30 349.07 Gallons/day %Change N/A14N/A30'T"""-------------25+---_ 20+-_ Current Month Usage: Number of days in cycle: Avg.water use this billing period: Last Year Current Month $1.22 $36,12 $18.52 $55.86 Water Fees Energy Charge Water Charge Water System Fee Current Charges 1 UNIT=100 CUBIC FT (HCF)OF WATER 1HCF=748 GALLONS Other agency bills Attachment J Account No.242-06137-20 5 RES1 .01to.15acre Statement Date Payment Due Date Meter No. Billing Period Days Prior Read Current Read Water Units Used Gallons PerDay Call 619·258-4600 For CustomerService. Available 8:30am to 5:00pm,Monday through Friday. Also,see the information on the back ofthis statement. 1,1:,11'.~ 10/04/10 10119110 19444186 07/27 •09/28 63 17 21 4 HCF 47.49 PREVIOUS ACTIVITY 08/02110 PriorBalance 09/03/10 Past Due Adjustment 09/10/10 48 Hr Notice Fee 09/11/10 Payment -Infosend CC BalanceForward NEWACTIVITY System Charge SDCWA Infrastructure Charge Water @ tier 1 04 HCF @ 3.5680 Sewer Charges Based on 02 Units in 0212009 Current Charges Amount Due by October 19,2010 $102.01 10.20 10.00 -112.21 10.00 32.00 4.06 14.27 51.76 102.09 $112.09 ---- rwater'Use·-;'.:l:.',''.'...'~1:1 •to-1 •t........'..j Your sewer bill includes a "pass-through"rate increase from the City of San Diego Metro Wastewater Dept. Padre Dam's new Mediterranean garden,featuring over 190 water efficient plant and tree species,a plant list and Interpretive signs,is open 8·5 on weekdays and 9-3 on weekends at 9300 Fanita Parkway in Santee,next to our administration building,and it's free.Take a lookl --~--~-'~'- -- f-1-..~..-- --.--f--_..~.----- --.--.-r---- ~--~ ---_.-~ ---1 Jan feb Mar Apr May Jun JIll Aug Scp Oel Nov Dec [JPriDr 12 Montl'l~.Mos'ReeenI12 Monlhs Please detach Iilnd return bottom porticn with payment in the return envelope provided. Padre Dam MWD 9300 Fanita Parkway /Post Office Box 719003 ../Santee,CA 92072-9003 PI\DREDI\M r.....·olJl~Cq ~'V\'lTtt;.f J'rtH..:o'h.:.\ Account Number Service AddressIAmountDue by 10119110 If Paid Late 242..Q6137·20 5 $112.09 $123.30 PAD0930A 9000000641 00,0000.0641 6~1/1 111111'11".1111_11111111111111111111"11"11111,111'1'111'1.1111-B SANTEE CA 92071-4511 "11f1r VISA ~P.ey With Visa or Mastercard·Free e-billlng at www.padredam,org. 11,1,.11.,,1,.,111,,",1,1,11..1,1,,11,..11...11,11111111.,,11 Padre D m M.W.D. PO Box 6900 Artesia,CA 90702-6900 24206137200050000000000112098 HELIX WATER DISTRICT ~gf't'7811 UNIVERSITY AVE 'l LA MESA,CA 91942-0427 Telephone (619)466-05851 www.hwd.com SERVICE INFORMATION PLEASE NOTE THE FOLLOWING BILLING DETAILS WATER SERVICE CHARGES Water Consumption (10 units ): 10 units @2.10 --- NAME: SERVICE ADDRESS: ACCOUNT NUMBER: CYCLE NUMBER: BILL DATE: SERVICE PERIOD: DUE DATE: NEXT READ ON OR ABOUT: 040-01035-4 01 05/03/2010 02/25/10 TO 04/28/10 OS/24/10 06/28/10 21.00 !'!m~~).~ GO GREEN with our NEW ONLINE BILLPAY/E-BILLING SERVICE.Visit www.hwd.com for more information and for water saving tips. Spring watering permitted three days per week--no more than 10 minutes per station.Please adjust irrigation station timing and turn off sprinklers when it rains.We appreciate your continued water conservation. Water Consumption History 0-10 Units $2.10 11-30 Units $2.92 31 +Units $3.885 - 25,-----------------------.---.--. ~20 \------------1 Unlt=748 Gallons :5 I Single Family E 15 ----------Domesticc:g,I (per unit) §10 '"I:Co 21.00 40.10 61.10 0.00 Total Consumption Charge Base Charge (fixed rate -3/4"meter) Total Current Charges Previous Balance TOTAL AMOUNT DUE BY 05/24/10 $61.10 0 1 Last (2-month Billing Periods)Current Year Billing For your convenience, pay your bill onhne at www.hwd.com or to pay by credit or debit card call (866)721-8294. Previous Current Consumption Prev Year %Chooge Read Read Units Usage +/- 817 827 10 16 -37.50 TOTAL AMOUNT DUE $61.10 METER NUMBER:17741442 METER SIZE:3/4" CLASS:D PLEASE DETACH AND RErURN BonOM PORTION WITH YOUR PAYMENT [1/1 ] MAKE CHECKS PAYABLE TO:PAYMENT COUPON PLEASE RETURN THIS PORTION WITH YOUR PAYMEN r AUTOPAY-DO NOT PAY I HELIX WATER DISTRICT ;Ii;~7811 UNIVERSITY AVE .'LA MESA,CA 91942-0427 PLEASE INCLUDE ACCOUNT NUMBER ON CHECK Telephone (619)466-05851 www.hwd.com ACCOUNT NUMBER: SERVICE ADDRESS: DUE DATE: AMOUNT DUE: AMOUNT PAID: 040-01035-4 CYCLE:01 OS/24/10 $61.10 HLX0504A AUTO 5-0IGIT 91942 7000001072 01.0004.0246 1072/1 1111111111111.11111••11.1111111111111.111111111.11.1.1 ••111111111 B LA MESA CA 91942-5818 D PLEASE CHECK BOX FOR BILLING ADDRESS CHANGE (SEE BACK) 11.1••••111•••1111.1.11 ••111.111 ••1••1••11••1••1.111.111111111 HELIX WATER DISTRICT P.O.BOX 501848 SAN DIEGO,CA 92150-1848 0001 00000040010354 101 0000006110 5 Mailed on Aug 20 2010 U15-34806-23-5 ACCOUNT SERVICE Sep 3 2010 PAYMENT DUE DATE 1.1,".1,1",11"1,11,1,",1,1,1.,1",11.,1,1",11.,11,,1,,1 RETU RN THIS PORTION SAN Dl~GU CA 92129-2412 MAKE CHECK PAYABLE TO CITY TREASURER 5146.43 1534806235 0000146431 TO ~LA OU I DUE Sewer Base Fee 06-17 Reversal of Sewer Base Fee Sewer Srvc Chrg 06-17 Reversal of Sewer Service Sewer Settlement Credit Storm Drain Fee t,1ETE R SERVICE PERiOD DAYS METER READI JG US?GC:CORO TO PREVICIIS C"RRFNT HO: -~-- 06-17 08-18 62 Meter Size 3/4 Inch 06-17 08-18 62 2433 2449 16 14 HCF @ $3.4585 $48.42 2 HCF @ $3.7500 $7.50 Water Base Fee Water Used SERVICE ABBREB~ YPE 01 SERVICE CODE $146.43 TOTAL AMOUNT DUE A OUNT 37.20 55.92 32.56 1.90CR 28.94 1.69CR 6.50CR 1.90 $146.43TOTALAMOUNTDUE Sep 3 2010 PAYMENT DUE DATE 08-18 62 Settlement Increase 08-18 62 Charge Settlement Increase U15-34806-23-5ACCOUNTNO. The sewer rate reversal(s)and credit included in the sewer portion of your bill are based on a class action lawsuit settlement affecting sewer rates for the City of San Diego.For more detailed information about these sewer rate adjustments, please visit our website at www.sandiego.gov/mwwd or call (619)515-3500. Effective July 1,2010,your sewer charge is $62.14 per bi-monthly billing period. Occasionally you may hear or receive in the mail solicitations for the sale of water-relatedproductsforservicesforyourproperty.It is important to note that the Department does not promote or partner with private companies in the sale of goods and services.If you read or hear that a certain company is endorsed by the City of San Diego Public Utilites Department,please disregard such claims.For more information about the Public Utilities Departments'sWaterBranch,please go to www.sandiego.gov/water. CONSERVATION INFORMATION-------- Saving water helps you save money. 1 HCFJtiUNDRED CUBIC FEET)=748 GALLONS ******************************** THE MAYOR AND CITY COUNCIL HAVE ISSUED A STAGE 2 WATER ALERT. +7.2 I MANDATORY WATER RESTRICTIONS ARE NOW IN PLACE. EOR MORE INFORMATION,GO TO WWW.SANDIEGO.GOV/WATER. ***********~********~~**** %CIIANGE 193 180 AVERAGE GALLONS 16 15 USAGE BILLEO 62 62 DAYS THIS YEAR LAST YEAR THE CITY OF SAN DIEGO.WATER DEPARTMENT.(619)515-3500 .KEEP THIS PORTION CURRENT CHARGES SWEETWATER AUTHORITY A Joint Powers Public Water Agency authorized by voters of the South Bay Irrigation District and the City of National City. YOUR WATER USE HISTORY Previous balance forward:0.00 1 unit =100 cubic feet (HCF)of water 1 HCF (unit)=748 gallons (gal) Water charge'251.20 %ChangeReadiness-to-Serve charge:14.70 Average Increase/Fire protection.#of days HCF gal/day (Decrease) CWA surcharges:10.64 Current bill 56 66 882 Are you an automatic No.Automatic Payment payment customer?Available PrevIous bill 63 79 938 (6) DUE DATE:09/17/10 IPrevious year 63 102 1211 (27) AMOUNT DUE:276.54 I(same billing period) ACCOUNT INFORMATION WATER ALLOCATION -CURRENT BILL TARGET ALLOCATION FOR NEXT BILL Account Number: Type of billing: Type of account Account name' Service address: Mail address. Mail date: 856-6660-3 BI-MONTHLY RESiDENTiAL 09/03/10 Current bill Target #ofdays HCF 56 66 •Base year #of days average 63 71 Target HCF 59 Target HCF 64 Target average gal/day 788 Target average gal/day 760 %Over (Under) target 12 %Over (Under) target (10) METER READING TARGET ALLOCATIONS Meter Prior Current Consumption Billing Jan Feb Mar 6Q!:May Jun Jul Aug Sep Oct Nov DecMeter#Size Read Read in HCF Code 29752444 5/8 549 615 66 Target 32 24 50 59 64 30 "Base 36 27 55 65 71 33yr.avg Service from: Next read date: 06/30/10 10/26/10 to:08/24/10 • 3 year average from July 2004 to June 2007 of the historical water use of this service address before drought conditions.The base year is seasonally adjusted.For example,Jan =the usage for Jan 05,Jan 06, and Jan 07. Business hours: Mon-Thurs 8 a.m.to 5 p.m Fri 8.30 a.m to 5 p m -SPECI·AL·MESSAGE-'"--·.-'.-_.~.-_....-.-.-...-'--•._....._....,.•.--.----".-. Sweetwater Authority is currently in a Level 1 -Drought Watch We are asking customers to voluntarily reduce water use up to 10 percent.The target allocations printed on this bill are designed to help you track your water use.Please see the back of this bill for details on the Drought Response Plan. Tired ofwriting checks? Have your payments deducted automatically from your checking account by calling Customer Service at (619)420-1413 or visit Billing questions:www.sweetwater.org.To pay by credit card,see the back side of Call Customer Service at (619)420-1413 this page for more details. Para asistencia en espanol,par favor lIame al (619)420-1413 lcD l ~:VIS4 1 Please return bottom portion along with your payment.Make checks payable to:Sweetwater Authority. PAYMENT COUPON Account Number: Service address: 856-6660-3 Due date: Amount due: Amount enclosed: 09/17/10 276.54'------I A charge will be applied for returned checks zzAUTO**SCH 5-DIGIT 91902 ~PS5 62159CA01-A-1 1079 1 AV 0.335 11.1'11I.111.1111111111111111.111'111I1.1111'11••11111111I1111 ffil·o:"':+O''.:..~Il 1:l0NIIA vA ~1~u2-2020 00000000000000276548566660036 11.111111111111111.11'11.1'11.1111111.1.111.11111.11 ••11111111 SWEETWATER AUTHORITY PO BOX 2328 CHULA VISTA CA 91912-2328 o Check box for changes to your account (see back) AGENDA ITEM 9 STAFF REPORT TYPE MEETING:Finance,Admin, Communications Committee MEETING DATE:December 6,2010 APPROVED BY: (Chief) SUBMITIED BY:Ron Ripperger \.f--J Engineering Manager Rod posad~~. Chief,Engineering CIP.lG.F.NO: Various DIV.NO.All APPROVED BY: (Asst.GM): SUBJECT: Manny Magan~~ Assistant Genera\J~anager,Engineering and Operations Informational Item -Development of CIP Project Budgets GENERAL MANAGER'S RECOMMENDATION: That the Finance,Admin,and Communications Committee accept this Informational Item for review and receives a summary via a PowerPoint presentation (see Attachment B). COMMITTEE ACTION: Please see Attachment A. PURPOSE: To update the Finance,Admin,and Communications Committee about the process used to develop CIP project budgets. ANALYSIS: This Staff Report was prepared as a response to Board members' inquiries about how budgets are prepared for CIP projects. For every CIP project,excluding capital purchases,the budget development process for each individual CIP starts at the Planning Phase.The Water Resources Master Plan (WRMP),the Sub Area Master Plan (SAMP),and Integrated Water Resources Plan (IRP)identify all the projects to be included in the CIP budget.At this stage,a very preliminary budget is established.The next stage in the process is the preparation of a Preliminary Design Report (PDR)which is developed to set the framework for design.Staff estimates the project budget, based on preliminary information about the project scope and industry construction data for unit costs,e.g.,cost per lineal foot of pipe or cost per square foot of building.That information is included in the elP budget for that fiscal year's budget cycle. During the design process,the design engineer produces estimated construction costs for each elP project at 30%,60%, 90%,and 100%design milestones.These estimates are more precise because there is a clearer picture of the size and configuration of the project and the potential challenges on issues and impacts,such as environmental,freeway crossings, major utilities,tunneling,etc.Again,these adjusted numbers are reviewed and vetted to fine-tune the number in the elP budget.During the design phase,larger projects also go through value engineering and constructability reviews to further refine the construction cost estimate and total budget. Staff also includes contingencies in earlier budgets in the project.Contingencies are used to cover for unidentified items that occur during the planning,design,and construction phases. The industry standard for contingencies is 5-10%. When the project is 100%designed,staff performs a detailed risk analysis review and potential risks are identified and incorporated in the bid sheet as allowances.The purpose of allowances is to control budget,plus provide a mechanism to pay the contractor in the event a particular bid item is needed. Samples of allowances are:excavation of hazardous wastes or rock material,potholing for unknown utilities,crossing of unknown utilities,etc.The revised construction cost estimate, with allowances,is incorporated into the elP project budget in the next budget cycle. After the project is bid,the contract is awarded to the lowest responsible bidder.At this point,with an actual construction contract amount known,staff again adjusts the elP budget.If the lowest bid exceeds the estimated budget,staff would request a budget adjustment to the Board of Directors at the time of the contract award. During construction,the estimated line items are adjusted, depending on actual conditions encountered in the field. Allowances mayor may not be used during the construction 2 period.If they are used,a staff report is prepared for Board consideration.At the end of construction,a final construction contract budget reconciliation is also prepared for Board consideration. To better illustrate the process,staff selected three recent CIP projects that are at different levels of completion to show how budgets were adjusted and to reflect changes over time when construction costs were known.These budgets are compared to the actual construction costs for each project.Please note that the costs shown for each phase of a project include staff time,consultants,and contractor's costs. 1.1296-3 2MG Concrete Reservoir (P2143) This project was completed in FY 2011. Budget FY 2008 %FY 2009 %FY 2010 %FY 2011 % Planning $244,000 7%$266,000 7%$266,000 7%$276,000 8% Design $365,000 11%$398,000 11%$398,000 11%$422,000 12% Construction $2,731,000 82%$2,739,000 75%$2,739,000 75%$2,842,000 80% Contingency $0 0%$237,000 7%$237,000 7%$0 0% Total:$3,340,000 100%$3,640,000 100%$3,640,000 100%$3,540,000 100% Engineer's Estimate Preliminary 30% 60% 100% $2,700,000 $2,700,000 $3,000,000 $2,945,000 Seven construction bids:Lowest: Highest: Original Construction Contract Original Contract wlo allowances Allowances Total Contract: Actual Construction Contract Costs Bid Items Only (Construction Cost) Change Orders Credit Change Orders Allowances Credit for Allowances Actual Construction Contract Costs: 3 $2,373,220 $3,399,000 $2,198,220 $175,000 $2,373,220 $2,198,220.00 $65,680.30 ($87,067.40) $175,000.00 ($175,000.00) $2,176,832.90 93% 7% 100% 3% (4%) 8% (8%) 2.PL-36-Inch,SDCWA Otay FCF No.14 to Regulatory Site (P2009)and PL-12-Inch,978 Zone,Jamacha,Hidden Mesa,and Chase Upsize and Replacements (P2038) The construction of the project was completed in FY 2011. However,litigation remains before the project can be closed out. Budget FY 2008 %FY 2009 %FY 2010 %FY 2011 % Planning $1,660,000 8%$1,440,000 6%$2,100,000 9%$1,680,000 7% Design $1,320,000 7%$1,540,000 7%$2,080,000 8%$2,150,000 9% Construction $17/070,000 85%$20/854,000 85%$19/763/000 80%$19,557/000 84% Contingency $40,000 0%$566,000 2%$757/000 3%$0 0% Total:$20,090,000 100%$24,400,000 100%$24,700,000 100%$23,387,000 100% Engineer's Estimate Preliminary (IEC) 30%(IEC) 60%(IEC) 100%(IEC) 100%(Lee &Ro) Amended (Lee &Ro) $20,817,901 $25,187,543 $33,347,363 $32,932,034 $22,785,743 $23,125,248 Twelve construction bids:Lowest: Highest: $16,189,243 $28,798,380 Original Construction Contract Original Contract w/o allowances Allowances Total Contract: $14/490,243 $1/699/000 $16,189,243 90% 10% 100% Actual Construction Contract Costs Bid Items Only (Construction Cost) Change Orders Credit Change Orders Allowances Credit for Allowances Actual Construction Contract Costs: 4 $14,490/243.00 $148/157.09 ($521,997.93) $1/699,000.00 ($1/407/457.89) $14,407,944.27 1% (4%) 12% (10 %) 3.North District -South District Interconnection System (P2511) The PDR for this project was completed in FY 2010.The Board recently awarded the design of this project in Fiscal 2011.This project is expected to be completed in FY 2015. Budget FY 2011 % Planning $1,300,000 3% Design $3,000,000 8% Construction $33,000,000 89% Contingency $0 0% Total:$37,300,000 100% To derive an estimated budget for the CIP,staff took industry costs per lineal foot of pipe and per square feet of pump station. In addition,the engineering firm who prepared the PDR provided a preliminary cost analysis that was used in developing the budget. During design,the budget will be adjusted when more design information such as alignment,Caltrans crossings,and tunneling become available. FISCAL IMPACT: None. STRATEGIC GOAL: The CIP 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: N0T,:(J , &lJ-rMU..:::n:....a-g-e-r----=>L--------- P:\CIP\Development of Budget for Individual CIP's\Admin corr~ittee Meeting 12-06-10,Staff Report,InforID.ation Item -Development of elP Project Budgets,(RR-RP).doc RR/RP:jf Attachments:Attachment A -Committee Action Attachment B -Presentation 5 C!IID I Various ATTACHMENT A Informational Item -Development of CIP Project Budgets COMMITTEE ACTION: The Finance,Admin,and Communications Committee reviewed this item at a meeting held on December 6,2010. Quality Assurance Approval Sheet Subject:Informational Item -Development of CIP Project Budgets Project No.:Various Document Description:Staff Report for Finance,Admin,Communications Committee Meeting on December 6,2010 {~/'VI f 0 Date I Author: Ron Ripperger Printed Name QA Reviewer:1?--/7--/IO Date Garv Silverman Manager: printe~e ~~~O~~ Signature Date Rod Posada Printed Name The above signatures attest that the attached document has been reviewed and to the best of their ability the signers verify that it meets the District quality standard by clearly and concisely conveying the intended information; being grammatically correct and free offormatting and typographical errors;accurately presenting calculated values and numerical references;and being internally consistent,legible and uniform in its presentation style. FINANCE,ADMIN,AND COMMUNICATIONS COMMITTEE MEETING DECEMBER 6,20'10 DEVELOPMENT 0 CIP PROJECT BUDGETS ENGINEERING DEPARTMENT Project Budget Deve opment Process Planning Preli inary Budget PDR Value Engineering Construction Bid and Contract Award Project Construction Final Budget Determined 2 Budget Parameters •Budgets are adjusted when more precise information is known. Time span is several years. •Initial estimates are based on industry construction unit cost. •There are lots of variables and unknowns that impact project budgets:alignment,utility crossings,freeway crossings, environmental constraints,tunneling,contaminated/hazardous materials,and agency requirements. •Contingencies are used to cover unidentified items during planning, design,and construction. •Allowances are incorporated through a risk analysis process and used to control budget. •The Board gets routinely notified about changes in the CIP bUdget, and every time that an authorization exceeds the General Manager's authority.3 1 s_am_p_le_p_ro_j_ec_t_s ........1 1296-3 2MG Concrete Reservoir (P2143) BUDGET FY 2008 $3,340,000 CONTINGENCY 00/0 FY 2009 $3,640,000 70/0 FY 2010 $3,640,000 70/0 FY 2011 $3,540,000 0% ENGINEER'S ESTIMATES:$2,700,000 -$2,945,000 SEVEN CONSTRUCTION BIDS:$2,373,220 -$3,399,000 ACTUAL CONSTRUCTION CONTRACT COSTS Bid Items Only (Construction Cost) Change Orders Credit Change Orders Allow nces Credit for Allowances Actual Construction Contract Costs: $2,198,220.00 $65,680.30 30/0 ($87,067.40)(4%) $175,000.00 8% ($175,000.00)(80/0) $2,176,832.90 4 Sample Projects PL 36-lnch,SDCWA Otay FCF No.4 to Regulatory Site (P2009)and PL-12-lnch,978 Zone,Jamacha,Hidden Mesa, and Chase Upsize and Replacements (P2038) BUDGET CONTINGENCY FY 2008 $20,090,000 OOk FY 2009 FY 2010 FY 2011 $24,400,000 $24,700,000 $23,387,000 20/0 30/0 0% ENGINEER'S ESTIMATES:$20,817,901-$23,125,248 TWELVE CONSTRUCTION BIDS:$16,189,243 -$28,798,380 ACTUAL CONSTRUCTION CONTRACT COSTS Bid Items Only (Construction Cost) Change Orders Credit Change Orders Allowances Credit for Allowances Actual Construction Contract Costs: $14,490,243.00 $148,157.09 ($521,997.93) $1,699,000.00 ($1,407,457.89) $14,407,944.27 10/0 (40/0) 120/0 (10%) 5 Sample Projects North District -South District Interconnection System (P2511) BUDGET CONTINGENCY FY 2011 $37,300,000 00/0 This budget was derived from industry costs per lineal foot of pipe and per square feet of pump station. 6 QUESTIONS? 7 STAFF REPORT AGENDA ITEM 10 TYPE MEETING:Finance,Administration and Communications Committee SUBMITTED BY:Armando Buelna../tJ Communications Officer APPROVED BY: (Chief) APPROVED BY: (Asst.GM): MEETING DATE: W.O.lG.F.NO: December 6,2010 DIV.NO.All SUBJECT:Review of redesign of the Otay Water District Website GENERAL MANAGER'S RECOMMENDATION: Review and provide comments on the redesign of the Otay Water District website. COMMITTEE ACTION: See Attachment A PURPOSE: To provide the Finance,Administration and Communications Committee the opportunity to review and comment on a redesigned Otay Water District website. ANALYSIS: The Otay Water District's website is nearly a decade old.While serving the district well for many years,the opening page had become cluttered and the overall site was not easy to navigate or update.Since the website was first launched,improvements in the software have made maintaining web pages much simpler and more efficient. An ad hoc committee,lead by the IT Operations Manager and Communications Officer,and made up of a representative from each department,commenced an effort to declutter the opening page,reorganize,refresh the look of the district's website, and make it easier to maintain. The new website design being previewed to your committee incorporates input from all departments in its design and layout.It is also better organized,easier to navigate,and much simpler to update with new and timely information. ,4 FISCAL IMPACT:~~ This is an informatio~item only.There is no fiscal impact associated with reviewing the website design. STRATEGIC GOAL: LEGAL IMPACT: None. ATTACHMENT A SUBJECT/PROJECT:Review of revised Otay Water District Website Design COMMITTEE ACTION: NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. C:\Documents and Settings\armandob\Desktop\Website Design Attachment A.doc