I hereby certify that the following agenda

was posted at least 72 hours prior to the time

of the meeting so noticed below at 24251 Los                                                                          

Alisos Boulevard, Lake Forest, California.

                                                                                                                                                                               

                                                                                                                                                                               

Robert R. Hill, Secretary of the

El Toro Water District and the Board of

Directors thereof

 

 

AGENDA

 

EL TORO WATER DISTRICT

 

PLAN ADMINISTRATOR MEETING

AND

ENGINEERING COMMITTEE

AND

FINANCE/INSURANCE COMMITTEE

 

February 26, 2013

7:30 a.m.

 

CALL TO ORDER – Chairman Goldman

 

PLEDGE OF ALLEGIANCE – Director Kahn

 

ORAL COMMUNICATION/PUBLIC COMMENT

Members of the public may address the Committee at this time or they may reserve this opportunity with regard to an item on the agenda, until said item is discussed by the Committee.  Comments on other items will be heard at the time set aside for “COMMENTS REGARDING NON-AGENDA ITEMS.”  The public will identify themselves when called on and limit their comments to three minutes.

 

ITEMS RECEIVED TOO LATE TO BE AGENDIZED

 

Determine need and take action to agendize items(s) which arose subsequent to the posting of the Agenda. (ROLL CALL VOTE: Adoption of this recommendation requires a two-thirds vote of the Board members present, or, if less than two-thirds of the Board members are present, a unanimous vote of those members present.)

 

1.         Approval of Minutes (Minutes included)

 

The Engineering and FIC Committee will consider approving minutes for the January 22, 2013 Engineering and Finance/Insurance Committee meeting.

 

Recommended Action at the February 28, 2013 Board Meeting: Approve minutes for the January 22, 2013 Engineering and Finance/Insurance Committee meeting and place on the Engineering and Finance/Insurance Committee’s approval list for the February 28, 2013 meeting of the Board of Directors.

 

            Committee Recommendation: The Committee will consider placing this item on the Engineering and Finance/Insurance Committee approval list for the regular meeting of the Board of Directors.

 

PLAN ADMINISTRATOR MEETING

 

At this time President Martin will call the meeting of the Plan Administrator of the El Toro Water District’s 401(k) Retirement Savings Plan and Trust Agreement to order.

 

2.       Quarterly Review of Pension Plan Performance  (Reference Material Included)

 

Via teleconference, a Representative from HighMark will review and comment on the investment performance of the District’s 401(k) Retirement Plan as of December 31, 2012.

 

CLOSE PLAN ADMINISTRATOR MEETING

 

REGULAR SESSION

ENGINEERING COMMITTEE

 

ENGINEERING ACTION ITEMS

 

3.         Spartan Booster Station MCC Replacement (Reference Material Included)

 

Staff will review and comment on the installation of the previously approved acquisition of new Motor Control Center (MCC) equipment at the Spartan Booster Station as well as the purchase and installation of a new Programmable Logic Controller (PLC). The existing MCC failed unexpectedly.  There was therefore no specific budget for this project in the 2012/13 Capital Budget.   

 

Recommended Action at the February 28, 2013 Board Meeting:  Staff recommends that the Board of Directors authorize the General Manager to 1) enter into a Construction Contract with Industrial Construction & Electrical, Inc. in the amount of $22,985.00 for the installation of the new MCC; 2) enter into a Construction Contract with K.B. Landscape in the amount of $1,950.00 for the improvement of the existing masonry block wall between the new electrical equipment and an existing landscaped slope;  and 3) enter into a contract with Motoronics in the amount of $44,149.59 for the instrumentation and control services associated with the procurement and installation of the new PLC.  Staff further recommends that the Board authorize the General Manager to fund the project costs from the District’s Capital Reserves in accordance with the District’s adopted Capital Reserve Policy.

 

           Committee Recommendation: The Committee will consider placing this item on the Engineering and Finance/Insurance Committee approval list for the regular meeting of the Board of Directors.

 

4.         Replace DAF #1 Components (Reference Materials Included)

 

Staff will review and comment on the purchase and installation of replacement components and appurtenant equipment at one of the Dissolved Air Flotation (DAF) Thickeners at the Water Recycling Plant.  The 2012/13 adopted budget for DAF #1 Component Replacement Project is $180,000.   

 

Recommended Action at the February 28, 2013 Board Meeting:  Staff recommends that the Board of Directors authorize the General Manager to 1) enter into a Purchase Order Contract with WesTech in the amount of $77,670.36 for the purchase of the DAF Replacement Components; 2) enter into a Purchase Order Contract with World Water Works, Inc. in the amount of $28,674.00 for the Nikuni recirculation pump; 3) enter into a Construction Contract with J.R. Filanc Construction Co. in the amount of $76,750.00 for the installation of the DAF Replacement Components as well as the Coating of the DAF metal and concrete surfaces and 4) enter into a contract with Motoronics in the amount of $4,208.22 for the instrumentation and control services associated with the installation of the recirculation pump.  Staff further recommends that the Board authorize the General Manager to fund the project costs from the District’s Capital Reserves in accordance with the District’s adopted Capital Reserve Policy.

 

           Committee Recommendation: The Committee will consider placing this item on the Engineering and Finance/Insurance Committee approval list for the regular meeting of the Board of Directors.

 

5.         RAS Pumps Upgrade (Reference Materials Included)

 

Staff will review and comment on the purchase and installation of material associated with the upgrade of the Return Activated Sludge (RAS) Pumps at the Water Recycling Plant.  The 2012/13 adopted budget for RAS Pumps Upgrade Project is $35,000.   

 

Recommended Action at the February 28, 2013 Board Meeting:  Staff recommends that the Board of Directors authorize the General Manager to 1) enter into a Purchase Order Contract with Vaughan’s Industrial Repair in the amount of $37,773.00 for the rebuild of three RAS pumps; 2) enter into a Purchase Order Contract with USA Bluebook in the amount of $6,220.58 for new pump check valves and 3) enter into a construction contract with Watson Mechanical in the amount of $9,460.00 for the check valve installation.  Staff further recommends that the Board authorize the General Manager to fund the project costs from the District’s Capital Reserves in accordance with the District’s adopted Capital Reserve Policy.

 

           Committee Recommendation: The Committee will consider placing this item

on the Engineering and Finance/Insurance Committee approval list for the regular meeting of the Board of Directors.

 

ENGINEERING GENERAL INFORMATION ITEMS

 

6.         El Toro Water District Capital Project Status Report  (Reference Material Included)

 

Mr. Cafferty will review and comment on the El Toro Water District Capital Project Status Report.

 

7.         Engineering Items Discussed at Various Conferences and Meetings (Oral Report)

 

            The Committee will discuss any pertinent Engineering items discussed at Conferences.

 

COMMENTS REGARDING NON-AGENDA ENGINEERING COMMITTEE ITEMS

 

CLOSE ENGINEERING COMMITTEE MEETING

 

FINANCE/INSURANCE COMMITTEE MEETING

 

CALL MEETING TO ORDER – Chairman Werner

 

TREASURER ACTION ITEMS

 

8.         Financial Package - Authorization to Approve Bills for Consideration dated February 26, 2013 and Receive and File Financial Statements as of January 31, 2013 (Reference Material Included)

 

Staff will review and comment on the Bills for Consideration dated February 26, 2013 and Financial Statements as of January 31, 2013.

 

Recommended Action at the February 28, 2013 Board Meeting: Staff recommends that the Board: 1) Approve, ratify and confirm payment of those bills as set forth in the schedule of Bills for Consideration dated February 26, 2013, and 2) receive and file the Financial Statements for the period ending January 31, 2013 and place on the Engineering and Finance/Insurance Committees approval list for the February 28, 2013 meeting of the Board of Directors.

 

Committee Recommendation: The Committee will consider placing this matter on the Engineering and Finance/Insurance Committee’s recommended approval list for the regular meeting of the Board of Directors.

TREASURER INFORMATION ITEMS

 

9.         Water Budget Based Tiered Conservation Rate Structure & Usage Activity Report (Reference Material Included)  

 

Staff will review and comment on the status of the Water Budget Based Tiered Conservation Rate Structure and Water Usage activity for the 2012/13 fiscal year.

 

10.       Accounting Best Practices – Internal Controls (Reference Material Included)

 

Staff will review and comment on the results of an Accounting Best Practices – Internal Controls Survey completed by the Accounting Department.

 

11.       2013/14 Budget Schedule and Considerations (Reference Material Included)

 

Staff will review and comment on the proposed Budget Schedule for fiscal year 2013/14 and preliminary budget assumptions/considerations.

 

Comments Regarding Non-Agenda FIC Items

 

CLOSE FINANCE AND INSURANCE COMMITTEE MEETING

 

ATTORNEY REPORT

 

CLOSED SESSION

 

            At this time the Board will go into Closed Session for the following matters:

 

1.    Pursuant to Government Code Section 54956.8 to consult with and instruct the District's General Manager and/or his Designee, the District’s Director of Operations and Engineering, who are acting as the District's designated Negotiators and are charged with negotiating the price and terms concerning the acquisition of easements which are required for the installation of recycled water lines and facilities in conjunction with the District's Recycled Water Expansion Project.  Easement acquisition is required from:

 

Grantor     

APN

 

Laguna Village Owners Association

588-041-06, 588-042-13, 588-101-74, 588-121-01, 588-131-01

 

Casa de Laguna Association

588-071-01

Ayres Hotel

616-012-223

 

 

 

2.    pursuant to Government Code Section 54956.96 (a ) (2) (b) in order to receive, discuss, and/or take action concerning confidential information obtained by the District’s representative in a Closed Session of the South Orange County Wastewater Authority (SOCWA) (a joint powers agency)

 

3.    pursuant to Government Code Section 54957 (b) (1) for the purpose of  reviewing the performance of the District's General Manager for the calendar year 2012.

 

OPEN/REGULAR SESSION

 

REPORT ON CLOSED SESSION (General Counsel)

 

Mr. Granito will provide an oral report on today's Closed Session.

 

12.      General Manager Compensation

 

Board Action:  The Board will discuss and consider granting the District's General Manager a superior performance award as the Board may deem appropriate.

 

ADJOURNMENT TO 7:30 a.m., Tuesday March 26, 2013.

 

The agenda material for this meeting is available to the public at the District's Administrative Office, which is located at 24251 Los Alisos Blvd., Lake Forest, Ca. 92630. If any additional material related to an open session agenda item is distributed to all or a majority of the board of directors after this agenda is posted, such material will be made available for immediate public inspection at the same location.

 

Request for Disability-Related Modifications or Accommodations

 

If you require any disability-related accommodation, including auxiliary aids or services, in order to participate in this public meeting, please telephone the District's Recording Secretary, Polly Welsch at (949) 837-7050, extension 225 at least forty-eight (48) hours prior to said meeting.  If you prefer, your request may be submitted in writing to El Toro Water District, P.O. Box 4000, Laguna Hills, California 92654, Attention: Polly Welsch.