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
Robert R. Hill, Secretary of the
El Toro Water District and the Board of
Directors thereof
AGENDA
PLAN ADMINISTRATOR MEETING
AND
AND
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.
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.
CLOSE FINANCE AND INSURANCE COMMITTEE
MEETING
CLOSED SESSION
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.
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,