1. CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Gary Melton, Board President Phil Hawkins, Director

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1 AGENDA YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, June 17, 2013, 9:30 AM 1717 E Miraloma Ave, Placentia CA CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Gary Melton, Board President Phil Hawkins, Director CITY OF PLACENTIA MEMBERS Scott W. Nelson, Mayor Chad P. Wanke, Councilmember YLWD STAFF Steve Conklin, Acting General Manager CITY OF PLACENTIA STAFF Troy L. Butzlaff, City Administrator 3. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 4. PRESENTATIONS 4.1. District GIS Capabilities Demonstration 5. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action Minutes of the YLWD/City of Placentia Joint Agency Committee Meeting held February 4, 2013 Recommendation: That the Committee approve the minutes as presented. 6. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only Vehicle and Equipment List for Each Agency 6.2. Water-Use Efficiency Programs

2 7. ADJOURNMENT 7.1. The date and time of the next YLWD/City of Placentia Joint Agency Committee meeting is yet to be determined. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section , non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District s business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District s internet website accessible at Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at , or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation.

3 AGENDA REPORT ITEM NO. 4.1 Meeting Date: June 17, 2013 Subject: District GIS Capabilities Demonstration SUMMARY: At its February 4, 2013 kick-off meeting, the Joint Agency Committee discussed the idea of combined services as a potential cost-savings measure for both agencies. One of the types of service that the City of Placentia asked to investigate was the potential to contract its GIS mapping needs to the District. As a first step in this consideration, District staff will provide a demonstration of its GIS equipment, staffing and capabilities to the Joint Committee and other staff of the City of Placentia.

4 AGENDA REPORT ITEM NO. 5.1 Meeting Date: June 17, 2013 Subject: Minutes of the YLWD/City of Placentia Joint Agency Committee Meeting held February 4, 2013 STAFF RECOMMENDATION: That the Committee approve the minutes as presented. ATTACHMENTS: Name: Description: Type: _City_of_Placentia_-_Minutes.docx 02/04/13 Mtg Minutes Minutes

5 MINUTES OF THE YORBA LINDA WATER DISTRICT JOINT COMMITTEE MEETING WITH CITY OF PLACENTIA Monday, February 4, :00 a.m. Placentia City Hall 401 E Chapman Ave, Placentia CA The February 4, 2013 meeting of the YLWD/City of Placentia Joint Agency Committee was called to order at 9:00 a.m. The meeting was held in the City s Administrative Conference Room at Placentia City Hall located at 401 East Chapman Avenue, Placentia CA CALL TO ORDER 2. ROLL CALL YLWD COMMITTEE MEMBERS Gary T. Melton, Board President Phil Hawkins, Director CITY OF PLACENTIA MEMBERS Scott W. Nelson, Mayor Chad P. Wanke, Councilmember YLWD STAFF Steve Conklin, Acting General Mgr CITY OF PLACENTIA STAFF Troy L. Butzlaff, City Administrator 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. Potential Service Consolidation and Cost Sharing Opportunities The Committee discussed the potential for potential service consolidation and cost sharing opportunities for the following: Fleet Services Mr. Butzlaff indicated that the City is maintaining its 126 total equipment and vehicle pieces with two part-time contract employees. They are looking for other options for this service that may be more cost effective. Mr. Conklin noted that the District has three full-time mechanics to maintain the District s fleet as well as the engine-drivers and gear drives for well pumps and booster pumps, and other duties. The District s mechanics are fully committed at this time. There was discussion but no decision to pursue this further at this time. Joint-Use of Heavy Equipment It was acknowledged by both parties that we each have heavy equipment that is only used periodically and could potentially be used by the other. This idea is being espoused by LAFCO and by WEROC to make better use of local resources and save money. It was agreed 1

6 that the City and District would each prepare a list of heavy equipment, its capabilities and operators on staff. GIS Services Mr. Butzlaff reported that the City has contracted GIS services and is not particularly happy with the provider. They would be interested in seeing a demonstration of the District s GIS program, staffing and equipment at the next Joint Agency meeting in May. Mr. Conklin agreed to include that as part of the May meeting at YLWD. The City would like to continue discussions on options and potential for the District providing GIS services for the City Water Service Mr. Butzlaff reported that the residents continue to complain about GSWC and the cost of service, and have asked the City to take over as the water provider. Director Melton noted the same for residents in the Locke Ranch area of YL. Both acknowledged that it would be very expensive to try to buy out GSWC and may not ever pencil-out as cost effective. It was suggested that we could inquire from consultants what it would cost to estimate the buy-out cost for GSWC facilities. Mr. Butzlaff also noted that advertisements are being received by City residents for insurance for replacement of water and sewer lines on the residents property. It did not appear that similar advertisements were received in YL. There was concern if the insurance is reputable. This was offered as a heads-up to the District if and when the advertisements are received by District customers Water Conservation Mr. Butzlaff reported that the City would like to pursue a potential joint project with the District to replace grass and plants in center medians in YL Blvd, west of Rose, in the YLWD service area, with synthetic turf and drought-tolerant plants. This would be a demonstration project for which the City would be requesting payment participation by the District or MWDOC. Mr. Conklin noted that MWDOC may still have a grant program for such improvements, and that the District will contact MWDOC for more information and discussion at the May meeting Sewer Services Mr. Butzlaff reported that the City will be preparing GIS mapping of the sewers and a sewer master plan in the coming year. After those are complete we could pursue discussions on potential take-over of the sewers by the District Matters Initiated By Committee Members It was agreed to meet on a quarterly basis, with the next meeting in May at YLWD. 2

7 4.6. Items for Next Agenda The City and District each prepare a list of heavy equipment, its capabilities and operators on staff for the next meeting. District provide a demonstration of its GIS program, staffing and equipment at the next Joint Agency meeting in May. District to contact MWDOC about grant program for water conservation improvements for discussion at the May meeting. 5. ADJOURNMENT 5.1. The meeting was adjourned at 10:00 a.m. The next YLWD/City of Placentia Joint Agency Committee meeting will be scheduled in May 2013 at the District s office on a date yet to be determined. 3

8 AGENDA REPORT ITEM NO. 6.1 Meeting Date: June 17, 2013 Subject: Vehicle and Equipment List for Each Agency SUMMARY: At the February 4, 2013 Joint Agency meeting, one discussion item was the various vehicles and equipment that each agency owned, some of which was only used infrequently. It was suggested that the agencies consider the potential for making equipment available to the other as a costsaving measure. As a first step, each agency was to provide a copy of its vehicle and equipment list for discussion at the next meeting. Those lists are attached. ATTACHMENTS: Name: Description: Type: Placentia_Vehicle_Inventory,_Dec_2012.xlsx Placentia Vehicle Inventory Backup Material YLWD_VehicleEquipList_Mar2013.pdf YLWD Vehicle & Equipment List Backup Material

9 City of Placentia Vehicle Inventory Dec-12 Equip ID FEMA Hourly Name/Type Model Year Make/Model Number Cost Location Contact Information Med Size Truck-Stake Bed 2006 Ford / F-250 $ City Yard Joe Higgins, Crewleader (714) Med size truck Paint truck 2006 Ford / F4 $ City Yard Joe Higgins, Crewleader (714) Light Tower 6 killowatts 2010 Magnum / T3060M $ - City Yard Joe Higgins, Crewleader (714) ZIEMAN Large Trailer 1998 ZIEMAN Large Trailer $ - City Yard Joe Higgins, Crewleader (714) Heavy Truck H2O Truck 1980 Chevrolet / Water $ City Yard Joe Higgins, Crewleader (714) Forklift 1981 Clark / C $ City Yard Joe Higgins, Crewleader (714) Heavy Truck Chipper Truck 1986 Chevrolet / 70D $ City Yard Joe Higgins, Crewleader (714) Wood Chipper 1994 Brush Bandit / 200+ $ - City Yard Joe Higgins, Crewleader (714) H2O Blaster 1996 HYDRO TEK $ - City Yard Joe Higgins, Crewleader (714) k Generator M-quip $ 9.02 City Yard Joe Higgins, Crewleader (714) Heavy Truck - Patch Truck 1997 Ford / F-series $ City Yard Joe Higgins, Crewleader (714) Heavy Truck Dump Truck 1989 Chevrolet / Kodiak $ City Yard Joe Higgins, Crewleader (714) Light Tower 6 killowatts 2010 Magnum / T3060M $ - City Yard Joe Higgins, Crewleader (714) Roller - Compactor 1998 DYNAPAC / CC102 $ City Yard Joe Higgins, Crewleader (714) Medium Tractor 1992 Ford / 445C $ City Yard Joe Higgins, Crewleader (714) Med Size Truck Boom Truck 1990 Ford / B/TK $ City Yard Joe Higgins, Crewleader (714) Large Tractor Pay Loader 1991 Dresser / 515C $ City Yard Joe Higgins, Crewleader (714) Med size truck Arrow Board 2002 Ford / F-250 $ City Yard Joe Higgins, Crewleader (714)

10 YORBA LINDA WATER DISTRICT VEHICLE AND EQUIPMENT LIST March 2013 Unit Vehicle Description Year OP-92 John Deere Backhoe 1987 OP-107 GMC 3 Yard Dump 1991 OP-127 John Deere Mower 1997 ENG-132 Ford Explorer 1997 OP-134 Ford 3/4 Ton Utility 1999 OP-139 John Deere Back Hoe 1999 OP-144 GMC 5 Yard Dump 2000 OP-145 John Deere Backhoe 2000 OP-147 GMC 3/4 Ton Pickup 2001 OP-148 GMC 1/2 Ton Pickup 2001 OP-152 GMC 3/4 Ton Utility 2002 OP-154 Sterling Sewer Vactor 2003 ENG-155 Ford 1/2 Ton Pickup 2003 OP-156 Ford!/2 Ton Pickup 2003 OP-157 Ford!/2 Ton Pickup 2003 OP-160 Ford 3/4 Ton Utility 2003 OP yard Dump Truck 2003 ENG-162 Ford Freestar Van 2004 OP-164 GMC 1/2 Ton Pickup 2004 OP-165 GMC Canyon 2004 OP-166 GMC 3/4 Ton Service 2004 OP-168 Vactor / Excavator 2005 OP-169 GMC 1/2 Ton Pickup 2005 OP-170 GMC 1/2 Ton Pickup 2005 BUS-171 GMC Canyon 2005 OP-172 FORD F OP-173 Ford Ranger Pickup 2007 OP-174 Ford F550 Truck 2007 OP-175 CAMERA TRUCK 2007 OP-176 FORD F OP-177 Ford Ranger Pickup 2007 OP-178 Ford Ranger Pickup 2007 OP-179 Ford Ranger Pickup 2008 OP-180 Ford F350 Truck (Valve Truck) 2008 ADM-181 Civic Hybrid Sedan 2008 OP-182 Ford Ranger Pickup 2008 OP-183 Ford Ranger Pickup 2008 OP-184 Ford F OP-186 Ford Escape 2008 ENG-187 Ford Ranger Pickup 2010 OP-188 Ford Ranger Pickup 2010 BUS-189 Ford Ranger Pickup 2008 BUS-190 Ford Ranger Pickup 2010 BUS-191 Ford Ranger Pickup 2010 OP-192 Ford Ranger Pickup 2010 OP-193 Ford F ENG-194 Ford Escape SUV 2011 OP-195 Ford F350 (Valve Truck) 2012 OP-196 Dump Truck (8 Yard) 2013 OP-197 Kenworth T 440 Sewer Vactor 2013 Unit Equipment Description Year OP-E-1 Komatsu Forklift 1995 OP-E-89 Portable Air Compressor 1997 OP-E-29 Trail King Trailer 1989 OP-E-92 Sewer Easement Machine 1992 OP-E-30 Mighty Mover Trailer 1997 OP-E 110 Portable Light Tower 1998 OP-E-112 Emergency Response Trailer 1998 OP-E158 Portable Message Board 2008 OP-E162 Portable High Cap. pump 2008 OP-167 Portable Solar Message Board 2009 OP-E169 Portable Water pump 2009 OP-E171 Portable 185 kw Generator 2009 OP-175 Portable Water pump 2010 OP-E193 Zieman Trailer 2012

11 AGENDA REPORT ITEM NO. 6.2 Meeting Date: June 17, 2013 Subject: Water-Use Efficiency Programs SUMMARY: At the February 4 Joint Agency meeting, one of the discussion items was potential grant-funded or subsidized programs for water-use efficiency. In response, YLWD staff obtained information from the Municipal Water District of Orange County (MWDOC) regarding various programs. Information on the programs is attached for discussion. ATTACHMENTS: Name: Description: Type: City_of_Placentia_Landscape_Programs_5-13.pdf Water-Use Efficiency Programs Backup Material

12 5/29/2013 Water Use Efficiency Programs Available to the City of Placentia Joe Berg, Water Use Efficiency Programs Manager Municipal Water District of Orange County May 2013 Programs to Improve Landscape Water Use Efficiency Rebates for irrigation equipment & turf replacement Water Savings Incentive Program for customized projects Water Smart Landscape Program 1

13 5/29/2013 Landscape Rebates Efficient Irrigation Systems ( Weather based irrigation controllers Under 1 acre $80 1 acre + $25/station installed Nozzles Rotating: up to $4 ea, min. 15 Large rotary: $13 set, min. 8 sets In stem flow regulators $1 ea, min. 25 Turf removal ( removal) $0.30 /sqft May be increasing to $1/sqft Landscape Rebates Commercial (including cities, HOAs) Make online reservation Purchase device(s) Submit online application with receipts & water bill See Program FAQs for details ( 2

14 5/29/2013 Water Savings Incentive Program Pay for performance Goals Encourage custom projects that can provide long term water savings Encourage water management as a standard business practice Incentive = up to $0.60/1,000 gal saved for up to 10 years (cannot exceed 50% of eligible costs) 5 Eligible Landscape Projects Improve irrigation system Smart controllers High efficiency nozzles Convert spray to drip Improve pressure Redesign to improve efficiency Change plant material Replace turf and high water use shrubs Install synthetic turf Water management services Cannot receive incentive for both equipment/plant changes and management services 6 3

15 5/29/2013 Eligibility Criteria Non residential project within MWD service area City properties, multi family, and HOA common areas are eligible Minimum 1 acre of irrigated area No past participation in MWD rebates Smart controllers, nozzles, turf removal Confirm with MWD prior to submitting application If site is using recycled water, in an area with maximum recycled water use Confirm with MWD prior to submitting application Cannot be contracted for or purchased prior to agreement with MWD 7 Estimating Water Savings Incentive paid on water savings due to project implementation Incentive cannot exceed 50% of eligible costs Baseline = minimum 3 years of water use history for proposed project Projected water use = landscape water budget Incentive based on actual water savings for 1 year period Minimum expected life for water savings Equipment & plants = min 5 years Water management services = min 1 year 8 4

16 5/29/2013 Eligible and Ineligible Costs Eligible costs: Directly pertain to project installation or water management services Eligible costs: Audit, engineering, construction, equipment, materials (including plant material, synthetic turf), hardware, software, freight/shipping, third party labor, contract water management services Ineligible costs: Customer s direct labor costs, permitting, mitigation, land acquisition, sales tax 9 Incentive for Equipment/Plant Changes $0.60 / 1,000 gal saved per year, up to 10 year life Complete project within 18 months including 12 months monitored water use ½ payment upon completion of installation Balance after 1 year monitoring Monitoring begins after plant establishment period Balance of payment is based on actual savings 10 5

17 5/29/2013 Incentive for Water Management Services $0.60 / 1,000 gal saved during 12 month service period One payment upon completion of 1 year of service May be eligible to participate for up to 10 consecutive years at following incentive rates: Years 1 5: Year 6: Year 7: Year 8: Year 9: Year 10: $0.60 / 1,000 gal per year $0.54 / 1,000 gal $0.45 / 1,000 gal $0.30 / 1,000 gal $0.15 / 1,000 gal $0.06 / 1,000 gal 11 Application Documentation Irrigation system improvement project; plant material change project Qualified irrigation audit, engineering report, or vendor proposal with equipment and material specifications Irrigation and/or landscape plan, proposed irrigated acreage, and estimated costs Project water meter information and baseline water use history Water budget with savings calculations 6

18 5/29/2013 Application Documentation Water management services Copy of draft or executed contract with a third party specifying water management services and related cost Specifications for equipment and/or horticultural practices with estimated costs, if applicable Project water meter information and baseline water use history Water budget with savings calculations Participation Process Customer submits application with supporting documentation MWD and MWDOC review supporting documentation, water savings calculations If approved, MWD executes agreement with customer and reserves funds for project 7

19 5/29/2013 Process (cont d) Customer implements project Notifies MWD when project is installed and fully operational, or services begin MWDOC or MWD verifies installation, operation Customer submits paid invoices and water use documentation MWD reviews documentation, normalizes water use for ETo, issues incentive payment to customer Water Smart Landscape Program Provides free Irrigation Performance Reports for dedicated irrigation meters The budget, customized to the site, is calculated using irrigated area, plant type, climate zone, and irrigation system efficiency It is a comparison of the Landscape Irrigation Budget to actual water use from your water bill Reports are accessed on the program website and are username and password protected 16 8

20 5/29/2013 Sharing Irrigation Performance Reports Property Owner Suggestion: Reports can be printed and included in HOA Board packets on a regular basis Landscape Contractor Irrigation Performance Reporting Information Flow Property Manager 17 Irrigation Performance Report March 26,

21 5/29/2013 Irrigation Performance Report How to Participate: Contact Julio Sanchez at (949) to request a Data Collection Form or schedule a presentation to learn more Or ms.com/wb/ 20 10

22 5/29/2013 For More Information Joe Berg, Water Use Efficiency Programs Manager (714)