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8/9/18 Board Agenda
Board Agenda
Regular Meeting
Thursday, August 9, 2018
Camrosa Board Room 5:00 P.M.
Call to Order
Public Comments
Consent Agenda
1. Approve Minutes of the Regular Meeting of July 26, 2018
2. **Approve Vendor Payments
Objective: Approve the payments as presented by Staff.
Action Required: Approve accounts payable in the amount of $610,546.02
General Manager’s Report
3. Rate Study Update
Objective: Receive a briefing from the Rate Ad Hoc Committee on the comprehensive rate study.
Action Required: No action necessary; for information only.
Primary Agenda
4. **Procurement Policy
Objective: Update the Procurement Policy.
Action Required: Adopt a resolution of the Board of Directors Amending the District’s Procurement Policy.
At this time, the public may address the Board on any item not appearing on the agenda which is subject to the jurisdiction of the Board. Persons wishing to address the Board should fill out a white comment card and submit it to the Board Chairman prior to the meeting. All comments are subject to a 5 minute time limit.
Matters appearing on the Consent Agenda are expected to be non‐controversial and will be acted upon by the Board at one time, without discussion, unless a member of Board or the Staff requests an opportunity to address any given item. Items removed from the Consent Agenda will be discussed at the beginning of the Administrative Items. Approval by the Board of Consent Items means that the recommendation of the Staff is approved along with the terms and conditions described in the Board Memorandum.
8/9/18 Board Agenda
5. District Fleet
Objective: Replace an existing pool vehicle and lease an additional utility vehicle.
Action Required: Authorize the General Manager to:
1) Appropriate funds to establish a fixed asset for a pool vehicle and issue a purchase order not to exceed $30,000.00, plus tax, license and registration; and
2) Enter into a 60‐month lease agreement with Enterprise Fleet for a utility truck.
PLEASE NOTE: The Board of Directors may hold a closed session to discuss personnel matters or litigation, pursuant to the attorney/client privilege, as authorized by Government Codes 54957.6 or 54956.9, respectively. Any of the items that involve pending litigation may require discussion in closed session on the recommendation of the Board’s Legal Counsel.
Comments by General Manager; Comments by Directors; Adjournment
Note: ** indicates agenda items for which a staff report has been prepared or backup information has been provided to the Board. Copies of the full agenda are available for review at the District Office and on our website at www.camrosa.com.
Board of Directors
Agenda Packet
August 9, 2018
Agenda Item #1
Board Minutes
Regular Meeting
Thursday, July 26, 2018
Camrosa Board Room 5:00 P.M.
Call to Order The meeting was convened at 5:00 P.M.
Present: Eugene F. West, President Terry L. Foreman, Vice‐President Jeffrey C. Brown, Director Al E. Fox, Director
Timothy H. Hoag, Director
Staff: Tony Stafford, General Manager Terry Curson, District Engineer Eric Garcia, Manager of Operations Sandra Llamas, Senior Accountant Ian Prichard, Water Resource Manager Tamara Sexton, Manager of Finance Jozi Scholl, Manager of Customer Accounts and Business Kevin Wahl, Superintendent of Operations
Greg Jones, Legal Counsel
Public Comments
None
Consent Agenda
1. Approve Minutes of the Regular Meeting of July 12, 2018
Amendments: None
The Board approved the Minutes of the Regular Meeting of July 12, 2018.
Motion: Hoag. Second: Fox. Motion carried unanimously.
2. Approve Vendor Payments
A summary of accounts payable in the amount of $1,290,233.01 was provided for Board information and approval. The Board approved the payments to vendors as presented by staff in the amount of $1,290,233.01.
Motion: Hoag. Second: Fox. Motion carried unanimously.
Agenda Item #1
3. Biosolids Removal
The Board authorized the General Manager to spend up to the Fiscal Year (FY) 2018‐19 budgeted amount of $75,000.00 for biosolids removal throughout the year for biosolids removal at the Camrosa Water Reclamation Facility (CWRF).
Motion: Hoag. Second: Fox. Motion carried unanimously.
4. Biosolids Dewatering
The Board took the following actions:
1) Ratified the action of the General Manager to pay WBI $56,200.00 for pressing biosolids which occurred in Fiscal Year (FY) 2017‐18; and
2) Authorized the General Manager to spend up to the FY 2018‐19 budgeted amount of $65,000.00 for dewatering biosolids.
Motion: Hoag. Second: Fox. Motion carried unanimously.
5. Sewer Collection System Cleaning
The Board authorized the General Manager to spend up to $120,000.00, the Fiscal Year (FY) 2018‐19 budgeted amount, to clean and maintain the sewer collection system.
Motion: Hoag. Second: Fox. Motion carried unanimously.
6. Annual Disclosure of Director/Employee Reimbursements
The Board accepted the Annual Disclosure Report of Director/Employee Reimbursements for FY 2017‐18.
Motion: Hoag. Second: Fox. Motion carried unanimously.
General Manager’s Report
7. Rate Study Update
The Board received a briefing from the Rate Ad Hoc Committee and staff on the progress of the comprehensive rate study.
No action necessary; for information only.
Primary Agenda
8. Lynnwood Well (Pleasant Valley Well No. 2), Phase 2, Specification No. PW 18‐02
The Board authorized the General Manager to:
1) Award a contract to General Pump Company, Inc., in the amount of $435,271.00, for the installation of a new pump and motor, pump testing, and iron/manganese filter pilot testing support services, Specification No. PW 18‐02; and
2) Issue a purchase order to Perliter & Ingalsbe Consulting in the amount of $8,826.00, to provide construction support services; and
3) Issue a purchase order to Golden State Labor Compliance, LLC in the amount of $4,700.00, to provide labor compliance services.
Motion: Hoag. Second: Brown. Motion carried unanimously.
Agenda Item #1
9. RMWTP Pretreatment Remediation
The Board Authorize the General Manager to:
1) Appropriate $350,000.00 from the Potable Capital Replacement Fund to create the RMWTP Pretreatment Remediation Capital Improvement Project (CIP); and,
2) Enter into an agreement with and issue a purchase order to Pureflow Filtration Div., in the amount of $240,312.88, for the filter remediation of the RMWTP; and
3) Issue a purchase order to Fil‐Trek in the amount of $31,000.00, for the purchase and installation of an additional set of cartridge filters.
Motion: Brown. Second: Fox. Motion carried unanimously.
10. Easements for the CamSan/Camrosa Recycled Water Interconnection
The Board authorized General Manager to accept new pipeline easements and temporary construction easements on property owned by the Hughan Family Trust and the Nerio Family Trust for the installation of a new recycled water pipeline across both parcels.
Motion: Fox. Second: Hoag. Motion carried unanimously.
11. Amendment of the District’s Profit Sharing Plan
The Board adopted a Resolution of the Board ratifying and confirming the General Manager’s amendment to and complete restatement of the District’s Profit Sharing Plan Effective July 1, 2018.
Motion: Brown. Second: Fox.
Roll Call: Fox‐Yes; Brown‐Yes; Hoag‐Yes; Foreman‐Yes; West‐Yes.
Comments by General Manager
None
Comments by Directors
None
There being no further business, the meeting was adjourned at 6:05 P.M.
____________________________________ ___________________________________ (ATTEST)
Tony L. Stafford, Secretary/Manager Eugene F. West, President Board of Directors Board of Directors Camrosa Water District Camrosa Water District
Agenda Item #2
Board Memorandum August 9, 2018 To: General Manager From: Sandra Llamas, Sr. Accountant Subject: Approve Vendor Payments
Objective: Approve the payments as presented by Staff.
Action Required: Approve accounts payable in the amount of $ 610,546.02.
Discussion: A summary of accounts payable is provided for Board information and approval. Payroll $ 47,295.46 Accounts Payable 7/19/2018-8/1/18 $ 563,250.56 Total Disbursements $ 610,546.02
__________________________________ Tony L. Stafford, General Manager
DISBURSEMENT APPROVAL
______________________________________________ BOARD MEMBER DATE
______________________________________________ BOARD MEMBER DATE
______________________________________________ BOARD MEMBER DATE
Month of : July-18
Date Statement Vendor Purchase ItemPurchased Date Name Total Description Staff
07/17/18 07/23/18 Coastal pipco $39.53 Conduit for conejo cl2 tank BB07/10/18 07/23/18 Total signs and tech. $303.96 Traffic cone for unit 6 BB07/09/18 07/23/18 Famcon $285.29 Break off spool for hydrant at office BB07/06/18 07/23/18 Coastal pipco $140.14 Fittings for repair at office service BB07/02/18 07/23/18 Coastal pipco $34.33 pvc stuff for tierra rejada BB06/29/18 07/23/18 Praxair $58.38 Oxygen for unit 12 BB06/29/18 07/23/18 Hoseman $121.27 Lay flat hose for sump pump BB07/11/18 07/23/18 DJs Catering $387.44 July 2018 Safety Lunch DA07/10/18 07/23/18 Vons $34.28 Beverages for Safety Meeting DA07/09/18 07/23/18 AWWA CA/NV -$100.00 Water Main Install & Inspection Training (Bill K.) DA07/06/18 07/23/18 AWWA CA/NV $295.00 Water Main Install & Inspection Training (Bill K.) DA07/02/18 07/23/18 CASA $575.00 CASA Conference Registration (Al Fox) DA06/29/18 07/23/18 DJs Catering $320.41 June 2018 Safety Lunch DA07/19/18 07/23/18 VIOC $73.32 Oil Change 28,460miles Lic 1423168 KW07/18/19 07/23/18 Amazon $150.12 water cooler filters KW07/12/18 07/23/18 CWEA $188.00 Cwea membership Kevin KW07/12/18 07/23/18 CWEA $102.00 Cwea I/E grade 4 renewal Kevin KW07/05/18 07/23/18 Costal Pipco $18.95 TR well KW07/16/18 07/23/18 Valvoline instant oil $66.32 Oil change Kenny f250 JS07/13/18 07/23/18 76 station $39.99 Car wash Kevin Tacoma JS07/12/18 07/23/18 Compliance signs $214.00 Safety signs for district JS07/11/18 07/23/18 Boyz Tirez $58.48 Oil Change JL06/25/18 07/23/18 B and B do it center $5.76 Parts for Penny well sampling GM07/05/18 07/23/18 B and B do it center $8.26 Parts for Penny well sampling GM07/11/18 07/23/18 Jiffy Lube $81.31 Service for mikes Truck GM07/20/18 07/23/18 Staples $55.29 Binders, dividers, and plastic protectors GM07/09/18 07/23/18 AICPA $275.00 Membership-Llamas TDS07/09/18 07/23/18 Oil Stop $95.93 Oil Change and cabin air filter for #10 BK07/06/18 07/23/18 webrestaurant $101.68 3 drink despenser, 1 replacement food pan BK06/22/18 07/23/18 Sams Club $68.81 Meat & Supplies for Tour BBQ BK07/18/18 07/23/18 Grainger $152.38 Fan motor and supply air vent for yucca KK06/28/18 07/23/18 Hilton Hotel $10.00 Covey Leadership Conference - Parking EG06/30/18 07/23/18 Costco Gas $48.91 Covey Leadership Conference - Gas EG07/22/18 07/23/18 Chevron $10.00 Car Wash EG07/05/18 07/23/18 Central Communications $366.20 After-Hours Call Center JS07/10/18 07/23/18 Traffic Technologies $303.96 Cones for Chris truck CP07/06/18 07/23/18 CVS $20.14 Water for us, hit hydrant no water at office CP07/07/18 07/23/18 Napa Auto Parts $9.64 quick dry for SR9 CP06/22/18 07/23/18 B&B Do It Center $117.90 hose for portable sink,clr valve pm CP06/27/18 07/23/18 B and B Do It Center $46.56 Hardware/tools for CWRF JK06/26/18 07/23/18 Oxnard Hose $252.93 Hose replacements for headworks at CWRF JK06/26/18 07/23/18 Coastal Pipco $124.54 1 inch ball valves for CWRF (for plant water) JK06/22/18 07/23/18 Smart & Final $67.47 Snacks for tour CL06/23/18 07/23/18 Best Donut $38.00 Donuts for tour CL06/23/18 07/23/18 TBA Enterprises, Inc. (Chevr $39.95 Ice for drinks for tour CL06/23/18 07/23/18 VONS $5.99 Olive oil for tour BBQ CL06/25/18 07/23/18 Old New York Deli $25.72 Cookies for staff who assisted with tour CL06/26/18 07/23/18 Amazon.com $6.95 Labels CL07/05/18 07/23/18 CA Assoc. of Public Info Offi $20.00 Webinar: Nextdoor for Public Agencies CL06/22/18 07/23/18 B AND B DO IT CENTER $84.53 TOUR MATERIALS JN06/22/18 07/23/18 B AND B DO IT CENTER $54.67 TOUR MATERIALS JN07/18/18 07/23/18 Smart and Final $104.45 Cleaning and kitchen supplies RB06/26/18 07/23/18 Home Depot $426.88 8' Ladder, tools, cleaning and organization stuff for CWRF RB06/21/18 07/23/18 Home Depot $83.77 Cleaning stuff for CWRF RB07/11/18 07/23/18 Callfire.com $99.00 Online IVR - Delinquent Call Out JW07/10/18 07/23/18 Timer Warner $502.35 Internet JW06/22/18 07/23/18 Microsoft Store $199.99 Activate Windows 10 Pro on Graham Molands's PC JW06/21/18 07/23/18 Asana.com $375.00 Annual subscription online project tracker (5 user license) JW07/14/18 07/22/18 Amazon (Square Trade) $5.85 Social media: protection plan for Sure mic IP07/14/18 07/22/18 Amazon (Shure) $159.80 Social media: microphone for iphone IP07/11/18 07/22/18 Luners $328.64 Tour: sound IP07/11/18 07/22/18 Canva $1.00 Social media: clip art IP07/05/18 07/22/18 Smart Source $574.12 Tours: water bottles IP06/29/18 07/22/18 Bob Hope Airport $30.00 Headwaters tour: parking at BUR IP06/29/18 07/22/18 Uber $46.03 Headwaters tour: airport to hotel IP06/30/18 07/22/18 Uber $42.61 Headwaters tour: IP06/27/18 07/22/18 Best Western $161.77 Headwaters tour: hotel night before IP06/27/18 07/22/18 Casa Ramos $23.08 Headwaters tour: dinner night before IP06/26/18 07/22/18 Thinking2 $80.00 web site hosting IP06/22/18 07/22/18 Coastal embroidery $16.09 Tour: polo shirt IP06/22/18 07/22/18 Sprouts $18.16 Tour: bread ingredients IP06/22/18 07/22/18 Nike $42.89 Tour: polo shirt IP06/22/18 07/22/18 FedEx Office $5.36 Tour: handout materials IP06/22/18 07/22/18 FedEx Office $152.24 Tour: handout materials IP06/22/18 07/22/18 FedEx Office $20.91 Tour: handout materials IP06/22/18 07/22/18 FedEx Office $4.55 Tour: handout materials IP
$9,409.23
CAL-Card Monthly Summary
Agenda Item #2
Camrosa Water District
Accounts Payable Period:
7/19/2018-8/01/2018
Expense Account Description Amount
11100 Accounts Rec-Other 41220 Misc. Credit 11700 Meter Inventory 11910 CalPERS Unfunded Liability 255811.00 11900 Prepaid Liability Insurance 13000 Land 13400 General Capital Projects 13500 Sewer Capital Projects
13600 Water Capital Projects 13650 Water Capital Rep Projects 50664.35 13750 NP Water Capital Rep Projects 10236.00 20053 Current LTD Bond 2016 20052 Current LTD Bond 2012 20250 Non-Potable Water Purchases 23001 Refunds Payable 2702.37 20400 Contractor’s Retention 50110 Payroll FLSA Overtime-Retro 50010 Water Purchases & SMP
Charge
50020 Pumping Power
139794.73 50100 Federal Tax 941 1st QTR 50135 PERS Unfunded Liability 50155 Medical Insurance 50200 Utilities 4362.90 50210 Communications 2273.48 50220 Outside Contracts 22890.79 50230 Professional Services 2664.51 50240 Pipeline Repairs 6631.50 50250 Small Tool & Equipment 50260 Materials & Supplies 22483.10 50270 Repair Parts & Equip Maint 10239.66 50280 Legal Services 336.34 50290 Dues & Subscriptions 640.00 50300 Conference & Travel 2649.64 50310 Safety & Training 1177.63 50330 Board Expenses 50340 Bad Debt 50350 Fees & Charges 19893.23 50360
Insurance Expense 7799.33
50500 Misc Expense 50600 Fixed Assets 50700 Interest Expense
TOTAL $563,250.56
Amount
52997 07/24/2018 Cindy Saldivar 8018 Notary Easements Professional Services 60
53009 08/01/2018 FRUIT GROWERS LAB, INC 806767A & 807423A Lab Supplies Materials & supplies-PM 522
53010 08/01/2018 HACH COMPANY 11064754 PM - Electrical/SCADA Repair parts & equipment-PM 231.55Vendor HAC01 - HACH COMPANY Total: 826.65
53010 07/30/2018 HACH COMPANY 11042907 Lab Supplies Materials & supplies 104.0153010 07/30/2018 HACH COMPANY 11038917 Lab Reference Materials (Standards) Materials & supplies 491.09
53008 07/31/2018 Frontier Communications June 2018 VOIP - Land Lines (June 2018) Communications 613.56Vendor FRO01 - Frontier Communications Total: 1225.93
Vendor: HAC01 - HACH COMPANY
53007 08/01/2018 FAMCON PIPE & SUPPLY, INC 208943 PM - Pipe Supplies Materials & supplies-PM 862.29
Vendor: FRO01 - Frontier Communications53008 07/31/2018 Frontier Communications July 2018 VOIP - Land Lines (July 2018) Communications 612.37
53006 07/27/2018 ERIC FLOOD 00000969 Deposit Refund Act 969- 827 Paseo Tosamar Refunds payable 13.24
53005 08/01/2018 ENVIRONMENTAL RESOURCE ASSOCIATES 870700 Current Usage charges April 2016 Materials & supplies FY19-0038 1629.05
Vendor *CAM* - DEPOSIT ONLY-CAMROSA WTR Total: 673500
53003 07/27/2018 DREW CLINKERBEARD 00001870 Refund Overpayment Act 1870- 5290 Hidalgo St Refunds payable 85.75
53004 07/24/2018 E.J. HARRISON & SONS INC 5301 Trash Removal - CWRF Outsd contracts 415.02
52989 07/26/2018 ADVANCE UTILITY SYSTEMS XT00143792 On-Site Visit Professional Services
Vendor: *CAM* - DEPOSIT ONLY-CAMROSA WTR3137 07/26/2018 DEPOSIT ONLY-CAMROSA WTR 7-26-18-AP 7-26-18 Transfer to disbursemetns account-AP Transfer to disbursements-holding account 4700003138 07/26/2018 DEPOSIT ONLY-CAMROSA WTR 7-26-18-PR 7-26-18 Transfer to disbursements account-PR Transfer to disbursements-holding account 203500
53001 07/27/2018 DANIEL BLEICH 00003810 Deposit Refund Act 3810- 4858 Chula Vista Ct Refunds payable 73.41
53002 07/27/2018 DEE STACIE 00008530 Deposit Refund Act 8530- 5305 Calarosa Ranch Rd Refunds payable 268.8
52999 08/01/2018 COUNTY OF VENTURA PUBLIC WORKS 608C904 Permits & Inspections - Ventura County Fees & charges 439.94
53000 08/01/2018 CUSTOM PRINTING 148849 Door hangers for Backflow Device non-compliance Materials & supplies 284.13
52998 07/27/2018 COASTAL FRESH FARMS, INC. 00008558 Deposit Refund Act 8558- 9455 Santa Rosa Rd Refunds payable 1800
52996 07/24/2018 Central Courier LLC 41401 Courier Service for month July 2018 Outsd contracts 497.46
Vendor AWA01 - AWA Total: 145
52995 07/27/2018 BRECKENRIDGE PROPERTY FUND 2016, LLC 00002011 Deposit Refund Act 2011- 48 Calvados Dr Refunds payable 45.43
52994 08/01/2018 AWA 06-11029 AWA/CCWUC Luncheon for 2 EEs (GM & MP) Safety & train 7052993 07/30/2018 AWA 2018 Membership AWA/CCWUC 2018 Membership Dues Dues & subscrip 75
52987 07/26/2018 GENE WEST 51018 ACWA JPIA Spring Conference Conference & Travel 1712.24
2604.51
Vendor: AWA01 - AWA
52992 08/01/2018 A-SAME DAY TESTING CO. S10248 Testing of Backflow Devices Outsd contracts 105
52991 08/01/2018 ALEXANDER'S CONTRACT SERVICES, INC 20180731005 Meter Reading Services July 2018 Outsd contracts 2377.35
Expense Approval ReportCamrosa Water District, CA By Vendor Name
Payable Dates 07/19/2018 - 08/01/2018Post Dates 07/19/2018 - 08/01/2018
Payment Number Post Date Vendor Name Payable Number Description (Item) Account Name Purchase Order Number
52990 08/01/2018 AIRGAS USA, LLC. 9078523419 OPS - Chemicals Materials & supplies-OPS 736.79
53015 07/31/2018 J THAYER COMPANY 1255000-0 Door Hangers Materials & Supplies 578.94
53016
53031 07/27/2018 STATE WATER RESOURCES CONTROL BOARDWD0137695 CWRF Annual Discharge Permit Fee Refunds payable 14929
Vendor THE02 - THE CAPRICORN GROUP Total: 2131.11
53034 08/01/2018 TONY CARLOS CONSTRUCTION, INC 1186 Revised Construction of Chlorine bldg, pad and cage at Construction in progress FY18-0330-R1 50664.35
53033 07/30/2018 THE CAPRICORN GROUP 15561 Lab Supplies Materials & supplies 471.83
Vendor: THE02 - THE CAPRICORN GROUP53033 08/01/2018 THE CAPRICORN GROUP 15546 Lab Supplies Materials & supplies FY19-0037 1659.28
53032 07/30/2018 SWRCB-ELAP Fees EA-0918-1638 Elap Annual Fee for Water Lab Fees & charges 4443
53028 07/24/2018 RT LAWRENCE CORPORATION 42456 Monthly Lockbox OutsideContracts FY19-0006 850.4
Vendor SCF01 - SOUTHERN COUNTIES OIL Total: 2573.41
53030 07/27/2018 STANLEY J STOPKA 00002787 Deposit Refund Act 2787- 6067 Fremont Cir Refunds payable 21.55
53029 07/31/2018 SOUTHERN COUNTIES OIL 1211062IN FUEL Materials & supplies-OPS 1262.3353029 07/24/2018 SOUTHERN COUNTIES OIL 1206128IN FUEL Materials & supplies 482.0253029 07/24/2018 SOUTHERN COUNTIES OIL 1204644IN FUEL Materials & supplies 829.06
Vendor SCE01 - SOUTHERN CALIF. EDISON Total: 144157.63
Vendor: SCF01 - SOUTHERN COUNTIES OIL
292 07/24/2018 SOUTHERN CALIF. EDISON July2018 Monthly Usage Charges July 2018 Pumping power 139794.73Vendor: SCE01 - SOUTHERN CALIF. EDISON
292 07/24/2018 SOUTHERN CALIF. EDISON July2018 Monthly Usage Charges July 2018 Utilities 4362.9
53027 07/24/2018 ROYAL INDUSTRIAL SOLUTIONS 9909-774505 Repair Parts Repair parts & equipment-UnP MxFY19-0006 1604.73
53026 07/31/2018 PURETEC INDUSTRIAL WATER 1648193 Deionized Water Service Materials & supplies-OPS 66.15
294 07/30/2018 PUBLIC EMPLOYEES 15561 Prepaid Unfunded Liability Classic Employees 18-19 Prepaid-Miscellaneous 255811
53022 07/27/2018 NICHOLAS B. HUGHAN Prc#234-0-030-2 Easment Purchase Construction in progress 10236
53025 07/31/2018 PRAXAIR DISTRIBUTION INC 84136610 Acetylene Gas Cylinder Rental Outsd contracts-OPS 119.54
53023 07/24/2018 NORTHSTAR CHEMICAL 127277 Chlorine Materials & supplies 841.85Vendor NOR07 - NORTHSTAR CHEMICAL Total: 5902.75
53024 08/01/2018 OLIN CORP-CHLOR ALKALI 2546797 Salt-Chlorine Materials & supplies-OPS 3979.82
350
53021 07/27/2018 MIRIAM RAVNOY 00007470 Deposit Refund Act 7470- 4454 El Corazon Ct Refunds payable 90.23
Vendor: NOR07 - NORTHSTAR CHEMICAL53023 07/24/2018 NORTHSTAR CHEMICAL 127276 Chlorine Materials & supplies 5060.9
07/31/2018 JANITEK CLEANING SOLUTIONS 31424A Janitor Services June 2018 Outside Contracts
53020 07/27/2018 LORENE CHAMBERS 00007752 Deposit Refund Act 7752 Refunds payable 58.93
53019 07/27/2018 KENNETH CHAMBERLAIN 00000470 Deposit Refund Act 470- 161 Cottage Grove Av Refunds payable 35.27
53017 07/27/2018 JASON BLISSARD 00006738 Refund Overpayment Act 6738- 5173 Colony Dr Refunds payable 98.62
53018 07/27/2018 KEITH MACLEOD 00007747 Deposit Refund Act 7747- 812 Calle Plano Refunds payable 4.29
Vendor IDE01 - IDEXX LABORATORIES, INC Total: 499.59
53014 07/31/2018 INFOSEND, INC. 139586 Printing & Mailing July 2018 Statements and Insert Outsd contracts 6016.33
53011 07/31/2018 HATHAWAY, PERRET, WEBSTER 100632 Legal Services Legal Services 336.34
53013 07/30/2018 IDEXX LABORATORIES, INC 3034173957 Lab Supplies Materials & supplies 238.37
Vendor: IDE01 - IDEXX LABORATORIES, INC53013 07/30/2018 IDEXX LABORATORIES, INC 3034173948 Lab Supplies Materials & supplies 261.22
53012 07/31/2018 HOSE-MAN, INC. 5251768-0001-05 PM- Pipe Supplies Materials & supplies-PM 335.3
53039 7/24/2018 9862129724 Supplies Parts Materials & supplies 74.22
TOTAL VENDOR PAYMENTS 563,250.56$
53041 07/27/2018 WEST COAST AIR CONDITIONING S93606 PM-HVAC Maintenance Outside contracts 341.94
Vendor: WWG01 - W W GRAINGER, INC.53039 07/24/2018 W W GRAINGER, INC. 9848800794 Pipe Supplies SRPH Materials & supplies 815.02
Vendor WWG01 - W W GRAINGER, INC. Total: 889.24
53040 07/30/2018 WATERWISE CONSULTING, INC 5754 WUEL Landscape Survey Outsd contracts 350
53038 08/01/2018 USA BLUE BOOK 629588 PM - Electrical/SCADA -Well Automation transducers Repair parts & equipment-PMFY19-0039 2536.9553038 08/01/2018 USA BLUE BOOK 629589 PM - Electrical/SCADA -Well Automation transducers Repair parts & equipment-PMFY19-0039 2442.64
Vendor USA01 - USA BLUE BOOK Total: 4998.5
Vendor: USA01 - USA BLUE BOOK53038 07/24/2018 USA BLUE BOOK 615170 PM- Supplies/Parts Outsd contracts-PM 18.91
Vendor UNI08 - UNIFIRST CORPORATION Total: 982.5653037 08/01/2018 UNIFIRST CORPORATION 328-1010212 Office Supplies- Cleaning Supplies Materials & supplies 111.9453037 08/01/2018 UNIFIRST CORPORATION 328-1010186 Uniform Cleaning Service Outsd contracts 224.0653037 07/24/2018 UNIFIRST CORPORATION 328-1008435 Office Supplies - Cleaning Supplies Materials & supplies 111.9453037 07/24/2018 UNIFIRST CORPORATION 328-1008408 Uniform Cleaning Service Outsd contracts 224.0653037 07/24/2018 UNIFIRST CORPORATION 328-1006648 Office Supplies - Cleaning Supplies Materials & supplies 111.94
Vendor: UNI08 - UNIFIRST CORPORATION53037 07/24/2018 UNIFIRST CORPORATION 328-1006622 Uniform Cleaning Service Outsd contracts 198.62
53036 08/01/2018 UNDERGROUND SERVICE ALERT OF SOUTHERN CALIFORNIA, INC720180201 Monthly Dig Alert Charges Outsd contracts 97.45
53042 07/27/2018 YASUKO DEYOUNG S93606 Customer Refund Customer Refund 106.85
W W GRAINGER, INC.
293 08/01/2018 U.S. BANK CORPORATE July 18 Credit Card Charges July 2018 Credit Card Payment 9409.23
53035 08/01/2018 TURF CONSTRUCTION, INC. 13361 Leak Repair - WO# 7766538 Pipeline repairs FY19-0040 3069.5Vendor TUR01 - TURF CONSTRUCTION, INC. Total: 6631.5
Vendor TON01 - TONY'S BODY SHOP Total: 16819.02
Vendor: TUR01 - TURF CONSTRUCTION, INC.53035 08/01/2018 TURF CONSTRUCTION, INC. 13359 Leak Repair - WO# 7766538 Pipeline repairs FY19-0040 220253035 08/01/2018 TURF CONSTRUCTION, INC. 13360 UnP Mx - CWRF Leak Repair Pipeline repairs FY19-0036 1360
52986 07/23/2018 TONY'S BODY SHOP Claim 18-0718 Repair Toyota Tacoma Vin#5TFUU4EN0FX121192 Insurance 7799.3352986 07/23/2018 TONY'S BODY SHOP 50200 Stafford Vehicle Repair Insurance 9019.69Vendor: TON01 - TONY'S BODY SHOP
TOTAL PAYROLL VENDOR PAYMENTS 47,295.46$
52925 07/19/2018 UNITED WAY OF VENTURA CO. INV0006525 Charity-United Way P/R-charity 35
DFT0001407 07/19/2018 UNITED STATES TREASURY INV0006551 FIT P/R-fit 18423.59
DFT0001401 07/19/2018 SYMETRA LIFE INS CO. INV0006538 Life Insurance Life ins. 293.75
DFT0001398 07/19/2018 PUBLIC EMPLOYEES INV0006535 PERS-Classic Employee Portion P/R-state ret. 14964.76
282 07/19/2018 LINCOLN FINANCIAL GROUP INV0006548 Profit Share Contribution Profit share contributions 2871.4
281 07/19/2018 LINCOLN FINANCIAL GROUP INV0006532 Deferred Compensation Deferred comp - ee paid 670
DFT0001400 07/19/2018 HealthEquity INV0006537 HSA-Employee Contribution HSA Contributions Payable 715.39
DFT0001396 07/19/2018 EMPOWER RETIREMENT INV0006531 Deferred Comp 457 Deferred comp - ee paid 200
DFT0001410 07/19/2018 EMPLOYMENT DEVELOP. DEPT. INV0006554 Payroll-SIT P/R-sit 6207.44
DFT0001393 07/19/2018 COLONIAL SUPPLEMENTAL INS INV0006528 Colonial Benefits Colonial benefits 41.4DFT0001394 07/19/2018 COLONIAL SUPPLEMENTAL INS INV0006529 Colonial Benefits Colonial benefits 107.1
Vendor COL04 - COLONIAL SUPPLEMENTAL INS Total: 371.82
Vendor: COL04 - COLONIAL SUPPLEMENTAL INSDFT0001391 07/19/2018 COLONIAL SUPPLEMENTAL INS INV0006526 Colonial Benefits Colonial benefits 125.42DFT0001392 07/19/2018 COLONIAL SUPPLEMENTAL INS INV0006527 Colinial Benefits Colonial benefits 97.9
DFT0001397 07/19/2018 CAL PERS 457 PLAN INV0006533 Deferred Compensation Deferred comp - ee paid 200Vendor PER05 - CAL PERS 457 PLAN Total: 2542.31
Vendor: PER05 - CAL PERS 457 PLANDFT0001395 07/19/2018 CAL PERS 457 PLAN INV0006530 Deferred Compensation Deferred comp - ee paid 2342.31
Agenda Item #3
Board Memorandum
August 9, 2018
To: General Manager From: Tamara Sexton, Manager of Finance Subject: Rate Study Update
Objective: Receive a briefing from the Rate Ad Hoc Committee on the comprehensive rate study. Action Required: No action necessary; for information only. Discussion: The District has undertaken a comprehensive rate study for water and wastewater rates. The Rate Ad Hoc Committee and staff have will provide and update.
Agenda Item #4
Board Memorandum
August 9, 2018 To: General Manager From: Tamara Sexton, Manager of Finance Subject: Procurement Policy
Objective: Update the Procurement Policy. Action Required: Adopt a resolution of the Board of Directors Amending the District’s Procurement Policy. Discussion: The Board of Directors adopted, on March 23, 2000, a Change Order Policy for Major Construction Projects. The Procurement Policy currently does not address change orders. Staff is recommending consolidating the Change Order Policy into the District’s Procurement Policy.
Staff will brief the Board of Directors of the recommended changes to the Procurement Policy. The policy and recommended changes are attached.
Resolution No: 18‐17
A Resolution of the Board of Directors of Camrosa Water District
Amending the District’s Procurement Policy
Whereas, the Board of Directors deems it essential that Camrosa Water District adhere to sound business practices; and
Whereas, it is the desire of the Board of Directors that Camrosa conduct business in a manner which ensures costs to the District are minimized; and Whereas, it is the desire of the Board of Directors that Camrosa conduct business in an open, fair and equitable manner when procuring equipment and supplies from among competing vendors; and
Whereas, it is the desire of the Board of Directors that maximum value be received from vendors in return for payment; and
Whereas, it is in the best interests of the District to establish a written procurement policy that reflects the foregoing; and
Whereas, it is the interest of the District to rescind the District’s Change Order Policy for Major Construction Projects and incorporate “Change Orders/Contingencies” authority into the District’s Procurement Policy; and
Whereas, the following language has been incorporated into the Procurement Policy related to change orders: “The General Manager shall have approval authority for change orders and contingencies up to a combined total of $25,000.00, or 10% of the original contract amount up to a combined total of $100,000.00. The Board of Directors shall approve all change orders and contingencies with a total combined value of $100,000.00 or greater”;
Now, Therefore, Be It Resolved by the Camrosa Water District Board of Directors that the attached Procurement Policy is hereby incorporated into this resolution and adopted by the Board of Directors; and
Be It Further Resolved that the General Manager is provided the authority to interpret and implement this policy within the District. Adopted, Signed, and Approved this 9th day of August 2018. ______________________________ __________________________ (ATTEST) Eugene F. West, President Tony L. Stafford, Secretary Board of Directors Board of Directors Camrosa Water District Camrosa Water District
Procurement Policy
Introduction: This procurement policy is established to ensure efficiency and effectiveness in procuring materials and services for Camrosa Water District. It establishes sound business practices and ensures the District receives the highest quality and best value for money expended. It provides that the District operate in a fair, open, transparent and non-discriminatory manner in the marketplace and requires conscious management of the risk inherent in all procurements. Finally, it requires everyone in the procurement process to operate at the highest ethical standard.
Purchase Approval Authority: Purchase approval authority for procurements made on behalf of Camrosa Water District shall be delegated in relation to the value of the procurement, the nature of the material or service procured, and term of the agreement or contract.
Materials and Services: The General Manager is responsible for approving all purchases for services and supplies, including Fixed Assets, totaling less than $25,000 (including tax and shipping) except as otherwise noted herein.
The Board of Directors shall approve all purchases of services and supplies totaling $25,000 or more.
Property: The Board of Directors shall approve all purchases of real property regardless of value.
Long-term Agreements: The Board of Directors shall approve all contracts and agreements with a term longer than 12 months.
The General Manager may further delegate authority for approving purchases as necessary to ensure efficiency and effectiveness of District Operations. Only the General Manager or his delegates are authorized to obligate the District in a procurement arrangement.
Change Orders/Contingencies: The General Manager shall have approval authority for change orders and contingencies up to a combined total of $25,000, or 10% of the original contract amount up to a combined total of $100,000.
The Board of Directors shall approve all change orders and contingencies with a total combined value of $100,000 or greater.
Requirement for Advance Price Quotations: Purchases made on behalf of the District should minimize cost to the extent practicable, but the final decision to award to a particular vendor must be carried out on the basis of obtaining best possible value for the District. Price quotations should be routinely sought and are required in the following instances:
Items with a value greater than $1,000 but less than $5,000: Purchases of items with a value greater than $1,000 but less than $5,000 for a single line item should only be made after soliciting three price quotations. The quotations may be received either orally or in writing but should become part of the purchase order documentation.
Items with a value of $5,000 or greater than $5,000: Purchases of items with a value of $5,000 or greater than $5,000 for a single line item or service shall be made after soliciting three written price quotations. The price quotations shall accompany the purchase order and become part of the purchase documentation.
Sole Source procurements: All sole-source purchases for items valued at $5,000 or more must be accompanied by a memorandum stating state the reason for the sole source procurement .and such reason must become part of the purchase order documentation.
In exceptional circumstances, the requirement to secure a minimum of three bids may be waived. Examples of such circumstances include urgency of the requirement, procurement of proprietary materials, and sole source procurements. When the quoting requirement is waived, a statement memorandum documenting the reasons for the waiver shall be made part of the purchase order.audit trail.
Emergency procurements: The General Manager is provided authority to make emergency procurements of supplies and services in excess of $25,000 to protect the health, safety or property of private individuals and public entities. In all cases, the Board of Directors must be notified as soon as possible of the emergency procurement and must ratify the procurement at the next regular Board meeting.
Split Procurements: When determining which body must approve a procurement, or the procedures necessary in documenting the procurement, the maximum possible monetary value of a procurement must be taken into account. Under no circumstances may a procurement be artificially split in order to change the approving authority or the procedures required in documenting the purchase price.
Internal Controls: The General Manager shall establish a system of internal controls that provide an audit trail for all purchases. It should provide for:
more than one person to be involved in each transaction, end-to-end provide for prior approval of purchases with a purchase order require certification of receipt of the material result in reconciliation of the purchase order with the invoice and final payment.
The system of controls should provide complete transparency in the procurement process.
Procurement from Other Than the Lowest Quoting Vendor: While it is the desire of the Board of Directors to purchase supplies and services at the least cost to the District, there may be instances when the award of a purchase to other than the least-cost vendor produces greatest value and is in the best interests of the District. To the extent possible, District staff should:
maximize the value received use sources which will be responsive to the needs and timelines of District seek commonality in major equipment to minimize inventory and training costs consider minimizing the cost of ownership over the lifetime of the requirement consistent
with meeting acceptable quality, reliability and delivery constraints.
Procurement through Negotiation: While competitive solicitation is the normal procedure to be used to purchase supplies and services, negotiation with a single vendor may be beneficial in some instances. Circumstances that might indicate negotiation include situations where competition does not exist (i.e. only one vendor is interested in providing the product or service) or where special economies may exist outside the competitive process (i.e. as when a contractor is already mobilized for another purpose). The Board may authorize the General Manager to negotiate procurement when extraordinary circumstances exist.
Encouragement of Local Procurement: In meeting the criteria outlined above, staff is encouraged to use local vendors in meeting the District's needs for supplies and services.
Internet Procurements: The above notwithstanding, the General Manager may authorize staff to make procurements through internet commerce in instances when such procurement results in minimizing the cost to Camrosa or ensuring responsiveness to the needs and timelines of the District.
Risk Transfer: In order to minimize the potential liability exposure of the District, Contracts and Agreements with vendors for supplies and services shall include appropriate risk transfer clauses as recommended by the District's liability insurance provider. Contractors and suppliers must, at a minimum have adequate liability and workers compensation insurance. An order should not be made effective with a contractor until the relevant insurance documents, including a performance bond as necessary, have been approved.
Code of Ethics: In exercising procurement authority, it is essential that each individual maintain an unimpeachable standard of integrity and foster the highest possible standard of professional competence. Complying with both the letter and the spirit of the principles of ethical behavior is essential. In doing so, each individual must declare any personal interest that may impinge, or might reasonably be deemed by others to impinge, upon a person’s impartiality in any procurement decision.
Implementation: This policy shall become effective upon adoption by the Board of Directors.
Modification: This policy may be modified from time to time by resolution of the Board of Directors.
Conflicting Policies: This policy shall prevail over any District policies and procedures found in conflict.
Agenda Item #5
Board Memorandum
August 9, 2018 To: General Manager From: Kevin Wahl, Superintendent of Operations Subject: District Fleet
Objective: Replace an existing pool vehicle and lease an additional utility vehicle. Action Required: Authorize the General Manager to:
1) Appropriate funds to establish a fixed asset for a pool vehicle and issue a purchase order not to exceed $30,000.00, plus tax, license and registration; and
2) Enter into a 60‐month lease agreement with Enterprise Fleet for a utility truck. Discussion: The District needs to acquire two new vehicles: a pool vehicle to replace the current pool vehicle of which the lease has expired and a utility vehicle to accommodate the newly hired Instrumentation Technician.
Staff has researched purchasing versus leasing for both vehicles. Because the pool vehicle will incur low mileage and light use, it is advantageous to purchase it. As the utility vehicle will incur high mileage and heavy use, it is to the District’s advantage to lease it. Staff recommends entering into a 60‐month lease agreement with Enterprise Fleet in the amount of $483.01 per month with a 100,000‐mile allowance. There are sufficient funds available in the current Fiscal Year 2018‐19 budget for the vehicle lease budget.
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Read File The following material is provided to members of the Board for information only and is not formally a part of the published agenda. a. 2018 Board Calendar
2018 Camrosa Board Calendar
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