HomeMy WebLinkAbout2011-01-24 - Citizens Advisory Committee Meeting Agenda Packet
' rya Lind
Water District
AGENDA
YORBA LINDA WATER DISTRICT
CITIZENS ADVISORY COMMITTEE MEETING
Monday, January 24, 2011, 8:30 AM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. 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.
3. 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.
3.1. Citizen Advisory Committee Structure, Re-Organization and Membership
3.2. City of Yorba Linda Sewer Transfer
3.3. Board of Directors and Committee Meeting Minutes
3.4. Alternative Work Schedule
3.5. Future Agenda Items
4. ADJOURNMENT
4.1. The next meeting of the Citizens Advisory Committee will be held February 28, 2011 at 8:30
a. m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, 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 http://www.ylwd.com/.
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 714-701-3020, or writing to Yorba Linda Water
District, P.O. Box 309, Yorba Linda, CA 92885-0309. 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.
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: January 24, 2011 Budgeted: N/A
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Board of Directors and Committee Meeting Minutes
SUMMARY:
At the Executive-Administrative-Organizational (EAO) Committee's December 21, 2010 meeting,
the Committee requested that staff research the meeting times and methods of recording the
meeting minutes of other local agencies. The EAO Committee reviewed this matter at their meeting
on January 18 and recommended the Citizens Advisory Committee review it and make a joint
recommendation to the full Board of Directors.
COMMITTEE RECOMMENDATION:
The EAO Committee reviewed this matter at their meeting on January 18, 2011 and recommended
the Citizens Advisory Committee (CAC) also review it and present their recommendation to the full
Board of Directors.
DISCUSSION:
Staff researched the meeting times and methods of recording the minutes from six local agencies-
Orange County Water District, Municipal Water District of Orange County (MWDOC), Walnut Valley
Water District, Mesa Consolidated Water District, South Coast Water District and Irvine Ranch
Water District. All of these agencies, with the exception of South Coast Water District, record the
minutes via a tape recorder, which accounts for a much more detailed set of minutes. The tape
used to create these minutes is kept, on average, for one to three months, prior to destruction, with
the written minutes standing as the official documentation of the meeting. South Coast Water
District currently uses a video recorder to record their minutes. The recording itself is posted on line
and serves as the minutes of the meeting. There are no written minutes.
In terms of the meeting start times, all the agencies surveyed, except for MWDOC, have evening
Board meeting start times, in order to allow for the maximum number of customers to attend.
PRIOR RELEVANT BOARD ACTION(S):
The Executive-Administrative-Organizational Committee discussed this item on December 21, 2010
and again on January 18, 2011. The Board of Directors last discussed a change in meeting times
on November 26, 2008.
ATTACHMENTS:
!game: Description: Type:
BOD Meeting Times and Minutes Matrix.xlsx Meeting Times Matrix Backup Material
Board Meeting Times and Minutes
Creation Comparison
Minutes Length of Time Meeting
Agency Recorded? Recording Kept Start
Time
Tape, Looking at
Orange County WD going to Video 2 months 5:30 PM
Until Minutes
MWDOC Tape Finalized 8:30 AM
Until Minutes
Walnut Valley WD Tape Finalized 6:00 PM
Mesa Consolidated WD Tape 3 months 7:00 PM
South Coast WD Video Indefinitely 6:00 PM
Until Minutes
Irvine Ranch WD Tape Finalized 5:00 PM
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: January 24, 2011
Cost Estimate: Savings
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Alternative Work Schedule
SUMMARY:
In order to reduce operating costs to the District and to increase employee morale, staff has
researched the effects upon the various departments within the District in moving from an
alternating 9/80 work schedule to a fixed 9/80 or a fixed 4/10 work schedule.
Based on expected gains in employee morale, the acceptance of YLWD's customer base of an
alternative work schedule, and higher operating cost savings, staff recommends that the Board
consider a fixed 4/10 work schedule.
COMMITTEE RECOMMENDATION:
The Executive-Adminstrative-Organizational Committee reviewed this matter at their meeting on
January 18, 2011 and recommended the Citizens Advisory Committee review it and consider
presenting their recommendation to the full Board of Directors. The Committee also discussed a
possible trial period for any change in the current work week schedule that may be considered for
approval by the Board.
DISCUSSION:
In considering both the fixed 9/80 and the fixed 4/10 work schedule for District employees, the
department most effected is Operations. Specifically, the Leak Crew and the Production Divisions
will incur additional overtime costs. However, these overtime costs are expected to be offset by
other savings as identified below.
In 2010, approximately 630 separate jobs were completed by the Leak Crew, which includes meter
replacements, meter installations, repairs and replacements of service and main lines. It is expected
that labor hours necessary to fix any leaks that occur Friday, Saturday, and Sunday will increase
overtime costs by 14% for a fixed 4/10 work schedule, and by 7% for a fixed 9/80 schedule.
Similarly, an individual from the Production division must come into the office every day of the year
to manage the District's water supply system. On average, this daily check is 3 hours of overtime on
any days the District is closed. The Production division would, therefore, also have an increase in
overtime costs by 14% for a constant 4/10 work schedule, and by 7% for a constant 9/80 schedule.
The detail of these increased overtime costs per pay period are as follows:
Average 9/80 Schedule 4/10 Schedule
Labor Hours Labor Hours Overtime Cost
Division Labor Overtime (7o ~ Overtime Cost (14% (14%
Hours Cost (7% increase)
increase) increase) increase)
Water
Ops/Leak 28 $ 1,319.99 1.96 $ 92.40 3.92 $ 184.79
Crew
Production 25.5 $ 1,243.81 1.79 $ 87.07 3.57 $ 179.13
Division
In researching overtime cost increases, staff worked with the Finance Department at South Coast
Water District, who is similar in size and employee number to YLWD, and who have been utilizing a
4/10 work schedule since late 2009. They found that as compared to their operating costs for the
prior year, they saved more than $21,000 in fuel and overtime costs. This decrease was
unexpected on their part.
The other departments within the District would experience minimal affects from either a fixed 9/80
schedule or a fixed 4/10 schedule. Energy usage for heating and cooling District offices could be
impacted noticeably. In analyzing this expense at the District's four buildings over the course of a
twelve-month period, staff found that with a fixed 9/80 work schedule, the District would save
approximately $1,800 per month, and with a fixed 4/10 work schedule, the District would save
approximately $3,600 per month.
Additional considerations for an alternate work schedule include employee morale and customer
service availability. Staff found that the vast majority of employees would prefer to work a 4/10
schedule. Employees who are not in favor of working a 4/10 schedule listed a fear of decreased
productivity, difficulties managing personal responsibilities, a concern that their supervisor would not
approve a further extended day to allow for a one hour lunch break and concern that we might not
fully meet customer needs. Staff researched the decreased productivity concern and found that
productivity may actually increase with a 4/10 schedule. Several studies, including those conducted
at the State of Utah and the State of Hawaii 4-day work week pilot projects noted these results. A
poll of YLWD employees on the fixed 4/10 schedule will be discussed at the Executive-
Administrative-Organizational Committee meeting.
Availability for customers is also a consideration when adapting work week schedules. Staff did an
informal survey of every walk-in customer, regardless of the day that they came in, and asked
whether the customer would be okay with the District being open only 4 days per week, and if they
were, what day of the week they would prefer the District close. Staff found that not a single
customer was concerned about the District being closed one day per week, nor what day the
District did close. The only voiced concern was that the District notify customers a month in
advance so that those customers that did come into the Administration building regularly to pay their
bill could alter their schedules according to the District operating hours. Staff also made note, on
three separate Fridays, how many calls were made to Customer Service, whether they related to
shut offs or 72-hour tags, and if it was an immediate problem, or if it could wait until the next
business day. On average, the breakdown is as follows:
. 53 phone calls
. 37 could have waited until the next business day
. 16 were related to shutoff or tags--- 3 phone payments, 1 walk-in payment, 12 requests for
extensions
. 13 walk-in payments--- 1 related to shutoff, 12 regular bill payments
While there are many aspects of an alternative work schedule that cannot be quantified and
measured, the overtime costs increases verses the energy usage savings monthly is as follows:
9/80 Schedule 4/10 Schedule
Overtime Costs $ 358.94 $ 727.84
Energy Savings $ (1,800.00) $ (3,600.00)
Total Cost to $ (1,441.06) $ (2,872.16)
YLWD
Based on employee morale improvement, the acceptance of YLWD's customer base of an
alternative work schedule, and the higher cost savings, staff recommends that the District consider
changing to a fixed 4/10 work schedule.
ATTACHMENTS:
Name: Description: Type:
Alternative Schedule Matrix.xlsx Local Agency Operating Hours Backup Material
Alternative Schedule YLWD Department Analysis.xlsx YLWD Alternative Schedule Analysis Backup Material
LOCAL AGENCY OPERATING SCHEDULE
City 2011 Operating Schedule
Yorba Linda Closed Alternate Fridays
Placentia Closed Every Friday
Brea Closed Alternate Fridays
Anaheim Open Monday-Friday
NOTE: YL and Brea are closed on the same alternate Fridays
YLWD Department Impacts
Dept./Division Constant 9/80 Schedule Constant 4/ 10 Schedule
Agendas posted on Thursdays. Agendas posted on Thursdays.
Administration Agenda due dates moved up to Wed. Agenda due dates moved up to Wed.
Customers who are "tagged" for non- Customers who are "tagged" for non-
payment would have another day to payment would have another day to
Customer Service pay prior to shutoff (96 hrs vs 72 hrs) pay prior to shutoff (96 hrs vs 72 hrs)
Finance No Change No Change
Human Resources No Change No Change
Construction Inspectors will attempt Construction Inspectors can stagger
to change Contractor's schedule to fit their 4/ 10s (M-Th/T-Fr) or work
Engineering our Friday off 5/40 schedule w/ Friday in the field
Leak Crew OT increased 14% Leak Crew OT increased 7%
Operations Prod. Dept OT increased 140/c Prod. Dept OT increased 70/c
20 operating days reduced to 18, 20 operating days reduced to 16,
YLWD Energy Usage approx. $1,800/mo saved approx. $3,600/mo saved