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HomeMy WebLinkAbout2011-06-01 - Board of Directors Meeting Minutes 2011-096 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING June 1, 2011 1. CALL TO ORDER The June 1, 2011 workshop meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 2:02 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Phil Hawkins, Vice President Lee Cory, Operations Manager Ric Collett Steve Conklin, Engineering Manager Robert R. Kiley Gina Knight, Human Resources Mgr Gary T. Melton Stephen Parker, Finance Manager ' Art Vega, Interim IT Director Damon Micalizzi, Public Info Officer Annie Alexander, Executive Secretary OTHER VISITORS Brett Barbra, Director, Municipal Water District of Orange County 4. PUBLIC COMMENTS None. 5. DISCUSSION ITEMS 5.1. Draft Strategic Plan Review and Discussion Mr. Vecchiarelli began his presentation with an overview of the draft strategic plan including the following: mission, vision and core value statements; goals, initiatives and strategies; and a timeline for adoption. Director Beverage suggested that each of the initiatives identified in the plan be assigned to a Committee for review and tracking purposes beginning the next fiscal year. Mr. Vecchiarelli and Mr. Micalizzi responded to questions from the Board regarding the development of a Public Relations Master Plan. Mr. ' Micalizzi stated that a draft plan will be provided to the Public Affairs- Communications-Technology Committee for review in the near future after which it will be presented to the full Board for consideration. 1 2011-097 Director Barbra offered his assistance in helping the District partner with ' MWDOC and OCWD for additional public relations support. Mr. Vecchiarelli stated that the draft strategic plan will be presented to the Board for consideration at the meeting scheduled June 9, 2011. 5.2. Draft Budget for Fiscal Year 2011/12 Mr. Vecchiarelli reported that staff is preparing to submit the District's FY 2011/12 budget to the California Society of Municipal Finance Officers (CSMFO) Award of Excellence program. Staff recently received word that the District was given the Excellence in Financial Reporting Award from the Government Finance Officers Association for its FY 2009/10 Comprehensive Annual Financial Report (CAFR). Staff plans to provide the full draft budget document to the Board for review by the afternoon of Monday, June 6, 2011 at the very latest. Mr. Vecchiarelli noted that a large amount of staff effort was being put into this document. Mr. Vecchiarelli then provided the Board with a PowerPoint presentation summarizing the FY 2011/12 budget assumptions, expenses and revenue, and variable water costs. Director Beverage suggested that staff examine ways the District can communicate to its customers the budget assumptions and reasons for moving from a Stage 2 to a Stage 1 water restriction. Staff responded to questions from the Board regarding the impact of the OCWD annexation and employee health benefits. ' Director Barbre left the meeting at this time. Mr. Vecchiarelli provided the Board with an overview of the proposed capital improvement program budget including a brief description of each of the projects. Director Melton suggested that the status report on capital improvement projects report be provided to the Board along with the minutes from the Planning-Engineering-Operations Committee meetings each month. A brief recess was declared at 3:35 p.m. The meeting reconvened at 3:42 p.m. Mr. Conklin provided the Board with a PowerPoint presentation regarding the proposed Elk Mountain youth practice field project. The Board and staff then discussed the cost of the project, available funding, traffic and parking issues, and the impact on the community. Following discussion, the Board instructed staff to obtain feedback from the surrounding homeowners regarding the project before awarding a contract for design ' and construction services. Director Hawkins suggested that this matter be discussed with City of Yorba Linda officials once an Ad Hoc committee has been formed. 2 2011-098 ' Mr. Vecchiarelli then provided the Board with a PowerPoint presentation regarding the proposed meter replacement program for the Eastern service area. The Board and staff discussed issues with the existing meters in this area and the current vendor, Aqua-Metric. Following discussion, the Board requested staff to gather statistical information on potential savings associated with the replacement of these meters as well as look into the possibility of beginning implementation of this program during the next fiscal year. Mr. Vecchiarelli provided the Board with an overview of the proposed revisions to the existing organizational chart. Some of these changes included renaming two management job titles, reclassification of one management position, and the addition of two part time positions. Mr. Vecchiarelli noted that the draft budget did not include the position of Assistant General Manager, whose responsibilities would be shared among the Department Managers. The Board briefly discussed the placement of the Meter Reading division within the Finance Department versus the Operations Department. Director Hawkins suggested that staff look into performing a needs assessment to evaluate hiring a consultant instead of filling the IT Manager position which is currently vacant. The results of this assessment will be presented to the Personnel-Risk Management Committee for consideration at a future meeting. ' Mr. Vecchiarelli concluded his presentation with a summary of the projected vehicles and equipment outlay and the District's current bond ratings. Mr. Parker provided the Board with a PowerPoint presentation regarding proposed revisions to the existing reserve policy. Staff then responded to questions from the Board regarding potential rate increases. Mr. Vecchiarelli stated that he had received a draft document from MWDOC containing all of its member agency's water rates through 2010. Director Hawkins requested staff to provide the Board with a copy of this document. 6. ADJOURNMENT 6.1. The meeting was adjourned at 5:14 p.m. The next regular meeting of the Board of Directors will be held June 9, 2011 at 8:30 a.m. ' Kenneth R. Vecchiarelli Board Secretary 3