HomeMy WebLinkAbout2012-02-08 - Executive-Administrative-Organizational Committee Meeting Agenda Packet2.
r a Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC- ADMIN- ORGANIZATIONAL COMMITTEE MEETING
Wednesday, February 8, 2012, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE
Director Phil Hawkins, Chair
Director Gary T. Melton
PUBLIC COMMENTS
STAFF
Ken Vecchiarelli, General Manager
Damon Micalizzi, Public Information Officer
Cindy Botts, Management Analyst
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.
ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
2.1. Staff Travel Expense Reimbursement and Ethics Training Policy
Recommendation: That the Committee recommend the Board of Directors approve
the Staff Travel and Reimbursement Policy.
2.2. California Urban Water Conservation Counsel Signatory
Recommendation: That the Committee consider deferring a recommendation to the
Board of Directors for the District's participation and commitment to become a
signatory of the California Urban Water Conservation Council's Memorandum of
Understanding.
2.3. Authorizing Additional Director Attendance at Intergovernmental Meetings
Recommendation: That the Committee recommend the Board of Directors
authorize and compensate a maximum of two Directors for attendance at WACO,
ISDOC and LAFCO intergovernmental meetings.
2.4. District of Distinction Accreditation
Recommendation: That the Committee consider recommending the Board of
Directors support a direction and commitment toward achieving the "District of
Distinction" accreditation.
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. Board Tablet PC Policy (Verbal Report)
3.2. Legislative Affairs Update (Verbal Report)
3.3. General Counsel's Monthly Summary Report
3.4. Directors and General Manager Fees & Expenses (October - December 2011)
3.5. Status of Strategic Plan Initiatives
3.6. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Executive - Administrative - Organizational Committee will be held
March 14, 2011 at 4:00 p.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.
AGENDA REPORT
Meeting Date: February 8, 2012
To: Board of Directors
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General
Manager
Prepared By: Cindy Botts, Management
Analyst
Subject:
SUMMARY:
Budgeted:
Funding Source:
Dept:
ITEM NO. 2.1
N/A
N/A
Administration
Reviewed by Legal: Pending
CEQA Compliance: N/A
Staff Travel Expense Reimbursement and Ethics Training Policy
The Board Travel and Reimbursement Policy was updated March 10, 2011, as part of the 2011
goals and directives of the Board of Directors. In previous years, the Staff Travel and
Reimbursement Policy has been updated in conjunction with the Board policy. The Staff Travel
Reimbursement Policy attached mirrors that of the approved Board Travel Reimbursement Policy,
and adds clarification in two areas.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the Staff Travel and
Reimbursement Policy.
DISCUSSION:
The Internal Revenue Service (IRS) provides an annual update to Publication 1542, Per Diem
Rates, which outlines all taxable and non - taxable employer reimbursement rates for travel.
Publication 1542 allows two ways for determining allowable reimbursement rates. The first method
is the "Reimbursement" method. The second method is the "Per Diem" method. Currently, both the
Yorba Linda Water District and the Municipal Water District of Orange County (MWDOC), use the
"Reimbursement" method.
Reimbursement Method
• Requires an itemized receipt
• Up to any dollar amount, as long as it is outlined in a policy
• Only what is spent will be reimbursed
Alternatively, a governing body, as outlined in AB 1234, is allowed slightly more flexibility within the
IRS "Reimbursement" method. This flexibility permits spending more than the daily reimbursable
amount on meals by "deducting" the overage amount from another day's meal allowance, provided
the cumulative daily expenses over the duration of the activity or event are not exceeded.
The attached policy mirrors the policy approved by the Board, for the Board's usage, as has been
done in the past. However, two points regarding the meal allowance have been further clarified in
the Staff Travel Reimbursement Policy. The first is the inclusion of a "per meal" reimbursement rate
for meals that are not included as part of the conference or event. For example, should breakfast
and lunch be included as part of the conference fee (and paid for by the District), the employee will
have a set dollar amount for dinner, rather than the entirety of the $50 per day allowance. The
second clarification pertains to meal expenses on travel days. A set amount of money per meal will
be alloted for reimbursement on the days of travel, based on the time of travel. For example, an
employee leaving a conference to return home at 8am and expected to be back in town by 10am,
will have a set amount for breakfast reimbursed, but nothing for lunch or dinner, and shall not be
allowed the full $50 per day allowance.
STRATEGIC PLAN:
WE 1 -E: Continue to Support Additional Training for Staff
PRIOR RELEVANT BOARD ACTION(S):
The Board last reviewed and updated the Staff Travel and Reimbursement Policy in 2006.
ATTACHMENTS:
Resolution No. 12-
XX Staff Travel Expense Reim.docx
Description:
Resolution
RESOLUTION NO. 12 -XX
RESOLUTION OF THE BOARD OF DIRECTORS OF
OF THE YORBA LINDA WATER DISTRICT
SETTING STAFF EXPENSE REIMBURSEMENT AND
MANAGEMENT ETHICS TRAINING
WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to
time reaffirmed the importance of active participation of District staff in
attending conferences, conventions, symposiums and legislative and
intergovernmental meetings related to the mission of the District; and
WHEREAS, irregular filing of compensation activity reports consumes staff resources
and has the potential of exposing the District to criticism; and
WHEREAS, this Resolution No. 12 -XX is intended to meet the requirements of AB
1234 and has been adopted during a public meeting.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. Resolution No. 06 -12 is hereby rescinded effective immediately upon
adoption of this Resolution.
Section 2. It is the policy of the Board that the personnel of the District, as authorized
by the Board of Directors, are encouraged to attend conferences,
conventions, meetings, symposiums and legislative session (herein
referred to as an "Activity" or "Activities ") relating to the mission of the
District. It is further believed by the Board of Directors that it is important
that full participation in these Activities in the coming years be encouraged
so that the best interest of the District will at all times be served.
Attendance at an occurrence not listed herein must be pre- approved by
the General Manager in order to be considered as an Activity for the
purposes of this policy.
Section 3. That the District, in furtherance of these important policies, will pay or
reimburse the following expenses incurred in attending such Activities:
(a) Reimbursement. Staff shall be reimbursed for actual costs to
attend Activities, not to exceed:
Travel: $750 per round trip.
Lodging: $400 per night
Meals: $50 per day
Actual and necessary expenses: $50 per day
Resolution No. 12 -XX Setting Forth the Policy of Reimbursement of Expenses Incurred by Staff and Management Ethics Training
(1) Notwithstanding the preceding, when available, Staff must
use government or group rates for transportation and
lodging. In addition, when lodging to be reimbursed is for an
organized educational conference that would qualify for
attendance under the Brown Act, including ethics training,
the reimbursement cannot be more than the group rate
published by the conference assuming it is available at the
time the reimbursement is made. If the group rate is not
available, the reimbursement cannot be more than the
amount set forth above.
(2) If an expense does not fall within the reimbursement rates
discussed above or in Section 3(b)(1), it must be approved
by the General Manager before it is incurred.
(3) Meal expenses may include the reasonable costs of meals
and beverages, not including alcoholic beverages. Any
amount spent over the daily reimbursable amount set forth in
this policy may either be "deducted" from another day's
reimbursable amount during that same Activity, up to the
total allowable reimbursable cost for the Activity, or the
difference paid by the Director. When a conference or other
Activity incorporates meals as part of the Activity, and the
District has paid the cost of Activity, including any
incorporated meals, the per diem rate of $50 per day shall
not apply. Instead, meals that are not incorporated into the
Activity cost shall be reimbursed up to the following rates.
Alternative meals to those provided through the Activity shall
not be reimbursed.
Breakfast:
$15
Lunch:
$15
Dinner:
$20
(4) Additionally, meal expenses on days in which travel to or
from the Activity occur will not be reimbursed at the per diem
rate of $50 per day, unless that travel day occurs on a day
already scheduled for the Activity (such as a one day
conference). Instead, meals shall be reimbursed up to the
following rates, and will be based upon the individual's
departure and return times in determining whether a meal
was incurred during the period of travel.
Breakfast:
$15
Lunch:
$15
Dinner:
$20
Resolution No. 12 -XX Setting Forth the Policy of Reimbursement of Expenses Incurred by Staff and Management Ethics Training 2
(5) Actual and necessary expenses. Include tips for porters,
baggage carries, bell hops, maids, stewards and
stewardesses. Does not include laundry, cleaning or
pressing of clothes, lodging taxes or the cost of telephone
calls.
(6) The District shall not incur the costs for a spouse, or their
accompanying person.
Section 4. In order to obtain reimbursement for the Activities in accordance with
Section 3, the following procedures must be followed:
(a) Staff shall submit all expense reimbursement requests on forms
provided by the District. The completed form must show that the
expenses for which reimbursement is requested meet the
requirements set forth in this Resolution.
(b) The form must be submitted within thirty (30) days of the
Activity.
(c) With the exception of mileage reimbursement, any expense
shown on the form must have a corresponding, attached written
receipt.
(d) All forms and all receipts attached to them shall be public
documents subject to redaction of any confidential information,
such as credit card numbers.
Section 5. Staff shall provide a brief report about the Activity attended at the expense
of the District to the General Manager and /or their supervisor immediately
after attendance at the Activity.
Section 6. A full accounting of expenditures of public funds shall be made and
become part of the records of the District.
Section 7. Ethics Training. Every District Manager must receive ethics training at
least once every two years. The District shall provide information annually
on where training is available. All Managers shall provide a copy of proof
of participation in the required ethics training to the District. Copies of
proofs of participation shall be public documents and shall be retained by
the District for five (5) years.
Resolution No. 12 -XX Setting Forth the Policy of Reimbursement of Expenses Incurred by Staff and Management Ethics Training 3
PASSED AND ADOPTED this _th day of February 2012, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Phil Hawkins, President
Yorba Linda Water District
ATTEST:
Ken Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by Legal Counsel:
Arthur G. Kidman
Kidman Law LLP
Resolution No. 12 -XX Setting Forth the Policy of Reimbursement of Expenses Incurred by Staff and Management Ethics Training
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject
SUMMARY:
AGENDA REPORT
February 8, 2012
Executive- Administrative-
Organizational Committee
Ken Vecchiarelli, General
Manager
Ken Vecchiarelli, General
Manager
Cindy Botts, Management
Analyst
Budgeted:
Cost Estimate:
Funding Source:
Account No:
Dept:
Reviewed by Legal:
CEQA Compliance:
California Urban Water Conservation Counsel Signatory
ITEM NO. 2.2
No
$1,275
Water Operating
Fund
1- 2020 - 0580 -55
Administration
No
N/A
The District's FY 2011/13 Strategic Plan identifies the consideration of participation in the California
Urban Water Conservation Council's (CUWCC) Best Management Practices (BMPs) as Strategic
Plan Strategy CP 2 -C. This strategy is intended to meet the requirements of initiative CP 2: Increase
Public Awareness of Water and Wastewater Related Items, of the Community Partnership goal.
STAFF RECOMMENDATION:
That the Committee consider deferring a recommendation to the Board of Directors for the District's
participation and commitment to become a signatory of the California Urban Water Conservation
Council's Memorandum of Understanding.
DISCUSSION:
The Californian Urban Water Conservation Council (CUWCC) was created to increase efficient
water use statewide through partnerships among urban water agencies, public interest
organizations, and private entities. The Council's goal is to integrate urban water conservation Best
Management Practices (BMPs) into the planning and management of California's water resources,
through the commitment of signatories of the Memorandum of Understanding to implementation of
the five BMPs. District staff reviewed the BMPs against what the District is already doing and found
the following:
BMP 1: Utility Operations Programs- ALL CRITERIA MET
• Conservation Coordinator
• Metering of all accounts
• Regulations to prohibit water waste with other agencies
• Conservation pricing for water and wastewater (Encouraged - Not Required)
BMP 2: Education Programs- ALL CRITERIA MET
. Social Marketing
. Conservation Collateral
. School Education (Supported by MWDOC)
. Adult Education (Public education thru website, telephone, etc.)
BMP 3: Residential- NOT MET
• ADDITIONAL RESOURCES REQUIRED TO ACHIEVE
• Rebates on washers & toilets
• Residential audits - -- 28 /mo for 10 yrs
• Conduct a conservation survey
• Provide Tips at audit
• Provide showerheads /aerators at audit
BMP 4: Commercial, Industrial & Institutional- NOT MET
• Includes City buildings- MWDOC can assist YLWD
• 9% usage reduction over the next 10 yrs from 2008 yearly usage (500,000 units)
• At the end of Yr 2 (total of .5 %): 2,500 units LESS
• At the end of Yr 4 (total of 2.4 %): 12,000 units LESS
• At the end of Yr 6 (total of 4.3 %): 21,500 units LESS
• At the end of Yr 8 (total of 6.4 %): 32,000 units LESS
• At the end of Yr 10 (total of 9 %): 45,000 units LESS
BMP 5: Landscape- NOT MET
• ADDITIONAL RESOURCES REQUIRED TO ACHIEVE
• Determine budgets of 70% of ETo to all accts- 5 /mo for 10 yrs
• Provide notices on budget vs actual each month on bills
• Offer technical assistance to those 20% over budget- 90% of ETo
In addition to signing the Memorandum of Understanding and committing to implementing the five
BMPs, CUWCC membership also requires yearly dues. The dues are as follows:
• Administration Fee- $2,321 (currently MWDOC is paying for each agency)
• Connection Charge- $.0260 x (23,800 Connections) _ $618.80
• Volumetric Charge- $.0325 x (- 20,OOOAF /year) _ $650
The full Memorandum of Understanding can be found at: http://www.cuwcc.org/mou-main-
page.aspx ?ekmensel= b86195de 24 0 7872 5, or at www.cuwcc.org, under the Resource Center
tab, on the left hand side.
STRATEGIC PLAN:
CP 2 -C: Consider Participation in the California Urban Water Conservation Council's Best
Management Practices
AGENDA REPORT
Meeting Date: February 8, 2012
To: Executive- Administrative-
Organizational Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General
Manager
Prepared By: Cindy Botts, Management
Analyst
Budgeted:
Total Budget:
Cost Estimate:
Funding Source:
Account No:
Job No:
Dept:
Reviewed by Legal:
CEQA Compliance:
ITEM NO. 2.3
Yes
$90,000
$0
Operating Funds
N/A
N/A
Board of Directors
N/A
N/A
Subject: Authorizing Additional Director Attendance at Intergovernmental Meetings
SUMMARY:
Each year following the Board reorganization in December, the President assigns members of the
Board of Directors to various standing committees and to act as a representative for the District at
regular interagency meetings. Currently, one Director is assigned, and preauthorized as the primary
representative, to attend assigned intergovernmental meeting. Often these meetings include
informative guest speakers and provide opportunities for education and engagement in important
topics relevant to the District's business. In order to be compensated for attendance, the Board must
vote to authorize additional Board member attendance at these events. This agenda recommends
preauthorizing Board approval to certain intergovernmental meetings, and approving the criteria
when more than one Board member is interested in attending such meetings.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize and compensate a maximum of
two Directors for attendance at WACO, ISDOC and LAFCO intergovernmental meetings.
DISCUSSION:
The Board regularly considers authorizing attendance by interested Board members at special
meetings, conferences and community events. This authorization is done by vote to authorize
additional attendance in order to allow for the Board member compensation for such attendance.
Certain intergovernmental agency meetings held regularly, often include informative speakers and
an opportunity to engage in productive exchange of ideas related to the water and wastewater
industry and related governance issues.
The intergovernmental meetings in which more than one Director may be interested in attending,
due to the generalized information on special districts and the water and wastewater industry,
include the Water Advisory Committee of Orange County (WACO), the Independent Special
Districts of Orange County ( ISDOC) and the Orange County Local Agency Formation Commission
( LAFCO). At this time, Director Hawkins is assigned to the WACO meetings, Director Collett is
assigned to the ISDOC meetings and Director Beverage is assigned to the LAFCO meetings. In the
event another Director wishes to attend one of these meetings, the process currently requires that
the Director request approval for attendance and compensation from the Board during a Board
meeting.
In order to facilitate additional Board participation and to support Strategic Plan Initiative CP 1 -C:
Have Board of Directors and YLWD Staff Attend More Local and Regional Events and
Intergovernmental Meetings, staff suggests the Committee recommend that the Board authorize
additional Director attendance at certain intergovernmental meetings they express interest in. By
statute, Director compensation is still limited to a maximum of ten meetings per month. Additionally,
staff recommends the Board consider limiting the attendance to a maximum of two members at any
meeting to avoid the perception of a quorum of the Board taking place.
Attached is a current committee assignment list for your reference. The budgeted amount shown
above includes Directors' compensation for attendance at regular, committee and intergovernmental
meetings at a rate of ten meetings per month per Board member, the maximum allowed by statute.
STRATEGIC PLAN:
CP 1 -C: Have Board of Directors and YLWD Staff Attend More Events and Inter - governmental
Meetings within the Local Community
PRIOR RELEVANT BOARD ACTION(S):
The Board President assigns members of the Board of Directors to various committees on an
annual basis usually in December with the annual reorganization of the Board officers.
ATTACHMENTS:
Description:
BOD Committee Assignments 2012.docx BOD Committee Assignments
Calendar Year 2012
Standing Committee Assignments
Executive- Admin-Organizational
Director Hawkins, Chair
Director Melton
Finance - Accounting
Director Kiley, Chair
Director Hawkins
Personnel -Risk Management
Director Beverage, Chair
Director Collett
Planning- Engineering- Operations
Director Collett, Chair
Director Kiley
Public Affairs- Communications-
Technology
Director Melton, Chair
Director Beverage
Meets Monthly on 3rd Monday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
policy, organization, legislative and legal
issues.
Meets Monthly on 4t" Monday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
budgets, investments, rates, fees and
charges, financial reports, auditors and
appropriations.
Meets Monthly on 2nd Tuesday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
personnel, employee and labor relations,
and insurance procurement.
Meets Monthly on 1St Thursday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
five year plans, construction activities,
customer service, operations and
maintenance, building, equipment, property
and fire defenses.
Meets Monthly on 1St Monday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
public information activities, community
involvement and promotion of water
conservation measures.
Joint Agency Committee Assignments
YLWD /MWDOC /OCWD
Director Hawkins
Director Beverage
Meets Bi- Monthly on 4t" Tuesday at 4:00
p.m.
Studies, advises and makes
recommendations to the Board regarding
MWDOC and OCWD policy issues.
Other Committee Assignments
Citizens Advisory Meets Monthly on 4t" Monday at 8:30 a.m.
Director Beverage Studies, advises and makes
recommendations to the Board regarding
YLWD policy issues.
Intergovernmental Meeting Assignments
YL City Council
Meets Semi - Monthly on 1St and 3rd
Director Hawkins
Tuesday at
Director Melton
6:30 p.m.
YL Planning Commission
Meets Semi - Monthly on 2 "d and 4t"
Director Kiley
Wednesday at 7:00 p.m.
Director Collett
ACWA/JPIA
Meets Semi - Annually in May and
Director Hawkins
November
ISDOC
Meets Quarterly on 4t" Tuesday at 11:30
Director Collett
a.m.
LAFCO
Meets Monthly on 2 "d Wednesday at 9:00
Director Beverage
a.m.
MWDOC
Meets Semi - Monthly on 1St and 3rd
Director Melton
Wednesday at 8:30 a.m.
Staff
OCWD
Meets Semi - Monthly on 1St and 3rd
Director Kiley
Wednesday at 5:30 p.m.
Staff
WACO
Meets Monthly on 1St Friday at 7:30 a.m.
Director Hawkins
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject
SUMMARY:
AGENDA REPORT
February 8, 2012
Executive- Administrative-
Organizational Committee
Ken Vecchiarelli, General
Manager
Ken Vecchiarelli, General
Manager
Cindy Botts, Management
Analyst
District of Distinction Accreditation
Budgeted:
Cost Estimate:
Funding Source:
Account No:
Dept:
Reviewed by Legal:
CEQA Compliance:
ITEM NO. 2.4
No
$1,000
Operating Funds
1- 2020 - 0640 -00
Administration
N/A
N/A
The Special District Leadership Foundation (SDLF) is a non - profit organization that provides
professional development opportunities for special districts, including the "District of Distinction"
accreditation, and has partnered with both the Association of California Water Agencies (ACWA)
and the California Special District Association (CSDA). The "District of Distinction" accreditation
recognizes an agency's commitment to operating in a sound, responsible manner, and requires that
financial audits, policies and procedures and training certifications are provided as part of the
application.
STAFF RECOMMENDATION:
That the Committee consider recommending the Board of Directors support a direction and
commitment toward achieving the "District of Distinction" accreditation.
DISCUSSION:
The following are the specifics of what the District of Distinction accreditation application should
include:
. Copies of the 3 most recent financial audits
. Complete policy and procedures manual, with minute action adopting or reviewing polices
from within the past year.
. Proof of Training for Board Members and Executive Staff in the areas of Governance (6 hours)
& Ethics (AB1234)
. $1,000 application fee
The "District of Distinction" accreditation is, overall, a generalized review of policies, procedures and
training that provides for excellence in governing a special district, regardless of the type of special
district. The focus is on transparency and solid public governance practices. Staff anticipates few
difficulties in gathering the information for inclusion in the application, with the exception of
compiling and updating a complete policy and procedures manual for review and adoption by the
Board.
STRATEGIC PLAN:
CP 2 -D: Enhance the District's Regional Water and Wastewater Industry Participation
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: February 8, 2012
Subject: General Counsel's Monthly Summary Report
ATTACHMENTS:
E21,1 :
Kidman Behrens Taque Dec 2011.pdf
YORBA LINDA WATER DISTRICT CURRENT FISCAL YEAR 2011 -2012
MONTHLY SUMMARY BILLING CHART
Matter Matter
Number Name
Current Billing Total Billed to Daterotal Billed 2010 -2011
December 30. 2011 Current Fiscal Yew Prior Fiscal Year
001
RETAINER AGREEMENT
$3,000.00
$19,339.73
$25,561.72
002
CONSTRUCTION CONTRACTS
$1,457.50
$5,640.00
1. YL Boulevard Pipeline
$1,417.50
2. Form Contract
$40.00
040
OCWD ANNEXATION
$0.00
$2,642.50
068
FREEWAY COMPLEX FIRE
LITIGATION
$15,145.46
$136,126.67
$95,686.62
084
NON - CONSTRUCTION
AGREEMENTS
$832.50
$14,933.04
$13,634.41
1. Donut Desi nsNVebsite Redesign
$120.00
2. Aspen
$300.00
3. SCEIPsomas /FMG
$412.00
100
CITY SEWER SYSTEM
$1,049.50
$16,660.42
$43,549.86
101
OCTA LAKEVIEW
$380.00
$5,780.00
$22,857.53
102
EMPLOYEE DISCIPLINE
$0.00
$2,702.50
$12,428.84
104
ELK MOUNTAIN
$0.00
$7,559.66
105
COVERAGE 2011
$12,211.50
$16,243.50
1. Ro er Sim son
$5,791.50
TOTAL
$34,076.46
$8,081.00
$227,628.02
$213,718.98
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: February 8, 2012
Subject: Directors and General Manager Fees & Expenses (October - December 2011)
STRATEGIC PLAN:
FR 3 -C: Manage Cash Flow to Maximize Investment Income
ATTACHMENTS:
war; Description: Type:
Travel Expenses 2011- 12.xlsx Travel & Expenses Backup Material
Qtrlv Report 2011- 12.xlsx Fees & Expenses - 2nd Quarter Fiscal Year 2011 -2012 Backup Material
YTD Report 2011- 12.xlsx Fees & Expenses - YTD Fiscal Year 2011-2012 Backup Material
YORBA LINDA WATER DISTRICT
DIRECTORS RECAP OF TRAVEL /CONFERENCE EXPENSES
FOR QUARTER ENDING DECEMBER 31, 2011
FISCAL YEAR 2011 -2012
G/L Travel /Conference Travel /Conference Travel /Conference
Director Date Date Name Location Meals Lodging Travel Conf Fee Misc Total trip Total
Beverage 10/4/11 12/14/11 - 12/16/11 CRWUA Conference & Tour Las Vegas, NV
10/19/11 10/10/11 Deposition Irvine, CA
12/30/11 12/14/11 - 12/16/11 CRWUA Conference & Tour Las Vegas, NV
Collett
Hawkins
Kiley
Melton
$373 $445 $818
$14 $14
$197 $14 $211 $1,043
$0 $0
11/19/11
12/1/11 - 12/2/11
ACWA Fall Conference
Anaheim, CA
$85
$250
$335
10/20/11
10/17/11
10/20/11
YL Mayor Prayer Breakfast
Yorba Linda, CA
$25
9/27/11
$25
$10
12/13/11
12/1/11 - 12/2/11
ACWA Fall Conference
Anaheim, CA
Anaheim, CA
$28
$28
$388
10/4/11
12/14/11 - 12/16/11
CRWUA Conference & Tour
Las Vegas, NV
$373
$445
$818
10/4/11
10/20/11
Water Policy Forum & Dinner
Costa Mesa, CA
$75
$75
$364 $3,080 $139
10/17/11
10/20/11
YL Mayor Prayer Breakfast
Yorba Linda, CA
$25
$25
10/19/11
11/30/11 - 12/02/11
ACWA Fall Conference
Anaheim, CA
$635
$635
12/13/11
11/30/11 - 12/2/11
ACWA Fall Conference
Anaheim, CA
$45 $60
$105
$1,658
10/4/11
11/30/11 - 12/02/11
ACWA Fall Conference
Anaheim, CA
$635
$635
10/4/11
12/14/11 - 12/16/11
CRWUA Conference & Tour
Las Vegas, NV
$373
$445
$818
10/4/11
10/20/11
Water Policy Forum & Dinner
Costa Mesa, CA
$75
$75
12/30/11
12/14/11 - 12/16/11
CRWUA Conference & Tour
Las Vegas, NV
$197
$305
$502
$2,030
Total Directors
$529 $1,119
$364 $3,005 $102
$5,119
$5,119
General Manager:
Vecchiarelli 10/4/11
10/20/11
Water Policy Forum & Dinner
Costa Mesa, CA
$75
$75
10/17/11
10/20/11
YL Mayor Prayer Breakfast
Yorba Linda, CA $25
$25
10/19/11
9/27/11
San Diego Leadership Summit San Diego, CA
$10
$10
12/30/11
11/28/11
ACWA/JPIA Exec Comm. Mtg.
Anaheim, CA
$12
$12
12/30/11
12/5/11
Mandatory Settlement Confr.
Santa Ana, CA
$15
$15
Total GM $25 $0
$0 $75 $37
$137 $137
Total Directors & GM $554 $1,119
$364 $3,080 $139
$5,256 $5,256
YORBA LINDA WATER DISTRICT
DIRECTORS AND GENERAL MANAGER
FEES AND EXPENSES
FOR
QUARTER ENDED DECEMBER 31, 2011
FISCAL YEAR 2011 -2012
BEVERAGE
COLLETT
HAWKINS
KILEY MELTON
SUB -TOTAL
VECCHIARELLI
TOTAL
REGULAR MEETINGS ATTENDED
5
6
6
6
6
29
COMMITTEE MEETINGS ATTENDED
10
6
9
6
4
35
OFF SITE MEETINGS ATTENDED
4
0
8
13
13
38
SPECIAL MEETINGS ATTENDED
4
3
2
3
3
15
OTHER MEETINS ATTENDED
7
0
4
0
0
11
TOTAL MEETINGS ATTENDED QTD
30
15
29
28
26
128
128
DIRECTOR FEES QTD
$4,500
$2,250
$4,350
$4,200
$3,900
$19,200
$19,200
MEETING FEES BUDGET QTD
$4,500
$4,500
$4,500
$4,500
$4,500
$22,500
$22,500
TRAVEL & CONF EXPENSES QTD
$1,043
$0
$388
$1,658
$2,030
$5,119
$5,119
TRAVEL & CONF BUDGET QTD
$760
$760
$760
$760
$760
$3,800
$3,800
DIRECTOR FEES AND EXPENSES QTD
$5,543
$2,250
$4,738
$5,858
$5,930
$24,319
$24,319
FEES AND EXPENSES BUDGET QTD
$5,260
$5,260
$5,260
$5,260
$5,260
$26,300
$26,300
GEN MGR EXPENSES QTD
$137
$137
GEN MGR TRAVEL /CONF BUDGET QTD
$1,750
$1,750
TOTAL FEES & EXPENSES QTD
$5,543
$2,250
$4,738
$5,858
$5,930
$24,319
$137
$24,456
TOTAL FEES & EXPENSES BUDGET QTD
$5,260
$5,260
$5,260
$5,260
$5,260
$26,300
$1,750
$28,050
YORBA LINDA WATER DISTRICT
DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES
YEAR -TO -DATE REPORT FROM 07 -01 -2011 TO 12 -31 -2011
FISCAL YEAR 2011 -2012
DIRECTOR FEES YTD
BEVERAGE
COLLETT
HAWKINS
KILEY
MELTON
SUB -TOTAL VECCHIARELLI TOTAL
DIRECTORS:
$37,350
MEETING FEES BUDGET YTD
$9,000
$9,000
$9,000
$9,000
REGULAR MEETINGS ATTENDED
11
9
11
12
12
55
COMMITTEE MEETINGS ATTENDED
21
12
16
12
10
71
OFF SITE MEETINGS ATTENDED
6
3
14
27
24
74
SPECIAL MEETINGS ATTENDED
6
5
4
5
4
24
OTHER MEETINGS ATTENDED
14
0
9
0
2
25
TOTAL MEETINGS ATTENDED YTD
58
29
54
56
52
249 249
DIRECTOR FEES YTD
$8,700
$4,350
$8,100
$8,400
$7,800
$37,350
$37,350
MEETING FEES BUDGET YTD
$9,000
$9,000
$9,000
$9,000
$9,000
$45,000
$45,000
TRAVEL & CONFERENCES EXPENSES YTD
$1,043
$0
$405
$1,750
$2,105
$5,303
$5,303
TRAVEL & CONFERENCE BUDGET YTD
$1,520
$1,520
$1,520
$1,520
$1,520
$7,600
$7,600
TOTAL DIRECTORS FEES & EXPENSES YTD
$9,743
$4,350
$8,505
$10,150
$9,905
$42,653
$42,653
TOTAL FEES & EXPENSES BUDGET YTD
$10,520
$10,520
$10,520
$10,520
$10,520
$52,600
$52,600
GEN MGR EXPENSES YTD
$790
$790
GEN MGR TRAVEL & CONFERENCE BUDGET YTD
$3,500
$3,500
TOTAL FEES & EXPENSES YTD
$9,743
$4,350
$8,505
$10,150
$9,905
$42,653
$790
$43,443
TOTAL FEES & EXPENSES BUDGET YTD
$10,520
$10,520
$10,520
$10,520
$10,520
$52,600
$3,500
$56,100
AGENDA REPORT
Meeting Date: February 8, 2012
ITEM NO. 3.5
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
i , a1Tr, : Description: Type:
Strategic Plan Tracking- EAO.xlsx EAO Strategic Plan Initiatives Updates- Jan 2012 Backup Material
Strategic Plan Initiatives Status Report
Executive - Administrative - Organizational Committee
Strategies
Start Date
Completion
Lead Party
Jan 2012 Progress
Date
CP 1: Increase Brand Reco nition within the Communit
Have Board of
Attendance at
Directors and YLWD
CRWUA Annual
Staff Attend More
Immediately
BOD /GM /PIO/
Conference, MWDOC
CP 1 -C
Local and Regional
following Nov-
On -going
Colorado River
Events and Inter-
2010 election
Staff
Inspection Trip,
governmental
ACWA /JPIA &
Meetings
ACWA Conference
CP 2: Increase Public Awareness of Water
and Wastewater Related Issues
(0) Customers
Provide Financial
received a rebate for
Incentives and
Rotating Nozzles.
CP 2 -A
Rebates for Water Use
Jul -11
On -going
BOD /GM /PIO
MWDOC Turf
Efficiency
Removal Program &
Synthetic Turf
Program tabled.
Consider Participation
in the California
Urban Water
Report to Committee
CP 2 -C
Conservation
Sep -11
Dec -11
GM
at February 8th
Council's Best
meeting
Management Practices
Enhance the District's
CP 2 -D
Regional Water and
On -going
On -going
BOD /GM /Staff
On -going
Wastewater Industry
Participation
WE 1: Retain a Highly Skilled and Ca able Workforce
Attended
Groundwater
Encourage Staff
Producers Meeting,
Participation in
Public Affairs Meeting
WE 1 -F
Professional
On -going
On -going
General Manager
& Water Use
Organizations and
Efficiency Meeting.
Local Civic Groups
Attended quarterly
OC Water Operations
Managers Association
m eeting.
WE 3: Enhance Em to ee Relations
Working with
Implement a Program
Employee Recognition
WE 3 -A
to Recognize
Jul -11
Sep -11
EPIC Committee
Committee on
Employees for
Employee of the
Excellence
Month Program
logistics
WE 3 -13
Conduct Quarterly All-
Jul -11
Quarterly
General Manager
Tentative date for 2nd
Hands Meetings
quarter 2012: March
Continue to
WE 3 -C
Encourage Employee
On -going
On -going
General Manager
On -going
Training in Leadership
and Technology
SR 2: Ex
lore Service Boundary Oimwrtu nities
Evaluate Feasibility of
SR 2 -A
Providing Additional
Jul -11
Jun -12
General Manager
On -going
Water Services with
the Region
Evaluate Feasibility of
SR 2 -13
Providing Additional
Jul -11
Jun -12
General Manager
On -going
Wastewater Services
with the Region
Evaluate Feasibility of
SR 2 -C
Providing Other
Jul -11
Jun -12
General Manager
On -going
Professional Services
with the Region
SR 1: Work Toward Service Reliability and Efficiency
OCWD reported a
Continue with Efforts
need for futher
SR 1 -A
to Annex District
On -going
On -going
General Manager
hydrological
Service Area to Orange
modeling. Delay may
County Water District
extend process by
several months
Engage with Regional
Attended MWDOC
SR 1 -C
Agencies on Water
On -going
On -going
General Manager
Water Use
Supply Issues
Efficiency/ Public
Affairs Joint Meeting.
Update of Emergency
Strengthen Existing
Emergency
Response Plan in
SR 1 -D
Emergency Operations
On -going
On -going
Operations
process & will be
Partnerships
Coordinator / GM
presented to other
participating agencies
for feedback
FR 3: Identify and DeveloiD3 Additional Revenue Options
Research and Obtain
On -going assessment
FR 3 -A
Grant Funding
On -going
On -going
General Manager
through Townsend
Whenever Feasible
Public Affairs
OE 2: Address Inefficiencies Identified in the Self- Assessment Survey
Identify Core
Discussed. With meet
OE 2 -A
Inefficiencies
Jul -11
Jun -12
EPIC Committee
with GM in Feb for
next steps
Will be brought back
Develop Measurable
OE 2 -B
Aug -11
Jun -12
EPIC Committee
for discussion at Feb
Productivity Goals
2012 meeting
Engage Employees in
Will be brought back
OE 2 -C
Methods of Addressing
Sep -11
Jun -12
EPIC Committee
for discussion at Feb
Inefficiencies
2012 meeting
OE 3: Consider Utilization of a Peer Review Surve
Determine the Cost
Will present to EPIC
OE 3 -A
Benefit Ratio of a Peer
Jul -11
Sep -11
Management
Committee at Feb
Analyst
Review Survey
2012 meeting
Establish a Team to
Waiting on Outcome
OE 3 -13
Determine the Focus
Sep -11
Oct -11
EPIC Committee
of OE 3 -A
of the Survey
Institute Guidelines
Waiting on Outcome
OE 3 -C
for Areas to Be
Sep -11
Dec -11
EPIC Committee
of OE 3 -A
Addressed