Loading...
HomeMy WebLinkAbout2012-10-15 - Executive-Administrative-Organizational Committee Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Monday, October 15, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE Director Phil Hawkins, Chair Director Gary T. Melton STAFF Steve Conklin, Acting General Manager 1. 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. 2. 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. Amendments to the Conflict of Interest Codes for the District and the Public Financing Corporation Recommendation: That the Committee recommend the Board of Directors approve the amended Conflict of Interest Codes for the District and Public Financing Corporation (subject to review as to form by General Counsel) and direct the Secretary to file the amended codes with the Clerk of the Orange County Board of Supervisors using the eDisclosure system. 2.2. ISDOC Quarterly Meeting and Election of Executive Committee for 2013/14 Recommendation: That the Committee consider this matter and provide further direction to staff. 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. Legislative Affairs Update (Verbal Report) 3.2. Past Due Reminder Notice 3.3. Customer Service Feedback Report 3.4. Status of Strategic Plan Initiatives 3.5. Agenda for Board of Directors Workshop Meeting scheduled November 15, 2012 at 8:30 a.m. 3.6. Future Agenda Items and Staff Tasks 4. CLOSED SESSION The Committee may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 4.1. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court - Case No. 00486884) Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court - Case No. 00595177) 4.2. Conference with Legal Counsel - Anticipated Litigation Pursuant to Subdivision (b) of Section 54956.9 of the California Government Code Number of Potential Cases: One Existing Facts and Circumstances under Section 54956.9(b)(3)(B): Dispute with Orange County Transportation Authority over payment of cost to relocate District water pipelines to make way for construction of Lakeview Avenue overcrossing of ATSF rail tracks and Orangethorpe Avenue. 4.3. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager 5. ADJOURNMENT 5.1. The next meeting of the Executive-Administrative-Organizational Committee will be held November 19, 2012 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. ITEM NO. 2.1 AGENDA REPORT Meeting Date: October 15, 2012 Budgeted:N/A Total Budget:N/A To:Executive-Administrative- Organizational Committee Cost Estimate:N/A Funding Source:N/A From:Steve Conklin, Acting General Manager Account No:N/A Job No:N/A Presented By:Steve Conklin, Acting General Manager Dept:Administration Reviewed by Legal:Pending Prepared By:Annie Alexander, Executive Secretary CEQA Compliance:N/A Subject:Amendments to the Conflict of Interest Codes for the District and the Public Financing Corporation STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the amended Conflict of Interest Codes for the District and Public Financing Corporation (subject to review as to form by General Counsel) and direct the Secretary to file the amended codes with the Clerk of the Orange County Board of Supervisors using the eDisclosure system. DISCUSSION: The Political Reform Act requires every local government agency to review its Conflict of Interest Code (COI) biennially and to notify the code reviewing body if their current code is accurate or if it requires amendment. State law stipulates that the Orange County Board of Supervisors is the code reviewing body for both the District and the Public Financing Corporation. Staff reviewed the COI's for both entities and has identified the following minor revisions: The positions of Finance Director (Auditor), Human Resources Manager, Information Technology Director, and Public Information Specialist have been changed to Finance Manager (Treasurer), Human Resources and Risk Manager, Information Technology Manager and Public Information Officer. The positions of Assistant General Manager (Assistant Secretary) and Storekeeper are not budgeted at this time. The attached exhibits reflect these modifications and will be reviewed by General Counsel along with the associated draft resolutions. PRIOR RELEVANT BOARD ACTION(S): The Conflict of Interest Codes for the District and Public Financing Corporation were last amended on June 10, 2010 by Resolution Nos. 10-15 and PFC-10-02 respectively. ATTACHMENTS: Name:Description:Type: Resolution_No._12- XX_Adopting_a_Conflict_of_Interest_Code.doc Resolution Resolution YLWD_COI_2012_Update.pdf Exhibits Exhibit Resolution_No._PFC-12- XX_Adopting_a_Conflict_of_Interest_Code.doc Resolution Resolution YLWD-PFC_COI_2012_Update.pdf Exhibits Exhibit Resolution No. 12-XX Adopting a Conflict of Interest Code 1 RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING A CONFLICT OF INTEREST CODE WHICH SUPERSEDES ALL PRIOR CONFLICT OF INTEREST CODES AND AMENDMENTS PREVIOUSLY ADOPTED WHEREAS, the Political Reform Act of 1974, Government Code Section 81000 et. seq. (“the Act”), requires a local government agency to adopt a Conflict of Interest Code pursuant to the Act; and WHEREAS, the Yorba Linda Water District has previously adopted a Conflict of Interest Code and that Code now requires updating; and WHEREAS, amendments to the Act have in the past and foreseeably will in the future require conforming amendments to be made to the Conflict of Interest Code; and WHEREAS, the Fair Political Practices Commission has adopted a regulation, Title 2, California Code of Regulations, Section 18730, which contains terms for a standard model Conflict of Interest Code, which, together with amendments thereto, may be adopted by public agencies and incorporated by reference to save public agencies time and money by minimizing the actions required of such agencies to keep their codes in conformity with the Political Reform Act. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. The terms of Title 2, California Code of Regulations, Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and, together with Exhibits A and B in which positions are designated and disclosure categories are set forth, constitute the Conflict of Interest Code of the Yorba Linda Water District. Section 2. The provisions of all Conflict of Interest Codes and Amendments thereto previously adopted by the Yorba Linda Water District are hereby superseded. Section 3. The Filing Officer is hereby authorized to submit the updated Conflict of Interest Code to the Clerk of the Orange County Board of Supervisors for review and approval by the Orange County Board of Supervisors as required by California Government Code Section 87303. Resolution No. 12-XX Adopting a Conflict of Interest Code 2 PASSED AND ADOPTED this 25th day of October 2012, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Annie Alexander, Assistant Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Conflict of Interest Code EXHIBIT A (Final Draft) Entity:Water Districts Agency:Yorba Linda Water District Position Disclosure Category Files WithStatus Attorney OC-01 COB Unchanged Chief Plant Operator OC-05 COB Unchanged Consultant OC-30 Agency Unchanged Customer Service Supervisor OC-05 COB Unchanged Engineering Manager OC-41 COB Unchanged Human Resources and Risk Manager OC-41 COB Added Human Resources Manager OC-41 COB Deleted Information Systems Administrator OC-05 COB Unchanged Information Technology Director OC-41 COB Deleted Information Technology Manager OC-41 COB Added Management Analyst OC-05 COB Unchanged Operations Assistant OC-05 COB Unchanged Operations Manager OC-41 COB Unchanged Project Engineer OC-05 COB Unchanged Public Information Officer OC-05 COB Added Public Information Specialist OC-05 COB Deleted SCADA Administrator OC-05 COB Unchanged Senior Accountant OC-05 COB Unchanged Senior Project Manager OC-05 COB Unchanged Storekeeper OC-05 COB Deleted Water Maintenance Superintendent OC-05 COB Unchanged Water Quality Engineer OC-05 COB Unchanged Total: 22 OFFICIALS WHO MANAGE PUBLIC INVESTMENTS Officials who manage public investments, as defined by 2 Cal. Code of Regs. § 18701 (b), are NOT subject to the Agency's code, but are subject to the disclosure requirement of the Act. (Government Code Section 87200 et seq.). [Regs. § 18730(b)(3)] These positions are listed here for informational purposes only. It has been determined that the positions listed below are officials who manage public investments: Assistant General Manager (Assistant Secretary)Files with COB - Paper Filings Only Deleted Run date/time: Tuesday, October 09 2012 09:48:04 AM Page 1 of 2 XtraExport https://cobcoi.ocgov.com/eDisclosure/ContactPerson/CodeAmendments.aspx 1 of 9 10/9/2012 9:48 AM Conflict of Interest Code EXHIBIT A (Final Draft) Entity:Water Districts Agency:Yorba Linda Water District Finance Director (Auditor)Files with COB - Paper Filings Only Deleted Finance Manager (Treasurer)Files withCOB - Paper Filings Only Added General Manager (Secretary)Files with COB - Paper Filings Only Unchanged Member of the Board of Directors Files with COB - Paper Filings Only Unchanged The disclosure categories and requirements for these positions are set forth in article 2 of chapter 7 of the Political Reform Act, Government Code section 87200 et. seq. They generally require the disclosure of interests in real property in the agency's jurisdiction, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Run date/time: Tuesday, October 09 2012 09:48:04 AM Page 2 of 2 XtraExport https://cobcoi.ocgov.com/eDisclosure/ContactPerson/CodeAmendments.aspx 2 of 9 10/9/2012 9:48 AM Disclosure Descriptions EXHIBIT B (Final Draft) Entity:Water Districts Agency:Yorba Linda Water District Disclosure CategoryDisclosure DescriptionStatus 87200 Filer It has been determined that this position manages public investments and will file a statement of economic interests pursuant to Government Code Section 87200. Unchanged OC-01 All interests in real property in Orange County, the authority or the District as applicable, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Unchanged OC-05 All investments in, business positions with and income (including gifts, loans and travel payments) from sources that provide services, supplies, materials, machinery, equipment (including training and consulting services) used by the County Department, Authority or District, as applicable. Unchanged OC-30 Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest category in the code subject to the following limitation: The County Department Head/Director/General Manager/Superintendent/etc. may determine that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure required. The determination of disclosure is a public record and shall be filed with the Form 700 and retained by the Filing Officer for public inspection. Unchanged OC-41 All interests in real property in Orange County, the District or Authority, as applicable, as well as investments in, business positions with and income (including gifts, loans and travel payments) from sources that provide services, supplies, materials, machinery, vehicles, or equipment (including training and consulting services) used by the County Department, Authority or District, as applicable. Unchanged Total: 5 Run date/time: Tuesday, October 09 2012 09:48:04 AM Page 1 of 1 XtraExport https://cobcoi.ocgov.com/eDisclosure/ContactPerson/CodeAmendments.aspx 3 of 9 10/9/2012 9:48 AM Resolution No. PFC-12-XX Adopting a Conflict of Interest Code 1 RESOLUTION NO. PFC-12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT PUBLIC FINANCING CORPORATION ADOPTING A CONFLICT OF INTEREST CODE WHICH SUPERSEDES ALL PRIOR CONFLICT OF INTEREST CODES AND AMENDMENTS PREVIOUSLY ADOPTED WHEREAS, the Political Reform Act of 1974, Government Code Section 81000 et. seq. (“the Act”), requires a local government agency to adopt a Conflict of Interest Code pursuant to the Act; and WHEREAS, the Yorba Linda Water District Public Financing Corporation has previously adopted a Conflict of Interest Code and that Code now requires updating; and WHEREAS, amendments to the Act have in the past and foreseeably will in the future require conforming amendments to be made to the Conflict of Interest Code; and WHEREAS, the Fair Political Practices Commission has adopted a regulation, Title 2, California Code of Regulations, Section 18730, which contains terms for a standard model Conflict of Interest Code, which, together with amendments thereto, may be adopted by public agencies and incorporated by reference to save public agencies time and money by minimizing the actions required of such agencies to keep their codes in conformity with the Political Reform Act. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District Public Financing Corporation as follows: Section 1. The terms of Title 2, California Code of Regulations, Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and, together with Exhibits A and B in which positions are designated and disclosure categories are set forth, constitute the Conflict of Interest Code of the Yorba Linda Water District Public Financing Corporation. Section 2. The provisions of all Conflict of Interest Codes and Amendments thereto previously adopted by the Yorba Linda Water District Public Financing Corporation are hereby superseded. Resolution No. PFC-12-XX Adopting a Conflict of Interest Code 2 Section 3. The Filing Officer is hereby authorized to submit the updated Conflict of Interest Code to the Clerk of the Orange County Board of Supervisors for review and approval by the Orange County Board of Supervisors as required by California Government Code Section 87303. PASSED AND ADOPTED this 25th day of October 2012, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President YLWD Public Financing Corporation ATTEST: Annie Alexander, Assistant Secretary YLWD Public Financing Corporation Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Lax, LLP Conflict of Interest Code EXHIBIT A (Final Draft) Entity:Water Districts Agency:Yorba Linda Water District Public Financing Corporation Position Disclosure Category Files WithStatus Attorney OC-01 COB Unchanged Consultant OC-30 Agency Unchanged Total: 2 OFFICIALS WHO MANAGE PUBLIC INVESTMENTS Officials who manage public investments, as defined by 2 Cal. Code of Regs. § 18701 (b), are NOT subject to the Agency's code, but are subject to the disclosure requirement of the Act. (Government Code Section 87200 et seq.). [Regs. § 18730(b)(3)] These positions are listed here for informational purposes only. It has been determined that the positions listed below are officials who manage public investments: Assistant General Manager (Assistant Secretary)Files with COB - Paper Filings Only Deleted Finance Director (Treasurer)Files with COB - Paper Filings Only Deleted Finance Manager (Treasurer)Files withCOB - Paper Filings Only Added General Manager (Secretary)Files with COB - Paper Filings Only Unchanged Member of the Board of Directors Files with COB - Paper Filings Only Unchanged The disclosure categories and requirements for these positions are set forth in article 2 of chapter 7 of the Political Reform Act, Government Code section 87200 et. seq. They generally require the disclosure of interests in real property in the agency's jurisdiction, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Run date/time: Tuesday, October 09 2012 09:51:00 AM Page 1 of 1 XtraExport https://cobcoi.ocgov.com/eDisclosure/ContactPerson/CodeAmendments.aspx 1 of 6 10/9/2012 9:51 AM Disclosure Descriptions EXHIBIT B (Final Draft) Entity:Water Districts Agency:Yorba Linda Water District Public Financing Corporation Disclosure CategoryDisclosure DescriptionStatus 87200 Filer It has been determined that this position manages public investments and will file a statement of economic interests pursuant to Government Code Section 87200. Unchanged OC-01 All interests in real property in Orange County, the authority or the District as applicable, as well as investments, business positions and sources of income (including gifts, loans and travel payments). Unchanged OC-30 Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest category in the code subject to the following limitation: The County Department Head/Director/General Manager/Superintendent/etc. may determine that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure required. The determination of disclosure is a public record and shall be filed with the Form 700 and retained by the Filing Officer for public inspection. Unchanged Total: 3 Run date/time: Tuesday, October 09 2012 09:51:00 AMPage 1 of 1 XtraExport https://cobcoi.ocgov.com/eDisclosure/ContactPerson/CodeAmendments.aspx 2 of 6 10/9/2012 9:51 AM ITEM NO. 2.2 AGENDA REPORT Meeting Date: October 15, 2012 Budgeted:N/A Total Budget:N/A To:Executive-Administrative- Organizational Committee Cost Estimate:N/A Funding Source:N/A From:Steve Conklin, Acting General Manager Account No:N/A Job No:N/A Presented By:Steve Conklin, Acting General Manager Dept:Board of Directors Reviewed by Legal:N/A Prepared By:Annie Alexander, Executive Secretary CEQA Compliance:N/A Subject:ISDOC Quarterly Meeting and Election of Executive Committee for 2013/14 SUMMARY: In conjunction with its regular quarterly meeting on November 29, 2012, the Independent Special Districts of Orange County (ISDOC) will be conducting an election of its Executive Committee. The successful candidates will serve a 2-year term beginning January 1, 2013 and ending December 31, 2014. ISDOC has requested that the Board of Directors designate in writing, one primary representative and one alternate representative to vote in the election on the District's behalf at this meeting. STAFF RECOMMENDATION: That the Committee consider this matter and provide further direction to staff. DISCUSSION: The ISDOC Nominating Committee has recommended election of the following candidates to the Executive Committee for the next term: Member districts may vote for the above slate of candidates or vote for candidates individually by position. Any individual who is not included on the slate or who would like to run for a position on the Executive Committee may seek election and must be nominated from the floor at the meeting. President Hon. Rich Freschi, Serrano Water District 1st Vice PresidentHon. Bob Moore, South Coast Water District 2nd Vice PresidentHon. Mike Scheafer, Costa Mesa Sanitary District 3rd Vice PresidentHon. Saundra Jacobs, Santa Margarita Water District SecretaryLeslie Keane, Trustee, Orange County Cemetery District TreasurerHon. Joan Finnegan, Municipal Water District of Orange County PRIOR RELEVANT BOARD ACTION(S): The Board periodically designates Board and staff member attendance at ISDOC meetings to vote on behalf of the District as needed. ATTACHMENTS: Name:Description:Type: ISDOC.pdf Election Notice Backup Material ISD _ C �°f°ranp C°°� NOTICE OF E Mailing Address P.O.Box 20895 ISDOC EXECUTIVE COMMITTEE Fountain Valley,CA 92728 (2013/2014) Meeting Location MWDOCIOCWD 18700 Ward Street THURSDAY, NOVEMBER 29, 2012 Fountain Valley,CA 92708 12:00 P.M. (714)963-3058 (714)964-5930 fax MWDOC/OCWD BOARD ROOM www.mwdoc.comiisdoc 18700 WARD STREET, FOUNTAIN VALLEY Executive Committee This letter shall serve as official notice that the Independent President Special Districts of Orange County (ISDOC) will conduct an Hon.Rich Freschi Serrano Water District election of its Executive Committee for 2013/14 at its quarterly meeting on Thursday, November 29, 2012. The election will Hon.John begin promptly at 12:00 m. in the MWDOC/OCWD Board Hon.John Withers 9 p p Y p• Irvine Ranch Water District Room (18700 Ward Street, Fountain Valley). The Executive 2nd Vice President Committee will serve a two-year term beginning January 1, 2013 Hon.Bob Ooten and ending December 31, 2014. Costa Mesa Sanitary District 3rd Vice President The governing body of each regular special district member agency Hon.Bob Moore shall designate to the ISDOC Secretary, in writing, one South Coast Water District representative who shall exercise the right of the District to vote, Secretary and one alternate who shall have the right to vote in the absence Mal Richardson Best Best&Krieger,LLP of the primary representative. The written designation may take Treasurer the form of meeting minutes in which the representatives were Hon.Joan C.Finnegan selected or a signed letter on District letterhead. The individuals Municipal Water District of designated to vote on the District's behalf may be elected officials Orange County or staff of the District. Immediate Past President Hon.Saundra Jacobs Santa Margarita Water District The member districts may either vote for the slate of candidates, as recommended by the ISDOC Nominating Committee, or they may vote for each candidate individually Staff Administration by position. Nominations will also be accepted from the floor at David Cordero the meeting. In the event that any race is contested, voting for all Municipal Water District of Orange positions will be done via printed ballot. In the absence of any County contested races, the membership will be asked to elect the slate of Robert Ennis candidates by acclamation, unless there is a request that voting be Orange County Water District done via printed ballots. continued... ISDOC Executive Committee Election on Thursday, November 29, 2012 October 3, 2012 2/2 The ISDOC Nominating Committee recently conferred and evaluated the individuals who had expressed interest in running for ISDOC Executive Committee. The committee hereby recommends election of the following slate of candidates: • President— Hon. Rich Freschi, Serrano Water District • 1st Vice President— Hon. Bob Moore, South Coast Water District • 2nd Vice President— Hon. Mike Scheafer, Costa Mesa Sanitary District • 3rd Vice President— Hon. Saundra Jacobs, Santa Margarita Water District • Secretary — Leslie Keane, Trustee, Orange County Cemetery District • Treasurer — Hon. Joan Finnegan, Municipal Water District of Orange County If you have questions regarding the slate of candidates or the election, please contact David Cordero at 714-593-5012 or dcordero @mwdoc.com. Sincerely, r Rich A. Freschi ISDOC President ITEM NO. 3.2 AGENDA REPORT Meeting Date: October 15, 2012 To:Executive-Administrative- Organizational Committee From:Steve Conklin, Acting General Manager Presented By:Steve Conklin, Acting General Manager Dept:Finance Prepared By:Stephen Parker, Finance Manager Subject:Past Due Reminder Notice DISCUSSION: The Public Affairs-Communication-Technology Committee reviewed the attached Past Due Reminder Notice related to a specific disgruntled customer. This type of notice was first received by customers who had not paid their bill by their due date in September. The notice was a result of the Board's adoption in March 2012 of Resolution No. 12-06 Adopting Water Development and Customer Service Fees. The PACT Committee requested that this notice be submitted to EAO for review and to see if there is a recommendation for modification. The Board's adoption of Resolution 12-06 was preceded by an action item to EAO on December 20, 2011. That agenda item recommended changing the water rules and regulations to include a late payment notice and late fee. The purpose of the late payment notice was to provide customers with another opportunity for contact with District staff before the water service was "yellow tagged" for potential shutoff. Also recommended was decreasing the days before a yellow tag was delivered from 18 to 11 after the bill was due to prevent customers from getting to a situation where a second bill is past due before the first is paid, among other changes. These recommendations were supported by EAO. Thereafter, the Finance-Accounting Committee was presented on December 27, 2011 with a resolution recommended for adoption of revised Water Development and Customer Service Fees. That resolution called for, among other items, fee adjustments including adding a late fee that would help fund a notice that would be sent to the customers to remind them that payment for their bill was past due. These changes were supported by the respective committees, and once legal counsel completed their review of the resolutions, both action items were approved by the Board on March 8, 2012, receiving unanimous support. That provides the background of how the late notice came about. Staff would like to review and discuss the notice with the Committee and to determine if the Committee recommends any modifications in the notice or the process. ATTACHMENTS: Name:Description:Type: Past_Due_Notice.pdf Past Due Notice Backup Material Yorba Linda CUSTOMER NAME: Water District ACCOUNT NUMBER: SERVICE ADDRESS: PAST DUE REMINDER NOTICE PAST DUE AMOUNT: $33.00 Dear Sir/Madam: Your water bill is now past due. Full payment must be received in our office by the due date indicated on your bill. A Late Fee of $3.00, which represents 10% of your past due water charges (not to exceed $10) has been added to your amount. Your revised past due amount is now $33.00. Should this amount not be paid in full by 09/25/2012, a $10 Notice of Discontinuance (Yellow Tag) Fee will be assessed. If payment has already been made, the Late Fee has been applied to your account, however no payment is necessary at this time. Please keep in mind that you may pay your bill online 24 hours a day, 7 days a week through our website at www.ylwd.com. During the one-time account set-up process you will be provided with an option to go green and establish paperless billing. If you have any questions, please feel free to contact a customer service representative at 714-701-3000. Regards, Yorba Linda Water District Billing Department ITEM NO. 3.3 AGENDA REPORT Meeting Date: October 15, 2012 Subject:Customer Service Feedback Report ATTACHMENTS: Name:Description:Type: CR_Tracking_and_Customer_Feedback_thru_09_September_2012.pdf CS Tracking- September 2012 Backup Material Leaks by Month 79 Water Quality Calls by Month 80 8 7 y 60 y 7 40 6 5 0 20 0 5 a 10 a 4 Jan Feb Mar Apr May Jun Jul Aug Sep 3 �Main Leak-CC 4 3 5 6 3 7 10 10 5 2 �Service Leak-CC 10 11 21 15 15 0 24 22 15 1 �AMS-CC 4 1 6 0 5 5 1 3 1 0 Jan Feb Mar Apr May Jun Jul 4AugSep �Meter Leak-CC 30 18 26 20 30 22 27 40 35 o Dirty or Cloudy Water-CC 1 6 3 1 3 1 2 1 3 �Fire Hydrant Leak-CC 4 2 1 3 4 0 1 3 2 �Taste-CC 0 EL7E 0 0 1 0 0 0 0 0 �Main Line Valve Leak-CC 4 3 0 2 1 1 0 1 2 �Odor-CC El 2 0 2 0 0 1 2 tLeaks-Total-CC 56 38 59 46 58 35 63 79 60 --*--Water Quality-Total-CC 5 2 5 1 2 2 5 Pressure Calls by Month Turn On/Off Calls by Month 30 25 30 24 25 25 25 .. 20 14 1 18 15 20 17 15 18 w15 w 15 13 10 8 1U 8 10 8 8 5 5 0 Jan Feb Mar Apr May Jun Jul Aug Sep 0 Jan Feb Mar Apr May Jun Jul Aug Sep �High Pressure 0 3 3 1 1 2 8 6 3 �Turn On 6 6 1 3 8 3 8 10 9 �Low Pressure 8 11 7 7 15 16 17 15 12 �Turn Off 7 11 7 5 7 15 14 14 16 Pressure-Total 8 14 10 8 16 18 1 25 21 15 Turn On/Off-Total 13 17 8 8 15 18 22 24 25 Sewer Issue Calls by Month Misc. Calls by Month 7 — 60 49 6 — " 40 5 30 y w 20 ro 4 — ° 10 v 0 e 3 Jan Feb Mar Apr May Jun Jui AuJgSep 2 Noise in Pipes 0 0 0 1 0 0 1 2 1 Damaged Box or Lid 3 6 7 4 6 4 5 0�Customer Problem 6 6 7 1 6 6 13 3 Jan Feb Mar Apr May Jun Jul Aug Sep�Sewer Stoppage 1 1 1 2 1 1 1 1 0 �Contractor 0 0 0 0 0 0 0 0®Sewer Odor 4 2 0 0 1 1 1 0 0 �Other 15 12 16 19 24 16 23 24 L�Sewer Overflow 1 1 1 0 0 1 1 0 2 �No Water 6 10 8 3 8 10 7 10 tSewer Issues-Total 6 4 2 2 2 3 3 1 2 tMisc-Total 30 34 38 28 44 36 49 39 Service Calls by Type 200 180 164 166 160 140 140 114 114 111 120 94 w 100 - O 80 60 40 — 20 0 Jan Feb Mar Apr May Jun Jul Aug Sep Imo— Leaks-Total 56 38 59 46 58 35 63 79 60 6-4 Water Quality-Total 1 7 5 2 5 1 2 2 5 �Pressure-Total 8 14 10 8 16 18 25 21 15 I�Turn On/Off-Total 13 17 8 8 15 18 22 24 25 �Sewer Issues-Total 6 4 2 2 2 3 3 1 2 �Misc-Total 30 34 38 28 44 36 49 39 32 --4m--Total 114 114 122 94 140 111 164 166 139 Customer Card Feedback 250 223 201 192 200 165 168 171 ` 148 .� 150 126 135 V w 100 50 0 Jan Feb Mar Apr May Jun Jul Aug Sep 6-4 Excellent 157 123 131 149 165 179 188 183 140 �Average 8 3 3 15 6 18 21 9 7 Poor 0 0 1 4 0 4 14 0 1 tTotal 165 126 135 168 171 201 223 192 148 ITEM NO. 3.4 AGENDA REPORT Meeting Date: October 15, 2012 Subject:Status of Strategic Plan Initiatives ATTACHMENTS: Name:Description:Type: EAO_-_Strategic_Plan_Tracking.xlsx Strategic Plan Tracking- September 2012 Backup Material StrategiesStart Date Completion Date Lead Party September 2012 Progress CP 1: Increase Brand Recognition within the Community CP 1-C Have Board of Directors and YLWD Staff Attend More Local and Regional Events and Inter- governmental Meetings Immediately following Nov- 2010 election On-going BOD/GM/PIO/ Staff Attendance at standing intergovernmental meetings CP 2: Increase Public Awareness of Water and Wastewater Related Issues Provide Financial (3) Customers received a rebate for Rotating Nozzles Strategic Plan Initiatives Status Report Executive-Administrative-Organizational Committee CP 2-A Provide Financial Incentives and Rebates for Water Use Efficiency Jul-11On-goingBOD/GM/PIO for Rotating Nozzles and/or WBIC. MWDOC Turf Removal Program & Synthetic Turf Program tabled. CP 2-C Consider Participation in the California Urban Water Conservation Council's Best Management Practices Sep-11Dec-11GM Committee Opted Not to Move Forward CP 2-D Enhance the District's Regional Water and Wastewater Industry Participation On-goingOn-goingBOD/GM/StaffOn-going WE 1: Retain a Highly Skilled and Capable Workforce WE 1-F Encourage Staff Participation in Professional Organizations and Local Civic Groups On-goingOn-goingGeneral Manager Attended Groundwater Producers Meeting, Public Affairs Meeting & Water Use Efficiency Meeting. Attended quarterly OC Water Operations Managers Association meeting. WE 3: Enhance Employee Relations WE 3-A Implement a Program to Recognize Employees for Jul-11Sep-11EPIC Committee On-Hold due to higher priority Staff projects in processEmployees for Excellence projects in process WE 3-B Conduct Quarterly All- Hands Meetings Jul-11QuarterlyGeneral ManagerHeld May 17, 2012 WE 3-C Continue to Encourage Employee Training in Leadership and Technology On-goingOn-goingGeneral ManagerOn-going SR 2: Explore Service Boundary Opportunities SR 2-A Evaluate Feasibility of Providing Additional Water Services with the Region Jul-11Jun-12General ManagerOn-going SR 2-B Evaluate Feasibility of Providing Additional Wastewater Services with the Region Jul-11Jun-12General ManagerOn-going SR 2-C Evaluate Feasibility of Providing Other Professional Services with the Region Jul-11Jun-12General ManagerOn-going SR 1: Work Toward Service Reliability and Efficiency SR 1-A Continue with Efforts to Annex District Service Area to Orange County Water District On-goingOn-goingGeneral Manager First draft of EIR expected in December 2012 SR 1-C Engage with Regional Agencies on Water Supply Issues On-goingOn-goingGeneral Manager Attended MWDOC Water Use Efficiency Meeting. SR 1-D Strengthen Existing Emergency Operations Partnerships On-goingOn-going Emergency Operations Coordinator/GM Update of Emergency Response Plan in process FR 3: Identify and Develop Additional Revenue Options FR 3-A Research and Obtain Grant Funding Whenever Feasible On-goingOn-goingGeneral Manager On-going assessment through Townsend Public Affairs OE 2: Address Inefficiencies Identified in the Self-Assessment Survey OE 2-A Identify Core Inefficiencies Jul-11Jun-12EPIC Committee On-Hold due to higher priority Staff projects in process OE 2-B Develop Measurable Productivity Goals Aug-11Jun-12EPIC Committee On-Hold due to higher priority Staff projects in process OE 2-C Engage Employees in Methods of Addressing Inefficiencies Sep-11Jun-12EPIC Committee On-Hold due to higher priority Staff projects in process OE 3: Consider Utilization of a Peer Review Survey OE 3-A Determine the Cost Benefit Ratio of a Peer Review Survey Jul-11Sep-11 Management Analyst Completed at Feb 2012 Meeting OE 3-B Establish a Team to Determine the Focus of the Survey Sep-11Oct-11EPIC Committee Opted Not to Move Forward with Peer Review Survey OE 3-C Institute Guidelines for Areas to Be Addressed Sep-11Dec-11EPIC Committee Opted Not to Move Forward with Peer Review Survey