HomeMy WebLinkAbout2013-03-19 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGAN IZATIO NAL COMMITTEE MEETING
Tuesday, March 19, 2013, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Gary T. Melton, Chair Steve Conklin, Acting General Manager
Director Robert R. Kiley Damon Micalizzi, Public Information Officer
3. 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.
4. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
4.1. Request to Support Election of Kathleen Tiegs for ACWA Vice-President
Recommendation. That the Committee consider this matter and provide a
recommendation to the Board of Directors.
4.2. Request for Support for OCWD Act Amendment Regarding Recovery of Groundwater
Clean-up Costs
Recommendation. That the Committee consider this matter and provide a
recommendation to the Board of Directors.
4.3. Declaration of Intent to Sell Surplus Property at 4622 Plumosa Drive
Recommendation. That the Committee recommend the Board of Directors adopt a
declaration that the District-owned property at 4622 Plumosa Drive is no longer
necessary for District use and authorize the Acting General Manager to send out
the attached letter.
4.4. Special District Leadership Foundation - District Transparency Certificate of Excellence
Recommendation. That the Committee consider District participation in this
program and provide a recommendation to the Board of Directors.
5. 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.
5.1. Legislative Affairs Update (Verbal Report)
5.2. Status of OCWD Annexation Project (Verbal Report)
5.3. Status of Operations and Efficiency Study SOQ (Verbal Report)
5.4. Potential Use of Plumosa Property by OCSD for Training (Verbal Report)
5.5. Security Measures at Valley View Reservoir (Verbal Report)
5.6. Second Draft Administration Department Budget FY 2013-14
5.7. Customer Service Feedback Report
5.8. Status of Strategic Plan Initiatives
5.9. Future Agenda Items and Staff Tasks
6. 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.
6.1. 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)
7. ADJOURNMENT
7.1. The next Executive-Administrative-Organizational Committee meeting is scheduled to be
held Tuesday, April 16, 2013 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. 4.1
AGENDA REPORT
Meeting Date: March 19, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Prepared By: Cindy Botts, Management
Analyst
Subject: Request to Support Election of Kathleen Tiegs for ACWA Vice-President
SUMMARY:
The Cucamonga Valley Water District is requesting that YLWD consider supporting them in electing
Kathleen Tiegs for ACWA Vice-President, through the casting of its vote in the 2013 elections.
STAFF RECOMMENDATION:
That the Committee consider this matter and provide a recommendation to the Board of Directors.
DISCUSSION:
YLWD has been asked to cast its vote in support of Cucamonga Valley Water District Director
Kathleen Tiegs for ACWA Vice-President, when the 2013 elections take place later in the year.
Attached is correspondence received from the Cucamonga Valley Water District, including
background information on Mrs. Tiegs, for the Committee's consideration.
STRATEGIC PLAN:
CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation
ATTACHMENTS:
Name: Description: Type:
CVWD Support Reguest.pdf CVWD Request for Support Letter Backup Material
,&A Cucamonga Valley
Water District --
10440 Ashford Street, Rancho Cucamonga,CA 91730-2799
P.O. Box 638, Rancho Cucamonga,CA 91729-0638
(909) 987-2591 Fax(909)476-8032
Martin E.Zvirbulis
Secretary/General Manager/CEO
RECEIVED
February 25, 2013 LIAR 4 2013
YORBA LINDA WATER DISTRICT
Steve Conklin, General Manager
Yorba Linda Water District
P.O. Box 309
Yorba Linda, CA 92885-0309
Dear Steve:
It is with great pleasure that I forward for your consideration a candidate statement for Director Kathleen Tiegs
who is seeking your support as the next Association of California Water Agencies(ACWA)Vice-President.
Director Tiegs has served admirably on the Cucamonga Valley Water District Board of Directors since 2005.
She is actively involved in ACWA, as well as with the California Special District Association, and has served in
numerous leadership positions with both organizations.
Attached you will find a candidate's statement summarizing some of her many accomplishments. You will also
get a true sense of her integrity as a leader and her passion as an advocate for water for all Californians.
I encourage you to forward this information to your Board of Directors and consider supporting her candidacy
for the 2013 elections which will take place later this year. Please do not hesitate to contact me, if you need
any additional information or if you would like her to contact your Board of Directors.
Thank you in advance for your consideration in this matter.
Sincerely,
Martin E. Zvirbulis
General Manager/CEO
cc: President and Members of the Board
Enclosure
Oscar Gonzalez James V.Curatalo,Jr. r Luis Cetina Randall James Reed Kathleen J.Tiegs
President Vice President Director Director Director
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r� 2014~2015 Association of California '
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r� My Fellow 4[VVA Member:
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Many of you may know me, but for those who do not my name is Kathleen Tlags. l ~�
am requesting your support on my bid for Vice-President of the Association of �-
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California Water Agencies A\[VVA\. l currently serve on the ACVVA Region 9 Board -
7- of Directors and have done so with great passion and commitment since 2008. l -r
also serve an the Vice-[hair of the Federal Affairs Committee, [ am a member of 77
the Groundwater Committee, the A[VV/�Joint Insurance Powers Authpritv' and l
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have previously served on the Local Government [ornnni11ee, as well as a variety of �
sub-committees. In order to attain more organizational knowledge and a better �
rr understanding of the ACVVA process, [ regularly attend the A[VVA Board of
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Directors and A[VVA State Legislative Committee meetings. My involvement in A[VVA continues to
increase as I have become more knowledgeable about the issues and challenges that confront our
industry.
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t� l currently serve on the Cucamonga Valley Water District kCVVVCA Board '
of Directors. [ was elected to [V\ND in November 2005 and have just
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completed a term as the Board President, With my leadership, our
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Board of Directors has developed ties that �o far beyond our retail
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~� senice area, and has resulted in developing and building relationships
with a broad statewide perspective. Prior to my serving on the [VVV[} ~ `~
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Board, [ enjoyed e career in water resources management for m local
wholesale water agency for over 30 years. In April 2011, [ was honored
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State Assembly '
by � �� Assembly Member Mike Morrell as the 63 Assembly District Woman of the Year.
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/- Thereare numerous critical issues that confront our industry now and into the future. These challenges rr
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will require strong and enterprising leadership. One ofnny greatest attributes is being able to bridge the
gap between varied interests and perspectives. As A[VVA Vice-President, } am committed to advancing
ACVVA's Policy Principles, and finding common ties between members to develop a long-term strategy ~,
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that provides a sustainable water future and builds upon the tremendous work of those who have come
before me.
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As an elected representative of an industry that is solely responsible for the health and safety millions
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of Californians, l am duty-bound to ensure that all voices and opinions are heard throughout the State. [
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look forward to meeting with you to enhance my understanding of your
- Region's needs. Thank you for allowing me to share with you my
experience, leadership and knowledge. Please feel free to contact me
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directly at (9K09) 035-4177
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�z l look forward to serving you and the entire A[VVA organization. -�
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ITEM NO. 4.2
AGENDA REPORT
Meeting Date: March 19, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Cindy Botts, Management
Analyst
Subject: Request for Support for OCWD Act Amendment Regarding Recovery of
Groundwater Clean-up Costs
SUMMARY:
The Orange County Water District (OCWD) has been working to amend its District Act to include
authority to recover investigative costs incurred in a groundwater clean-up project. Currently only the
costs of designing and constructing the clean-up project are recoverable. OCWD is requesting letters
of support, such as those attached, from local agencies in support of the amendment.
STAFF RECOMMENDATION:
That the Committee consider this matter and provide a recommendation to the Board of Directors.
DISCUSSION:
OCWD is looking to amend its District Act, in order to clarify its authority to recover investigative costs
incurred in a groundwater clean-up project. A preliminary court has ruled that the current District Act
does not explicitly allow for the recovery of investigative costs against the parties responsible for
causing the contamination — only the costs of actually designing and constructing the clean-up project
are recoverable. This preliminary ruling implies these costs can only be recoverable AFTER the clean-
up project is completed, which could be as long as 30 years.
OCWD is currently working to amend the District Act via the Sacramento legislative process. Strong
local support for the bills SB 658 and AB 1287 can play a significant part in the process and therefore
OCWD is requesting agencies send letters of support. Draft letters are attached for the Committee's
consideration.
STRATEGIC PLAN:
CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation
ATTACHMENTS:
Description: Type:
SB 658 Producer Support Letter 342013.docx SB658 Support Letter Backup Material
AB 1287 Producer Support Letter 342013.docx AB1287 Support Letter Backup Material
The Honorable Lou Correa
California State Senate
State Capitol, Room 5052
Sacramento, CA 95814
Dear Senator Correa:
As the retail agency that supplies water to the residents and businesses of the City of Yorba Linda
and vicinity, we rely on the Orange County groundwater basin for approximately 50% of our water
supply needs. Yorba Linda Water District supports SB 658 which will clarify that OCWD has the right
to recover all costs from polluters to clean up the contamination they caused in the Orange County
groundwater basin.
During its groundwater monitoring and testing activities, OCWD detected the presence of pollutants,
commonly referred to as Volatile Organic Compounds or"VOCs," in the northern and southern
portion of our groundwater basin. A plume of VOC contamination in the groundwater is migrating
towards parts of the north basin that supply drinking water, and three drinking water wells have been
removed from service because contaminants were approaching elevated levels. VOCs are known to
cause a variety of harmful impacts to human health and must be effectively remediated in order to
preserve and protect public health, public safety and local economic stability.
The California Legislature provided OCWD with the right to file suit to recover from polluters its
reasonable costs to investigate and clean up contamination of the groundwater basin. Unfortunately,
some polluters are attempting to exploit perceived legal loopholes to escape the financial
responsibilities of their contamination by shifting the cost of the clean up onto blameless ratepayers.
Our ratepayers should not have to pay to clean up contamination caused by others. Polluters alone
must be held responsible for their actions and pay the full cost to address the impacts of their
behavior. As such, Yorba Linda Water District supports SB 658 and looks forward to working with
OCWD and the members of the legislature to ensure the bill's passage.
Sincerely,
Steve Conklin
Acting General Manager
The Honorable Sharon Quirk-Silva
California State Assembly
State Capitol, Room 5175
Sacramento, CA 95814
Dear Assemblymember Quirk-Silva:
As the retail agency that supplies water to the residents and businesses of the City of Yorba Linda
and vicinity, we rely on the Orange County groundwater basin for approximately 50% of our water
supply needs. Yorba Linda Water District supports AB 1287 which will clarify that OCWD has the
right to recover all costs from polluters to clean up the contamination they caused in the Orange
County groundwater basin.
During its groundwater monitoring and testing activities, OCWD detected the presence of pollutants,
commonly referred to as Volatile Organic Compounds or"VOCs," in the northern and southern
portion of our groundwater basin. A plume of VOC contamination in the groundwater is migrating
towards parts of the north basin that supply drinking water, and three drinking water wells have been
removed from service because contaminants were approaching elevated levels. VOCs are known to
cause a variety of harmful impacts to human health and must be effectively remediated in order to
preserve and protect public health, public safety and local economic stability.
The California Legislature provided OCWD with the right to file suit to recover from polluters its
reasonable costs to investigate and clean up contamination of the groundwater basin. Unfortunately,
some polluters are attempting to exploit perceived legal loopholes to escape the financial
responsibilities of their contamination by shifting the cost of the clean up onto blameless ratepayers.
Our ratepayers should not have to pay to clean up contamination caused by others. Polluters alone
must be held responsible for their actions and pay the full cost to address the impacts of their
behavior. As such, Yorba Linda Water District supports AB 1287 and looks forward to working with
OCWD, Assemblymember Quirk-Silva, and the other members of the legislature to ensure the bill's
passage.
Sincerely,
Steve Conklin
Acting General Manager
ITEM NO. 4.3
AGENDA REPORT
Meeting Date: March 19, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Reviewed by Legal: Yes
Prepared By: Steve Conklin, Acting General
Manager
Subject: Declaration of Intent to Sell Surplus Property at 4622 Plumosa Drive
SUMMARY:
At its meeting in March 2013, the Executive-Administration-Operations Committee asked that staff
initiate the process to sell or lease the District-owned property at 4622 Plumosa Drive. In response,
the attached letter was drafted by District legal counsel. Staff will review with the Committee the
draft letter and proposed list of agencies to receive the letter.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors adopt a declaration that the District-owned
property at 4622 Plumosa Drive is no longer necessary for District use and authorize the Acting
General Manager to send out the attached letter.
ATTACHMENTS:
Name Description: Type:
Plumosa Prop Notif of Intent to Sell.docx Notification of Intent to Sell Surplus Property Backup Material
[YLWD LETTERHEAD]
[DATE]
Re: Notification of Intent to Sell Surplus Property Pursuant to Government Code
Section 54222
To All Concerned Parties:
Pursuant to California Government Code section 54222, this letter notifies you that the Yorba
Linda Water District, a California water district formed under California Water Code section
30000 et seq. (District), intends to sell its real property located at 4622 Plumosa Drive, Yorba
Linda, California 92886 (Property) (See attached legal description and map).
Pursuant to California Government Code section 54222, you have sixty (60) days following
receipt of this letter to notify me in writing of your intent to purchase or lease the Property for
the purposes set forth in California Government Code section 54222. Upon receipt of such
notice we will determine the priority amongst the written notifications received by us and, if
appropriate, enter into good faith negotiations for the sale or lease of the Property in accordance
with California Government Code section 54223.
If you have any questions, please contact me.
Sincerely,
Steve Conklin
Acting General Manager
ITEM NO. 4.4
AGENDA REPORT
Meeting Date: March 19, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Prepared By: Annie Alexander, Executive
Secretary
Subject: Special District Leadership Foundation - District Transparency Certificate of
Excellence
STAFF RECOMMENDATION:
That the Committee consider District participation in this program and provide a recommendation to
the Board of Directors.
DISCUSSION:
Back in February 2012, the Board of Directors unanimously approved a commitment towards
achieving the "District of Distinction" accreditation from the Special District Leadership Foundation
(SDLF).
The application requirements for this program were recently updated to include the completion of
the SDLF District Transparency Certificate of Excellence.
Below is a sampling of the requirements of this new program:
• Basic Requirements: Proof of current ethics training for all Directors, and timely filing of State
Controller's Special District Financial Transactions and Compensation Report.
• Website Requirements: Display names of Directors and their terms of office, board meeting
schedules, and the District's mission statement.
• Outreach Requirements: Distribution of a regular newsletter or other communication.
Detailed application requirements for participation in both certificate programs are attached.
Successful completion of these programs will help demonstrate the District's commitment to being
open and accessible to its constituents as well as creating a greater awareness of District activities.
ATTACHMENTS:
Name: Description: Type:
DODapp.pdf Backup Material Backup Material
TRANSapp.pdf Backup Material Backup Material
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SPECIAL DISTRICT
LEADERSHIP FOUNDATION
SHOWCASE YOUR COMMITMENT TO EXCELLENCE
Districts of Distinction Application
The Districts of Distinction program is an accreditation program that enables districts to demonstrate to their communities,the media and legislators their
commitment to operate in a sound,responsible manner.Districts apply for designation as a District of Distinction by submitting financial audits,policies and
procedures and proof of training received by directors and executive staff.
Repuiremenis:
FINANCIAL AUDITS
Districts must demonstrate they undergo regular financial audits,have no major deficiencies and apply any recommendations to future years.
What to submit:
QCopies of the three most recent district audits,including financial statements and management letters.Each audit,including findings and
recommendations,will be reviewed by a member of the Certification&Audit Review Advisory Committee.Committee members are
volunteers from the special district community,including district controllers,directors of finance and SDA certified general managers.
POLICIES AND PROCEDURES
Districts must demonstrate that their operations conform to all statutes and regulations under state law as reflected in a policies and procedures manual.
Policies and procedures should focus on governance,ethics,board conduct,district finances,reserves,reimbursement/compensation,etc.
What to submit:
Q Copy of your district's current approved policies and procedures manual.
Copy of your district's Board minute action adopting and/or having reviewed the policies and procedures manual within the past year.
Training
Districts must demonstrate that all directors/trustees,general manager and executive staff(as designated by the district)have received training in governance
as well as compliance with AB 1234 Ethics Training and AB 1825 Harassment Prevention Training.
What to submit:
Documentation showing class attendance,such as certificate of completion for each board member,general manager and other executive staff
members(as identified by the board)in the following areas:
❑ Governance Training:Six hours of basic governance training within the past five years.Governance Foundations,offered by CSDA's Special
District Leadership Academy,satisfies this requirement.Other courses may qualify as well,however will need to be submitted for review by
SDLF.
Q Ethics Training:Documentation verifying completion of AB 1234 ethics compliance training within the last two years.
Q Harassment Prevention Training:Documentation verifying completion of AB 1825 harassment prevention training within the last two years.
Other
Districts must also include the following items with the accreditation/re-accreditation application:
What to submit:
❑ Board of Directors roster
❑ List of executive staff,including titles
❑ Proof of current compliance with CA State Controller reporting requirements including district financial and compensation data
❑ Completed application for accreditation/re-accreditation
❑ Accreditation/re-accreditation application fee
❑ Completed SDLF District Transparency Certificate of Excellence
k your district a District of Diat ction?
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DISTRICTS OF DISTINCTION APPLICATION (� L
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Frequently Asked Questions(FAQs)
Who should apply to be a District of Distinction? If my district is a member of the Special District Risk
Any California special district that wants to demonstrate publicly the Management Authority(SDRMA),will getting a District of
effectiveness of its operations.Applying for this designation shows that your Distinction accreditation save me money on my premiums?
district understands and respects the responsibilities inherent to providing Yes.SDRMA offers Credit Incentive Points(CIPs)if your
essential public services in a fiscally responsible manner. district earns the District of Distinction accreditation which can
provide significant premium discounts.For more information,
What does a district receive for completing the program? contact SDRMA at 800.537.7790 or visit www.sdrma.org.
Districts of Distinction earn the right to use the program's seal on district
materials and a plaque honoring their accomplishment.SDLF will also write and RE-ACCREDITATION
issue press releases and notify legislators on a district's behalf. For how long is the designation valid?
The Districts of Distinction designation is valid for two years and
How does a district apply? a district may be re-accredited by submitting the application and
Districts interested in earning the Districts of Distinction designation must all current required documents for review along with the re-
complete the application and submit it along with the required documentation. accreditation fee.
Applications must also be accompanied by an application fee.
Fees Is your district a District of
The fees are on a sliding scale,based on a district's ability to pay: Dlslinction?
RE-ACCREDITATION Submit Application
INITIAL ACCREDITATION Annual operating budget Fee Submit this application along with all required
Annual operating budget Fee $0-299,999 $125 documentation and payment to:
$0-299,999 $200 $300,000-749,999 $150 SPECIAL DISTRICT LEADERSHIP FOUNDATION
$300,000-749,999 $400 $750,000-999,999 $175 1112 I Street,Suite 200
$750,000-999,999 $600 $1,000,000--2,999,999 $200 Sacramento,CA 95814
$1,000,000--2,999,999 $800 $3,000,000 or more $250 Phone:916-231-2939 • Fax:916-442-7889 www.sdlf.org
$3,000,000 or more $1,000
DISTRICT:
MAILING ADDRESS:
CITY: STATE: ZIP:
CONTACT NAME:
CONTACT TITLE:
PHONE: FAX:
EMAIL: WEBSITE:
ASSEMBLY MEMBER(S)*:
SENATOR*:
LOCAL NEWSPAPER(S):
I CERTIFYTHATTHE INFORMATION SUBMITTED IS ACCURATE SIGNATURE:
AND COMPLETETO THE BEST OF MY KNOWLEDGE.
TOTAL:$ ❑ CHECK ❑VISA ❑ MASTERCARD ❑ DISCOVER ❑AMERICAN EXPRESS
ACCT.NAME: ACCT.NUMBER:
EXPIRATION DATE: AUTHORIZED SIGNATURE:
*Include all btate legislaoort reprebenting the district*area of operation.
k your district a Dibtrict of Dittinction?
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SPECIAL DISTRICT
LEADERSHIP FOUNDATION
SHOWCASE YOUR DISTRICT'S COMMITMENT TO TRANSPARENCY
District Transparency Certificate of Excellence
Purpose
To promote transparency in the operations and governance of special districts to the public/constituents and provide special districts with an opportunity to
showcase their efforts in transparency.
Duration District Receives
2Years • Certificate for display(covering 2 years)
• Press release template
Applicatlon Cost • Recognition on the SDLF website
FREE • Letter to legislators within the district's boundaries announcing the achievement
• Recognition in CA Special District magazine and the CSDA eNews
Basic Repuiremenis
CURRENT ETHICS TRAINING FOR ALL BOARD MEMBERS(Government Code Section 53235)
E3 Provide copies of training certificates along with date completed
COMPLIANCE WITH THE RALPH M.BROWN ACT(Government Code Section 54950 et.a])
Q Provide copy of current policy related to Brown Act compliance
0 Provide copy of a current meeting agenda(including opportunity for public comment)
ADOPTION OF POLICY RELATED TO HANDLING PUBLIC RECORDS ACT REQUESTS
Q Provide copy of current policy
ADOPTION OF REIMBURSEMENT POLICY,IF DISTRICT PROVIDES ANY REIMBURSEMENT OF ACTUALAND NECESSARY EXPENS-
ES(Government Code Section 53232.2(b))
Q Provide copy of current policy
ANNUAL DISCLOSURE OF BOARD MEMBER OR EMPLOYEE REIMBURSEMENTS FOR INDIVIDUAL CHARGES OVER$100 FOR
SERVICES OR PRODUCTS.THIS INFORMATION ISTO BE MADE AVAILABLE FOR PUBLIC INSPECTION."INDIVIDUAL CHARGE"IN-
CLUDES,BUT IS NOT LIMITEDTO:ONE MEAL,LODGING FOR ONE DAY,ORTRANSPORTATION.(Government Code Section 53065.5)
0 Provide copy of the most recent document and how it is accessible.
TIMELY FILING OF STATE CONTROLLER'S SPECIAL DISTRICTS FINANCIAL TRANSACTIONS REPORT-INCLUDES COMPENSA-
TION DISCLOSURE.(Government Code Section 53891)
0 Provide copy of most recent filing.
SDLL staff will verify that district is not listed on the State Controller's non-compliance List'
CONDUCT ANNUAL AUDITS(Government Code Section 26909 and 12410.6)
0 Provide copy of most recent audit and management letter and a description of how/where documents were made available to the public
OTHER POLICIES—HAVE CURRENT POLICIES ADDRESSING THE FOLLOWING AREAS
Provide copies of each:
❑ Conflict of Interest
❑ Code of Ethics/Values/Norms or Board Conduct
❑ Financial Reserves Policy
Showcase your Dittrict's Commitment to Transparency
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DISTRICT TRANSPARENCY CERTIFICATE OF EXCELLENCE APPLICATION (�
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WNW Requirements
MAINTAIN A DISTRICT WEBSITE WITH THE FOLLOWING ITEMS(provide website link)
Required items available to the public:
❑ Names of Board Members and their terms of office
❑ Name of general manager and key staff along with contact information
❑ Election procedure and deadlines
❑ Board meeting schedule(Regular meeting agendas must be posted 72 hours in advance pursuant to Government Code Section 54954.2
(a)(1)and Government Code Section 54956(a))
❑ District's mission statement
❑ Description of district's services/functions and service area
❑ Authorizing statute/Enabling Act(Principle Act or Special Act)
❑ Current District budget
❑ Most recent financial audit
❑ Archive of Board meeting minutes for at least the last 6 months
❑ List of compensation of Board Members and Staff and/or link to State Controller's webpage with the data
ADDITIONAL ITEMS—website also must include at least 4 of the following items:
❑ Post Board Member ethics training certificates
❑ Picture,biography and e-mail address of board members
❑ Last(3)years of audits
❑ Reimbursement and Compensation Policy
❑ Financial Reserves Policy
❑ Online/downloadable public records act request form
❑ Audio or video recordings of board meetings
❑ Map of district boundaries/service area
❑ Link to California Special Districts Association mapping program
❑ Most recent Municipal Service Review(MSR)and Sphere of Influence(SOI)studies(full document or link to document on another site)
Outreach/Best Practices Requirements
(Must complete at least 2 of the following items)
REGULAR DISTRICT NEWSLETTER OR COMMUNICATION(PRINTED AND/OR ELECTRONIC)THAT KEEPSTHE PUBLIC, CONSTITU-
ENTS AND ELECTED OFFICIALS UP-TO-DATE ON DISTRICT ACTIVITIES(at least twice annually)
0 Provide copy of most recent communication and short description on the frequency of the communication,how it's distributed and to whom.
COMMUNITY NOTIFICATION THROUGH PRESS RELEASE TO LOCAL MEDIA OUTLET ANNOUNCING UPCOMING FILING
DEADLINE FOR ELECTION AND PROCESS FOR SEEKING A POSITION ON THE DISTRICT BOARD,PRIOR TOTHAT ELECTION(OR
PRIOR TOTHE MOST RECENT DEADLINE FOR CONSIDERATION OF NEW APPOINTMENTS FORTHOSE DISTRICTS WITH BOARD
MEMBERS APPOINTED TO FIXED-TERMS).
0 Provide copy of the press release(and the printed article if available)
COMPLETE SALARY COMPARISON/BENCHMARKING FOR DISTRICT STAFF POSITIONS USING A REPUTABLE SALARY SURVEY(AT
LEAST EVERY 5 YEARS)
0 Provide brief description of the survey and process used as well as the general results
SPECIAL COMMUNITY ENGAGEMENT PROJECT
Designed and completed a special project promoting community engagement with the district(potential projects may be broad in nature or focus on speck issues
such as rate-setting,recycled water,identifying community needs,etc.)
Q Submit an overview of the community engagement project reviewing the process undertaken and results achieved
HOLD ANNUAL INFORMATIONAL PUBLIC BUDGET HEARINGSTHAT ENGAGETHE PUBLIC(OUTREACH,WORKSHOPS,ETC.)
PRIOR TO ADOPTING THE BUDGET
0 Provide copy of most recent public budget hearing notice and agenda.
Showcabe your Dittrict*Commitment to Trantparencl
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a
DISTRICT TRANSPARENCY CERTIFICATE OF EXCELLENCE APPLICATION (� L
C!�
COMMUNITY TRANSPARENCY REVIEW
The district would be required to obtain a completed overview checklist from at least 2 of the following individuals(the district may choose to conduct the overview
with these individuals simultaneously or separately):
❑ Chair of the County Civil Grand Jury
❑ Editor of a reputable local print newspaper(only one may count toward requirement)
❑ LAFCO Executive Officer
❑ County Auditor-Controller
❑ Local Legislator(only one may count toward requirement)
❑ Executive Director or President of local Chamber of Commerce
❑ General Manager of a peer agency(special district,city or county)
QProvide proof of completion signed by individuals completing Community Transparency Review
Showcase your Dittrict's Commitment to Transparency
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a
DISTRICT TRANSPARENCY CERTIFICATE OF EXCELLENCE APPLICATION (�
C!�
Submit Application
Submit this application along with all required documentation and payment to:
SPECIAL DISTRICT LEADERSHIP FOUNDATION
1112 I Street,Suite 200
Sacramento,CA 95814
Phone:916-231-2939 • Fax:916-442-7889 www.sdlf.org
DISTRICT:
MAILING ADDRESS:
CITY: STATE: ZIP:
CONTACT NAME:
CONTACT TITLE:
PHONE: FAX:
EMAIL: WEBSITE:
ASSEMBLY MEMBER(S)*:
SENATOR*:
LOCAL NEWSPAPER(S):
I CERTIFYTHATTHE INFORMATION SUBMITTED IS ACCURATE SIGNATURE:
AND COMPLETETO THE BEST OF MY KNOWLEDGE.
TOTAL:$ ❑ CHECK ❑VISA ❑ MASTERCARD ❑ DISCOVER ❑AMERICAN EXPRESS
ACCT.NAME: ACCT.NUMBER:
EXPIRATION DATE: AUTHORIZED SIGNATURE:
*Include all state legislators representing the district's area of operation.
Showcase your District's Commitment to Transparency
ITEM NO. 5.6
AGENDA REPORT
Meeting Date: March 19, 2013
To: Public Affairs-Communications-
Technology Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Information
Manager Technology
Reviewed by Legal: No
Prepared By: Cindy Botts, Management
Analyst
Subject: Second Draft Administration Department Budget FY 2013-14
SUMMARY:
The First Draft Budget for the Administration Department was reviewed by the Committee on
February 27, 2013. A $15,000 item has since been removed from the Draft Budget.
DISCUSSION:
The Administration Department proposes to decrease its Supplies and Services budget for Fiscal
Year 2013-2014 by $15,000 to $1,007,700. The reduction of $15,000 is the result of the deletion of
the WORM ("Write Once, Read Many") Media Storage Device in the Records Management sub-
account. This item, used to store unalterable electronic files according to the records retention
schedule, is required by a relatively new California State law and will be purchased during the
current fiscal year.
STRATEGIC PLAN:
FR 1-13: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial
Report and Compete for Recognition by the Government Finance Officers Association
ATTACHMENTS:
Description: Type:
Budget Detail- 2010 FY13-14.pdf Draft Budget FY 2013-14 Administration Backup Material
Backup Material Distributed Less Than 72 Hours Prior to
Budget Detail- 2010 FY13-14.pdf Backup Material
the Meeting
Section Detail Expense Budget
Dept/Section: Admin (Admin) FY 2014
(2010)
Primary GL Category Sub Acct No./Sub Category Detail Item Description
1-2010-0580-00 $250 1-2010-0580-10 250 Postage 250
Communications Postage
1-2010-0600-00 $300,500 1-2010-0600-00 300,500 Temp help 500
Contractual Services CONTRACTUAL SERVICES(E)
OCWD Annex.Contracted Fee 300,000
1-2010-0640-00 $50,060 1-2010-0640-00 50,060 Notary Assoc Membership 60
Dues,Memberships,& DUES,MEMBERSHIPS,SUBSCRIPTI
Subscriptions ONS(E) Misc. 1,000
ACWA 19,000
LAFCO 30,000
1-2010-0690-00 $1,240 1-2010-0690-00 1,240 Notary Insurance(AA) 40
Insurance INSURANCE(E) Honesty Bond(SC&AA) 1,200
1-2010-0715-00 $4,600 1-2010-0715-50 4,600 Meeting Supplies 1,200
District Activities and Events Meeting Supplies
Employee Events-Tables,Chairs,etc. 3,400
1-2010-0760-00 $3,100 1-2010-0760-00 250 Office Supplies 250
Office Expense OFFICE EXPENSE(E)
1-2010-0760-50 2,850 Interagency Meetings 350
Meeting Supplies
All Hands Meetings 2,500
1-2010-0780-00 $640,600 1-2010-0780-00 45,000 Organizational Efficiency Study 45,000
Professional Services PROFESSIONAL SERVICES(E)
1-2010-0780-05 150,000 Routine Legal 150,000
Legal Services
1-2010-0780-15 13,600 Off site Storage 1,100
Records Management
Records Destruction 500
Vault Shelving 12,000
1-2010-0780-36 432,000 CEQA for Annexation 100,000
---Water Only Related Expenses
Freeway Complex Fire Legal Services 285,000
OCWD Annexation Legal Services 47,000
1-2010-0810-00 $4,350 1-2010-0810-00 4,350 CSDA District of Distinction GM Training 850
Professional Development Professional Development
Laserfiche Conference 1,000
ARMA-RIM Certification 1,500
CSDA Exec Secretary Conference 1,000
1-2010-0830-00 $3,000 1-2010-0830-00 3,000 CUEMF(1 attendee) 1,000
Travel&Conferences TRAVEL&CONFERENCES(E) ACWA(1 attendees) 1,000
CSDA(1 attendees) 1,000
Section Total $1,007,700
REVISED ITEM NO. 5.6.
Section Detail Expense Budget
Dept/Section: Admin (Admin) FY 2014
(2010)
Primary GL Category Sub Acct No./Sub Category Detail Item Description
1-2010-0580-00 $250 1-2010-0580-10 250 Postage 250
Communications Postage
1-2010-0600-00 $300,500 1-2010-0600-00 300,500 Temp help 500
Contractual Services CONTRACTUAL SERVICES(E)
OCWD Annex.Contracted Fee 300,000
1-2010-0640-00 $50,060 1-2010-0640-00 50,060 Notary Assoc Membership 60
Dues,Memberships,& DUES,MEMBERSHIPS,SUBSCRIPTI
Subscriptions ONS(E) Misc. 1,000
ACWA 19,000
LAFCO 30,000
1-2010-0690-00 $1,240 1-2010-0690-00 1,240 Notary Insurance(AA) 40
Insurance INSURANCE(E) Honesty Bond(SC&AA) 1,200
1-2010-0715-00 $4,600 1-2010-0715-50 4,600 Meeting Supplies 1,200
District Activities and Events Meeting Supplies
Employee Events-Tables,Chairs,etc. 3,400
1-2010-0760-00 $3,100 1-2010-0760-00 250 Office Supplies 250
Office Expense OFFICE EXPENSE(E)
1-2010-0760-50 2,850 Interagency Meetings 350
Meeting Supplies
All Hands Meetings 2,500
1-2010-0780-00 $655,350 1-2010-0780-00 45,000 Organizational Efficiency Study 45,000
Professional Services PROFESSIONAL SERVICES(E)
1-2010-0780-05 150,000 Routine Legal 150,000
Legal Services
1-2010-0780-15 28,350 Facilitation of Electronic File Clean Up 2,500
Records Management
Off site Storage 1,100
Records Retention Schedule Update 250
Records Destruction 500
Laserfiche(ECM)Policy&Procedures Manual 2,500
Records Mgmt Program Policy Manual 9,500
Vault Shelving 12,000
1-2010-0780-36 432,000 CEQA for Annexation 100,000
---Water Only Related Expenses
Freeway Complex Fire Legal Services 285,000
OCWD Annexation Legal Services 47,000
1-2010-0810-00 $4,350 1-2010-0810-00 4,350 CSDA District of Distinction GM Training 850
Professional Development Professional Development
Laserfiche Conference 1,000
ARMA-RIM Certification 1,500
CSDA Exec Secretary Conference 1,000
1-2010-0830-00 $3,000 1-2010-0830-00 3,000 CUEMF(1 attendee) 1,000
Travel&Conferences TRAVEL&CONFERENCES(E) ACWA(1 attendees) 1,000
CSDA(1 attendees) 1,000
Section Total $1,022,450
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
ITEM NO. 5.7
AGENDA REPORT
Meeting Date: March 19, 2013
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
CR Tracking and Customer Feedback thru 02 February2013.pdf Customer Service Feedback Report Backup Material
Leaks by Month
80
2
7
2
0
0
0
0
0
0
0
0
0
70
53
11
4
0
0
0
0
0
0
0
0
0
y 60
3
AA
1
0
0
0
0
0
0
0
0
0
c� 40
23
19
4
0
0
0
0
0
0
0
0
0
11b
1
2
0
0
0
0
0
0
0
0
0
20
10
EE Main Line Valve Leak-CC
3
3
1 0
0
0
0
0
0
0
0
0
0
+Leaks-Total-CC
53
44
1 11
0
0
0
0
0
0
0
0
0
ian
Mar
Anr
M7t
iIt
iIt
A7!,,
en St
Oc
Nov
Dec
�Main Leak-CC
2
7
2
0
0
0
0
0
0
0
0
0
�Service Leak-CC
21
11
4
0
0
0
0
0
0
0
0
0
CAMS-CC
3
2
1
0
0
0
0
0
0
0
0
0
�Meter Leak-CC
23
19
4
0
0
0
0
0
0
0
0
0
�Fire Hydrant Leak-CC
1
2
0
0
0
0
0
0
0
0
0
0
EE Main Line Valve Leak-CC
3
3
1 0
0
0
0
0
0
0
0
0
0
+Leaks-Total-CC
53
44
1 11
0
0
0
0
0
0
0
0
0
Pressure Calls by Month
12
10
h 8
U 6
0
4
2
0
Jan
Feb
I Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Sewer Stoppage
1
1
0
0
0
2
0
0 0 0 0 0 0 0 0
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�High Pressure
1
0
1
0
0
0
0
0
0
0
0
0
�Low Pressure
10
7
1
0
0
0
0
0
0
0
0
0
--*--Pressure-Total
11
1 7
2
0
0
0
0
0
0
0
0
0
y
U
O
Sewer Issue Calls by Month
3.5 3
3 A\A.
2.5
2
1.5
1
0.5
V
Jan
Feb
I Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Sewer Stoppage
1
1
0
0
0
0
0
0
0
0
0
0
�Sewer Odor
0
2
0
0
0
0
0
0
0
0
0
0
5;--Q Sewer Overflow
0
0
0
0
0
0
0
0
0
0
0
0
--*--Sewer Issues-Total
1
3
0
0
0
0
0
0
0
0
0
0
y
U
`o
Water Quality Calls by Month
4.5
4
3.5 —
3
2.5
2
1.5
1
0.5 0 0 0 0 0
V
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
I Dec
�Dirty or Cloudy Water-CC
3
0
1
0
0
0
0
0
0
0
0
0
�Taste-CC
0
0
1
0
0
0
0
0
0
0
0
0
Odor-CC
1
1
0
0
0
0
0
0
0
0
0
0
--$--Water Quality-Total-CC
4
1
2
0
0
0
0
0
0
0
0
0
Turn On/Off Calls by Month
30
25
20
15
0 10
U 10
5 0 0 0 0 0 0 0 0 0
0 a.
�Turn On 1 6 1 5 1 2 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0
�Turn Off 21 12 8 0 0 0 0 0 0 0 0 0
-4--Turn On/Off-Total 27 17 10 0 0 0 0 0 0 0 0 0
Misc. Calls by Month
41
y
U
Ian Feb Mar Anr I Mav 1 It 1 lul I Aue I Sen I Oct I Nov Dec
�Noise in Pipes
0
0
0
0
0
0
0
0
0
0
0
0
�Damaged Box or Lid
8
1
0
0
0
0
0
0
0
0
0
0
�Customer Problem
2
5
1
0
0
0
0
0
0
0
0
0
�Contractor
2
1
0
0
0
0
0
0
0
0
0
0
Other
21
15
2
0
0
0
0
0
0
0
0
0
�No Water
8
4
2
0
0
0
0
0
0
0
0
0
--*---Misc-Total
41
26
5
0
0
0
0
0
0
0
0
0
200
180
160
140
�n 120
w
100
0
4 80
.1
40
U11
Service Calls by Type
117
v
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
o Leaks-Total 53
44
11
0
0
0
0
0
0
0
0
0
o Water Quality-Total
4
1
2
0
0
0
0
0
0
0
0
0
�Pressure-Total
11
7
2
0
0
0
0
0
0
0
0
0
Turn On/Off-Total
27
17
10
0
0
0
0
0
0
0
0
0
�Sewer Issues-Total
1
3
0
0
0
0
0
0
0
0
0
0
�Misc-Total
41
26
5
0
0
0
0
0
0
0
0
0
Total
137
98
30
0
0
0
0
0
0
0
0
0
Customer
Feedback
ITEM NO. 5.8
AGENDA REPORT
Meeting Date: March 19, 2013
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Description: Type:
EAO - Strategic Plan Trackinq.xlsx February 2013 Update Backup Material
Strategic Plan Initiatives Status Report
Executive-Administrative-Organizational Committee
Strategies Start Date Completion Lead Party February 2013 Progress
Date
CP 1: Increase Brand Reco nition within the Communit
Have Board of
Directors and YLWD Immediately
Staff Attend More BOD/GM/PIO/ Attendance at standing
CP 1-C Local and Regional following Nov- On-going Staff intergovernmental meetings
Events and Inter-
governmental Meetings
CP 2: Increase Public Awareness of Water and Wastewater Related Issues
Provide Financial (6) Customer received a
Incentives and Rebates rebate for Rotating Nozzles
CP 2-A for Water Use Jul-11 On-going BOD/GM/PIO and/or WBIC. MWDOC Turf
Efficiency Removal Program& Synthetic
Turf Program tabled.
Consider Participation
in the California
CP 2-C Urban Water Sep-11 Dec-11 GM Committee Opted Not to Move
Conservation Council's Forward
Best 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, Public
Participation in Affairs Meeting&Water Use
WE 1-F Professional On-going On-going General Manager Efficiency Meeting. Attended
Organizations and quarterly OC Water
Local Civic Groups Operations Managers
Association meeting.
WE 3: Enhance Employee Relations
Implement a Program
On-Hold due to higher
WE 3-A to Recognize Jul-11 Sep-11 EPIC Committee priority Staff projects in
Employees for
Excellence process
WE 3-13 Conduct Quarterly All- Jul-11 Quarterly General Manager Held January 23, 2013
Hands Meetings
Continue to Encourage
Employee Training in
WE 3-C On-going On-going General Manager On-going
Leadership and
Technology
SR 2: Explore Service Boundary Opportunities
Evaluate Feasibility of
Providing Additional
SR 2-A Jul-11 Jun-12 General Manager On-going
Water Services with
the Region
Evaluate Feasibility of
Providing Additional
SR 2-B 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
Continue with Efforts Second draft of EIR submitted
to Annex District February 12, 2013. Agency
SR 1-A Service Area to Orange On-going On-going General Manager comments on the second
County Water District draft received February 26,
2013
Engage with Regional MWDOC Water Use Efficiency
SR 1-C Agencies on Water On-going On-going General Manager Program Stakeholder Meeting
Supply Issues #2 scheduled for April 2013
Strengthen Existing Emergency
Update of Emergency
SR 1-D Emergency Operations On-going On-going Operations
Partnerships Coordinator/GM Response Plan in process
FR 3: Identify and Develop Additional Revenue Options
Research and Obtain
FR 3-A Grant Funding On-going On-going General Manager On-going assessment through
Townsend Public Affairs
Whenever Feasible
OE 2: Address Inefficiencies Identified in the Self-Assessment Survey
Identify Core On-Hold due to higher
OE 2-A Inefficiencies Jul-11 Jun-12 EPIC Committee priority Staff projects in
process
Develop Measurable On-Hold due to higher
OE 2-13 productivity Goals Aug-11 Jun-12 EPIC Committee priority Staff projects in
process
Engage Employees in On-Hold due to higher
OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee priority Staff projects in
Inefficiencies process
OE 3: Consider Utilization of a Peer Review Survey
Determine the Cost Management Completed at Feb 2012
OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11
Analyst Meeting
Review Survey
Establish a Team to
OE 3-B Determine the Focus Sep-11 Oct-11 EPIC Committee Opted Not to Move Forward
with Peer Review Survey
of the Survey
Institute Guidelines
OE 3-C for Areas to Be Sep-11 Dec-11 EPIC Committee Opted Not to Move Forward
with Peer Review Survey
Addressed