HomeMy WebLinkAbout2013-04-16 - Executive-Administrative-Organizational Committee Meeting Agenda PacketYorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN -ORGAN IZATIO NAL COMMITTEE MEETING
Tuesday, April 16, 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. 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.
4.1. Status of Legislative Affairs (Verbal Report)
4.2. Presentation Regarding MWDOC Water Use Efficiency Programs - Provided by Joe
Berg, Water Use Efficiency Program Manager for MWDOC
4.3. Draft of Board of Directors Budget for FY 2013/14
4.4. Third Draft of Administration Department Budget for FY 2013/14
4.5. Status of Operations and Efficiency Study SOQ (Verbal Report)
4.6. Status of OCWD Annexation Project (Verbal Report)
4.7. Status of Sage and Esperanza Hills Development Projects (Verbal Report)
4.8. Status of Security Measures at Valley View Reservoir (Verbal Report)
4.9. Customer Service Feedback Report
4.10. Status of Strategic Plan Initiatives
4.11. Future Agenda Items and Staff Tasks
5. 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.
5.1. 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)
6. ADJOURNMENT
6.1. The next Executive - Administrative - Organizational Committee meeting is scheduled to be
held Tuesday, May 14, 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.
AGENDA REPORT
Meeting Date: April 16, 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
Dept:
Reviewed by Legal
Subject: Draft of Board of Directors Budget for FY 2013/14
SUMMARY:
ITEM NO. 4.3
Information
Technology
No
The first Draft Budget for the Board of Directors was reviewed by the Committee on February 27,
2013 and since that time, no changes have been made.
DISCUSSION:
The Board of Directors budget proposes to decrease its Supplies and Services budget for Fiscal
Year 2013 -2014 by $61,900 to $124,400.
The entirety of this decrease is the reduction of $63,500 in election expenses that do not need to be
budgeted for Fiscal Year 2013 -2014. Additionally, the Travel and Conferences budget was
increased by $1,200 to account for additional conferences attended, outside of the traditional
ACWA, CSDA, CRWUA and ISDOC conferences.
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:
1010 Budget for 2014.pdf
Description:
BOD Budget FY 13 -14
Type:
Backup Material
Section Detail Expense Budget
Dept /Section: BOD (1010) FY 2014
Detail Amt
1- 1010 - 0600 -00
Contractual Services
$1,500
1- 1010 - 0600 -00
CONTRACTUAL SERVICES (E)
1,500
Tablet PC Data Service ($25 x 5)
1,500
1- 1010 - 0640 -00
Dues, Memberships,
Subscriptions
$ 5,400
1- 1010 - 0640 -00
DUES, MEMBERSHIPS,SUBSCRIPTI
ONS (E)
5,400
I S DO C
100
WACO
200
CSDA
5,000
Colorado River Water Users Assoc
100
1- 1010 - 0780 -00
Professional Services
$102,000
1- 1010 - 0780 -00
PROFESSIONAL SERVICES (E)
102,000
Legal Services - Retainer
42,000
Legislative Consultants
60,000
1- 1010 - 0810 -00
Professional Development
$4,100
1- 1010 - 0810 -00
PROFESSIONAL DEVELOPMENT
(E)
4,100
CSDA Special District Leadership Academy Training
4,100
1- 1010 - 0830 -00
Travel & Conferences
$11,400
1- 1010 - 0830 -00
TRAVEL & CONFERENCES (E)
11,400
CRWUA (4 attendees at $1,000 each)
4,000
ACWA (Spring- 2 @ $1,000, Fall- 2 @ $500)
3,000
ISDOC Quarterly
200
CSDA (2 attendees at $1,500 each)
3,000
Other Conferences
1,200
Section Total
$124,400
AGENDA REPORT
Meeting Date: April 16, 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
Dept:
Reviewed by Legal
ITEM NO. 4.4
Information
Technology
No
Subject: Third Draft of Administration Department Budget for FY 2013/14
SUMMARY:
The First Draft Budget for the Administration Department was reviewed by the Committee on
February 27, 2013 and the Second Draft Budget for the Administration Department was reviewed by
the Committee on March 19, 2013. Supplies and Services reductions in the amount of $149,500
have since been removed from the Draft Budget. Additionally, the $300,000 Contracted Annexation
Fee has also been removed until Annexation occurs.
DISCUSSION:
The Administration Department proposes to decrease its Supplies and Services budget for Fiscal
Year 2013 -2014 by $452,000 to $570,450. The reduction of $300,000 is the result of the deletion of
the OCWD Annexation Fee from the Contractual Services sub - account. This fee is required to be
paid immediately upon approval of Annexation to OCWD. As Annexation is not guaranteed to be
approved this fiscal year, the District will not be including in this year's budget. When Annexation is
approved, the fee will not be paid out of Supplies and Services, but instead from the Variable Water
Costs budget.
Cuts in the amount of $152,000 were also made to the Administration Department Supplies and
Services budget. These cuts include a decrease of $90,000 in Water Related Expenses (as a result
of payments in the current fiscal year for the Annexation CEQA), $60,000 in Legal Services
(Routine, and Freeway Complex Fire), and $2,000 in Professional Development and Travel and
Conferences.
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:
Budget Detail- 2010 FY13- 14.pdf
Description:
FY13 -14 Admin Department Budget
Type:
Backup Material
Section Detail Expense Budget
Dept /Section: Admin ( Admin) FY 2014
(2010)
Primary GIL Category M Sub Acct No./Sub Category M Detail Item Description W
1- 2010 - 0580 -00 $250 1- 2010 - 0580 -10 250 Postage 250
Communications Postage
1- 2010 - 0600 -00
Contractual Services
$500
1- 2010 - 0600 -00
Contractual Services
500
Temp help
500
1- 2010 - 0640 -00
Dues, Memberships, &
Subscriptions
$50,060
1- 2010 - 0640 -00
DUES,MEMBERSHIPS,SUBSCRIPTI
ONS (E)
50,060
Notary Assoc Membership
60
Misc.
1,000
ACWA
19,000
LAFCO
30,000
1- 2010 - 0690 -00
Insurance
$1,240
1- 2010 - 0690 -00
INSURANCE (E)
1,240
Notary Insurance (AA)
40
Honesty Bond (SC & AA)
1,200
1- 2010 - 0715 -00
District Activities and Events
$1,200
1- 2010 - 0715 -50
Meeting Supplies
1,200
Meeting Supplies
1,200
1- 2010 - 0750 -00
Non - Capital Equipment
$3,400
1- 2010 - 0750 -00
Non - Capital Equipment
3,400
Employee Events- Tables, Chairs, etc.
3,400
1- 2010 - 0760 -00
Office Expense
$3,100
1- 2010 - 0760 -00
OFFICE EXPENSE (E)
250
Office Supplies
250
1- 2010 - 0760 -50
Meeting Supplies
2,850
Interagency Meetings
350
All Hands Meetings
2,500
1- 2010 - 0780 -00
Professional Services
$505,350
1- 2010 - 0780 -00
PROFESSIONAL SERVICES (E)
45,000
Organizational Efficiency Study
45,000
1- 2010 - 0780 -05
Legal Services
125,000
Routine Legal
125,000
1- 2010 - 0780 -15
Records Management
28,350
Facilitation of Electronic File Clean Up
2,500
Offsite 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
-- -Water Only Related Expenses
307,000
Freeway Complex Fire Legal Services
250,000
OCWD Annexation Legal Services
47,000
CEQA for Annexation
10,000
1- 2010 - 0810 -00
Professional Development
$3,350
1- 2010 - 0810 -00
Professional Development
3,350
CSDA District of Distinction GM Training
850
Laserfiche Conference
1,000
ARMA- RIM Certification
1,500
1- 2010 - 0830 -00
Travel & Conferences
$2,000
1- 2010 - 0830 -00
Travel & Conferences
2,000
CUEMF (1 attendee)
1,000
ACWA (1 attendees)
1,000
Section Total $570,450
ITEM NO. 4.9
AGENDA REPORT
Meeting Date: April 16, 2013
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
Calls by Type March.pdf Customer Service Feedback Report Backup Material
Summary Chart - March.pdf Customer Service Feedback Report Backup Material
Customer Feedback - March.pdf Customer Service Feedback Report Backup Material
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1
AGENDA REPORT
Meeting Date: April 16, 2013
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
EAO - Strategic Plan Trackinq.xlsx
Description:
March 2013 Update
ITEM NO. 4.10
Type:
Backup Material
Strategic Plan Initiatives Status Report
Executive - Administrative - Organizational Committee
Strategies
Start Date
Completion
Lead Party
March 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
following Nov-
On -going
Local and Regional
Staff
intergovernmental meetings
Events and Inter-
governmental Meetings
CP 2: Increase Public Awareness of Water and Wastewater Related Issues
(3) Customer received a
Provide Financial
rebate for Rotating Nozzles
Incentives and Rebates
CP 2 -A
for Water Use
Jul -11
On -going
BOD /GM /PIO
and /or WBIC. MWDOC Turf
Removal Program & Synthetic
Efficiency
Turf Program tabled.
Consider Participation
in the California
Urban Water
Committee Opted Not to Move
CP 2 -C
Conservation Council's
Sep -11
Dec -11
GM
Forward
Best Management
Practices
Enhance the District's
Regional Water and
CP 2 -D
On -going
On -going
BOD /GM /Staff
On -going
Wastewater Industry
Participation
WE 1: Retain a Highly Skilled
and Ca able Workforce
Encourage Staff
Attended Groundwater
Producers Meeting, & Public
Participation in
Affairs Meeting. Attended
WE 1 -F
Professional
On -going
On -going
General Manager
quarterly OC Water
Organizations and
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
WE 3 -C
Employee Training in
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
Water Services with
Jul -11
Jun -12
General Manager
On -going
the Region
Evaluate Feasibility of
SR 2 -B
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
Continue with Efforts
Draft EIR released March 29,
SR 1 -A
to Annex District
On -going
On -going
General Manager
2013 for 45 -day Public
Service Area to Orange
Review Period
County Water District
Engage with Regional
SR 1 -C
Agencies on Water
On -going
On -going
General Manager
N/A
Supply Issues
Strengthen Existing
Emergency
Update of Emergency
SR 1 -D
Emergency Operations
On -going
On -going
Operations
Response Plan in process
Partnerships
Coordinator /GM
FR 3: Identify and Develop Additional Revenue Options
Research and Obtain
On -going assessment through
FR 3 -A
Grant Funding
On -going
On -going
General Manager
Townsend Public Affairs
Whenever Feasible
OE 2: Address Inefficiencies Identified
in
the Self- Assessment Survey
On -Hold due to higher
Identify Core
OE 2 -A
Jul -11
Jun -12
EPIC Committee
priority Staff projects in
Inefficiencies
process
On -Hold due to higher
Develop Measurable
OE 2 -13
Aug -11
Jun -12
EPIC Committee
priority Staff projects in
productivity Goals
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
Opted Not to Move Forward
OE 3 -B
Determine the Focus
Sep -11
Oct -11
EPIC Committee
with Peer Review Survey
of the Survey
Institute Guidelines
Opted Not to Move Forward
OE 3 -C
for Areas to Be
Sep -11
Dec -11
EPIC Committee
with Peer Review Survey
Addressed