HomeMy WebLinkAbout2013-04-19 - Board of Directors Meeting Minutes2013 -079
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS SPECIAL MEETING
Friday, April 19, 2013, 2:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The April 19, 2013 Special Meeting of the Yorba Linda Water District Board of
Directors was called to order by President Melton at 2:00 p.m. The meeting was
held in the Training Room at the District's Administration Building located at 1717
East Miraloma Avenue in Placentia, California 92870.
2. PLEDGE OF ALLEGIANCE
President Melton led the pledge.
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Gary T. Melton, President Steve Conklin, Acting General Manager
Robert R. Kiley, Vice President Art Vega, Acting IT Manager
Michael J. Beverage Annie Alexander, Executive Secretary
Ric Collett
Phil Hawkins
OTHER ATTENDEES
Kurt Sjoberg, Principal, Sjoberg Evashenk Consulting, Inc.
Georg Krammer, Chief Executive Officer, Koff & Associates, Inc.
Katie Kaneko, President, Koff & Associates, Inc.
4. PUBLIC COMMENTS
None.
5. ACTION CALENDAR
5.1. Operations and Efficiency Study Consultant Interviews
Mr. Sjoberg introduced himself and provided the Board with an overview
of his background and work experience. He also spoke about other
members of the project team including his partner, Ms. Marianne
Evashenk, and Ms. Lynda McCallum, the firms Project Manager. Mr.
Sjoberg then explained the firm's approach to the project. The first phase
would primarily consist of information gathering which would take
approximately 3 weeks to complete and cost 20 -25% of the District's total
budget for the project. The firm would present its results to the Board
along with recommended areas of focus. The Board would then be asked
to provide direction as to which areas or issues the firm should
concentrate on during the second phase of the project.
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Following completion of this phase, the resulting product would be a work
plan listing short -, mid- and long -term goals for improvement and
increased efficiency within the District. Mr. Sjoberg then responded to
questions from the Board regarding matters that would be examined
during the first phase, the interview process, the number of other projects
the firm was currently working on, and the time and budget estimated to
complete the second phase.
Mr. Sjoberg left the meeting following his presentation.
A recess was declared at 3:20 a.m.
The meeting was reconvened at 3:25 p.m.
Ms. Kaneko and Mr. Krammer joined the meeting and began their
presentation. They took turns introducing themselves and provided an
overview of their individual background and work experience. They also
provided additional background information regarding the other members
of their project team. Ms. Kaneko and Mr. Kramer explained the
firm's approach to the project including data collection, the interview and
survey process, review and comparison of the District's organizational
structure, and implementation of the resulting recommendations. They
both then responded to questions from the Board regarding the interview
process, the number of other projects the firm was currently working on,
and the time and budget estimated to complete the project.
Ms. Kaneko and Mr. Krammer left the meeting following their presentation.
The Board and staff then discussed the proposals presented by the two
firms as well as their qualifications, focus, and cost estimates for
completion of the study.
Following this discussion, it was the consensus of the majority of the
Board to select Koff & Associates to perform the study.
Director Collett made a motion, seconded by Director Kiley, determining
that Koff & Associates was the firm most qualified to prepare the Study,
directing staff to meet with the firm to negotiate the final scope and fee for
the Study, and to return to the Board for consideration of award of a
Professional Services Agreement for preparation of the Study. Motion
carried 5 -0.
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6. ADJOURNMENT
6.1. The meeting was adjourned at 4:35 p.m. The next Regular Board of
Directors Meeting will be held Thursday, April 25, 2013 at 8:30 a.m.
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