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HomeMy WebLinkAbout2014-08-11 - Executive-Administrative-Organizational Committee Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT EXEC- ADMIN- ORGANIZATIONAL COMMITTEE MEETING Monday, August 11, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Ric Collett 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. Proposed Extension of Professional Services Agreement with Townsend Public Affairs Recommendation: That the Committee recommend the Board of Directors consider extending the Professional Services Agreement with Townsend Public Affairs at a fee of $5, 000 per month, with a total fee not to exceed $60, 000 for the period of July 1, 2014 through June 30, 2015. 4.2. AWWA Utility Membership Recommendation: That the Committee consider this matter and provide a recommendation to the Board of Directors. 4.3. CSDA Committee and Expert Feedback Team Participation Recommendation: That the Committee consider this matter 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. Status of Legislative Affairs (Verbal Report) 5.2. Directors and General Manager Fees and Expenses for 4th Qtr of FY 2013/14 5.3. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Executive - Administrative - Organizational Committee meeting is scheduled to be held Monday, September 8, 2014 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: August 11, 2014 Budgeted: Yes Total Budget: $60,000 To: Executive- Administrative- Cost Estimate: $60,000 Organizational Committee Funding Source: Water Operating Fund From: Steve Conklin, Acting General Account No: 1- 1010 - 0780 -00 Manager Presented By: Steve Conklin, Acting General Dept: Board of Directors Manager Prepared By: Annie Alexander, Executive Secretary Subject: Proposed Extension of Professional Services Agreement with Townsend Public Affairs SUMMARY: The previously executed Professional Services Agreement with Townsend Public Affairs (TPA) ended June 30, 2014. TPA has proposed to continue providing its services under the same contract terms and conditions through June 30, 2015. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors consider extending the Professional Services Agreement with Townsend Public Affairs at a fee of $5,000 per month, with a total fee not to exceed $60,000 for the period of July 1, 2014 through June 30, 2015. DISCUSSION: Townsend Public Affairs (TPA) has requested to extend their Professional Services Agreement for government relations and advocacy services through June 30, 2014. A copy of TPA's Supplement to Contract #3 and Proposed Scope of Services for FY 2014 -15 are attached for information and consideration. The approved budget for FY 2013/14 includes $60,000 for Legislative Consultants which would fund services through June 30, 2014. STRATEGIC PLAN: CP 1 -A: Enhance Resources for Public Information and Governmental Affairs Division PRIOR RELEVANT BOARD ACTION(S): By majority vote, the Board of Directors approved a Professional Services Agreement with Townsend Public Affairs on August 25, 2011. ATTACHMENTS: Name Description: Type: TPA Agreement Extension.pdf TPA Agmt Extension Backup Material SUPPLEMENT TO CONTRACT FOR CONSULTING SERVICES ( #3) THIS SUPPLEMENT TO CONTRACT FOR CONSULTANT SERVICES ( "Supplement') is made and entered into this day of July, 2014 by and between the Yorba Linda Water District ( "Client') and Townsend Public Affairs, Inc., a California corporation ( "Consultant'). RECITALS A. Client and Consultant have entered into that certain "Professional Services Agreement between the Yorba Linda Water District and Townsend Public Affairs, Inc." dated as of August 25, 2011 ( "Contract'), February 14, 2013 and January 23, 2014. B. The parties to this Supplement desire to change the term of the Contract as set forth herein. NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, the parties hereto supplement and amend the Contract as hereinafter set forth. 1. The term shall now be extended through June 30, 2015. 2. All other terms and conditions of the Contract, except as set forth herein, shall remain in full force and effect. WHEREFORE, this Supplement is executed by the parties as of the date set forth above. CLIENT: Yorba Linda Water District By: Steven Conklin General Manager CONSULTANT: TOWN 4D BLIC AF,F INC. a Calif6mi c 5rporati . By: hristo'� , `r To end P esident and Se retary TOWNSEND TPA MEMO To: Yorba Linda Water District, Board of Directors From: Townsend Public Affairs Date: June 26, 2014 Subject: Government Relations & Advocacy Proposed Scope of Services for FY 2014 -15 This document is intended to serve as a proposal for advocacy and government relations services for the Yorba Linda Water District (YLWD) for the Fiscal Year 2014- 2015. The document identifies and outlines the proposed services provided by Townsend Public Affairs (TPA) for consideration by YLWD. TPA has identified a number of local and state legislative and policy issues of concern to YLWD. Those include, but are not limited to, the items listed below. r W G ' •. In early 2014 TPA worked to secure SB 946, authored by Senator Huff, that would amend the Orange County Sanitation District Governing Act to transfer Board Representation from the City of Yorba Linda to the Yorba Linda Water District and formalize the agreement put in place between the City and the District in 2010. SB 946 has been moving through the legislative process since early April and is currently awaiting a final vote in the Senate before being sent to the Governor for consideration this summer. Once the bill is signed by the Governor, the official enactment date will be January 1, 2015. At which time the transfer of the Board seat will be official. TPA has conducted the following activities on behalf of the YLWD in regards to SB 946: • Drafting of legislation • Ongoing communication with Senator Huff and his staff regarding the bill, including development of outreach materials (press release, legislative summary, draft letters) • Meeting and outreach with members of the Senate Governance Committee, as well as the Committee Consultant • Meeting and outreach with members of the Assembly Local Government Committee, as well as the Committee Consultant • Ongoing support to ensure the bill moved through the legislative process with unanimous support • Development of testimony State Capitol Office • 925 L Street • Suite 1404 • Sacramento, CA 95814 • Phone (916) 447 -4086 • Fax (916) 444 -0383 Federal Office • 600 Pennsylvania SE • Suite 207 • Washington, DC 20003 • Phone (202) 546 -8696 • Fax (202) 546 -4555 Northern California Office • 300 Frank Ogawa Plaza • Suite 204 • Oakland, CA 94612 • Phone (510) 835 -9050 • Fax (510) 835 -9030 Southern California Office • 1401 Dove Street • Suite 330 • Newport Beach, CA 92660 • Phone (949) 399 -9050 • Fax (949) 476 -8215 • Securing support the Orange County Business Council and Association of Orange County Cities, State Legislative Affairs and Advocacy TPA proposes to provide legislative support to the District, specific to the following activities: Proactive monitoring and analysis of the impact of the state budget process and proposed legislation on the District; • Preparation of reports, bill summaries, a regularly updated legislative matrix and other legislation - related communications to ensure the most current information is readily available for the District Board and Staff; • Strategic consulting and advocacy regarding specific bills, amendments, and legislative maneuvers to achieve the District's policy goals; • Assistance in preparation of testimony, correspondence and other formal District communication regarding legislative and policy matters; • Facilitating meetings with the District's legislators and their staff to brief them on the District's priorities and projects. This will include but is not limited to creation of education and outreach materials, development of speaking points, project summary sheets and other related informational materials. Project Funding Opportunities TPA will work with District Staff to identify and secure grants and other funding opportunities at the State and Federal level. To achieve this goal, TPA and the District will develop a comprehensive approach to ensure that the District's applications and efforts are well - positioned so we can maximize our opportunities for success. Following the submission of the District's applications, TPA will engage in an advocacy plan that will include the following: • Utilizing our strong relationships with officials among the various state agencies and departments to ensure that the District's applications are aligned with the goals of each program, and that the applications are well- crafted and well - positioned for funding; • Ensuring that the District responds to any follow up questions from the administering agency regarding the District's application(s); • Contacting key legislators and staff members to ensure their support for the project; • Facilitating briefings with the key stakeholders of the funding opportunity, including, but not limited to, important department officials and /or elected officials; • Coordinating outreach to relevant community associations and groups in support of the project; • Organizing advocacy trips to Sacramento and /or Washington, DC, to promote the District's projects and priorities; and 2 • Providing regular updates on the evaluation process until the announcement of the awards. ADDITIONAL DUTIES In addition to our role as a legislative and grants advocate, TPA will utilize our skills and experience in a variety of capacities over the course of our engagement. These initiatives have included, but not been limited to, the following: • Facilitating interactions with regional water and wastewater to address water supply issues and strengthen existing emergency operations partnerships; • Collaborating with the District as it develops a Public Relations Master Plan; • Representing Yorba Linda Water District's interests at statewide associations, committee meetings, public hearings and ad hoc task forces (such as ACWA, CSDA, and others); and • Assisting the District, when appropriate, in its strategic goal of developing and expanding a youth education program. BUDGET /COST PROPOSAL TPA proposes a monthly fee of $5000 for services that would include the entire scope of work detailed above, and additional tasks and duties as assigned by the District. In summary, TPA would greatly enjoy the opportunity to work with the Yorba Linda Water District. We welcome your feedback and thank you for your consideration. 3 Meeting Date; To: From: Presented By Prepared By: AGENDA REPORT August 11, 2014 Executive- Administrative- Organizational Committee Steve Conklin, Acting General Manager Steve Conklin, Acting General Manager Annie Alexander, Executive Secretary Subject: AWWA Utility Membership STAFF RECOMMENDATION: Budgeted Cost Estimate: Dept: ITEM NO. 4.2 No $6,196 Administration That the Committee consider this matter and provide a recommendation to the Board of Directors. DISCUSSION: At the request of President Kiley, this matter is being presented to the Committee for consideration. While the District does not currently maintain a utility membership with AWWA, there are a small number of employees who have individual memberships. Benefits of purchasing a membership are summarized in the attached documentation. At this time, there are approximately 463 agencies in California identified as AWWA members. Representatives from the CA -NV Section of AWWA will be present at the meeting to provide an overview of the program and respond to any questions. Even though the cost of membership was not included in the FY 2014/15 budget, funds could be transferred from the Legal Services account (1- 2010 - 0780 -36) as they will go unused due to the conclusion of significant litigation. ATTACHMENTS: Name: AWWA Utility Member Brochure.pdf Description: Backup Material Type: Backup Material 4\\ , American Water Works Association The Authoritative Resource on Safe Water° 6666 West Quincy Avenue Denver, CO 80235 -3098 T 303.794.7711 D 303.347.6225 F 303.795.1989 www.awwa.org Advocacy Communications AWWA recognizes that these are tough economic times, but the key benefits Conferences received with Utility membership are invaluable —the ability to access a Education and Training wealth of technical information, train employees at a significant discount, and Science and Technology stay current with important regulatory and legislative issues that impact your Sections utility. Your membership helps unite the water community in protecting public health and providing safe and sufficient water for all. It is hard to compute the total dollar value of membership in AWWA, but the benefits to your utility are real. Advocacy AWWA is constantly working in Washington, D.C., on behalf of its utility members. This work is made possible by the utilities that support AWWA. Advisories o AWWA keeps you informed with Regulatory Alerts and Public Affairs Advisories, which provide the latest information on proposed legislative or regulatory actions. These advisories prepare utility members to respond to inquiries from customers and the media. Only Tap Water Delivers o Utility members gain tremendous value from Only Tap Water Delivers, the grassroots campaign that communicates the importance of tap water service and the need to reinvest in infrastructure. AWWA frequently adds new campaign elements, so Only Tap Water Delivers is always fresh. Assistance o AWWA can provide direction and assistance for specific issues facing your utility. Contact AWWA for government affairs and public affairs assistance. AWWA Government Affairs Efforts Save Utilities Time and Money Regulatory Efforts AWWA's active participation in the US Environmental Protection Agency's (US EPA) rulemaking process has directly benefited utilities in many ways. Think about how much the following AWWA efforts have saved your utility in terms of cost to comply. Disinfection By- products o AWWA helped persuade USEPA to adopt the drinking water standard for disinfection by- products that's based on a Location Running Annual Average instead of a single sample. Total Coliform Rule o AWWA took an active role in recent changes to the Total Coliform Rule that eliminates costly and alarming public notification requirements in cases where there is no immediate public health threat. Arsenic o AWWA's analysis of costs and benefits helped persuade USEPA to rethink the arsenic standard of 5 ppb and instead adopt the 10 ppb standard. The Benefits of Belonging Shape how water works Learn about emerging issues before they turn into full -blown crises in order to prioritize time and allocate resources effectively. Your utility benefits from AWWNs efforts to advance and protect the interests of the water community. Stay informed Get the latest information on the state of water and sewer infrastructure, water treatment, water quality, regulatory issues, distribution, sustainability and more. As part of the AWWA community, you receive the information you need to keep current. Learn and grow Protect public health For more than 130 years, AWWA and its members have championed water protection, proper water treatment, smart regulation, and high standards to protect the public. With more than 50,000 members worldwide and 43 Sections in North America, AWWA is the leading organization for water utilities and professionals, setting the standard for water throughout the world. Access tailored educational opportunities to enhance your professional knowledge and management and decision - making skills. Advance your career and connect with leaders in the water industry, while earning continuing education credits. Save time and resources Find the information you need fast and save up to 33% on education and resources. Join AWWA today! AWWA �,AEivtBER AWWA Standards Over 165 standards provide minimum requirements for products, services and management practices in the industry. Used by thousands of manufacturers, distributors and water treatment facilities worldwide to ensure the highest - quality products and service. Utility Alerts and Advisories Regulatory and Legislative Alerts — timely information on proposed legislation and regulations impacting operations. These often serve as a call to action to submit comments to appropriate agencies to help shape smart policies based on sound science. F, Public Affairs Advisories — keeping you informed about water - related news stories that are generating media attention. These advisories often include suggested language or strategies to assist your utility in responding to media inquiries. The Water Utility Insider T1_ our exclusive bi- weekly e- newsletter for utility members only. Get a behind - the - scenes look at developments that may affect you. Training, Education, and Conferences For outstanding learning and networking opportunities, turn to AWWA to continue your education. Meet face -to -face with industry thought leaders and network with peers who share your day -to -day challenges. All utility employees receive discounts on registration for all AWWA conferences, webinars, and other events. Member Benefits Journal - American Water Works Association Opflow Section membership Discounts at events (ACE, specialty and Section conferences) Discounts on distance learning (el-earning and webinars) Discounts on technical resources (Standards, Manuals, and products) Elgibility for volunteer involvement Career resources Online resources (Communities and tools) Sourcebook Regulatory Alerts & Public Affairs Advisories The Water Utility Insider TM Special reports and tools Discounts for all utility employees Plus Points* (Standards subscription and membership) *Determined by utility member grade. See section 3A. 4\\ American Water Works Association Dedicated to the World's Most Important Resource' Section 1 Member Information Mail completed application to: AWWA Customer Service 6666 West Quincy Avenue Denver, CO 80235 -3098 USA Company Name Address City State /Province ZIP/ Postal code Country Phone Main Contact ❑ Mr. ❑ Ms. ❑ Mrs. ❑ Dr. Name Title Email Phone Were you referred by an AWWA member? ❑ Yes ❑ No Referring Member Member # (if known) Fax completed application to: 303.347.0804 Questions? Call Customer Service at 1.800.926.7337 or 303.794.7711 Section 2 Payment Annual Dues — Section 3A $ Section Assessment * — Section 3B $ Individual Member — Section 5,001 - 10,000 Assessment* —Section 4B $ Additional Section Option * — Section 4C $ Total $ *If applicable $3,121 Payment Method ❑ Check enclosed (make payable to AWWA, US currency only, drawn from a US bank) ❑ American Express ❑ MasterCard ❑ Discover ❑ Visa Card Holder Name Card Number Expiration Date Your membership will be activated when payment is received. Section 3A Annual Dues Section 3B Section Assessments Please select the appropriate membership category based on your utility's size. AWWA has 43 local Sections in North America. You are automatically enrolled If your utility is both water and wastewater, use the greater number of customer in a Section based on your company's address. Some Sections require additional service connections. Customer Service Connections = Retail and /or wholesale fees to better serve their local members. The Section assessment is required if population / 3.5 your address is located in one of the following areas: 0 to 5,000 80 $221 $295 0 5,001 - 10,000 81 $1,242 $1,656 125 10,001- 25,000 82 $2,341 $3,121 250 25,001- 50,000 83 $3,841 $5,121 425 50,001- 100,000 84 $6,196 $8,261 650 100,001- 150,000 85 $8,603 $11,471 825 150,001 86 $13,876 $18,502 1,225 and greater Alaska, Colorado, Minnesota, Missouri, North Carolina, New Mexico, Ontario, Wyoming $15 $83 $156 $174 Alberta, Arizona, Illinois, Kentucky, Manitoba, Northwest Territories, Saskatchewan, Tennessee, $30 $166 $174 $174 Texas, Wisconsin Alabama, Arkansas, Connecticut, Idaho, Louisiana, $44 $174 $174 $174 Mississippi, New Jersey, New York, Oklahoma, Oregon, Pennsylvania, Utah, Washington Florida, Georgia, Indiana, Iowa, South Carolina California, Maine, Massachusetts, Nevada, New Hampshire, Rhode Island, Vermont $59 $174 $174 $174 $118 $174 $174 $174 Section 4A Benefits Customize your benefits with Plus Points As an AWWA member, your organization is awarded a specific number of Plus Points (see Section 3A) based on size, and you'll "spend" the points on Standards subscriptions or additional Individual Members. Any unused Plus Points will be forfeited. AWWA Standards Subscriptions AWWA Standards are recognized as the consensus standards for products and procedures used in the treatment and supply of water. A Standards sub- scription supplies you with all updates distributed in a given year. Individual Memberships You can select and assign Individual Membership to employees. While all employees will enjoy member pricing, Individual Members receive the full benefits of membership, including periodicals and Section membership. AWWA Standards, Print $4,376 0 or 1 X 75 AWWA Standards, $4,376 X 75 Searchable CD -ROM Individual Memberships* $174 X 50 Total Plus Points Spent Plus Points Available (see Section 3A chart) *Please attach a sheet to provide these details about your employees to activate their Individual Memberships: Name, Email, Mailing Address, and Title Section 5 Tell Us About Your Company All applicants must complete this section. What one business activity best describes your company? (Please check only one) ❑ A Public Water Supply Utility— Municipally Owned ❑ B Public Water Supply Utility— Investor Owned ❑ c Government — Federal, State, Local ❑ D Consulting Firm ❑ E Contractor ❑ F Private Industrial System or Water Wholesaler ❑ G Manufacturer of Equipment & Supplies (including representatives) ❑ H Distributor of Equipment & Supplies (including representatives) ❑ I Educational Institutions (faculty & students), Libraries and other related organizations ❑ i Fully Retired ❑ K Research Lab ❑ L Other allied to the field (please specify) What one category best describes your company's field served/ principal activity? (Please check only one) ❑ 9 Both Water Supply & Wastewater ❑ 5 Water Supply Only ❑ 7 Wastewater Only ❑ 3 Other Section 4B Additional Individual Members Additional Individual Members If you have chosen additional Individual Members with your Plus Points, each member may be subject to a Section assessment. Alaska, Minnesota, Missouri, North Carolina, Ontario $9 Alberta, Arizona, Illinois, Kentucky, Manitoba, Northwest Territories, $17 Saskatchewan, Tennessee, Texas, Wisconsin Alabama, Arkansas, Connecticut, Idaho, Louisiana, Mississippi, New $26 Jersey, New York, Oklahoma, Oregon, Pennsylvania, Utah, Washington Florida, Georgia, Indiana, Iowa, South Carolina $35 California, Maine, Massachusetts, Nevada, New Hampshire, $70 Rhode Island, Vermont Section 4C Additional Section Options In addition to your primary Section, your company may join other AWWA Sections. Please call 1.800.926.7337 for more information. What one category best describes your job title? (Please check only one) ❑ A Executive (General Manager, Commissioner, Board Member, City Manager, Municipal Superintendent, Mayor, President, Vice President, Owner, Partner, Director, etc.) ❑ B Management/ Non- Engineering (Division Head, Section Head, Manager, Department Head, Comptroller, etc.) ❑ c Design and Engineering/ Both Managerial and Non - Managerial (Chief Engineer, Civil, Mechanical, Electrical, Environmental, or Field Engineer, Planning Manager, System Designer, etc.) ❑ D Scientific /Non - Managerial (Chemist, Biologist, Biophysicist, Researcher, Analyst, etc.) ❑ E Purchasing (Purchasing Agent, Procurement Specialist, Buyer, etc.) ❑ F Operations (Foreman, Operator, Maintenance Crewman, Service Representative, etc.) ❑ G Marketing & Sales /Non - Managerial (Market Analyst, Marketing Representative, Salesperson, Sales Representative, etc.) ❑ I Professorial (Educator, Teacher, etc.) ❑ z Other (please specify) Gender ❑ Male ❑ Female (Optional) Birth Year Signatu Date (Optional) Dues and Section assessment rates valid through December 31, 2014. Dues are not deductible as charitable contributions for income tax purposes.The following is for USPS periodical mailing requirements only. In some AWWA Sections, a portion of the Section allotment equal to 50% or more of the domestic subscription rate charged for the Section periodical will be allocated toward a subscription to that periodical. Allocation for each publication recipient authorized — Journal - American Water Works Association —$50; Opflow —$16. Members with APO /FPO addresses will receive e- periodicals only. Print periodicals may be purchased for an additional fee. NOTE Members' phone numbers and email addresses are protected underAWWAs Privacy Policy. Meeting Date To: From: AGENDA REPORT August 11, 2014 Board of Directors Steve Conklin, Acting General Manager Budgeted Funding Source: Dept: ITEM NO. 4.3 No N/A Administration Reviewed by Legal: No Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: CSDA Committee and Expert Feedback Team Participation SUMMARY: The California Special Districts Association (CSDA) is looking for volunteers to participate and contribute to one or more of the committees and /or expert feedback teams to assist in shaping CSDA. STAFF RECOMMENDATION: That the Committee consider this matter and provide a recommendation to the Board of Directors. DISCUSSION: CSDA Committees meet in- person at least twice per year, typically in Sacramento, and direct the activities and policies of CSDA. CSDA does not reimburse for committee related travel expenses. CSDA's Expert Feedback Teams are asked for input via email by CSDA Advocacy staff when need for feedback on a particular policy matter arises. Team members are not required to travel and will receive several emails per month, as well as the occasional phone calls. The Committee and Expert Feedback Team Interest Form must be returned by October 10, 2014. The selection and ratification of CSDA's 2015 Committees will take place in November 2014 and Committee participation begins in January 2015. ATTACHMENTS: Description: Type: CSDA Expert Team Participation Application.pdf CSDA 2015 Committee Participation Backup Backup Material California Special it ._ Districts Association 19 ©❑0 0 Districts Stronger Together MEMORANDUM DATE: August 1, 2015 TO: CSDA Members (Board and Staff) FROM: Noelle Mattock, CSDA President Neil McCormick, Chief Executive Officer SUBJECT: 2015 CSDA Committee & Expert Feedback Team Participation CSDA's strength and effectiveness as an organization is directly related to our ability to involve the member district/agency Board members and staff in the work of the Association. The talents and energy that both groups bring to CSDA and to the issues that concern special districts in California through active involvement are critical components of CSDA's success. With this in mind, we are asking for volunteers from your district (staff and /or Board members) to participate and contribute on one or more of our committees and /or expert feedback teams to assist in shaping CSDA. If you or any others from your district would like to become even more involved as a member of CSDA, please review and complete the form included with this letter. Committees need dedicated participants who are able to expend the time to provide their expertise in directing the activities and policies of CSDA. CSDA does not reimburse for committee related travel expenses. In regard to CSDA's Expert Feedback Teams, when a need for feedback arises on a particular policy matter, CSDA advocacy staff will send an e -mail to an expert feedback team asking for its input. Team members need only reply with their thoughts, opinions and experiences. The workload of a team member will ultimately be what he or she makes of it. Team members will not be required to travel; they should expect to receive a handful of e -mails each month and, on rare occasions, they may be contacted by phone. Please return the attached form by 5:00 PM on October 10, 2014. The selection and ratification of CSDA's 2015 committees will take place in November and selected participants will be notified by the end of November 2014. Committee participation begins in January 2015. Thank you for your continued support of CSDA! California Special Districts Associations 1112 1 Street, Suite 200 Sacramento, CA 95814 Toll Free: 877 - 924 -CSDA (2732) Phone: 916 - 442 -7887 Fax: 916 - 442 -7889 A proud California Special Districts Alliance partner Special District Risk Management Authority CSDA Finance Corporation 1112 1 Street, Suite 300 11211 Street, Suite 200 Sacramento, CA 95814 Sacramento, CA 95814 Toll Free: 800 - 537 -7790 Toll Free: 877 - 924 -CSDA (2732) Fax: 916 - 231 -4111 Fax: 916 - 442 -7889 19©00 Name: Title /Position: California Special Districts Association Districts Stronger Together 2015 COMMITTEE AND EXPERT FEEDBACK TEAM INTEREST FORM Please make additional copies for each participant. Please Use Actual Contact Information where you can be reached District/Organization: District Address: Personal Address: Telephone:(District) Fax (District): E -mail: (Contact): (Contact): COMMITTEES: We hope your District will participate in one or more of CSDA's committees. The CSDA Board of Directors encourages the participation of individuals from member agencies and Business Affiliates on CSDA's committees. As space is limited, please choose more than one committee which you would like to participate on, and please rank according to preference: 1 = 11t choice; 2 = 2 "d choice; 3 = 311 choice If we are able to place you on more than one committee, how many committees would you like to serve on? (maximum 3) NOTE: All committees meet in- person at least twice annually. Committees generally meet in Sacramento, however locations may vary. Audit Committee: Responsible for maintaining and updating internal controls. Provides guidance to auditors regarding possible audit and fraud risks. Commitment: May meet with auditors prior to the commencement of the audit, when audit is completed and possibly one meeting during the auditing process. Financial experience preferred. Professional Development Committee: Plans, organizes and directs the professional development and events for CSDA. Commitment: Meets at least twice annually. Elections & Bylaws Committee: Conducts annual elections and occasionally reviews bylaws upon request of the CSDA Board, members or as needed. Commitment: Minimum of one meeting in Sacramento. Fiscal Committee: Oversees the financial direction of the organization including budget review and implementation. Commitment: Meets at least three times annually. Financial experience preferred. Member Services Committee: Responsible for recruitment of new members, member retention, development of new member benefits and review of current programs. Commitment: Meets at least twice annually. Legislative Committee (space is limited): Develops CSDA's legislative agenda; reviews, directs and assists with legislative /public policy issues. Commitment: Meets six times a year in Sacramento. Attending CSDA's Special Districts Legislative Days (May 19 -20) and Annual Conference (September 21 -24) is expected if you serve on this committee. All 2015 Legislative Committee applicants are invited to join the 2014 committee members and CSDA staff for a legislative planning session on November 7, 2014. Each Legislative Committee member will be assigned to 1 or 2 working groups. Please rank from 1 to 6 which working groups you prefer to serve on (1 being most preferred): Budget, Finance & Taxation Working Group Environment Working Group Formation & Reorganization Working Group Governance Working Group Human Resources & Personnel Working Group Public Works & Contracting Working Group I prefer to serve on _ (1 or 2) Legislative Committee working groups Alternative Option: CSDA Blog and Legislative Distribution List - Because seats are limited on the Legislative Committee, CSDA has created an alternative option whereby members can receive the same legislative information via email that Legislative Committee members receive. Members on this list will be subscribed to receive "real- time" e -mail updates from the CSDA Blog and will be copied on Legislative Committee e- mails. Select this option instead of the Legislative Committee if you are unable to meet the requirements of serving on the Legislative Committee, but still want to keep informed of the latest legislative issues impacting special districts and provide input to CSDA as appropriate. EXPERT FEEDBACK TEAMS: In order for CSDA to quickly and effectively gauge the impact new laws may have on special districts, we depend on the expertise of the people who are directly impacted in the field. If you have firsthand experience in one or more of the areas below, please join CSDA's Expert Feedback Team. Budget, Finance & Taxation: Assessments; Bankruptcy; Bonds; Mandates; CFDs (Mello- Roos); Property Tax Allocations, Public Financing; Prop 218; Redevelopment; Special Taxes Environment: CEQA; Greenhouse Gas Emissions; Natural Resources; Renewable Energy; Sustainable Communities Formation & Reorganization: Cortese - Knox - Hertzberg; Consolidation, Dissolution; LAFCO; MSR; SOI Governance: Audits and Reporting; Brown Act; Elections; Ethics; Public Records Act; Political Reform Act; Transparency and Accountability Human Resources & Personnel: Health and Other Benefits; Industrial Safety; Labor; Public Retirement; Workers' Compensation and Other Insurance Legal: General legal matters affecting special districts Public Works & Contracting: Basic Contracting; Bidding Process; Design - Build; Indemnification; Prevailing Wage & Contracted Labor; Public Private Partnerships; Retention Proceeds Committee and Expert Feedback Team participation is open to both member district /agency Board Members and Staff. Please note that the Association does not reimburse any expenses incurred from this participation. CSDA is committed to keeping travel costs to a minimum for committee members and handles a significant amount of committee work through webinars, conference calls and e -mail; however, most committees do meet at least two times a year in person. *Either the District /Company General Manager or Board President must authorize below *Signature: Date: Please return this completed form to Charlotte Lowe at CSDA by mail, fax (916) 442 -7889 or email charlottel(a)csda.net no later than 5:00 PM on Friday, October 10, 2014 CSDA, 1112 1 St., Suite 200, Sacramento, CA 95814, T - (916) 442 -7887, F - (916) 442 -7889 www.csda.net Meeting Date: August 11, 2014 ITEM NO. 5.2 AGENDA REPORT Dept: Finance Subject: Directors and General Manager Fees and Expenses for 4th Qtr of FY 2013/14 ATTACHMENTS: Name: Description: Type: Travel Expense Report.xlsx Travel Expense Report Backup Material BOD GM Qtr Summarv.xlsx 4th Qtr FY 2013 -14 Fees and Expense Report Backup Material BOD GM YTD FYE 2014.xlsx BOD GM YTD FYE 2014 Backup Material DIRECTOR'S & GENERAL MANAGER'S RECAP OF TRAVEL /CONFERENCE EXPENSES FOURTH QUARTER OF FY 2013 -14 APRIL - JUNE 2014 GL Trip Trip Director Date Date Name Trip Location Meals Lodging Travel Event/ Conf. Fee Misc. Total trip Total Beverage $ $ $ $ $ $ 6/30/14 MWDOC Water Policy Forum Costa Mesa, CA $ $ $ $ Collett 6/30/14 6/30/14 MWDOC Water Policy Forum Costa Mesa, CA $ $ $ $ 75 $ $ 75 Anaheim, CA $ $ $ $ - $ $ $ 75 Hawkins 5/13/14 5/29/14 ISDOC Quarterly Meeting & Luncheon Fountain Valley, CA $ $ $ $ 17 $ $ 17 6/30/14 6/30/14 MWDOC Water Policy Forum Costa Mesa, CA $ $ $ $ 75 $ $ 75 $ 92 Kiley 4/1/14 3/24- 27/2014 AWWA 2014 Spring Conference Anaheim, CA $ 61 $ $ 66 $ - $ 15 $ 142 4/29/14 5/6- 9/2014 ACWA Spring Conference Monterey, CA $ $ $ $ 695 $ $ 695 4/29/14 4/9/14 Senate Hearing Sacramento, CA $ $ $ 20 $ - $ $ 20 5/13/14 5/6- 9/2014 ACWA Spring Conference Monterey, CA $ $ 663 $ $ - $ $ 663 5/13/14 5/6- 9/2014 ACWA Spring Conference Monterey, CA $ 186 $ 498 $ 40 $ 725 5/21/14 4/10- 11/2014 WEF Sea to Sierra Reimbursement Emeryville, CA $ (545) $ (545) 6/30/14 6/30/14 MWDOC Water Policy Forum Costa Mesa, CA $ - $ - $ - $ 75 $ $ 75 $ 1,775 Melton 6/30/14 6/30/14 MWDOC Water Policy Forum Costa Mesa, CA $ $ $ $ 75 $ $ 75 $ $ $ $ - $ $ - $ 75 Total Director's $ 248 $ 663 $ 584 $ 467 $ 55 $ 2,017 $ 2,017 General Manaqer Conklin $0 Total GM $ - $ - $ - $ - $ - $ - $ - Total Director's & GM $ 248 $ 663 $ 584 $ 467 $ 55 $ 2,017 $ 2,017 REGULAR MEETINGS ATTENDED COMMITTEE MEETINGS ATTENDED OFF SITE MEETINGS ATTENDED SPECIAL MEETINGS ATTENDED OTHER MEETINGS ATTENDED TOTAL MEETINGS ATTENDED QTD DIRECTOR FEES QTD MEETING FEES BUDGET QTD TRAVEL & CONF. EXPENSES QTD TRAVEL & CONF. BUDGET QTD DIR.FEES AND EXPENSES QTD FEES AND EXPENSES BUDGET QTD GEN MGR EXPENSES QTD GEN MGR TRAVEL /CONF. BUDGET QTD TOTAL FEES & EXPENSES QTD TOTAL FEES & EXPENSES BUDGET QTD YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES 4TH QUARTER REPORT FROM 04 -01 -2014 TO 06 -30 -2014 FISCAL YEAR 2013 -2014 BEVERAGE COLLETT HAWKINS KILEY MELTON SUB -TOTAL CONKLIN TOTAL 6 5 6 5 5 27 7 8 7 10 7 39 7 6 2 8 8 31 7 5 5 5 6 28 0 0 0 2 1 3 27 24 20 30 27 128 128 $4,050 $3,600 $3,000 $4,500 $4,050 $19,200 $19,200 $4,500 $4,500 $4,500 $4,500 $4,500 $22,500 $22,500 $0 $75 $92 $1,775 $75 $2,017 $2,017 $570 $570 $570 $570 $570 $2,850 $2,850 $4,050 $3,675 $3,092 $6,275 $4,125 $21,217 $21,217 $5,070 $5,070 $5,070 $5,070 $5,070 $25,350 $25,350 $0 $0 $500 $500 $4,050 $3,675 $3,092 $6,275 $4,125 $21,217 $0 $21,217 $5,070 $5,070 $5,070 $5,070 $5,070 $25,350 $500 $25,850 DIRECTORS: REGULAR MEETINGS ATTENDED COMMITTEE MEETINGS ATTENDED OFF SITE MEETINGS ATTENDED SPECIAL MEETINGS ATTENDED OTHER MEETINGS ATTENDED TOTAL MEETINGS ATTENDED YTD DIRECTOR FEES YTD MEETING FEES BUDGET YTD TRAVEL & CONFERENCES EXPENSES YTD TRAVEL & CONFERENCE BUDGET YTD TOTAL DIRECTORS FEES & EXPENSES YTD TOTAL FEES & EXPENSES BUDGET YTD YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES YEAR -TO -DATE REPORT FROM 07 -01 -2013 TO 6 -30 -14 FISCAL YEAR 2013.2014 BEVERAGE COLLETT HAWKINS KILEY MELTON SUB -TOTAL CONKLIN TOTAL 23 23 21 23 22 112 45 31 31 33 29 169 10 21 9 29 25 94 21 17 19 14 18 89 5 7 4 21 10 47 104 99 84 120 104 511 511 $15,600 $14,850 $12,600 $18,000 $15,600 $76,650 $76,650 $18,000 $18,000 $18,000 $18,000 $18,000 $90,000 $90,000 $1,097 $287 $164 $8,201 $1,650 $11,400 $11,400 $2,280 $2,280 $2,280 $2,280 $2,280 $11,400 $11,400 $16,697 $15,137 $12,764 $26,201 $17,250 $88,050 $88,050 $20,280 $20,280 $20,280 $20,280 $20,280 $101,400 $101,400 ACTING GENERAL MANAGER EXPENSES YTD ACTING GENERAL MANAGER TRAVEL & CONFERENCE BUDGET YTD $81 $81 $2,000 $2,000 TOTAL FEES & EXPENSES YTD $16,697 $15,137 $12,764 $26,201 $17,250 $88,050 $81 $88,131 TOTAL FEES & EXPENSES BUDGET YTD $20,280 $20,280 $20,280 $20,280 $20,280 $101,400 $2,000 $103,400