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HomeMy WebLinkAbout2014-09-08 - Executive-Administrative-Organizational Committee Meeting Agenda PacketYorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADM IN -ORGAN IZATIO NAL COMMITTEE MEETING Monday, September 8, 2014, 12:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Marc Marcantonio, General Manager Director Ric Collett Steve Conklin, Engineering Manager 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. Committee Activities Recap and Forward Planning Objectives (Verbal Report) 4.3. Evaluation of Recommendations Included in Organizational Performance Review (Verbal Report) 4.4. Board Member and General Manager /Employee Interactions and Communications (Verbal Report) 4.5. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Executive - Administrative - Organizational Committee meeting is scheduled to be held Monday, October 13, 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. AGENDA REPORT Meeting Date: September 8, 2014 ITEM NO. 4.2 Subject: Committee Activities Recap and Forward Planning Objectives (Verbal Report) ATTACHMENTS: Description: EAO Committee Activities.pdf Backup Material Type: Backup Material Backup Material Distributed Less Than 72 Hours Prior to the Meeting EAO Committee Activities — January 2014 through August 2014 Jan /Feb 2014 • Status of legislative affairs /legislation for OCSD Board seat • Review and recommend approval of agreement with City of Placentia for Turf Replacement Demonstration Project • Discuss attendance as Observer at OCSD Board meetings • Review status of Cielo Vista and Esperanza Hills Development projects • Review status of joint agency meetings with City of Placentia and City of YL • Review and recommend approval of resolution adopting Conflict of Interest Code for YLWD • Review Board and Admin Departments proposed draft budgets for FY 14/15 • Review and discuss MWDOC Turf Removal Rebate program • Review Directors and GM Fees and Expenses Report for Q2 FY13/14 Mar /Apr 2014 • Status of legislative affairs /legislation for OCSD Board seat • Review second and third draft of Admin Dept Budget for FY14/15 • Status of Placentia Turf Replacement Demo Project • Status of Cielo Vista and Esperanza Hills Development Projects • Water system interties with Golden State Water Company • Telecon with John Seymour re Plumosa property • Potential sharing of GIS files with City of YL • Evaluation of potential well sites • Consideration of broker for assistance with sale of Plumosa property May /June 2014 • Status of legislative affairs /legislation for OCSD Board seat • Consideration of candidates for LAFCO commissioner • Consideration of updates to bylaws for CASA and for CSDA • Status of Cielo Vista and Esperanza Hills Development Projects • Review of director and general manager fees and expenses for third quarter • Consideration of annual facilities tour and /or district open house • Discussion with broker re sale of Plumosa property • Update of district policies and procedures — propose Board workshop for July 31. • Sharing of GIS files with City of YL July /Aug 2014 • Status of legislative affairs /legislation for OCSD Board seat • Consideration of CSDA Region 6 Election of Officers and Board members • Discuss proposed Records Management Policy • Status of policies and procedures • Drought response planning • Consider proposed extension of agreement with Townsend Public Affairs • Consider agency membership in AWWA • Consider CSDA committee and expert feedback team participation • Review of director and general manager fees and expenses for fourth quarter Meeting Date: Subject: ATTACHMENTS: AGENDA REPORT September 8, 2014 ITEM NO. 4.3 Evaluation of Recommendations Included in Organizational Performance Review (Verbal Report) Description: Ong Perf Study Recs Implementation.0 Backup Material Type: Backup Material Status of Recommendations from Organizational Performance Review Dept Year Priority Recommendation Status In order to attract and retain high - quality talent, it is important for the District Board to formulate a High compensation philosophy articulating an appropriate pay level relative to the labor market. 2015 ere should e a tormal reterral process developed and implemented for project review and approval to Medium ensure all Board members consent to each project that is added to staff's workload. Board of Directors The District should implement regular rotation of Medium Directors assigned to committees. The District should review the purpose of each Medium committee and retain those that are most critical to 2016 facilitating movement operationally towards goals. The Board and staff must define and agree on their Medium respective roles and then learn to draw and maintain the appropriate boundaries. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 1 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 2 High Put new administrative policies in place District leaders need to make a proactive effort to understand issues holistically. This would involve High identifying issues and facilitating collaborative problem solving with and between departments. Department Heads should meet regularly to discuss organizational issues and /or problem solving rather 2015 than project status updates. Interdepartmental High collaboration should be the method used for these meetings as opposed to unilateral direction from the top. General Manager & Senior management needs to be held accountable and Department Managers High responsible on following -up on and taking into consideration employee suggestions. A succession planning program should be implement to High provide professional and leadership development of the management team and to retain institutional knowledge. High A Management training program should be 2016 implemented. Communication should be clear, consistent, concise, On -going precise, honest, upfront, and transparent about positive and negative issues. The District should continue to encourage and engage in participatory management practices and solicit 2014 On -going employee opinions to encourage upward communication and employee support. Public Affairs should continue to focus on training Administration Dept Medium within Customer Service to enhance proactive customer communication capabilities. 2015 Based on the market data, it appears that staffing within administration is low and overall feedback Low supports a position dedicated to facilitating efficiencies in District -wide strategic initiatives. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 2 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 3 The District needs to assess the CIS system (Cogsdale) that is used for billing and determine whether to invest High in enabling this system to become fully functional or select another system that can better meet the 2014 District's needs. High The District should actively work to staff to authorized levels in Accounting. Medium Customer Service staff need training to understand the full functionality of the Cogsdale system. High Standard Operating Procedures should be developed for the Meter Reading section. Customer Service would continue to benefit from Medium technology training specifically related to Microsoft Office tools such as Outlook and Excel. Customer Service staff should receive additional Medium training on effectively and efficiently handling difficult Finance Dept and Customer 2015 customers. Service The Customer Service section could be better utilized Medium to disseminate District message and staff should be developed in this area. Low An automated system for customers to pay their bills over the phone could create additional efficiencies. F Low A centralized purchasing function should be considered. The District could benefit form a consistent approach Medium to replacing meters, based on meter age, to ensure water loss doesn't increase. The District should consider filling the vacant Meter Low Reader position with a focus on repair and 2016 replacement of meters. Low Radio read technology should be installed on the east side of the District to improve operational efficiency. Low Contracting out the meter reading function should be considered. Low The District should re- evaluate their rate structure. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 3 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 4 Efforts should be made to staff the Engineering department to budgeted levels as soon as possible in Medium order to meet organizational goals; this would mean filling the Engineering Secretary and Technician positions. 2014 Communication with Operations and Engineering could Medium be improved particularly related to incorporating field staff input in the Design phase of projects. There is currently no administrative support provided to the backflow and cross - connection programs. The Low record keeping for these programs should be a component of the Engineering Secretary's job duties. Water Quality and Operations should collaborate in Medium updating, defining and standardizing the Water and Sewer Rules and Regulations. Engineering Communication between Operations and Engineering during shutdowns could be improved. The 2015 Medium departments should work together to create Standard Operating Procedures related to this issue. The District should review its budget development, Medium review and Board approval process and make necessary changes based on stakeholder input. The District should look into reassignment of the Fats, Oil and Grease (F.O.G.) program duties from the Low Planning and Design section to the Water Quality section. A library of reference materials available as a resource 2016 Low to the District needs to be improved. Consideration should be given to having the same individual responsible for all phased of an Engineering Low project. Inefficiencies are created when lower level staff are assigned to the Closing phase of the project. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 4 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 5 Staffing to the authorized /budgeted levels, within most functional areas, the workload of staff should High normalize and overall efficiency would be greatly 2014 enhanced HR and the hiring manager should have a dialogue to On -going ensure that the recruitment strategy is relevant and HR Dept customized to the position. A classification study and in -depth job analysis of each Medium District position would allow the District to better 2015 evaluate essential duties of staff An update of the performance management process Medium and tools should be performed. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 5 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 6 The District needs to fill the vacancy of IT management High enabling an evaluation of and action plan to remedy the stat of the information technology program with an eye on increasing technological capacity. A users group should be formed comprised of key 2015 department representatives and chaired by a designee High of the General Manager to review technology needs and recommend a proposed technology plan and budget priorities. Technology resources to increase communication and Medium services for employees and the community should IT Dept continue to be utilized. High The District should allocate focused staff to address the numerous software system issues. As new technology is implemented, staff, users as well Medium as IT staff should receive the appropriate system user training and support. Medium An effective help desk system needs to be implemented. 2016 Medium A SOP should be created to address the maintenance of SCADA equipment locate within confined space. Low Staff training should occur to enable all staff to utilize Microsoft Office tools and email. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 6 Status of Recommendations from Organizational Performance Review Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 7 High The District should consider staffing an in -house electrician. There should be further evaluation for efficiencies of High the warehouse and procurement function within operations. The allocation of staff within water maintenance, 2015 High production, and facilities maintenance should be addressed. An evaluation of resources for the field such as a Operations Dept High sufficient inventory of parts, tools, and equipment should occur. Programs should be created and implement to Medium encourage staff certifications above required levels to increase effectiveness and retention and develop avenues for professional development. Continual progress should be made in providing 2016 Medium appropriate professional development and skill -based training programs. Low The District should reconsider the purchase of small trucks. Backup Material Distributed Less Than 72 Hours Prior to the Meeting Page 7