HomeMy WebLinkAbout2010-12-21 - Executive-Administrative-Organizational Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
Tuesday, December 21, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins Pat Grady, Assistant General Manager
1. 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.
2. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
2.1. Strategic Planning Workshop
Recommendation: That the Committee recommend the Board of Directors
schedule a strategic planning workshop in January 2011.
2.2. ISDOC Selection Committee Meeting
Recommendation: That the Committee consider nominations and forward this item
to the Board of Directors for consideration.
3. 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.
3.1. Committee Activities Recap and Forward Planning Objectives
3.2. Board and Committee Meeting Minutes
3.3. Time of Board Meetings (Verbal Report)
3.4. Alternative Work Schedule (Verbal Report)
3.5. General Counsel's Monthly Summary Billing Report (To be provided at the meeting.)
3.6. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Executive-Administrative-Organizational Committee will
be held January 18, 2010 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. 2.1
AGENDA REPORT
Meeting Date: December 21, 2010 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Ken Vecchiarelli, General Manager
Presented By: Ken Vecchiarelli, General Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management Analyst CEQA Compliance: N/A
Subject: Strategic Planning Workshop
SUMMARY:
Traditionally, agencies utilize strategic plans to define their short-term and long-term goals and objectives.
Strategic planning strives to ensure that the organization, as a whole, is moving in the direction outlined by
the political body. An organization's Strategic Plan clearly defines objectives and assesses both the internal
and external situation to formulate strategy, implement the strategy, evaluate the progress, and make
adjustments as necessary to stay on track. A Strategic Plan is generally updated yearly or when a change in
leadership necessitates a change in the direction of the agency.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors schedule a strategic planning workshop in January
2011.
DISCUSSION:
The goal of a Strategic Planning Workshop would be to develop, or begin to develop, a written document
that clearly defines and sets the goals and objectives of the District as a whole, and provides clear and
concise direction to the management team.
Potential dates for a Board of Directors Strategic Planning Workshop to occur include the following:
Thursday, January 20, 2011, Thursday, February 17, 2011 or Thursday, March 17, 2011. Staff is in the
process of researching the following individuals should the Committee desire to have an outside consultant
facilitate the workshop:
. Brent Ives of BHI Consulting
. Bill Mathis of Mathis Consulting Group
. MAP Consulting Firm
. Edward Means of Malcolm Pirnie
PRIOR RELEVANT BOARD ACTION(S):
The last Strategic Planning Workshop was held in 2009 and was facilitated by John Acompora of MAP
Consulting.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: December 21, 2010 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Ken Vecchiarelli, General Manager
Presented By: Ken Vecchiarelli, General Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management Analyst CEQA Compliance: N/A
Subject: ISDOC Selection Committee Meeting
SUMMARY:
The Independent Special Districts of Orange County (ISDOC) is holding elections for both a regular and an
alternate special district seat on the Orange County Local Agency Formation Commission (LAFCO).
STAFF RECOMMENDATION:
That the Committee consider nominations and forward this item to the Board of Directors for consideration.
DISCUSSION:
Commissioner Charles Wilson, who is currently the alternate special district member, has decided to run for
the regular special district seat on LAFCO, which was vacated by Commissioner Arlene Schafer. If
Commissioner Wilson is elected to the permanent seat, the alternate seat will be open. If unsuccessful,
Commissioner Wilson will remain as the alternate.
LAFCO is accepting nominations for both the regular and alternate special district positions. Nominations
must be received no later than 3:00 p.m. on Friday, January 14, 2011. LAFCO has also requested that if the
Board President is unable to attend the ISDOC quarterly meeting on January 27, 2011 to cast the District's
vote, the Board should designate another member of the Board to attend. In this case, proof of Board action
for the designation must be provided to LAFCO prior to voting at the ISDOC meeting.
All nominations received will be included in the information packet sent to each District prior to the actual
election of the two seats.
ATTACHMENTS:
f^Jame,: Deso[qudcn: ype:
ISDOC Correspondence.pdf Correspondence Backup Material
SMWD_Correspondence. pdf Correspondence Backup Material
LOCAL AGENCY FORMATION COMMISSION
UNTY
(2) ORANGE CO
DATE: December 9, 2010 RECEIVED
CHAIR TO: General Managers DEC 10 2010
PETER HERZOG Independent Special Districts
Councilmember YQRBA LINDA WATER DI
Coy of Lake Forest X71 ri~Ll
FROM: Joyce Crosthwaite, Executive Officer
VICE CHAIR
JOHN MOORLACH
supervisor
2" District SUBJECT: Independent Special Districts of Orange County (ISDOC)
Selection Committee Meeting
VICE CHAIR
PETER HERZOG
City of Lake lmember Forest
Clry One of the two regular special district seats on the Orange County Local
f
Agency Formation Commission is vacant. The vacant seat was held by
CHERYL BROTHERS Commissioner Arlene Schafer. The Independent Special Districts of
Councilmember
City of Fountain Valley Orange County (ISDOC) Special District Selection Committee is scheduled
to meet on Thursday, January 27, 2011 in conjunction with ISDOC's
BILLCAMPI3ELL
Supervisor quarterly meeting.
3" District
ARLENE SCHAFER The current alternate special district member is Commissioner Charles
Director Wilson. If Commissioner Wilson decides to run for and is elected to the
Costa Mesa
sanitary Dlsrric: regular special district seat, the alternate seat will also be open.
Commissioner Wilson is not required to resign the alternate position if he
SUSAN WILSON
Represenrarrve or decides to run for the open regular position.
General .Public
JOHN WITHERS Therefore the LAFCO Executive Officer will accept nominations for both
Director the regular and alternate special district positions. Nominations must be
Irvine 2anch Water Dis iCI received by LAFCO no later than 3:00 p.m. on Friday, January 14, 2011.
ALTERNATE Nominations received (mail, email or fax) will be included in the
PAT BATES
Supervisor informational packet sent to each district prior to the election. A copy of
5 a'stfict the ISDOC "Rules of Procedure" is attached.
ALTERNATE
PATSY MARSHALL
Councilmember Please forward the enclosed notice and nomination forms to the presiding
City of Buena Park officer from your district. As stated in the notice, if the presiding officer
ALTERNATE from your district will be unable to attend the ISDOC quarterly meeting
DEREK J. MGGRE;GOR on January 27, the board may designate another member of the board to
Representative of
General Public attend and cast your district's vote. Proof indicating board action for the
ALTERNATE designation (resolution or minute excerpt) must be provided to LAFCO's
CHARLEY WILSON Executive Officer prior to voting at the ISDOC meeting.
Director
Santa Margarita
Water Dfi If you have any questions or concerns, please feel free to contact me at
JOYCE CROSTHWAri (714) 834-2556 or by email Ocrosthwaite@oclafco.org).
Executive Officer
12 Civic Center Plaza Room 235, Santa Ana, CA 927C 1
(714) 834-2556 • FAX (714) 834-2643
hrtp.//www oclafco.org
2011 NOMINATION FORM
Candidates for the Local Agency Formation Commission (LAFCO)
CANDIDATE INFORMATION FOR REGULAR SPECIAL DISTRICT MEMBER:
NAME:
TITLE:
DISTRICT:
❑ Check box if resume or statement of qualifications is attached.
CANDIDATE INFORMATION FOR ALTERNATE SPECIAL DISTRICT MEMBER IF THE
CURRENT ALTERNATE MEMBER IS ELECTED TO THE REGULAR MEMBER POSITION:
NAME:
TITLE:
DISTRICT:
❑ Check box if resume or statement of qualifications is attached.
SPECIAL DISTRICT SELECTION COMMITTEE MEMBER SUBMITTING NOMINATION
(Must be the presiding officer or a designated alternate board member.)
NAME: DATE:
SIGNATURE:
TITLE:
DISTRICT:
Nominations must be submitted to LAFCO prior to 3:00 p.m. on Friday, January 14, 2011.
Nominations received will be included in the information packet sent to each district prior to
the election.
Return completed forms to:
Angela Rigdon
Orange County LAFCO
12 Civic Center Plaza, Room 235
Santa Ana, CA 92701
INDEPENDENT SPECIAL DISTRICT SELECTION COMMITTEE
RULES OF PROCEDWE
adopted February 10, 1994
i
A. Registrati0n
Each member of the Selection Committee shall be entitled to
one vote for each independent special district of which he
or she is the presiding officer (or alternate board member
selected by the district's board). Each member shall
provide written authorization (such as resolution or minute
excerpt) at the time of registration.
Each voting member shall register and sign a declaration of
qualification. The member will then be given ballots and
other voting materials.
B. WOE
Members representing a majority of the eligible districts
shall constitute a quorum. Before calling the meeting to
order, the chair shall verify that a quorum has registered
and is present.
C. Nomination
Independent special districts may submit nominations for the
regular member positions and the alternates, position. Such
Nominations shall be submitted on forms to be prepared by
the Executive Officer and may be accompanied by resumes
[and other written material] if desired. ALL NOMINATION
FORMS MIDST BE RECEIVED BY THE EXECUTIVE OFFICER ON OR BEFORE
5:00 P., M. ON THE 10711 DAY PRIOR TO THE DATE OF THE ELECTION
MEETING. The Executive Officer will distribute a copy of
the nominations and accompanying materials to each member at
least five (5) days prior to the date of the election
meeting.
0. VotJng
Voting shall by conducted separately for each position. A
candidate must receive a majority of the votes cast in order
to be elected. In the event no candidate receives a
majorityi run-off balloting shall be conducted between the
two cand dates receiving the highest number of votes. In
the case of a tie in the second highest total. the tied
candidates will all be included in the runoff. Balloting
will continue until one candidate receives at least a
majority of the votes cast.
The above process shall be conducted to elect the first
regular member from among, all regular member nominees.
To elect the second regular member. the above process will
then be repeated among all remaining nominees for the
regular member, positions.
The above process will then be followed to elect the
alternate member from the alternate member nominees.
E.
The candidates elected for the two regular member positions
shall draw lots for the four-year term and the two-year
term.
• ~w ~ anaa+
Sar.)ta Maugarxitca
Waten Distnict
December 13, 2010
Honorable Michael J. Beverage, President
Yorba Linda Water District
P. O. Box 309
Yorba Linda, California 92885-0309
RE: Request for Support of Charley Wilson for Election to Regular Special District Local
Agency Formation Commission Seat
Dear Mr. Beverage:
On January 27, 2011, the Independent Special Districts of Orange County (ISDOC) will
conduct an election for the regular special district member of the Orange County Local Agency
Formation Commission (LAFCO). I currently serve as the alternate special district member,
having been re-elected to that four-year seat in April 2010. I am now seeking the regular member
spot due to the unexpected vacancy created by last month's election. I have served on LAFCO
since 2001 and hope to continue to serve the residents of Orange County as the regular member.
Over the last nearly 10 years, I have worked diligently to represent and protect the
interests of special districts and Orange County as a whole. I have a detailed understanding of
the importance and value provided by special districts. Because of my extensive experience, I
have developed solid working relationships with other LAFCO Commissioners and, illustrative
of this fact, I have received the endorsements of LAFCO Chairman Peter Herzog, Supervisor Bill
Campbell and the other current Commissioners. These relationships, developed over a long
period of time, are critical to the advocacy efforts of special districts. I am accessible and
represent all special districts throughout the County. My decisions, which always consider the
input of our elected leaders, are based on sound policy considerations and not the whims of
outside interests.
I am requesting your support and your District's vote at the January 27th ISDOC election
for the regular special district LAFCO seat. If you need additional information, please call me
directly at (949) 632-2074. Thank you for your consideration.
Sincerely,
Charley Wilson, Director
Santa Margarita Water District
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: December 21, 2010 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Committee Activities Recap and Forward Planning Objectives
SUMMARY:
With the restructuring of the Board of Directors and District committees, staff believed it would be
beneficial for the Executive-Administrative-Organizational Committee be provided with a summary
of items that have been discussed and/or acted upon during CY 2010. In addition, staff has
provided a list of future potential items for discussion and/or consideration by the Committee.
DISCUSSION:
In 2010, the following items of significance were discussed and/or considered by the Executive-
Administrative-Organizational Committee:
Update to the District's Record Retention Policy
Update to the District's Ethics Policy
. City of Yorba Linda's Sewer Maintenance Responsibilities
. OCWD Annexation
. Customer Service Feedback Report
. Continuous Water Service Agreement for Property Owners
. AWWA's QualServe Self-Assessment Program
. Amendments to the District's Conflict of Interest Code
. District Media Policy
. Productivity-Innovation-Communication (PIC) Employee Committee
. Verizon Cell Site Lease Agreement
. Water Conservation Ordinance Revisions
. E-Civis Grants Management Service
In addition, staff is proposing the following items to be discussed and considered during upcoming
Committee meetings. Staff is also seeking Committee input and feedback for additional items to be
considered at future meetings.
. Revision of the Board of Directors' Rules for Organization
. Revision of Board of Directors Compensation Policy
. Revision of Travel & Reimbursement Policy
. Introduction and Presentation of Services of Local Governmental Agencies
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: December 21, 2010 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Ken Vecchiarelli, General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Board and Committee Meeting Minutes
SUMMARY:
At the November 18, 2010 Executive-Administrative-Organizational (EAO) Committee meeting, the
Committee requested that staff conduct a survey of Board meeting minutes from other surrounding
agencies to evaluate the manner in which minutes are prepared and published, i.e. detailed or
summary minutes.
DISCUSSION:
Staff reviewed minutes from the following five agencies:
. Orange County Water District
. Walnut Valley Water District
. Mesa Consolidated Water District
. Municipal Water District of Orange County
. Irvine Ranch Water District
Of the five agencies, Mesa Consolidated Water District's Board meeting minutes are similar to
YLWD's in detail level. The other agencies provided more detail within their minutes, including more
of the discussion between the Board members prior to a final decision on a particular item. None of
the agencies surveyed included specific quotations in their minutes.
In addition to the style of the minutes, the Committee may also want to consider taping or video
streaming each Board meeting.
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: December 21, 2010
Subject: General Counsel's Monthly Summary Billing Report (To be provided at the
meeting.)
ATTACHMENTS:
Nang:
MKB Report.pdf Monthly Report Backup Material
YORBA LINDA WATER DISTRICT
MONTHLY SUMMARY BILLING CHART
BILLING MONTH: November 2010
Matter Matter Date Task Order
Name Number Opened Amount
CURRENT FISCAL YEAR 2010 -2011
Current Billing Total Billed to Date Total Billed 2009 -2010
10/292010 Current Fiscal Year Prior Fiscal Year
CONSTRUCTION CONTRACTS
002
7/31/2007
N/A
$0.00
$3,310.81
$34.810.81
OCWD ANNEXATION
040
1/13/1994
N/A
$0.00
$630.00
$7,177.31
FREEWAY COMPLEX FIRE LITIGATION
068
8/25/2003
$12,185.41
$40,205.12
$83,767.98
S &S DEVELOPMENT AGREEMENTS
071
10/4/2002
$0.00
$2,300.00
NON - CONSTRUCTION AGREEMENTS
084
4/5/2005
$11,000.00
$303.12
$3,673.12
$22,735.40
CELL TOWERS
085
$485.00
$485.00
WATER RATES /WATER CONSERVATION
087
7/31/2006
$10,000.00
$0.00
$14,746.50
$15,159.35
2010 DEVELOPMENT PROPOSALS
094
1/19/2010
$0.00
$0.00
$6,500.00
CIELO VISTA
095
2/3/2010
$0.00
$0.00
$2,787.12
CITY SEWER SYSTEM
100
7/28/2010
$20,000.00
$0.00
$12,249.50
$0.00
SUBTOTAL
$12,973.53
$77,600.05
$172,937.97
Other Allocated Expenses Not Pertaining to
Current Year Open Projects 2010 -2011
$0.00
$0.00
$15,655.18
TOTAL
$12,973.53
$77,600.05
$188,593.15
McCormick, Kidman & Behrens
Summary of Monthly and FYTD Charges
Month of
Nov -2010
Expensed $14,670.41
Job charges 303.12
Total Month $14,973.53
YTD through
Nov -2010
Expensed $81,272.65
Job charges 6,546.43
Total FYTD $87,819.08