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Home My WebLink About2011-01-18 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Tuesday, January 18, 2011, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins 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. 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. 2.1. Alternative Work Schedule 2.2. Board of Directors and Committee Meeting Minutes 2.3. Board of Directors Compensation 2.4. Board of Directors Travel Expense Reimbursement Policy 2.5. District Purchasing Policy 2.6. Customer Service Feedback Report 2.7. Employee Productivity-Innovation-Communications Committee Activities Report 2.8. General Counsel's Monthly Summary Report 2.9. Director's and General Manager's Fees and Expenses (Oct - Dec 2010) 2.10. Water Conservation Ordinance (Verbal Report) 2.11. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Executive-Administrative-Organizational Committee will be held February 15, 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: January 18, 2011 Budgeted: No To: Executive-Administrative- Cost Estimate: Savings Organizational Committee Funding Source: Water Operating Fund 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: Alternative Work Schedule SUMMARY: In order to reduce operating costs to the District and to increase employee morale, staff has researched the effects upon the various departments within the District in moving from an alternating 9/80 work schedule to a fixed 9/80 or a fixed 4/10 work schedule. Based on expected gains in employee morale, the acceptance of YLWD's customer base of an alternative work schedule, and higher operating cost savings, staff recommends that the Board consider a fixed 4/10 work schedule. DISCUSSION: In considering both the fixed 9/80 and the fixed 4/10 work schedule for District employees, the department most effected is Operations. Specifically, the Leak Crew and the Production Divisions will incur additional overtime costs. However, these overtime costs are expected to be offset by other savings as identified below. In 2010, approximately 630 separate jobs were completed by the Leak Crew, which includes meter replacements, meter installations, repairs and replacements of service and main lines. It is expected that labor hours necessary to fix any leaks that occur Friday, Saturday, and Sunday will increase overtime costs by 14% for a fixed 4/10 work schedule, and by 7% for a fixed 9/80 schedule. Similarly, an individual from the Production division must come into the office every day of the year to manage the District's water supply system. On average, this daily check is 3 hours of overtime on any days the District is closed. The Production division would, therefore, also have an increase in overtime costs by 14% for a constant 4/10 work schedule, and by 7% for a constant 9/80 schedule. The detail of these increased overtime costs per pay period are as follows: Average 9/80 Schedule 4/10 Schedule Labor Hours Labor Hours Overtime Cost Labor Overtime Overtime Cost (14 % (14 Division Hours Cost 70/ (7% increase) increase) increase) increase) Water Ops/Leak 28 $ 1,319.99 1.96 $ 92.40 3.92 $ 184.79 Crew Production 25.5 $ 1,243.81 1.79 $ 87.07 3.57 $ 179.13 Division In researching overtime cost increases, staff worked with the Finance Department at South Coast Water District, who is similar in size and employee number to YLWD, and who have been utilizing a 4/10 work schedule since late 2009. They found that as compared to their operating costs for the prior year, they saved more than $21,000 in fuel and overtime costs. This decrease was unexpected on their part. The other departments within the District would experience minimal affects from either a fixed 9/80 schedule or a fixed 4/10 schedule. Energy usage for heating and cooling District offices could be impacted noticeably. In analyzing this expense at the District's four buildings over the course of a twelve-month period, staff found that with a fixed 9/80 work schedule, the District would save approximately $1,800 per month, and with a fixed 4/10 work schedule, the District would save approximately $3,600 per month. Additional considerations for an alternate work schedule include employee morale and customer service availability. Staff found that the vast majority of employees would prefer to work a 4/10 schedule. Employees who are not in favor of working a 4/10 schedule listed a fear of decreased productivity, difficulties managing personal responsibilities, a concern that their supervisor would not approve a further extended day to allow for a one hour lunch break and concern that we might not fully meet customer needs. Staff researched the decreased productivity concern and found that productivity may actually increase with a 4/10 schedule. Several studies, including those conducted at the State of Utah and the State of Hawaii 4-day work week pilot projects noted these results. A poll of YLWD employees on the fixed 4/10 schedule will be discussed at the Executive- Administrative-Organizational Committee meeting. Availability for customers is also a consideration when adapting work week schedules. Staff did an informal survey of every walk-in customer, regardless of the day that they came in, and asked whether the customer would be okay with the District being open only 4 days per week, and if they were, what day of the week they would prefer the District close. Staff found that not a single customer was concerned about the District being closed one day per week, nor what day the District did close. The only voiced concern was that the District notify customers a month in advance so that those customers that did come into the Administration building regularly to pay their bill could alter their schedules according to the District operating hours. Staff also made note, on three separate Fridays, how many calls were made to Customer Service, whether they related to shut offs or 72-hour tags, and if it was an immediate problem, or if it could wait until the next business day. On average, the breakdown is as follows: . 53 phone calls . 37 could have waited until the next business day . 16 were related to shutoff or tags--- 3 phone payments, 1 walk-in payment, 12 requests for extensions . 13 walk-in payments--- 1 related to shutoff, 12 regular bill payments While there are many aspects of an alternative work schedule that cannot be quantified and measured, the overtime costs increases verses the energy usage savings monthly is as follows: 9/80 Schedule 4/10 Schedule Overtime Costs $ 358.94 $ 727.84 Energy Savings $ (1,800.00) $ (3,600.00) Total Cost to $ (1,441.06) $ (2,872.16) YLWD Based on employee morale improvement, the acceptance of YLWD's customer base of an alternative work schedule, and the higher cost savings, staff recommends that the District consider changing to a fixed 4/10 work schedule. ATTACHMENTS: Name: Description: I_Y e: Alternative Schedule Matrix.xlsx Local Agency Operating Hours Backup Material Alternative Schedule YLWD Department Analysis.xlsx YLWD Alternative Schedule Analysis Backup Material LOCAL AGENCY OPERATING SCHEDULE City 2011 Operating Schedule Yorba Linda Closed Alternate Fridays Placentia Closed Every Friday Brea Closed Alternate Fridays Anaheim Open Monday-Friday NOTE: YL and Brea are closed on the same alternate Fridays YLWD Department Impacts Dept./Division Constant 9/80 Schedule Constant 4/ 10 Schedule Agendas posted on Thursdays. Agendas posted on Thursdays. Administration Agenda due dates moved up to Wed. Agenda due dates moved up to Wed. Customers who are "tagged" for non- Customers who are "tagged" for non- payment would have another day to payment would have another day to Customer Service pay prior to shutoff (96 hrs vs 72 hrs) pay prior to shutoff (96 hrs vs 72 hrs) Finance No Change No Change Human Resources No Change No Change Construction Inspectors will attempt Construction Inspectors can stagger to change Contractor's schedule to fit their 4/ 10s (M-Th/T-Fr) or work Engineering our Friday off 5/40 schedule w/ Friday in the field Leak Crew OT increased 14% Leak Crew OT increased 7% Operations Prod. Dept OT increased 140/c Prod. Dept OT increased 70/c 20 operating days reduced to 18, 20 operating days reduced to 16, YLWD Energy Usage approx. $1,800/mo saved approx. $3,600/mo saved ITEM NO. 2.2 AGENDA REPORT Meeting Date: January 18, 2011 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: No Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board of Directors and Committee Meeting Minutes SUMMARY: At the Executive-Administrative-Organizational Committee's December 21, 2010 meeting, the Committee requested that staff research the meeting times and methods of recording the meeting minutes of other local agencies. DISCUSSION: Staff researched the meeting times and methods of recording the minutes from six local agencies- Orange County Water District, Municipal Water District of Orange County (MWDOC), Walnut Valley Water District, Mesa Consolidated Water District, South Coast Water District and Irvine Ranch Water District. All of these agencies, with the exception of South Coast Water District, record the minutes via a tape recorder, which accounts for a much more detailed set of minutes. The tape used to create these minutes is kept, on average, for one to three months, prior to destruction, with the written minutes standing as the official documentation of the meeting. South Coast Water District currently uses a video recorder to record their minutes. The recording, itself, is posted online and serves as the minutes of the meeting. There are no written minutes. In terms of the meeting start times, all the agencies surveyed, except for MWDOC, have evening Board meeting start times, in order to allow for the maximum number of customers to attend. PRIOR RELEVANT BOARD ACTION(S): The Executive-Administrative-Organizational Committee discussed this item on December 21, 2010. The Board of Directors last discussed a change in meeting times on November 26, 2008. ATTACHMENTS: Name: Description: Type: BOD_Meeting _Times _and_Minutes _Matrix.xlsx Meeting Times Matrix Backup Material Board Meeting Times and Minutes Creation Comparison Minutes Length of Time Meeting Agency Recorded? Recording Kept Start Time Tape, Looking at Orange County WD going to Video 2 months 5:30 PM Until Minutes MWDOC Tape Finalized 8:30 AM Until Minutes Walnut Valley WD Tape Finalized 6:00 PM Mesa Consolidated WD Tape 3 months 7:00 PM South Coast WD Video Indefinitely 6:00 PM Until Minutes Irvine Ranch WD Tape Finalized 5:00 PM ITEM NO. 2.3 AGENDA REPORT Meeting Date: January 18, 2011 Budgeted: Yes Total Budget: $54,000 To: Executive-Administrative- Organizational Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-1010-0440-00 Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board of Directors Compensation SUMMARY: The Water Code, Section 20202, permits water districts to increase the compensation amount for Board member meeting attendance each calendar year. DISCUSSION: The level of compensation for attendance at Board and Committee meetings is currently $150 per day, limited to 10 days per month, pursuant to Water Code Section 20202. Section 20202 allows for an increase in compensation of up to five percent for each year following the date of the last adjustment. As the last adjustment was made in 2001, the Board of Directors is eligible for an increase in compensation up to $244 per day, with a maximum of 10 days per month. Attached is a matrix of the current Board of Directors/City Council meeting attendance daily compensation rates. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors last increased their meeting compensation rate in 2001, and prior to that, in 1991. ATTACHMENTS: Name: Description: Type: BOD Compensation Comparision Matrix.xlsx Compensation Comparison Matrix Backup Material Agency Compensation Comparision Agency Daily/Per Mtg Max. Mtgs. Month Comments Compensation Mesa Consolidated WD $207/mtg 10 Walnut Valley WD $150/day 6 South Coast WD $190/mtg 10 Irvine Ranch WD $237/mtg 10 Santa Margarita WD $210 10 City of Yorba Linda N/A N/A $500/mo Salary City of Placentia $150/mtg 10 OC Fire Authority $100/mtg 3 Vector Control Board $100/mtg 1 Transportation Corridor JPA $120/mtg 6 ITEM NO. 2.4 AGENDA REPORT Meeting Date: January 18, 2011 Budgeted: Yes Total Budget: $7,500 To: Executive-Administrative- Cost Estimate: $7,500 Organizational Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-1010-0830-00 Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Reviewed by Legal: No Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board of Directors Travel Expense Reimbursement Policy SUMMARY: At the Executive-Administrative-Organizational Committee meeting on December 21, 2010, the Committee requested that staff review the current Travel Expense Reimbursement Policy and bring back any recommended changes to the Committee at its January 18, 2011 meeting. DISCUSSION: Staff has reviewed the current Board of Directors Travel Reimbursement Policy and found that specific amounts are listed for meals, lodging and travel. Currently, the resolution outlining the travel reimbursement policy must change yearly to coincide with the United States Internal Revenue Service's (IRS) per diem rates, which list the maximum per diem rate employers can use as an allowance for employees traveling on business, without the per diem rate being treated as wages for tax purposes. If the District's travel reimbursement policy were to refer to the current IRS per diem rates, rather than listing a specific amount for food, lodging and travel, the expense policy would always be current, and in the event of an audit, would be easier to verify reimbursement amounts. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors last reviewed and adopted the Travel Expense Reimbursement Policy in October 2006. ATTACHMENTS: Name: Description: Type: IRS Travel Rates 2010-11.pdf IRS Per Diem Rates Backup Material Department of the Treasury Contents Internal Revenue Service Introduction . 1 Publication ~J 2 How To Use Per M ern Rate T ln'Qs 2 The Two Substantiation r" ds 2 (Rev. October 2010) Transition r,_.les 2 Cat, No. 12684[ Per Diem Rate Tables . 4 Table 1. L oCalitie s Elictlr~ 4,258 ($65 r Diem MME) Per- ~E IT r :1011a High-Low IIT,I I fiathon Me (Effective OctobElr..1 009 Dates SPpzennu,,_3r 30 10) 4 Table 2. Localities Eligible for $233 (4,65 f fl per Diem, Amount lJ?,-+n_ (For Travel Within the H t,_>Low Substantiation ~Effec ve October 1 20101) 6 Continental United Ta1)lP 3 IVlaxlrnurn Federal Pe; Dlern Fares ;E# ~tateS~ rectfte U~to;7 e1 "L7rr 9 . . . . . . . . . . . . e'ute h c2 , '3 C 2,010) . . 8 Table 4. Nlax rnurn Federal Per Dial. Ratos (Effective 0:. tCobe 1, 2(T-0 ij Gi7tt-':7i1.;!:.ri() `'!1'. i . . . . . . . . . . . . . . . . . . 25 How To Get Tax Help 40 j i r Introduction Y y m This publication is for employers who pay a per diem r allowance to employees for business travel away from home within the continental United States (CONUS) (the 48 contiguous states), on or after October 1, 2009, and before January 1, 2012. It gives the maximum per diem rate you can use without treating part of the per diem allowance as wages for tax purposes. For a detailed dis- ryS 'cussion on the tax treatment of a per diem allowance, see r:, t chapter 11 of Publication 535, Business Expenses, or dw t ' kti4 Revenue Procedure 2010-39, 2010-42 I.R.B. 459, which rY 'f N „ 4 can be found on the Internet at Ut;drti£.irs.govl` f~I Y 4 2010-42 irb,arI3,ht,~7!, Per diem rates on the In#ernhYt You will find links to per diem rates at e r2r~d owlet including links to: CONUS per them rates; Per diem rates for areas outside the continental : United States (OCONUS), such as Alaska, Hawaii, Puerto Rico, and U.S. possessions; and +1. • Foreign per diem rates. N,~~ " f . tte Publication 1542 revisions. Publication 1542 is avail- f fjW rable only on the Internet at IRS.gov. Print copies can no T`. Z1 f d longer be ordered. f l' `r Curing the year, as changes to the federal per diem Get forms and other information rates (updates) are announced by the General Services faster and easier by: Administration (GSA), we will incorporate the changes into Internet IRS.gov Publication 1542. An article on IRS.gov will alert you to which locations have updated rates. To reach these arti- cles, go to .:1:vJrs.gor, fc--spubs and click on "Changes Oct 2s, 201 a to Current Tax Products," under Important Changes. You The Two Substantiation Methods will find the new rates in Tl-'e 4. We will also incorporate mid-year changes to the The tables in this publication reflect the high-low substanti- high-low rates into Publication 1542. You will be alerted to ation method and the regular federal per diem rate method. these changes by a similar article on IRS.gov and can find High-low method. Tables 1 and 2 in this publication list the changes in Table 2 of the revised publication, the localities that are treated under the high-low substanti- The annual changes, both federal per diem and ation method as high-cost localities for all or part of the high-low rates, will be incorporated into the publication as year. T al-,,!c 1 lists the localities that are eligible for $258 soon as possible after being announced by GSA and the ($65 meals and incidental expenses (M&lE)) per diem, IRS. The annual issue of the publication should be avail- effective October 1, 2009. For travel on or after October 1, able each year in mid- to late-October. 2009, all other localities within CONUS are eligible for $163 ($52 M&IE) per diem under the high-low method. Comments and suggestions. We welcome your com- TaNe 2 lists the localities that are eligible for $233 ($65 ments about this publication and your suggestions for M910 -per diem, effective October 1, 2010. For travel on or future editions. after October 1, 2010, the per diem for all other localities You can write to us at the following address: decreases to 5150 ($52 M&IE). Internal Revenue Service Regular federal per diem rate method. Tables 3 and 4 Individual Forms and Publications Branch give the regular federal per diem rates published by the SE:W:CAR:Mf :T:I General Services Administration (GSA). Both tables in- 1111 Constitution Ave. NW, IR-6526 elude the separate rate for meals and incidental expenses (M&IE) for each locality. The rates listed in Tab!l , 3 are Washington, DC 20224 effective October 1, 20019; those in Tr 4 are effective October 1, 2010. The standard rate for ail locations within We respond to many letters by telephone. Therefore, it CONUS not specifically listed in Table 3 is $116 ($70 for would be helpful if you would include your daytime phone lodging and $46 for M&IE). For Table 4, this rate is $123 number, including the area code, in your correspondence. ($77 for lodging and $46 for ME), You can email us at gov. (The asterisk 'rpaflSItIK?n Rules must be included In the address.) Please put "Publicatons Comment" on the subject line. You can also send us The transition period covers the last 3 months of the comments from www.irs 2av: rro ^ .>pubs ~,,dpx, select calendar year, from the time that new rates are effective "Comment on Tax Forms and Publications" under "Infor- (generally October 1) through December 31. During this mation about." period, you generally may change to the new rates orfinlsh Although we cannot respond individually to each com- out the year with the rates you had been using. ment received, we do appreciate your feedback and will High-low method. If you use the high-low substantiation consider your comments as we revise our tax products. method for an employee, when new rates become effec- Ordering forms and publications. Visit www. irs.;: o ~I tive (generally October 1) you can either continue with the fern ,snubs to download forms and publications, call rates you used for the first part of the year or change to the 1-800- 829-3676, or write to the address below and receive new rates. However, you must continue using the high-low a response within 10 days after your request is received. method for that employee for the rest of the calendar year (through December 31). Also, you must use the same Internal Revenue Service rates for all employees reimbursed under the high-low 1201 N. Mitsubishi Motorway method during that calendar year. Bloomington, IL 51705-6613 For example:, Employee A travels extensively during March and April of 2011, and you determine A's travel Tax questions. If you have a tax question, check the allowance (reimbursement) using the high-low method information available on IRS.gov or call 1-800-829-1040. (Table 2). Employee A does not travel again until Novem- We cannot answer tax questions sent to either of the ber 2011. For A's November trip and any others during the above addresses. remainder of 2011, you may continue using the same set of rates (Table 2) or change to the new rates that generally will be effective in October. Assume that two of your other employees, B and C, are also reimbursed under the How To Use Per Diem high-low method-your choice of rates must also apply to them. Rate Tables For Employee A's travel on or after January 1, 2012, you must use the rates in effect for 2012, but may either This section contains information about the per diem rate continue with the high-low method or choose the regular substantiation methods available and the choice of rates federal per diem rate method. The choice of method stays you must make for the last 3 months of the year, in effect for the entire 2012 calendar year. Page 2 Publication 1542 (October 2010) The new rates and localities for the high-low method are using Table 4) and December 2011, while Employee Q's included each year in a revenue procedure that is gener- only other travel occurs in October 2011. When determin- ally published in mid- to late-September. You can find the ing Q's travel allowance for the October travel, you must revenue procedure in the weekly Internal Revenue Bulletin decide whether to continue with the old (Table 4) rates or (IRB) on the Internet at Ord+ww.irs- oDvArb. adopt the new ones effective October 1, 2011. Your choice Federal per diem rate method. New CONUS per diem of rates will also apply to Employee P's December travel. rates become effective on October 1 of each year and Both employees must continue being reimbursed under remain in effect through September 30 of the following the per diem rate method for travel through December 31, year. Employees being reimbursed under the per diem rate 2011. You can choose a new method for either or both method during the first 9 months of a year (January employees; this choice will become effective on January 1, 1-September 30) must continue under the same method 2012. through the end of that calendar year (December 31). The new federal CONU S per diem rates are published However, for travel by these employees from October 1 each year, generally early in September, on the Internet.. through December 31, you can choose to continue using Go to v~Tv~w.c~~.aevQre the same per diem rates or use the new rates. Your choice Per diem rates for localities listed in Table 4 may applies to ail employees reimbursed under the per diem change at any time during the rest of 2010 or rate method during that calendar year. Just as for the 2011. To be sore you have the most current rate, high-low method, you must continue using the same check IRS.gov for an updated Publication 1542, the other method for an employee for the entire calendar year. Internet website listed earlier under Per diem rates on the For example, Employees P and Q attend an industry Internet, or call the IRS at 1-800-829-1040, conference in February 2011„ and you reimburse their expenses using the per diem rate method (Table 4). Em- ployee P attends other conferences in July (reimbursed Publication 1542 (October 2010) Page 3 Table 2. Localities Eligible for $233 ($65 M&IE) Per Diem Amount Under the High-Low Substantiation Method (Effective October 1, 2010)1,2 Note: The standard ("low") rate of $163 ($138 for lodging and $52 for M&lE) applies to all locations within the continental United States (CON US) not specifically listed below or encompassed by the boundary definition of a listed point. Per Diem Locality Effective Rate of State Key City County and/or Other Defined Location $233 Rate AZ Phoenix', Scottsdale Mancopa 111 -5/31 Sedona City limits of Sedona 311 -4/30 CA Monterey Monterey All year Napa Napa _ 411 -9/30 1011 - 11/30 San Diego San Diego All year San Francisco San Francisco All year Santa Barbara Santa Barbara All year Santa Monica City limits of Santa Monica All year South Lake Tahoe El Dorado All year Yosemite National Park Mariposa All year CO Aspen _ Pitkin 111 -3/31 6,11 - 8/31 1211 -12/31 Denver, Aurora Denver, Adams, Arapahoe, Jefferson All year Silverthorne, Breckenridge Summit 1/1 -3/31 1211 - 1 2131 Steamboat Springs Routt 111 -3/31 1211 -12/31 Telluride San Miguel 111 -3/31 12/1 -12/31 Vail Eagle 1 /1 -8/31 1211 -12/31 DC Washington, DC (also the cities of All year Alexandria, Fairfax, and Falls Church, and the counties of Arlington and Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland) FL Fort Lauderdale Broward 1/1 -5/31 Fort Walton Beach, DeFuniak Springs Okaloosa, Walton 611 -7131 Key West Monroe All year Miami Miami-Dade 111 -3/31 1211 -12/31 Naples Collier 111' -4/30 IL Chicago Cook, Lake All year LA New Orleans Orleans, St. Bernard, Jefferson, Plaquemines Parishes 111 -6/30 10/1 - 12/31 MA Boston, Cambridge Suffolk, City of Cambridge All year Falmouth City limits of Falmouth 7/1 - W31 Martha's Vineyard Dukes 711 -8/31 Nantucket Nantucket 6./1 -9/30 Page 6 Publication 1542 (October 2010) Table 4. Maximum Federal Per Diem Rates {Effective October 1, 2010 - September 30, 2011}1 Note: The standard rate of $123 ($77 for lodging and $46 for M&IE) applies to all locations within the continental United States (CONUS) not specifically listed below or encompassed by the boundary definition of a listed point. However, the standard CONUS rate applies to all locations within CONUS, including those defined below, for certain relocation allowances. (See parts 342-2, 302-4, and 302-5 of 41 CFR.) Table 4 lists all per diem rates alphabetically by state abbreviation. Click on a link below to find rates for your state: Alabama, Arizona. Arkinsa Ca! f^rn*a. Colorado, Gr r,:.<t Qelawarc D;strict of Col`.:. " a, F'.n lda; Georg !d u, III neis 1 liana, Ketiu~cky, L i i.. 1 -1 .:d_, vl E,&USctts. MiCh NI in is-c.ia c11 ss:Fsippi, P,`, u ra5k , vd Hampshire, Nr t _ , Ne,v Ycrk, North Carolina, North Dakota, C,N,1 Okl :o U r a, F' S.11t1 C .:lF aa..: =c; c..r.s L ._;'l, r. mA r.l Vin" a.hln,ll. n5in, Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key Clty2 County andlor Other Defined Location3•4 Effective Dates Rate Rate Rate AL Birmingham Jefferson, Shelby All year $ 88 $56 $144 Gulf Shores Baldwin 1/1 -5/31 101 51 152 611 -7/31 126 51 177 811 -12/31 101 51 152 Huntsville Madison, Limestone All year 86 51 137 Mobile Mobile 111 - 2J28 98 51 149 311 - 12131 90 51 141 AR Hot Springs Garland All year 101 46 147 Little Rock Pulaski 4 All year 88 61 149 AZ Grand Canyon. Flagstaff Coconino (except city limits of Sedona), Yavapai 111 -2/28 77 66 143 311 -10/31 95 66 161 11/1 - 12/3" 77 66 143 Kayenta Navajo 111 -4/30 77 46 123 5/1 -9/30 89 46 135 10/1 -12/31 77 46 123 Phoenix, Scottsdale Maricopa 111 -5/31 126 71 197 6/1 - 80 81 71 152 911 -12/31 106 71 177 Sodona City limits of Sedona 1/1 -2/28 129 66 195 311 -4/30 145 66 211 5/1 -12/31 129 66 195 Sierra Vista Cochise All year 81 46 127 Tucson Pima 111 -1/31 93 56 149 2/1 - 5/31 111 56 167 611 -8/31 77 56 133 9/1 -12/31 93 56 149 Yuma Yuma All year 81 46 127 CA Antioch, Brentwood, Contra Costa All year 101 66 167 Concord Barstow, Ontario, San Bernardino All year 83 56 139 Victorville Benicia, Dixon, Fairfield Solano All year 84 56 140 Death Valley lnyo All year 92 46 138 Eureka, Arcata, Humboldt 111 -5/31 82 61 143 McKinleyville 611 -8/31 92 61 153 911 -12/31 82 61 143 Fresno Fresno All year 91 61 152 Los Angeles - Los Angeles (except the city of Santa Monica), All year u 123 71 194 Orange, Ventura: Edwards AFB Mammoth Lakes Mono All year 116 61 177 Publication 1542 (October 2010) Page 25 Table 4. (Effective October 1, 2010 -September 30, 2011) (Continue) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&iE Per Diem State Key City2 County and/or Other Defined Locatiol Effective Dates Rate Rate Rate CA Mill Valley, San Rafael, Marin All year $106 $56 $162 Novato Modesto Stanislaus All year 85 51 136 Monterey Monterey 1 /1 - 6130 126 71 197 7,/1 -8/31 152 71 223 911 -12/31 126 71 197 Napa Napa 1/1 -3/31 107 66 173 411 - 11130 142 66 208 1211 - 12131 107 66 173 Oakhurst Madera 111 - 4130 78 56 134 511 - 8131 92 56 148 911 - 12/31 78 56 134 Oakland Alameda All year 94 61 155 Palm Springs Riverside 111 - 4130 120 71 191 5+1 -8131 90 71 161 9/1 -12131 104 71 175 Point Arena„ Gualala Mendocino Ail year 88 66 154 Redding Shasta Ail year 87 61 148 Sacramento Sacramento All year 1171 61 162 San Diego San Diego All year 131 71 202 San Francisco San Francisco 111 -8/31 142 71 213 9/1 -10/31 174 71 245 1111 -12/31 142 71 213 San Luis Obispo San Luis Obispo 111 -6/30 104 66 170 7/1 -8/31 121 66 187 911 -12/31 104 66 170 San Mateo, Foster City, San Mateo All year 108 61 169 Belmont Santa Barbara Santa Barbara 111 -6/30 143 66 209 711 -8,131 172 66 238 911 -12/31 143 66 209 Santa Cruz Santa Cruz All year 93 66 159 Santa Monica City limits of Santa Monica All year 180 71 251 Santa Rosa Sonoma Ali year 109 61 170 South Lake Tahoe El Dorado All year 125 71 196 Stockton San Joaquin All year 80 56 136 Sunnyvale, Palo Alto, Santa Clara All year 116 56 172 San Jose Tahoe City Placer All year 87 61 148 Truckee Nevada 111 -2/28 113 71 184 311 -11/30 96 71 167 1211 -12/31 113 71 184 Visalia, Lemoore Tulare, Kings All year 83 61 144 West Sacramento Yolo _ All year 91 51 142 Yosemite National Mariposa 111 -5/31 129 71 200 Park 611 -8/31 162 71 233 911 -12/31 129 71 200 Page 26 Publication 1542 (October 2010) ITEM NO. 2.5 AGENDA REPORT Meeting Date: January 18, 2011 Subject: District Purchasing Policy ATTACHMENTS: Name: cv, i~a$icri: a ype: Resolution No. 07-11.pdf Resolution No. 07-11 Resolution RESOLUTION NO 07-11 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT MODIFYING DISTRICT PURCHASING POLICY AND RESCINDING RESOLUTION NO. 02-01 WHEREAS, the District established a Purchasing Policy by adopting Resolution 88-12 on March 24, 1998; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution 88-12 and adopting Resolution 91-13 on May 16, 1991; and WHEREAS, the District modified the Purchasing Policy by rescinding Resolution 91-13 and adopting Resolution 02-01 on June 13, 2002; and WHEREAS, from time to time it is necessary to review the Purchasing Policy and to make modifications that reflect current District policies and economic conditions. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water District shall establish the following policies: Section 1: Procurement Policy The following standards and procedures will be used for the acquisition or leasing of personal property; repair or modification of District equipment or structures; or obtaining labor, materials, services or supplies as identified in the budget: Dollar Amount Procedure Approval $0-5,000 1 Written Quote Dept. Manager $5,001-$25,000 2 Written Quotes Dept. Mgr/Asst. GM $25,001-$75,000 3 Written Quotes General Manager >$75,001 Competitive Bid Board of Directors Section 2: Capital Projects Policy The following standards and procedures will be used for fire hydrants, water mains, reservoirs, etc. as identified in the budget: Dollar Amount Procedure Approval $0-$25,000 2 Written Quotes Dept. Manager $25,001-$100,000 3 Written Quotes General Manager >$100,001 Competitive Bid Board of Directors Section 3: Change Order Policy The following standards and procedures will be used for capital projects where the change order does not alter project completion time: i Dollar Amount Procedure Approval 5% of Project Cost Notify GM Dept. Mgr/Asst. GM $0-$50,000 Notify GM Dept. Mgr/Asst. GM 10% of Project Cost Notify BOD GM $0-$75,000 Notify BOD GM $75,001 and over Notify BOD BOD >10%of Project Cost Notify BOD BOD Section 4: Contractual Services Policy The following standards and procedures will be used for professional services such as engineering consultant, legal counsel, auditors, etc as identified in the budget. Dollar Amount Procedure Approval $0-$5,000 1 Written Quote Dept. Mgr $5,001-$25,000 2 Written Quotes Dept. Mgr/Asst. GM $25,001-$75,000 3 Written Quotes GM >$75,001 Competitive Bid BOD Section 5: Emergency Policy The following standards and procedures will be used in emergency situations: Dollar Amount Procedure Approval $0-$100,000 Next or Special Mtg. GM >$100,001 Next or Special Mtg. BOD Requirement: Those events which require immediate extraordinary action to protect the public health, safety, welfare and property. Ratification by the Board at the next meeting or the earliest special meeting that can be called. *In all cases where notification is required, a written memo shall be provided stating the reasons for the approval by the designee. Section 6 Effective: The Purchasing Policy adopted herein shall take effect immediately upon adoption of this Resolution. Section 7 Rescinding: That Resolution No. 02-01 and conflicting Minute Orders are hereby rescinded upon adoption of this resolution. PASSED AND ADOPTED this 28"' day of June, 2007 by the following called vote: AYES: Directors Armstrong, Beverage, Collett, Mills and Summerfield NOES; None ABSENT: None ABSTAIN: None President, Ric Collett Yorba Linda Water District Secretary, Michael A. Pay e Yorba Linda Water District ITEM NO. 2.6 AGENDA REPORT Meeting Date: January 18, 2011 Subject: Customer Service Feedback Report ATTACHMENTS: Name: cv, i~a$icri: a ype: Customer Service Feedback (2010).pdf Customer Service Feedback Report Backup Material Customer Service Feedback (2010) Customer Feedback Calls (Data based on date of original request) o~~a& \~e . -gyp o~e.6 300 ~o ~o ~o ~y ~o Qo ~e Lo ~e 250 Jan 144 86 58 31 8 15 2 2 5 30 200 Feb 117 66 51 28 1 23 4 3 1 11 Mar 154 89 65 37 4 37 0 0 0 12 150 Apr 120 69 51 22 6 38 3 1 1 1 May 133 83 50 42 2 34 1 0 1 4 100 Jun 175 90 85 44 5 34 2 0 0 5 Jul 145 71 74 28 4 37 1 1 0 2 Aug 134 55 79 21 2 29 2 3 0 3 50 Sept 164 77 87 31 7 37 2 1 1 1 oil 1" 0 , Oct 82 39 43 11 4 21 0 0 0 3 Nov 145 74 71 34 6 33 0 0 0 E1 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Dec 86 48 38 22 6 20 1 0 1 0 m E A■ P Customer Feedback Cards (Data based on date of initial service request) Q`e`a e~~y `ocy Rep Taking Call Response Time Knowledge Attitude Handling of Prob Overall Satisfaction o~~ata`'o~Qo E A P E A P E A P E A P E A P E A P Jan 20 1 0 19 1 1 17 3 0 19 0 0 19 0 0 18 0 1 21 9 6 Feb 16 1 0 13 3 1 15 1 0 15 1 0 15 0 1 16 0 1 19 12 8 Mar 23 3 0 25 1 0 23 3 0 24 2 0 23 2 1 23 1 2 24 10 4 Apr 40 0 1 35 7 0 37 0 2 40 0 1 38 1 1 35 4 0 42 22 10 May 37 4 1 34 8 1 34 6 1 37 5 0 34 6 2 35 8 1 43 23 10 Jun 33 6 0 31 8 1 31 6 1 36 3 1 33 5 2 35 4 1 40 23 6 Jul 21 4 0 23 2 0 19 6 0 22 3 0 22 2 1 23 1 1 25 15 9 Aug 17 0 0 15 0 2 16 2 0 16 1 0 13 1 2 13 0 2 17 9 2 Sept 14 4 0 13 4 0 14 1 0 15 2 0 14 2 3 14 2 3 19 16 4 .Explanations: Oct 6 0 0 6 0 0 6 0 0 6 0 0 6 0 0 6 0 0 6 2 0 E= Excellent Nov 20 1 1 19 2 1 17 4 0 18 3 1 20 2 0 20 2 0 22 10 5 A= Average Dec 5 0 0 5 0 0 5 0 0 5 0 0 5 0 0 5 0 0 5 3 2 P= Poor ITEM NO. 2.7 AGENDA REPORT Meeting Date: January 18, 2011 To: Executive-Administrative- Organizational Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Cindy Botts, Management Analyst Subject: Employee Productivity-Innovation-Communications Committee Activities Report SUMMARY: The Employee Productivity-Innovation-Communications Committee (PIC) met on December 2, 2010, and again on December 13, 2010 to discuss the November 2010 Suggestion Box Comments, and to identify projects for productivity and communication improvement in 2011. DISCUSSION: The minutes for the meetings held December 6, 2010 and December 13, 2010 are attached. The Committee's January meeting occurred on January 12, 2011 and the items discussed included December 2010 Suggestion Box Comments and the creation of a time line and assignment of responsibilities to Committee members on the Individual Training Plans and Job Classifications/Pay Schedules projects for 2011. The minutes of this meeting will be handed out at the Executive- Administrative-Organizational Committee meeting. ATTACHMENTS: Name: Description: Type: PIC- 120610Minutes.docx 120610 Meeting Minutes Backup Material PIC- 121310Minutes.docx 121310 Meeting Minutes Backup Material Yorba Linda Water District EMPLOYEE COMMITTEE Productivity, Innovation and Communication Meeting Date: December 6, 2010 Agenda Attended: Cindy Botts Dave Barmer Art Vega Harold Hulbert Action Items: Discussion Items: 1. QualServe Lowest Areas. The Committee reviewed the individual statements in the five lowest QualServe areas: Continuous Improvement, Human Resources Planning and Management, Knowledge and Asset Management, Strategic Planning and Information Management- to determine why these areas were the lowest. Three issues came out of this review: Alternative Work Schedules Wanted, Review of Job Classifications/ Salary Schedules as Compared to Others in the Water 8v Wastewater Industry and Employee Morale and Retention Through the Use of Individual Training Plans. 2. Options for 4/ 10 Work schedule. The Committee looked at possible schedules for administration, field and production/ mechanic personnel. The following was decided would probably work best, with everyone having a half-hour lunch: a. Administration: 7am-5:30pm b. Field Staff: 6:30am-5pm c. Some Field Staff: 6am-4:30pm d. Some IT Staff: 8-6:30pm 3. Future Agenda Items. The Committee decided that the next meeting would discuss November Comments. Yorba Linda Water District EMPLOYEE COMMITTEE Productivity, Innovation and Communication Meeting Date: December 13, 2010 Agenda Attended: Cindy Botts Dave Barmer Delia Lugo Harold Hulbert Anthony Manzano Action Items: Discussion Items: 1. QualServe Lowest Area Projects. Cindy informed Anthony and Delia what projects the Committee decided to move forward with. Both Committee members agreed that these projects will go a long way toward creating efficiencies and increasing employee morale. 2. November 2010 Comments. The Committee discussed the Comments for November 2010. Additionally, it was proposed that the Committee issue a statement that any comments that include profanity will be disregarded, as well as any comments that have already been answered- unless there is a further question stemming from the original answer. 3. Future Agenda Items. The Committee decided to do some additional research on timelines for accomplishing the QualServe Lowest Area projects and bring back a timeline with a to-do list to the next meeting, in which each Committee member would be assigned work to do to accomplish these projects. ITEM NO. 2.8 AGENDA REPORT Meeting Date: January 18, 2011 Subject: General Counsel's Monthly Summary Report ATTACHMENTS: Name: cv, i~a$icri: a ype: McCormick Summary 2010-11.xlsx McCormick Kidman Summary Backup Material YORBA LINDA WATER DISTRICT CURRENT FISCAL YEAR 2010-2011 MONTHLY SUMMARY BILLING CHART BILLING MONTH: December 2010 Matter Matter Date Task Order Current Billing Total Billed to Date Total Billed 2009-2010 Name Number Opened Amount December 31, 2010 Current Fiscal Year Prior Fiscal Year CONSTRUCTION CONTRACTS 002 7/31/2007 N/A $0.00 $360.00 $7,324.60 OCWD ANNEXATION 040 1/13/1994 N/A $0.00 $630.00 $5,664.81 FREEWAY COMPLEX FIRE LITIGATION 068 8/25/2003 $2,205.50 $42,410.62 $61,733.97 NON-CONSTRUCTION AGREEMENTS 084 4/5/2005 $11,000.00 $0.00 $610.00 $15,384.92 CELL TOWERS 085 7/28/2006 $1,512.50 $1,997.50 $2,033.40 WATER RATES/WATER CONSERVATION 087 7/31/2006 $10,000.00 $0.00 $14,746.50 $15,159.35 CITY SEWER SYSTEM 100 7/28/2010 $20,000.00 $0.00 $12,249.50 $0.00 RETAINER $2,000.00 $12,219.03 $25,000.00 SUBTOTAL $5,718.00 $85,223.15 $132,301.05 Other Allocated Expenses Not Pertaining to Current Year Open Projects 2010-2011 $0.00 $0.00 $39,331.03 TOTAL $5,718.00 $85,223.15 $171,632.08 McCormick, Kidman & Behrens Summary of Monthly and FYTD Charges Month of Dec-2010 Expensed 5,718.00 Job charges 7,494.37 Total Month $13,212.37 YTD through Dec-2010 Expensed 85,223.15 Job charges 15,808.30 Total FYTD $101,031.45 ITEM NO. 2.9 AGENDA REPORT Meeting Date: January 18, 2011 Subject: Director's and General Manager's Fees and Expenses (Oct - Dec 2010) ATTACHMENTS: Name: cv, i~a$icri: a ype: Travel and Expenses.xlsx Travel Expenses Backup Material BOD Dir_Qtr_RptTxlsx Fess and Expenses QTR Backup Material BOD Dlr YTD Rpt.xlsx Fees and Expenses YTD Backup Material Directors Recap Of Travel/Conference Expenses October - December 2010 GL Trip Trip Trip Reimbursable expenses paid by YLWD Director date date name location Meals Lodging Travel Conf Fee Misc Total trip Total Beverage 12/31/10 Dec 15-17, 2010 CRWUA Conference Las Vegas, NV $106 $30 $136 $136 Collett $0 $0 Hawkins 12/31/10 Nov 30 - Dec 3, 2010 ACWA Fall Conference Indian Wells, CA $74 $619 $105 $798 $798 Kiley 12/31/10 Dec 15-17, 2010 CRWUA Conference Las Vegas, NV $104 $20 $124 $124 Melton 12/31/10 Dec 15-17, 2010 CRWUA Conference Las Vegas, NV $105 $293 $20 $418 $418 Total directors $388 $619 $398 $0 $70 $1,475 $1,475 General Manager Vecchiarelli 10/20/10 Oct. 20. 2010 Superior Court - Parking Santa Ana, CA $9 $9 12/2/10 Dec. 1, 2010 ACWA Fall Conference Indian Wells, CA $50 $317 $367 12/31/10 Dec 15-17, 2010 CRWUA Conference Las Vegas, NV $108 $188 $19 $440 $9 $764 $1,140 Total GM $158 $188 $19 $757 $18 $1,140 $1,140 Total Directors & GM $546 $807 $417 $757 $88 $2,615 $2,615 YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES FISCAL YEAR 2010-2011 2nd QUARTER REPORT FROM 10-01-2010 TO 12-31-2010 BEVERAGE COLLETT HAWKINS KILEY MELTON MILLS SUMMERFIELD SUB-TOTAL VECCHIARELLI TOTAL REGULAR MEETINGS ATTENDED 6 5 6 2 2 3 4 28 COMMITTEE MEETINGS ATTENDED 9 5 6 3 0 6 5 34 OFF SITE MEETINGS ATTENDED 3 1 6 3 4 1 2 20 SPECIAL MEETINGS ATTENDED 1 1 1 1 1 0 0 5 TOTAL MEETINGS ATTENDED QTD 19 12 19 9 7 10 11 87 87 DIRECTOR FEES QTD $2,850 $1,800 $2,850 $1,350 $1,050 $1,500 $1,650 $13,050 $13,050 MEETING FEES BUDGET QTD $2,700 $2,700 $2,700 $900 $900 $1,800 $1,800 $13,500 $13,500 TRAVEL & CONF. EXPENSES QTD $136 $0 $798 $124 $418 $0 $0 $1,475 $1,475 TRAVEL & CONF. BUDGET QTD $375 $375 $375 $125 $125 $250 $250 $1,875 $1,875 DIR.FEES AND EXPENSES QTD $2,986 $1,800 $3,648 $1,474 $1,468 $1,500 $1,650 $14,525 $14,525 FEES AND EXPENSES BUDGET QTD $3,075 $3,075 $3,075 $1,025 $1,025 $2,050 $2,050 $15,375 $15,375 GEN MGR EXPENSES QTD $1,140 $1,140 GEN MGR TRAVEL/CONF. BUDGET QTD $1,500 $1,500 TOTAL FEES & EXPENSES QTD $2,986 $1,800 $3,648 $1,474 $1,468 $1,500 $1,650 $14,525 $1,140 $15,665 TOTAL FEES & EXPENSES BUDGET QTD $3,075 $3,075 $3,075 $1,025 $1,025 $2,050 $2,050 $15,375 $1,500 $16,875 YORBA LINDA WATER DISTRICT DIRECTORS AND GENERAL MANAGER FEES AND EXPENSES FISCAL YEAR 2010-2011 YEAR-TO-DATE REPORT FROM 07-01-2010 TO 12-31-2010 BEVERAGE COLETT HAWKINS KILEY MELTON MILLS SUMMERFIELD SUB-TOTAL VECCHIARELLI TOTAL REGULAR MEETINGS ATTENDED 12 10 11 2 2 9 9 55 COMMITTEE MEETINGS ATTENDED 17 9 10 3 0 15 10 64 OFF SITE MEETINGS ATTENDED 4 3 12 3 4 3 4 33 SPECIAL MEETINGS ATTENDED 2 1 2 1 1 0 0 7 TOTAL MEETINGS ATTENDED YTD 35 23 35 9 7 27 23 159 159 DIRECTOR FEES YTD $5,250 $3,450 $5,250 $1,350 $1,050 $4,050 $3,450 $23,850 $23,850 MEETING FEES BUDGET YTD $5,400 $5,400 $5,400 $900 $900 $4,500 $4,500 $27,000 $27,000 TRAVEL & CONFERENCES EXPENSES YTD $152 $0 $798 $124 $418 $0 $0 $1,491 $1,491 TRAVEL & CONFERENCE BUDGET YTD $750 $750 $750 $125 $125 $625 $625 $3,750 $3,750 DIRECTORS FEES & EXPENSES YTD $5,402 $3,450 $6,048 $1,474 $1,468 $4,050 $3,450 $25,341 $25,341 FEES & EXPENSES BUDGET YTD $6,150 $6,150 $6,150 $1,025 $1,025 $5,125 $5,125 $30,750 $30,750 GEN MGR EXPENSES YTD $1,703 $1,703 GEN MGR TRAVEL CONF. BUDGET YTD $3,000 $3,000 TOTAL FEES & EXPENSES YTD $5,402 $3,450 $6,048 $1,474 $1,468 $4,050 $3,450 $25,341 $1,703 $27,044 TOTAL FEES & EXPENSES BUDGET YTD $6,150 $6,150 $6,150 $1,025 $1,025 $5,125 $5,125 $30,750 $3,000 $33,750