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HomeMy WebLinkAbout2011-02-28 - Citizens Advisory Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, February 28, 2011, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 1.1. Introduce EPIC Committee Members 1.2. Introduce Visitors 2. 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. 3. CONSENT CALENDAR 3.1. Minutes of the Citizens Advisory Committee Meeting Held January 24, 2011 Recommendation: That the Committee review and approve the minutes as prepared or suggest revisions for discussion and approval by the Committee members; and that the Chair or his appointed representative present a summary of the Committee's activities, discussions and recommendation to the Board of Directors at their next regularly scheduled meeting. 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. Alternative Work Schedule Recommendation: That the Committee consider and review this matter and present their recommendation to the Board of Directors at their regular meeting on March 10, 2011. 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. City of Yorba Linda Sewers Update 5.2. Citizens Advisory Committee Member to Present Meeting Minutes at Next Board of Directors Meeting on March 10, 2011 5.3. Future Agenda Items AWWA QualServe Employee Survey Results and Executive Summary Elk Mountain Practice Field Project Rate Structures and Financial Planning FY 2011/12 Budget 6. ADJOURNMENT 6.1. The next meeting of the Citizens Advisory Committee will be held March 28, 2011 at 8:30 a.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. 3.1 AGENDA REPORT Meeting Date: February 28, 2011 From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Minutes of the Citizens Advisory Committee Meeting Held January 24, 2011 SUMMARY: In response to concerns and questions raised as to whether or not the meeting minutes prepared by YLWD staff are an accurate reflection of the Citizens Advisory Committee discussions and recommendations, staff has added an agenda item for all future CAC meetings for the members' review and approval of the Committee's meeting minutes from the prior meeting. STAFF RECOMMENDATION: That the Committee review and approve the minutes as prepared or suggest revisions for discussion and approval by the Committee members; and that the Chair or his appointed representative present a summary of the Committee's activities, discussions and recommendation to the Board of Directors at their next regularly scheduled meeting. ATTACHMENTS: Name: Description: Type: 012411 - Draft CAC Minutes.pdf CAC Meeting Minutes 1/24/11 Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING January 24, 2011 1. CALL TO ORDER A meeting of the Citizens Advisory Committee (CAC) was called to order at 8:30 a.m. by Chair Carl Boznanski. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE MEMBERS PRESENT Carl Boznanski, Chair Lindon Baker Bill Guse Greg Myers, Vice Chair Richard Bogda Modesto Llanos Oscar Bugarini Gene Scearce Cheryl Spencer Borden YLWD DIRECTORS PRESENT YLWD STAFF PRESENT Michael Beverage, Director Ken Vecchiarelli, General Mgr Damon Micalizzi, PI Officer Cindy Botts, Mgmt Analyst OTHER VISITORS Fred Hebein Wayne Miller Nola Hastings Mark Schock 2. PUBLIC COMMENTS Mr. Schock informed the Committee of an anonymous letter he received accompanying a copy of a news article from San Diego concerning a pension spike for a Vallecitos Water District Official. Several others, including staff and Director Beverage indicated that they too received the mailing or were aware of the news story. This was the first CAC meeting attended by Nola Hastings, Fred Hebein and Wayne Miller. Each introduced themselves and expressed interest in joining the Citizens Advisory Committee. 3. DISCUSSION ITEMS 3.1. Citizens Advisory Committee Structure, Re-Organization and Membership The Committee decided to maintain the current organizational structure until the Board of Directors appoints new Committee Members in March. The newest member of the Committee inquired about a written statement of purpose, written goals, objectives, powers and authority of the Committee. The Chair, staff and other members of the Committee responded to this and questions regarding the frequency of meetings. Director Beverage also responded as to goals and objectives for the Committee and stated that the Board has responded to the CAC's request for additional matters to consider and to provide feedback to the Board on 1 these matters. Consequently, Items 3.3 and 3.4 were added to this agenda by recommendation of the Board Executive -Adm in istration- Organizational Committee (EAO). The items were considered at the Executive-Administration-Organizational Committee Meeting on January 18 and will be considered in parallel by the CAC. 3.2. City of Yorba Linda Sewer Transfer Mr. Vecchiarelli updated the Committee on the current status of discussions regarding the potential transfer of sewer facilities between the City of Yorba Linda and the District. The Committee discussed their role in this matter and decided that they would take no further action on this item until both agencies conclude their discussions and any associated negotiations. This Item will continue to appear on future CAC agendas until action is considered by the governing bodies of the two agencies involved. 3.3. Board of Directors and Committee Meeting Minutes Mr. Vecchiarelli presented the Committee with a report outlining the current practices of various other water agencies in the region for taking Board Meeting Minutes. After discussion, the Committee decided unanimously, to recommend to the Board of Directors that their meetings be audio taped for archive and playback on the District's website. The audio tapes will provide a means to prepare the printed summary of the Board Meeting minutes, which should provide a reasonable synopsis of the discussion and Board deliberation, and will be considered the permanent record once approved. The duration that the audio tapes should be retained will be at the discretion of the YLWD Board. 3.4. Alternative Work Schedule Mr. Vecchiarelli and Ms. Botts presented to the Committee a report detailing the options and potential benefits of a fixed alternative work schedule that would result in the District's offices being closed on every other Friday, in correspondence with the City of Yorba Linda. In addition, a 4/10 alternative work schedule was explored wherein the District's offices would be closed every Friday. The report identified further cost savings and employee benefits with the 4/10 schedule, which the report recommended for further consideration. After much discussion, the Committee decided to continue the item until the next meeting, so they could review more thoroughly the materials provided to them and asked that staff present additional information, including feedback from a larger sampling of the customer base than was used for the initial study. 3.5. Future Agenda Items In addition to the Continued Items, the Committee requested an update on the Elk Mountain Practice Field Project. Director Beverage also suggested that the results of the QualServe Employee Survey be brought to the Committee in the future. Director Beverage also shared that the Board was scheduled to hold two additional workshops in the next two months, 2 one on rate structures and financial planning, and the other on the budget. Thus, there will be no lack of substance for future consideration by the CAC. 4. ADJOURNMENT 4.1. The Committee adjourned at 10:11 a.m. The next regular meeting of the Citizens Advisory Committee will be held February 28, 2011 at 8:30 a.m. 3 ITEM NO. 4.1 AGENDA REPORT Meeting Date: February 28, 2011 Cost Estimate: Savings From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Dept: Administration Information Officer 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 while increasing 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 by a sampling of YLWD's customer base for an alternative work schedule, and higher operating cost savings, staff recommends that the Board consider a fixed 4/10 work schedule. STAFF RECOMMENDATION: That the Committee consider and review this matter and present their recommendation to the Board of Directors at their regular meeting on March 10, 2011. COMMITTEE RECOMMENDATION: The Executive-Adminstrative-Organizational Committee reviewed this matter at their meeting on January 18, 2011 and recommended the Citizens Advisory Committee review it and consider presenting their recommendation to the full Board of Directors. The Committee also discussed a possible trial period for any change in the current work week schedule that may be considered for approval by the Board, for example, from April through June, during which time any positive or negative impacts and feedback could be tracked and reported on. 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 Division Labor Overtime (7o ~ Overtime Cost (14% (14% Hours Cost (7% increase) increase) increase) increase) Water Ops/Leak 28 $ 1,319.99 1.96 $ 92.40 3.92 $ 184.79 Crew Production Division 25.5 $ 1,243.81 1.79 $ 87.07 3.57 $ 179.13 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: Narne: Description: Type: 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