HomeMy WebLinkAbout2011-02-15 - Executive-Administrative-Organizational Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
Tuesday, February 15, 2011, 4:30 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins Gina Knight, Human Resources Manager
Damon Micalizzi, Public Information Officer
Cindy Botts, Management Analyst
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. Citizens Advisory Committee Recommendation for Board of Directors Meeting Minutes
Recommendation: That the Committee consider the Citizens Advisory Committee
(CAC) recommendation that the Board of Directors audiotape the YLWD Board of
Directors Meetings; post these audiotapes for public access and transparency, use
the audiotapes to prepare written minutes, which should provide a reasonable
synopsis of the discussion and Board deliberation; and once reviewed and
approved by the Board, the written minutes will become the permanent public
record. The CAC further suggested the duration that the audiotapes are retained
and made accessible to the public, should be at the discretion of the YL WD Board.
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. Draft 2 Strategic Planning Document (Presented at the Meeting)
3.2. Elk Mountain Reservoir Practice Field Project
3.3. Organizational Chart
3.4. District Purchasing Policy
3.5. General Counsel's Monthly Summary Report
3.6. Water Conservation Ordinance
3.7. Future Agenda Items and Staff Tasks
(The following items will be considered for action at the next Committee meeting.)
Board of Directors Travel Expense Reimbursement Policy
City of Yorba Linda Sewer Transfer Agreement
4. ADJOURNMENT
4.1. The next regular meeting of the Executive-Administrative-Organizational Committee will
be held March 2, 2011 at 11:30 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. 2.1
AGENDA REPORT
Meeting Date: February 15, 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: Damon Micalizzi, Public CEQA Compliance: N/A
Information Officer
Subject: Citizens Advisory Committee Recommendation for Board of Directors Meeting
Minutes
SUMMARY:
At the Citizens Advisory Committee's January 24th meeting, the Committee reviewed staff's
research regarding the meeting times and methods of recording the meeting minutes of other local
agencies.
STAFF RECOMMENDATION:
That the Committee consider the Citizens Advisory Committee (CAC) recommendation that the
Board of Directors audiotape the YLWD Board of Directors Meetings; post these audiotapes for
public access and transparency; use the audiotapes to prepare written minutes, which should
provide a reasonable synopsis of the discussion and Board deliberation; and once reviewed and
approved by the Board, the written minutes will become the permanent public record. The CAC
further suggested the duration that the audiotapes are retained and made accessible to the public,
should be at the discretion of the YLWD Board.
PRIOR RELEVANT BOARD ACTION(S):
The Executive-Administrative-Organizational Committee discussed this item on December 21,
2010, January 18 and February 4, 2011. The Board of Directors last discussed a change in meeting
times on November 26, 2008.
ATTACHMENTS:
Name: Description: I-p pe:
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. 3.4
AGENDA REPORT
Meeting Date: February 15, 2011
Subject: District Purchasing Policy
ATTACHMENTS:
Name: Dosciiption: 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. 3.5
AGENDA REPORT
Meeting Date: February 15, 2011
Subject: General Counsel's Monthly Summary Report
ATTACHMENTS:
Name: Dosciiption: a ype:
McCormick Billing Chart Summary.xlsx Monthly Report Backup Material
YORBA LINDA WATER DISTRICT
MONTHLY SUMMARY BILLING CHART
BILLING MONTH: January 2011
CURRENT FISCAL YEAR 2010 -2011
Matter Matter Date Task Order Current Billing Total Billed to Date Total Billed 2009 -2010
Name Number Opened Amount January 31, 2011 Current Fiscal Year Prior Fiscal Year
CONSTRUCTION CONTRACTS
002
7/31/2007
N/A
$912.45
$1,272.45
$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
$8,956.59
$51,367.21
$61,733.97
NON - CONSTRUCTION AGREEMENTS
084
4/5/2005
$11,000.00
$1,114.00
$1,724.00
$15,384.92
CELL TOWERS
085
7/28/2006
$560.00
$2,557.50
$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
$14,219.03
$25,000.00
SUBTOTAL
$13,543.04
$98,766.19
$132,301.05
Other Allocated Expenses Not Pertaining to
Current Year Open Projects 2010 -2011
$0.00
$0.00
$39,331.03
TOTAL
$13,543.04
$98,766.19
$171,632.08
McCormick, Kidman, Behrens
Summary of Monthly and YTD Charges
Month of
Jan -2011
Expensed $13,543.04
Job charges 3,837.06
Total Month $17,380.10
YTD through
Jan -2011
Expensed $98,766.19
Job charges 19,645.36
Total FYTD $118,411.55