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HomeMy WebLinkAbout2011-03-15 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Tuesday, March 15, 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. 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. Property Owner Continuous Water Service Agreement Draft Recommendation: That the Committee recommend the Board of Directors authorize the use of a Continuous Service Agreement for multiple property owners that choose to execute this agreement for their rental properties, subject to approval as to form by General Counsel. 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. General Counsel's Monthly Summary Billing Report 3.2. MWDOC Member Agencies Agreement 3.3. Purchasing of Products Made in the United States 3.4. Organizational Chart 3.5. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next regular meeting of the Executive-Administrative-Organizational Committee will be held April 19, 2011 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: March 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: Finance Manager Reviewed by Legal: No Prepared By: Cindy Botts, Management Analyst Subject: Property Owner Continuous Water Service Agreement Draft SUMMARY: The Continuous Service Agreement addresses the unique needs of multi-family property owners and property owners that lease out or rent out investment properties, by automatically transferring water service back into the property owner's name once a tenant has discontinued service. This allows the property owner access to water at the property between tenants, while forgoing the $25 New Customer Service Charge each time a tenant moves out. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the use of a Continuous Service Agreement for multiple property owners that choose to execute this agreement for their rental properties, subject to approval as to form by General Counsel. DISCUSSION: The need for a Continuous Service Agreement was brought to the attention of the Customer Service Supervisor by several property owners who have signed similar agreements with other local water agencies and utilities. This type of agreement is an excellent customer service tool for this classification of customer, with an estimate of 25 to 50 property owners eligible to sign up for the service. The Agreement will be sent to Legal Counsel for review. Staff anticipates that this service will be available to qualified property owners by the end of this fiscal year. ATTACHMENTS: Name: Description: l p pe: Continuous Service Agreement.doc Draft Continuous Service Agreement Backup Material ® Yorba Linda Water District Continuous Service Agreement When YORBA LINDA WATER DISTRICT ("District") is notified that a tenant is vacating the premises, the meter should be read and water service continued without interruption. Until the District is otherwise notified, water service is to be billed to: (PLEASE PRINT OR TYPE) Name of Applicant (Owner, Property Management Company, or Business to appear on account) Name of Property Owner (if different from Applicant) Social Security Number or Tax ID Number Mailing Address City, State, and Zip Code Phone Number Name/Title of Contact Person The District is requested to continue water service without interruption to each separately metered dwelling unit at the following address or addresses: Address City Apt/Unit No. Address City Apt/Unit No. Address City Apt/Unit No. For additional dwelling, please list on a separate page. Total number of units to be placed under "Continuous Service Agreement" The undersigned is the owner or the owner's agent ("Applicant") (see Item 10 on the reverse side) of the premises listed below. By signing below, I acknowledge that I have read the entire agreement, including the Terms and Conditions listed below and on the reverse side, and agree to such terms and conditions. Signature of Applicant Title Date Signature of District Representative Effective Date of Agreement ® Yorba Linda Water District TERMS AND CONDITIONS "CONTINUOUS SERVICE AGREEMENT" The undersigned ("Applicant") and Yorba Linda Water District ("District") mutually agree as follows: 1. The District shall leave water service on from the time a tenant requests water service terminated ("Termination") until a subsequent tenant has arranged for and established service in accordance with District fees, rules and regulations. 2. Approval of the Agreement by the District will exempt the Applicant from future service establishment charges for the dwelling units listed following any service Termination by individual tenants at the listed dwellings. Upon Termination of this agreement by either party, the Applicant will no longer be exempt from the service establishment charges. 3. Applicant shall promptly pay all water bills, including service charges from Termination until Transfer (as defined below). 4. The District agrees that on receipt of notification from a current tenant to terminate service, the service shall be terminated on the agreed Termination date or no later than two (2) working days after receipt of notification. The meter readings taken in conjunction with the Termination of service shall be used to bill the terminating tenant and also as a base to start billing the Applicant (Transfer). 5. In the event of a simultaneous request for Termination of service from the current tenant and a request for Transfer from a new tenant, the account shall pass from the current to the new tenant without being subject to the provisions of this Agreement. 6. Applicant is responsible for informing new tenants of the need to contact the District for the transfer of the water service into their individual names at the time of occupancy and shall be liable for all bills with respect to such account until it is transferred. 7. Applicant must have/maintain credit acceptable to the District in accordance with applicable fees to continue service under this Agreement. Should water bills rendered to the Applicant for this or any other account not be paid in a timely basis and require collection activity, including any fees associated with the District's Conservation Ordinance Violations, this Agreement may be terminated immediately by the District. 8. This Agreement does not prevent discontinuation of service due to a tenant's or Applicant's nonpayment of bills or deposit. In the event of nonpayment by the tenant, the Applicant will be notified. Should the Applicant wish to prevent discontinuation of service to the property, the Applicant shall inform the District that the account is to be transferred into his/her name. If the Applicant does not wish to transfer the account into his/her name, this Agreement shall be terminated and the District shall continue with the standard "Discontinuation of Service for Non-Payment" procedure. 9. In the event of unauthorized usage by the tenant or Applicant, or if the equipment is found to be tampered with, water service to the premises will be terminated. In addition, this Agreement does not prevent discontinuation of service in the event of a hazardous condition found during routine maintenance or service request by the tenant. 10. This Agreement shall otherwise remain in effect until the Applicant or the District proves notification to the other party to terminate the Agreement. Applicant is responsible for terminating the Agreement to prevent continual billing of account(s) in Applicant's name and covered by this Agreement after selling of property or change in ownership. Upon termination of the Agreement, any account billing in the Applicant's name covered by the Agreement will be subject to service disconnection unless the District is notified otherwise. 11. The signatory to this Agreement represents that he/she has the authority to bind the corporation, partners, joint venture or individuals in this matter, if applicable. 12. This Agreement shall become effective within thirty (30) days after the completed and signed Agreement is received by the District. ITEM NO. 3.1 AGENDA REPORT Meeting Date: March 15, 2011 Subject: General Counsel's Monthly Summary Billing Report ATTACHMENTS: Name: Dosciiption: a ype: McCormick Billing Chart Summary.xlsx MKB Summary Expenses Backup Material YORBA LINDA WATER DISTRICT MONTHLY SUMMARY BILLING CHART BILLING MONTH: February 2011 Matter Name CURRENT FISCAL YEAR 2010 -2011 Current Billing Total Billed to Date Total Billed 2009 -2010 February 28, 2011 Current Fiscal Year Prior Fiscal Year CONSTRUCTION CONTRACTS $893.75 $2,166.20 $7,324.60 OCWD ANNEXATION $962.50 $1,592.50 $5,664.81 FREEWAY COMPLEX FIRE LITIGATION $5,670.50 $57,037.71 $61,733.97 NON - CONSTRUCTION AGREEMENTS $1,640.00 $3,364.00 $15,384.92 CELL TOWERS $440.00 $2,997.50 $2,033.40 WATER RATES/WATER CONSERVATION $0.00 $14,746.50 $15,159.35 CITY SEWER SYSTEM $0.00 $12,249.50 $0.00 RETAINER $2,082.50 $16,301.53 $25,000.00 SUBTOTAL $11,689.25 $110,455.44 $132,301.05 Other Allocated Expenses Not Pertaining to Current Year Open Projects 2010 -2011 $0.00 $0.00 $39,331.03 TOTAL $11,689.251 $110,455.441 $171,632.08 McCormick, Kidman, Behrens Summary of Monthly and YTD Charges Month of Feb -2011 Expensed $11,689.25 Job charges 3,895.46 Total Month $15,584.71 YTD through Feb -2011 Expensed $110,455.44 Job charges 23,540.82 Total FYTD $133,996.26