HomeMy WebLinkAbout2011-10-18 - Executive-Administrative-Organizational Committee Meeting Agenda Packetr a Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC- ADMIN- ORGANIZATIONAL COMMITTEE MEETING
Tuesday, October 18, 2011, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE
Director Michael J. Beverage, Chair
Director Phil Hawkins
STAFF
Ken Vecchiarelli, General Manager
Damon Micalizzi, Public Information Officer
OTHER ATTENDEES
Art Kidman, General Counsel, KBT LLP
Townsend Public Affairs, Inc.
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. MWDOC Board and Member Agency Elected Officials' Forum -November 3, 2011
Recommendation: That the Committee recommend the Board of Directors
designate an elected official as the District's official representative to attend the
MWDOC Board and Member Agency Elected Officials' Forum.
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. Legislative Affairs Update (Verbal Report)
3.2. Revised Professional Services Agreement with Kidman, Behrens and Tague, LLP
(Verbal Report)
3.3. General Counsel's Monthly Summary Report
3.4. Committee Meeting Minutes (Verbal Discussion)
3.5. Status of Strategic Plan Initiatives
3.6. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Executive - Administrative - Organizational Committee will be held
November 16, 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.
AGENDA REPORT
Meeting Date:
October 18, 2011
To:
Executive- Administrative-
Organizational Committee
From:
Ken Vecchiarelli, General
Manager
Presented By:
Ken Vecchiarelli, General
Manager
Prepared By:
Annie Alexander, Executive
Secretary
Dept:
ITEM NO. 2.1
Board of Directors
Subject: MWDOC Board and Member Agency Elected Officials' Forum - November 3,
2011
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors designate an elected official as the District's
official representative to attend the MWDOC Board and Member Agency Elected Officials' Forum.
DISCUSSION:
The Municipal Water District of Orange County ( MWDOC) approved an agreement with its member
agencies which includes a requirement to conduct an elected officials' meeting semi - annually to
increase officials' knowledge of activities and services and to provide a forum for input to MWDOC.
The second such meeting is scheduled to be held on November 3, 2011 at 7:00 p.m. MWDOC has
requested that the Board of Directors designate an elected official to attend the meeting as the
District's official representative. Other officials and District staff are welcome to attend as well.
ATTACHMENTS:
Name: Description: Type:
MWDOC _Elected _Officials _Forum.pdf Event Flyer Backup Material
r MUNiICIPAL
WATER
DISTRICT
OF
ORANGE COUNTY
Street Address:
18700 Ward Street
Fountain Valley, California 92708
Marling Address:
P.O. Box 20895
Fountain Valley, CA 92728 -0895
(714) 963 -3058
Fax: (714) 9644389
www.mwdoc.com
Joan C. Finnegan
President
Jeffery M. Thomas
Yrce Presidant
Brett R. Barbre
Director
Wayne A. Clark
Director
Larry D. Dick
Director
Susan Hinman
Director
Ed Royce, Sr.
Director
Kevin P. Hunt, P.E.
General Manager
MEMBER AGENCIES
City of Brea
City of Buena Park
East orange County Water District
El Toro Water District
Emerald Bay Servlce District
City of Fountain Valley
City of Garden Grove
Golden State Water Co.
City of Huntington Beach
Irvine Rench Water District
Laguna Beach County Water District
City of La Hahra
City of La Palma
Mesa Consolidated Water District
Moulton Niguel Water District
City of Newport Beach
City of orange
Orange County Water District
City of San Clemente
City of San Juan Capistrano
Santa Margarita Water District
City of Seal Beach
Serrano Water District
South Coast Water District
Trabuco Canyon Water District
City of Tustin
City of Westminster
Yorba Linda Water District
October 7, 2011
The Honorable Michael Beverage
Board President
Yorba Linda Water District
P.O. Box 309
Yorba Linda, CA 92885
Dear President Beverage:
RECEIVED
OCT 10 2011
YOREA LINDA WATER 015,rRICT
Subject: MWDOC Board and Member Agency Elected Officials' Forum
November 3, 2011 — 7:00 to 9:00 pm
The Municipal Water District of Orange County ( MWDOC) is the wholesale
water provider and regional planning agency for twenty -seven water retailers and
the Orange County Water District. Our activities include Metropolitan
representation, Metropolitan policy and rate development and implementation,
water use efficiency, water resource planning, Federal and State grant
procurement, governmental relations and public information and education in
support of our member agencies. We recently completed an agreement with our
member agencies changing how we operate and finance the activities of the
District. We cordially invite you to participate in our 2nd semi- annual Elected
Officials' Forum..
This 2nd meeting is designed to both educate and receive input on key issues
facing the County. It will be held on Thursday, November 3, 2011 from 7:00 pm
to 9:00 pm at MWDOC, 18700 Ward Street, Fountain Valley, CA 92708 in the
Board -room. The agenda (draft attached) includes an overview of water
conditions, briefings by local agencies on water reliability projects underway, an
overview of Metropolitan Water District issues, and, most importantly, an
overview and discussion of factors affecting water rates in Orange County.
We request that each City and water district designate an elected official to attend
the meeting as their official representative. Other elected officials or staff are, of
course, welcome. Because of the hour, we will provide a modest meaI of
sandwiches and salads.
Thank you for your participation in this event. In order to provide name plates
and sufficient seating, please notify Pat Meszaros at 7141593 -5025 or via email at
pmeszaros@mwdoc.com of your official designee and persons attending.
Please do not hesitate to call our General Manager, Kevin Hunt, at 7141593 -5026
(kliunt e,mwdoc.com) should you have any questions or suggestions.
Sincerely,
Joan C. Finnegan
President
cc: Ken Vecchiarelli
MWDOC Board and Elected Officials' Forum
November 3, 2011
7 :00 — 9:00 pm
DRA FT A GENDA
1. Welcome and Introductions
2. Additions to the Agenda
3. Key Issues at Metropolitan
4. Current Water Supply Conditions
S. Upcoming Water Reliability Projects in
Orange County
6. Key Topic — Water Rate Pressures in
Orange County
7. Open Discussion
8. Closing and Topics for Next Time
Meeting Date:
Subject:
ATTACHMENTS:
AGENDA REPORT
October 18, 2011
General Counsel's Monthly Summary Report
Name: Description:
KBT Billing Summary Sept 2011.pdf KBT Monthly Billing Sept 2011
ITEM NO. 3.3
Type:
Backup Material
YORBA LINDA WATER DISTRICT
MONTHLY SUMMARY BILLING CHART
Matter Matter
Number Name
CURRENT FISCAL YEAR 2011-2012
Current Billing Total Billed to Date Total Billed 2010 -2011
September 27, 2011 Current Fiscal Year Prior Fiscal Year
001
RETAINER AGREEMENT
$3,185.67
$9,452.86
$25,561.72
'002
CONSTRUCTION CONTRACTS
$1,125,00
$1,125.00
1. Pascal & Ludwig
$1,125.00
084
NON- CONSTRUCTION AGREEMENTS
$1,932.50
$11,803.04
$13,634.41
1. Neogov
$1,132.50
2. Townsend
$240.00
3. Vactor
$280.00
4. General PSA
$180.00
5. CPS HR
$100.00
040
OCWD ANNEXATION
$600.00
$600.00
068
FREEWAY COMPLEX FIRE LITIGATION
$22,783.24
$57,614.89
$95,686.62
100
CITY SEWER SYSTEM
$829.50
$10,864.45
$43,549.86
101
OCTA LAKEVIEW
$0.00
$3,417.50
$22,857.53
102
EMPLOYEE DISCIPLINE
$1,347.50
$2,402,50
$12;428.84
TOTAL I
$31,303.41
$97,280.24
$218,718.98
AGENDA REPORT
Meeting Date: October 18, 2011
ITEM NO. 3.5
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Name: Description: Type:
Strategic Plan Tracking- EAO.xlsx Strategic Plan Initiatives- October 2011 Backup Material
Strategic Plan Initiatives Status Report
Executive - Administrative - Organizational Committee
Strategies
Start Date
Completion
Lead Party
Sep 2011 Progress
Date
CP 1: Increase Brand Reco nition within the Communit
Attendance at ISDOC Quarterly
Have Board of
Meeting, Yorba Linda City
Directors and YLWD
Council, MWDOC /MWD
Staff Attend More
Immediately
Workshop, OCWD Board,WACO,
CP 1 -C
Local and Regional
following Nov-
On -going
BOD /GM /PIO/
LCW Employment Workshop,
Events and Inter-
2010 election
Staff
MWDOC Board, OCWD Board
governmental
Joint Committee Meeting with
Meetings
MWDOC and OCWD, Yorba
Linda Planning Commission
CP 2: Increase Public Awareness of Water
and Wastewater Related Issues
Provide Financial
(3) Customers received rebates
CP 2 -A
Incentives and
Jul -11
On -going
BOD /GM /PIO
for SmarTimers. MWDOC Turf
Rebates for Water Use
Removal Program & Synthetic
Efficiency
Turf Program tabled.
Consider Participation
in the California
Reviewing Requirements for
CP 2 -C
Urban Water
Sep -11
Dec -11
GM
Participation. Tentative report to
Conservation
Committee in Nov. 2011
Council's Best
Management Practices
Enhance the District's
CP 2 -D
Regional Water and
On -going
On -going
BOD /GM /Staff
Will Host MWDOC WUE meeting
Wastewater Industry
in October 2011
Participation
WE 1: Retain a Highly Skilled and Ca able Workforce
2 ACWA -JPIA Professional
Encourage Staff
Development Classes scheduled
Participation in
at YLWD for Sept /Oct 2011.
WE 1 -F
Professional
On -going
On -going
General Manager
Attended MWDOC Managers
Organizations and
Meeting & Groundwater
Local Civic Groups
Producers Meeting. Sent Hot Tap
& Horseshoes teams to OCWA's
Annual BBQ & Picnic
WE 3: Enhance Em to ee Relations
Employee of the Month criteria
Implement a Program
discussed & Quotes for Plaques
WE 3 -A
to Recognize
Jul -11
Sep -11
EPIC Committee
received. Board recognition of (5)
Employees for
employees for excellence in
Excellence
customer service scheduled for
Oct. 2011
WE 3 -13
Conduct Quarterly All-
Jul -11
Quarterly
General Manager
Tentative date scheduled for the
Hands Meetings
end of October
Continue to
2 ACWA -JPIA Professional
WE 3 -C
Encourage Employee
On -going
On -going
General Manager
Development Classes scheduled
Training in Leadership
at YLWD for Sept /Oct 2011.
and Technology
SR 2: Ex
lore Service Boundary Oimwrtu nities
Evaluate Feasibility of
SR 2 -A
Providing Additional
Jul -11
Jun -12
General Manager
None
Water Services with
the Region
Evaluate Feasibility of
SR 2 -13
Providing Additional
Jul -11
Jun -12
General Manager
None
Wastewater Services
with the Region
Evaluate Feasibility of
Communication with City of YL
SR 2 -C
Providing Other
Jul -11
Jun -12
General Manager
Staff regarding sharing GIS
Professional Services
with the Region
services
SR 1: Work Toward Service Reliability and Efficiency
Continue with Efforts
SR 1 -A
to Annex District
On -going
On -going
General Manager
Attended meeting regarding
Service Area to Orange
followup to Notice of Preparation
County Water District
Engage with Regional
Volunteered to host Oct 2011
SR 1 -C
Agencies on Water
On -going
On -going
General Manager
meeting.
Supply Issues
Strengthen Existing
Emergency
Update of Emergency Response
SR 1 -D
Emergency Operations
On -going
On -going
Operations
Plan in process & will be
Partnerships
Coordinator /GM
presented to emergency response
agencies for feedback
FR 3: Identify and DeveloiD3 Additional Revenue Options
Research and Obtain
FR 3 -A
Grant Funding
On -going
On -going
General Manager
None
Whenever Feasible
OE 2: Address Inefficiencies Identified in the Self- Assessment Survey
Sept. & Oct. 2011 meetings
OE 2 -A
Identify Core
Jul -11
Jun -12
EPIC Committee
cancelled due to heavy work
Inefficiencies
load. Tabled to Nov. 2011
meeting
Sept. & Oct. 2011 meetings
OE 2 -13
Develop Measurable
Aug -11
Jun -12
EPIC Committee
cancelled due to heavy work
Productivity Goals
load. Tabled to Nov. 2011
meeting
Engage Employees in
Sept. & Oct. 2011 meetings
OE 2 -C
Methods of Addressing
Sep -11
Jun -12
EPIC Committee
cancelled due to heavy work
Inefficiencies
load. Tabled to Nov. 2011
meeting
OE 3: Consider Utilization of a Peer Review Survey
Determine the Cost
Re- scheduled due to workload
Management
OE 3 -A
Benefit Ratio of a Peer
Jul -11
Sep -11
required for CAFR. On schedule
Analyst
Review Survey
to be completed in October 2011
Establish a Team to
Re- scheduled to be completed in
OE 3 -13
Determine the Focus
Sep -11
Oct -11
EPIC Committee
November 2011
of the Survey
Institute Guidelines
On schedule to completed in
OE 3 -C
for Areas to Be
Sep -11
Dec -11
EPIC Committee
Decembeer r 2011
Addressed