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HomeMy WebLinkAbout2011-11-28 - Citizens Advisory Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE MEETING Monday, November 28, 2011, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 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. PRESENTATIONS 3.1. Citizens Advisory Committee Questionnaire Results 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. Citizen's Advisory Committee Structure and Re-Organization Recommendation: That the Committee appoint a new Chair and Vice Chair for the Calendar Year 2012. 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. Ground Water Adventure Tour (Committee Verbal Report) 5.2. Public Affairs Workshop (Verbal Report) 5.3. Future Agenda Items 6. ADJOURNMENT 6.1. The next meeting of the Citizens Advisory Committee will be held January 23, 2012 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: November 28, 2011 To: Citizens Advisory Committee From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Citizens Advisory Committee Questionnaire Results SUMMARY: With the Committee voting to re-organize at the end of the Calendar year, the Board, staff and the Committee's Chair collaborated on a questionnaire that will help the Board and staff best utilize the CAC moving forward. The responses to the questionnaire are attached for review and discussion. ATTACHMENTS: Yorba Linda Water District citizens advisory committee questionnaire. pdf CAC Questionnaire Backup Material YORBALINDAWATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS November 28, 2011 YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS When did you join the Citizens Advisory Committee (CAC}? i Appai rated in '09 M Appointed in `1b M Appal nted in '11 A, YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS D you fee! that tote CAC is utilized efFectiv9ly by the YLWO Board and Staff? Please select acre. 0 M No reau� m S,ommwhat i For the mast part YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ...If not, how would you suggest the District better utilize the Committee? ➢I would like to see the Committee ask more nosey questions, and actually receive answers, even if the answers may be unpleasant or embarrassing to District or staff. To facilitate this, it might be appropriate to create a nondisclosure agreement for CAC members and provide certain information only under the agreement, perhaps something like an executive session. ➢It is an impressive and diverse group of individuals that provide an excellent focus group for YLWD. ➢consider goals or project assignments for CAC ➢We are getting a great amount of very pertinent and interesting information including the strategic plan and the projected capital spending. As we get more experience with the committee and knowledge of the district, it will be easier to identify more critical elements and provide more feedback and information to the elected directors. YLI YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ➢By selecting specific and strategic issues of community concern to be discussed with the Committee ➢ Where warranted, the Board should always utilize the Committee (get initial feedback), at least in some fashion, when it comes to proposals or decisions where expenditures are being considered that do not specifically relate to service or maintenance (e.g., Elk Mountain) ➢I believe we spend too much time on matters that is within the Boards purview. And should figure out way to better communicate and disseminate Info relative to the most important topics currently before the Board and Staff, and deliver to the community at large on their behalf. Lam/ YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS Do you feel that the CAC receives too much, not enough, or sufficient information in the way of agenda reports and details and history from staff regarding projects and initiatives? The Committee spends too much time on details and history- gust give... The Cornmittee receives i srrfFcient infflr�-.afion, details and history fr... The - Committee isn "t getti rig M enough information about tf-�e issues and i... YLI YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ➢I would prefer keeping activities toward the future ... past activities do not generally assist me in the needs of the public today. i.e. I hear so much from citizens about the Golden State Zone but it seems taboo to go there. Keeping fresh eyes and new looks at business is important in my opinion. ➢Too often the committee either goes in circles or certain members ask strange questions which have already been answered. I would like to see us move forward quicker. YLI W YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS Do your responsibilities to the CAC take up too much of your time? I have w trouble balaftung i serving on the Committee with my other pe - -- I wish I could spend mare S ti me on matters pertaining to my role on th... I wish that the CAC had f mare to & as I have plenty dome on my ha n... YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS What are some items, topics or issues potentially facing the District that you would like to learn more about or weigh in on that have yet to be presented or you feel need to be addressed? 1. Disposition of excess property 2. Disaster Preparedness / Planning. While all utilities are important to the community in a disaster, water is the most critical for life safety and property protection. 3. Long Range plans for the CAC. For instance, the role and mission of the CAC as to community outreach projects. Word of mouth communications with friends and neighbors and organizations, in which the CAC members are involved, meets some of the needs for community outreach by the YLWD..it begs the question ... is that all there is to YLWD /CAC community relations and outreach. Does the YLWD Board and management have other long range vision towards fostering the relationship with the community.. IE; YLWD /CAC presence in city events /functions. 4. 1. Emergency plans and mobilization after an earthquake. 2. How did the labor negotiations go? 5. Golden State issue. Updates on the Delta situation. 6. will we have enough water in 2020? YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS 7. Right now I do not have an answer. 8. The concerns expressed to me by citizens of the community at this point fall into three main areas: (1) Does the hard water cause kidney stones? (2) Has the district added enough capacity and compatible hydrants to successfully prevent fire damage to homes? and (3) How much more will water rates increase and why? 9. I would like to know less about internal operating issues but more about issues that would concern the public, i.e. Rate changes, reasons and costs associated with service modifications, safety and emergency response conditions that would impact the public, etc. 10. I think we should be more involved about projects before they are ready to be done. 11. Whether current employees all have contracts or are 'at will' employees. Total amount of water conserved since efforts commenced 12. How the average property owner served by YLWD can lower their cost of water services by being more water wise and efficient. Utilizing drought tolerant landscaping, artificial plant materials, more hardscape, etc. Rebate programs between Vendors, YLWD, and MWD. YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS How would you describe your role as a member of the Citizens Advisory Committee? 1. Active in coordinating the overall needs of the CAC 2. Advocate and facilitate cooperation between various agencies serving the same community with the goal of better serving the community, and maybe saving some money along the way. 3. Active and pride of participation. 4. My role is to be a conduit of information between the YLWD and citizens of Yorba Linda 5. As an ambassador for the YLWD and board and reaching out to the community. 6. I am still learning, but feel CAC is only a minor contributor to the welfare of YLWD. YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS 7. As a member I see myself listening to the issues and presentations , ask questions when appropriate, give feedback when I can add value and provide my support when requested. I also try to prepare so I can provide an overview to the directors if requested. 8. To gain information, to work well with other members of the committee and elected officials, and to provide communication between the community and the water district. 9. I see myself as a public advocate 10. I feel my role is to give my opinion because of my 35 years of experience in the water field. 11. My role is as outlined in our Mission Statement 12. Offer my expertise in Water Industry to Staff and Board, and also try to offer suggestions that will help the average user and rate payer within YLWD. YLI ,WJ YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS Is this Committee what you envisioned it to be prior to joining? Yes, this is for the most part what I thought it wvouId be. If 'No'. what did you think you were signing up for? 0 _ 6 t - YLI YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ➢I need to begin feeling like CAC is doing something worthwhile. Perhaps just being better informed when we talk to neighbors about water issues is enough? ➢I thought that I was going to be used as a sounding board on issues that would have a direct impact on the community such as to give the district more transparency ➢My answer is not a yes or no. I think the jury is still out because we have not done all that much since being appointed. Time will tell if the Board will really listen to the CAC. ElYORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS Do you feel the Committee's meeting schedule, 8:30 -10:30 am on the 4th Monday of each month is convenient for your schedule and adequate for the Committee to complete it's business? If not, in what ways would you suggest altering the Committee's meeting calendar? ➢The regular meeting schedule is acceptable and convenient. It's actually easier to do the morning meeting before starting the day's business rather than try to break away mid - afternoon to attend a meeting. It's more likely that everyone is in the area (near home) before dispersing to wherever their obligations for the day may take them. ➢The meeting schedule is adequate to the current work load of the CAC ... for now. ➢ Overall the meeting time and schedule works well for me. As I mentioned earlier I would like to see the committee move forward quicker. It seems to take too long for the committee to work through the issues. YLI YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ➢Let's try to keep the time to an hour and one half: End at 10:00am. ➢I am ok with the monthly meeting time and duration; however, I am also open to ad hoc meetings on important or urgent matters ➢The day of the month and the morning time frame is fine for me. I think the CAC might need to meet more often if the work load requires it. ➢The 4th Monday of each month is usually convenient for my schedule. I think we should be able to complete our business by 10:00 am r ➢I would prefer to alternate between 8: 30am, and say Approx 5 PM, in the afternoons. YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS In what ways would you suggest that this Committee and it's function could improve? ➢Delineate specific items that the CAC would be participating in in the future ➢Become a bit more nosey. Presently, staff makes reports and we tend to accept them at face value. ➢The Genesis of the CAC was, in part, the needs highlighted by the Freeway Fire and the Orange County Grand Jury findings and recommendations. Let us go back and review these findings /recommendations and see whether or not we are on target or not. ➢I think it runs fine. ➢Keep the agenda moving so we can plan on concluding at 10:00 unless there is advance notice that a topic could take longer. ➢set some goals and objectives to help board on some topics board wants help on. Become more of a conduit to customer base. YLI YORBA LINDA WATER DISTRICT CITIZENS ADVISORY COMMITTEE QUESTIONNAIRE RESULTS ➢Maybe when an issue is first presented it should be made clear as to what the expectation is of the CAC for that particular issue. i.e.. Is it just information for us, is it an issue that we are going to be asked our opinion, etc. This may help provide direction so we can move through the issue quicker. ➢Be careful to encourage all members to participate. Some members are more vocal than others. ➢By identifying and clearly defining issues where we could provide input to the district management that will assist in building community knowledge and awareness ➢At this point in time, I think it is to early for me to make a comment on this question. ➢A more detailed Agenda that we adhere and limit our discussions to agenda, AND maybe 15 minutes at end of Mtg to discuss other matters that may or may not be require our discussion at next meeting. "1 I � ITEM NO. 4.1 AGENDA REPORT Meeting Date: November 28, 2011 To: Citizens Advisory Committee From: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Citizen's Advisory Committee Structure and Re-Organization SUMMARY: In September the Citizens Advisory Committee decided to schedule a re-organization pursuant to the Calendar year and in conjunction with the Board of Directors re-organization schedule. This meeting is the last of the 2011 Calendar Year. STAFF RECOMMENDATION: That the Committee appoint a new Chair and Vice Chair for the Calendar Year 2012.