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HomeMy WebLinkAbout2012-01-11 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Wednesday, January 11, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton Damon Micalizzi, Public Information Officer 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. ACWA Health Benefits Authority Board of Directors Election Recommendation: That the Committee consider this matter and provide a recommendation to the Board of Directors. 2.2. Water Education Foundation Membership Recommendation: That the Committee consider this matter and provide a recommendation to the Board of Directors regarding continuation of membership and level of support. 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. Rescheduling Standing Date of Future Committee Meetings 3.2. Status of Strategic Plan Initiatives 3.3. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Executive-Administrative-Organizational Committee will be held February 13, 2012 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: January 11, 2012 To: Executive-Administrative- Organizational Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Prepared By: Cindy Botts, Management Analyst Subject: ACWA Health Benefits Authority Board of Directors Election SUMMARY: The Association of California Water Agencies (ACWA) Health Benefits Authority is soliciting votes for the election of its Board of Directors from all agencies that participate in its Health Benefits Plan. ACWA Health Benefits Authority has requested that the YLWD Board of Directors choose a candidate for election prior to January 23, 2012. STAFF RECOMMENDATION: That the Committee consider this matter and provide a recommendation to the Board of Directors. COMMITTEE RECOMMENDATION: The Executive-Administrative-Organizational Committee will discuss this item at its meeting on January 11, 2012. The Committee will discuss its recommendation at the Board meeting on January 12, 2012 since ballots are due by January 23, 2012, if the board desires to cast a vote. DISCUSSION: The elected individual will serve on the ACWA Health Benefits Authority Board until December 31, 2012. There is currently only one position open on the Board and the following four individuals are running for this seat: . Steven M. Ruettgers . Judy Corl-Lorono . Joan C. Finnegan . Ronald S. Richard Candidates Steven M. Ruettgers, Judy Corl-Lorono and Joan C. Finnegan have submitted biographies for consideration. The District has also received letters requesting support for the Board's vote by candidate Joan C. Finnegan and by two other agencies on behalf of candidate Steven M. Ruettgers. These materials are all attached for review and consideration. STRATEGIC PLAN: CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation PRIOR RELEVANT BOARD ACTION(S): The Board periodically votes on elections of Boards and Committees of which YLWD is a voting member agency. ATTACHMENTS: Narne: Description: 1 ype: ACWA HBA Election.pdf Correspondence Backup Material ACWA RECEIVED Health Benefits DEC 12 2019 11 Authority YQRBA LINDA WATER D15710T IT'S TIME TO VOTE ACWA Health Benefits Authority Board of Directors ELECTION FORMS ENCLOSED Please take a moment to cast your vote Ballots to be received during the period of December 23, 2011 and January 23, 2012 Please use the enclosed envelope to return your ballot to our office Thank you for your continuing participation and engagement in the ACWA HBA plans ACWA Health Benefits Authority 4600 Northgate Blvd., Suite 100, Sacramento, California 95834-1103 916/779-1145 FAX 916/325-2598 800/736-2292 www.acwa.com ASSOCIATION OF CALIFORNIA WATER AGENCIES HEALTH BENEFITS AUTHORITY BALLOT - PAGE A This Ballot is to vote on the selection of the ACWA Health Benefits Authority (HBA) Board of Directors as provided in Article III, Section 8 of the HBA Bylaws Amended and Restated as of June 1, 2010. For this election to be valid, the HBA Inspectors of Election must receive properly completed Ballots during the Balloting Period from no less than 2010 of the HBA Membership. This entire Ballot is comprised of two separate pages; Page A and Page B. Please follow the instructions below to ensure that your Ballot is properly cast and valid, INSTRUCTIONS: i> Ballot Page A: 1. Fill in the information block indicating your Agency name and address. 2. Ballot Page A must be signed by the designated Agency Representative to the HBA that was appointed accordin to Article III Section 1 of the HBA Bylaws. Y Ballot Page B: 1. Mark your selection for ONE Director from the selection listed. 2. Do not place your signature or Agency name on Ballot Page B. Ballot Return: 1. Place the entire Ballot comprised of both Ballot Page A and Ballot Page B in the envelope provided. 2. The entire Ballot must be received by the HBA's Inspector of Election during the Balloting Period which begins on December 23, 2011 and ends at 5:00 P.M. on January 23, 2012. 3. The sealed envelope containing the entire Ballot may be mailed or hand-delivered to: Bruce McLaughlin, ACWA HBA Inspector of Election ACWA Health Benefits Authority 4600 Notthgate Blvd., Suite 100 Sacramento, CA 95834-1121 This information block MUST be completed in order for this Ballot to be valid. Agency name Agency address Agency representative (printed) Agency representative (signature) The Ballots shall be counted publicly by the Inspectors of Election at 10:00 A.M. on January 26, 2012 at: ACWA Health Benefits Authority, 4600 Northgate Blvd., Suite 100, Sacramento, CA-95834 ASSOCIATION OF CALIFORNIA WATER AGENCIES HEALTH BENEFITS AUTHORITY BALLOT - PAGE B 1. There is one (1) ACWA HBA Director position currently open. ACWA HBA Member Agencies may cast ONE (1) vote for this position, 2. Do not place your signature or Agency name on this page (Ballot Page B). Vote for no more than ONE (1) of the following nominees The person selected will serve on 1:1 Steven M. Ruettgers (hio included) the ACWA HBA Board until December 31, 2012. • The person selected may come from any ACWA HBA Agency. Judy Corl-Lorono There is no requirement on the number of participating employees. • Please note that ACWA HBA ❑ Joan C. Finnegan Agencies of any size and location may vote for this representative. ❑ Ronald S. Richard JOAN C. FINNEGAN BOARD PRESIDENT DIRECTOR, DIVISION 4 MUNICIPAL WATER DISTRICT OF ORANGE COUNTY Joan Finnegan currently serves as Board President of the Municipal Water District of Orange County (MWDOC) and represents the Division 4 communities of Costa Mesa, Huntington Beach and Seal Beach. She was elected to the MWDOC Board of Directors in 2000 as part of a consolidation with Coastal Municipal Water District. Director Finnegan also served on that district's Board of Directors from 1985 until the consolidation, including two terms as board president and vice president. Director Finnegan is a past president of the Water Advisory Committee of Orange County (WACO) and is the current treasurer of the Independent Special Districts of Orange County (ISDOC). She was active with the County of Orange Water Task Force and has is a past president and lifetime member of the Orange County Water Association. Director Finnegan has also served as an Association of California Water Agencies (ACWA) Region 10 board member, as the elected vice president and acting president of ACWA's Joint Powers Insurance Authority (ACWA/JPIA), and as a member of the ACWA Board of Directors. Director Finnegan was selected in 2003 by then-Assemblyman Ken Maddox as Woman of the Year for the 68th Assembly District. She was also selected as Costa Mesa Woman of the Year in 1980. She served on the Orange County Grand Jury in 1980-81 and was employed by Mesa Consolidated Water District for more than 21 years as its office manager and auditor. Finnegan has lived in Orange County for six decades and resides in Costa Mesa with her husband, Robert. They are the parents of two children and the grandparents of four. Her interest in water also extends to an interest in Japanese Koi fish. Judy Corl-Lorono Born in Redbluff, California, Judy is a mom to three great children and has seven grandchildren, one of whom lives with her. She has lived in several places including Hawaii, Santa Maria, Costa Mesa, Palm Desert, and Landers. Judy's career includes credit union management experience and a range of small business experience. She was a bookkeeper for a lumber mill near Eureka, a licensed real estate broker, ran a slipcover and drapery business, was office administrator for a security company, and more recently ran a thrift store in Yucca Valley. Judy became interested in the Bighorn-Desert View Water Agency after attending several meetings. At that time she believed she could make a difference in helping Bighorn's effectiveness in continuing to deliver clear, affordable water to the community. Judy became a Director in 2007 for two years and was appointed to the Board again to fill a vacancy in 2010. During her time with Bighorn, she has attended many courses and meetings of other agencies and water organizations to keep up with the ever changing field of water management. She earned the Director of Distinction certification after four CSDA courses and an examination. Of particular importance to Bighorn is its relationship to the community and the wise use of water resources. Judy contributed to this effort by presenting a seminar to the Landers Elementary School, which was well received and appreciated. Kern County Water Agency 3200 Rio Mirada Drive Bakersfield, California (661) 634-1400 Candidate Statement: ACWA HBA Board of Directors Steven M. Ruettgers Business Manager, Kern County Water Agency Steven Ruettgers has been with the Kern County Water Agency since 1990 and as Business Manager for the past 14 years. The 2010 ACWA HBA bylaw changes expanded the ACWA HBA Board to 11 members: 10 elected seats and 1 appointed seat. Currently, Steven fills the appointed seat, which term ends on December 31, 2011, and is seeking an elected position to continue to serve the ACWA HBA member districts. Additionally, the ACWA HBA Board is currently in the process of an Executive Director search and choosing professional support services. It is important at this time that the ACWA HBA Board maintains stability and continuity. I would appreciate your support to continue to serve the ACWA HBA member districts, and am available to answer questions at any time. Current Committee/Board Work: ACWA - Insurance and Personnel Committee (16 years) Kern County Special Districts Association Board of Directors (14 years) ACWA Joint Powers Insurance Authority Audit-Finance Committee (10 years) ACWA Health Benefits Authority (appointed seat, term ending December 31, 2011) Education: Oregon State University - B.S., Business Administration (Finance), minor in Economics California State University, Bakersfield - Master of Business Administration Community Involvement: Standard School Board Trustee, 13 years North of the River Recreation & Park District Director, 10 years North of River Sanitary District No. 1 Director, 4 years MUNICIPAL TER STRICT RECEIVED ORANGE COUNTY December 15, 2011 DEC 16 2011 Street Address: 18700 ward street YOABA LINDA WATER DISTRICT 1 cuntair valley, California 92708 Mr. Kenneth Vecchiarelli Marring Address: Yorba Linda Water District P.O. Box 20895 PO Box 309 Fountain Vailey, CA 92728-0895 Yorba Linda, CA 92885 (714) 963-3058 Fax: (714) 964-9389 Dear Mr. Vecchiarelli, mvw.mwdoc.com I am writing to respectfully ask for Yorba Linda. Water District's vote in Joan C. Finnegan President electing me to the vacant seat on the Association of California Water Jeffery M. Thomas Agencies Health Benefits Authority (ACWA/HBA) Board of Directors. I am vice President a longtime member of ACWA who has served as vice president and interim Brett R. Barbra president of the ACWA Joint Powers Insurance Authority (ACWA/JPIA), as Director Wayne A. Clark an ACWA Region 10 board member, and as a member of the ACWA Board Director of Directors. I am seeking election to the ACWA/HBA Board so I may Larry D. Dick continue to serve the ACWA membership and ensure that their health Director insurance coverage and related employee benefits needs continue to be met in Susan Hinman Director an effective and efficient manner. Ed Royce, Sr. Director I have had the privilege and honor of serving the water industry as an elected Kevin P. Hunt, P.E. water policy maker for more than 25 years, including the past 1 I years on the G6neralManager Municipal Water District of Orange County (MWDOC) Board and 15 years before that as a board member of {.coastal Municipal Water District, prior to MEMBER AGENCIES its consolidation with MWDOC. Additionally, I have held other leadership positions including past president of the Water Advisory Committee of City of Brea Orange County (WACO), past president of the Orange County Water City of Buena Park Association, and appointed member to the Orange County Water Taskforce. East Orange County Water District El Toro Water District I am eager to serve your district and the entire ACWA/HBA membership and Emerald Bay Service District City of Fountain Valley believe that my experience, knowledge, and personal commitment will allow City of Garden Grove me to do so effectively for the duration of the current term. It would be my Golden State Water Co. honor to earn the support of Yorba Linda Water District and receive your vote City of Huntington Beach in electing me to the AC-WA i re'aiin Benefits Authority Board of Directors. Irvine Ranch Water District agura Beach County Water District If you have any questions, please do not hesitate to contact nie directly at City of La Habra (949) 548-3690. City of La Palma Mesa Consolidated Water District Sincerely, Moulton Niguel Water District City of Newport Beach City of orange Orange County Water District City of San Clemente City of San Juan Capistrano v Santa Margarita Water District loan C. Finnegan City of Seal Beach Board President Serrano Water District December 15, 2011 South Coast Water District TraoLICO Canyon 4Nater District City of Tustin City of Westminster Yorba Linda Water District RECEIVED E. G. "Jerry" Gladbach DEC 2 7 2011 27491 Hillcrest Place Valencia, CA 91354 YORBA LINDA WATER DISTRICT December 21, 2011 Mr. Kenneth Vecchiarelli Yorba Linda WD PO Box 309 Yorba Linda, CA 92885 Dear Kenneth: I am writing to you today to solicit your support in voting for Steven Ruettgers as one of our directors of the Association of California Water Agency Health Benefits Authority. The ACWA HBA Board is in the midst of some significant decisions, such as selecting a new Executive Director, deciding upon professional support services, setting up ACWA HBA as an employer, and other vital decisions. Therefore, your vote is very critical to ensure the continued success of ACWA HBA's services and insurance products it provides to your district. During my several years on the ACWA JPIA Executive Committee, I have known Steve through his it work on the ACWA JPIA's Finance & Audit Committee, where he has consistently and I conscientiously provided valuable input for more than 10 years. He has been employed with the Kern County Water Agency for 21 years, where he has been the Business Manager for the past 14 years. He has a Bachelor of Science degree in Business Administration (Finance) and a Master of Business Administration degree. He has served on the ACWA Insurance & Personnel Committee for 16 years and the California Special Districts Association Finance Corporation for 4 years. Additionally, he concurrently continues to serve within his community on three other public boards (school, recreation & park, and sanitary districts). At my agency we voted to support and concur in the nomination of Steven Ruettgers, as did several other agencies. I believe Steve possesses the education, experience and iudgment necessary for an effective board member. As ACWA HBA moves forward through these critical decision points, I choosing capable representation for your agency is vitally important. With that in mind, I urge you to vote for Steve Ruettgers. Sincerely, E. G. "Jerry" Gladbach P.S. Please vote and send in your mail ballot during the official balloting period of December 23, 2011 through January 23, 2012. ® Gartner Studios RECEIVED DEC 2 7 2011 fi YORBA LINDA WATER DISTRICT ER d ITT l% December 22, 2011 Directors: Ted R. Page Yorba Linda WD Division 1 PO Box 309 terry Rogers Vice President Yorba Linda, CA 92885 Division 2 Ra.ndellParker Dear Mr. Kenneth ecchiareiii: Division 3 Michael Radon I am writing to respectfully ask you to elect a member of my staff to a recently Presidenr vacated Association of California Water Agencies (ACWA) Health Benefits Division 4 Authority (HBA) seat. Effective oversight of ACWA HBA by a responsible board Adrienne J, Mathews is essential for a successful organization which focuses on providing high- Division 5 quality, low-cost employee insurance products. To that end, I am asking you as William W. Van Skike the ACWA HBA representative to vote for Steven Ruettgers. Division 6 Gene A. Lundquist Steve has been with the Kern County Water Agency (Agency) since 1990, serving Division 7 currently as the Business Manager since 1997. His education includes a Jaynes M, Beck Bachelor of Science degree in Business Administration (Finance) and a Master of General Manager Business Administration degree. His previous committee work includes serving Amelia T. Mi n aberrigara i on the ACWA/JPIA Audit-Finance Committee for 10 years, the ACWA Insurance General Counsel & Personnel Committee for 16 years and on the California Special Districts Association Finance Corporation for 4 years. I have worked with Steve over his entire career at the Agency and believe he possesses the working experience, committee experience and education necessary to be part of an effective board. As HBA continues to move forward with the selection of an Executive Director and other support services, Steve will be an effective part of the entire ACWA HBA Board. Sincerely, Jafnes M. Beck (661) 634-1400 General Manager Mailing Address 20. Box 58 Bakersfield, C'A 93302-0058 Srreet Address 3200 Rio Mirada Dr. Bakersfield, CA 93308 ITEM NO. 2.2 AGENDA REPORT Meeting Date: January 11, 2012 Budgeted: Yes Total Budget: $1,800 To: Executive-Administrative- Cost Estimate: $2,875 Organizational Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-1010-0640-00 Manager Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Water Education Foundation Membership SUMMARY: The District has supported the Water Education Foundation, a non-profit organization that provides general information about water resource issues, through membership donations, for many years. STAFF RECOMMENDATION: That the Committee consider this matter and provide a recommendation to the Board of Directors regarding continuation of membership and level of support. DISCUSSION: The yearly membership donation amount budgeted is flexible, with the suggested amount being fifteen percent higher than was paid the previous year. In 2011, $2,500 was paid. For 2012, the suggested amount is $2,875, with $1,800 budgeted. Any amount donated between $1,000 and $2,500 provides the following membership benefits: . Western Water Magazine subscription . Access to Layperson's Guides . Access to various maps of the California Water System . Reduced rates for special events Additionally, any amount donated between $2,500 and $4,999 provides a complementary registration to the Executive Briefing conference, held yearly in Sacramento, and one signed copy of the book, "Water and the Shaping of California". STRATEGIC PLAN: CP 1-C: Have Board of Directors and YLWD Staff Attend More Events and Inter - governmental Meetings within the Local Community ITEM NO. 3.2 AGENDA REPORT Meeting Date: January 11, 2012 To: Executive-Administrative- Organizational Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Cindy Botts, Management Analyst Subject: Status of Strategic Plan Initiatives SUMMARY: No changes from previous meeting on 12/20/11. ATTACHMENTS: Strategic Plan Tracking- EAO.xlsx December Update Backup Material Strategic Plan Initiatives Status Report Executive-Administrative-Organizational Committee Strategies Start Date Completion Lead Party Dec 2011 Progress Date CP 1: Increase Brand Recognition within the Community Have Board of Attendance at Directors and YLWD CRWUA Annual Staff Attend More Immediately BOD/GM/PIO/ Conference, MWDOC CP 1-C Local and Regional following Nov- On-going Staff Colorado River Events and Inter- 2010 election Inspection Trip, ACWA/JPIA & ACWA governmental Meetings Conference CP 2: Increase Public Awareness of Water and Wastewater Related Issues (1) Customer Provide Financial received a rebate for Incentives and Rebates Jul 60 Rotating Nozzles. CP 2-A for Water Use - 11 On-going BOD/GM/PIO MWDOC Turf Removal Efficiency Program & Synthetic Turf Program tabled. Consider Participation Reviewing in the California Requirements for CP 2-C Urban Water Sep-11 Dec-11 GM Participation. Conservation Council's Tentative report to Best Management Committee in Practices Jan f'eb. 2012 Enhance the District's Regional Water and CP 2-D On-going On-going BOD/GM/Staff On-going Wastewater Industry Participation WE 1: Retain a Highly Skilled and Capable Workforce Se o.al Hams ent Training Classes held at YLWD. Attended Encourage Staff Groundwater Participation in Producers Meeting, WE 1-F Professional On-going On-going General Manager Public Affairs Meeting Organizations and & Water Use Efficiency Local Civic Groups Meeting. Attended quarterly OC Water Operations Managers Association meeting. WE 3: Enhance Employee Relations Implement a Program Employee of the WE 3-A to Recognize Jul-11 Sep-11 EPIC Committee Month criteria in Employees for discussion & Quotes Excellence for Plaques received. Conduct Quarterly All- Veld All Hands WE 3-13 Jul-11 Quarterly General Manager Meeting December Hands Meetings 15, 2011 Continue to Encourage Employee Training in WE 3-C On-going On-going General Manager On-going Leadership and Technology SR 2: Explore Service Boundary O ortunities Evaluate Feasibility of Providing Additional SR 2-A Jul-11 Jun-12 General Manager On-going Water Services with the Region Evaluate Feasibility of Providing Additional SR 2-B Jul-11 Jun-12 General Manager On-going Wastewater Services with the Region Evaluate Feasibility of SR 2-C Providing Other Jul-11 Jun-12 General Manager On-going Professional Services with the Region SR 1: Work Toward Service Reliability and Efficiency Continue with Efforts to Annex District SR 1-A On-going On-going General Manager On-going Service Area to Orange County Water District Engage with Regional Attended MWDOC SR 1-C Agencies on Water On-going On-going General Manager Water Use Supply Issues Efficiency/ Public Affairs Joint Meeting. Update of Emergency Strengthen Existing Emergency Response Plan in SR 1-D Emergency Operations On-going On-going Operations process& will be Partnerships Coordinator/ GM presented to other participating agencies for feedback FR 3: Identify and Develop Additional Revenue O tions Research and Obtain On-going assessment FR 3-A Grant Funding On-going On-going General Manager through Townsend Whenever Feasible Public Affairs OE 2: Address Inefficiencies Identified in the Self-Assessment Survey Identify Core Discussion Item for OE 2-A Jul-11 Jun-12 EPIC Committee Inefficiencies Jan. 2 0,12 meeting. OE 2-13 Develop Measurable Aug-11 Jun-12 EPIC Committee Discussion Item for Productivity Goals Jan. 2012 meeting. Engage Employees in OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee Discussion Item for Jan. 01meeting. Inefficiencies OE 3: Consider Utilization of a Peer Review Survey Determine the Cost Management Working with EPIC OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11 Analyst Committee. Expect to Review Survey complete in Jar 2012 Establish a Team to Discussion Item for OE 3-13 Determine the Focus Sep-11 Oct-11 EPIC Committee Jan. 2012 meeting. of the Survey Institute Guidelines On schedule to be OE 3-C for Areas to Be Sep-11 Dec-11 EPIC Committee completed in February Addressed 2012