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HomeMy WebLinkAbout2012-03-14 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Wednesday, March 14, 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 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. CSDA Board of Directors Call for Nominations Recommendation: That the Committee consider the call for nominations and provide a recommendation to the Board of Directors. 2.2. Training Opportunities for Board and Executive Staff Recommendation: That the Committee review and consider a level of commitment and time frame goal and objectives to recommend the Board consider for its members, for the executive staff and for the District overall, to achieve CSDA's Recognition in Special District Governance, Leadership Academy and District of Distrinction. 2.3. Board Tablet PC Reimbursement Policy Recommendation: That the Committee review and consider the draft policy and recommend any changes desired to have the Board consider adoption and implementation of the policy. 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 Update) 3.2. General Counsel's Monthly Summary Report 3.3. Draft Board of Directors Budget 3.4. Draft Administration Department Budget 3.5. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Executive-Administrative-Organizational Committee will be held April 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. ITEM NO. 2.1 AGENDA REPORT Meeting Date: March 14, 2012 Budgeted: N/A To: Executive-Administrative- Organizational Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: CSDA Board of Directors Call for Nominations SUMMARY: The California Special Districts Association (CSDA) is looking for Special District Board Members or their General Managers who are interested in leading the direction of the California Special Districts Association for the 2013-2015 term. STAFF RECOMMENDATION: That the Committee consider the call for nominations and provide a recommendation to the Board of Directors. DISCUSSION: The leadership of CSDA is elected from its six geographical regions . Each of the regions has three seats on the Board with staggered 3-year terms. Board members are expected to attend all Board meetings, held every other month, usually on the second Friday of the month, at CSDA's office in Sacramento. In addition, Board Members are expected to participate on at least one committee, which usually meets 3-4 times per year in Sacramento, and CSDA's two annual events: Special Districts Legislative Days (held in the spring) and the Annual Conference (held in the fall). Each Special District is eligible to nominate one person (Board member or General Manager) for election to the CSDA Board of Directors. The region 6, seat A representative is currently Jo MacKenzie of Vista Irrigation District. Nominations are due by May 25, 2012. Ballots will be mailed on June 8, 2012 with the successful candidate being notified no later than August 7, 2012. STRATEGIC PLAN: CP 1-C: Have Board of Directors and YLWD Staff Attend More Events and Inter - governmental Meetings within the Local Community ATTACHMENTS: Name: Description: Type: CSDA Board Call for Nominations.pdf CSDA Board Call for Nominations Backup Material California Special Districts Association 1E©IRC! Districts Stronger Together DATE: February 24, 2012 TO: CSDA Voting Member Presidents and General Managers FROM: CSDA Elections and Bylaws Committee SUBJECT: CSDA BOARD OF DIRECTORS CALL FOR NOMINATIONS SEAT A The Elections and Bylaws Committee is looking for Independent Special District Board Members or their General Managers who are interested in leading the direction of the California Special Districts Association for the 2013 - 2015 term. The leadership of CSDA is elected from its six geographical regions. Each of the six regions has three seats on the Board with staggered 3-year terms. Candidates must be affiliated with an independent special district that is a CSDA regular member located within the geographic region that they seek to represent. (See attached Region Map) The CSDA Board of Directors is the governing body responsible for all policy decisions related to CSDA's member services, legislative advocacy, education and resources. The Board of Directors is crucial to the operation of the Association and to the representation of the common interests of all California's special districts before the Legislature and the State Administration. Commitment: Serving on the Board requires one's interest in the issues confronting special districts statewide. A board member is expected to attend all board meetings held every other month, usually on the second Friday of the month, at CSDA's office in Sacramento. Besides serving on the Board, each Board Member is expected to participate on at least one committee, which usually meets 3-4 times a year in Sacramento. CSDA reimburses directors for their related expenses for Board and Committee meetings as outlined in Board Policy. In addition, all Board Members are expected to attend CSDA's two annual events: Special Districts Legislative Days (held in the spring) and the Annual Conference (held in the fall) as part of their obligation to the CSDA membership; expenses for these two events are not reimbursed by CSDA, even if a board meeting or committee meeting is held in conjunction with the event. Nomination Procedures: Any regular member Independent Special District is eligible to nominate one person, a board member or managerial employee (as defined by that district's Board of Directors), for election to the CSDA Board of Directors. A copy of the member district's resolution or minute action must accompany the nomination. The deadline for receiving nominations is May 25, 2012. Nominations and supporting documentation maybe mailed or faxed. Nominees will receive a Candidate's Packet in the mail. The packet will include campaign guidelines. CSDA will mail ballots on June 8th. The ballots must be received by CSDA no later than 5:00 p.m. August 3, 2012 and must be the original ballot (no faxes or e- mails). The successful candidates will be notified no later than August 7th. All selected Board Members will be introduced at the Annual Conference in San Diego, CA in September. Expiring Terms (See enclosed map for regional breakdown) Region 1 Seat A Mark Bryant, Garberville Sanitary District* Region 2 Seat A Noelle Mattock, El Dorado Hills Community Services District* Region 3 Seat A James Kohnen, Alameda County Mosquito Abatement District* Region 4 Seat A Ann Mathews, Kern County Water Agency* Region 5 Seat A Jack Curtis, Ventura River County Water District Region 6 Seat A Jo MacKenzie, Vista Irrigation District* Seat C Dewey Ausmus, North County Cemetery District C = Incumbent is running for re-election) If you have any questions, please contact Charlotte Lowe at 877-924-CSDA or charlottel(a)_csda.net. California Special Districts Association 0©1713 Districts Stronger Together BOARD OF DIRECTORS NOMINATION FORM PLEASE BE SURE THE CANDIDATE'S PHONE NUMBER IS ONE WHERE WE CAN REACH THE CANDIDATE Name of Candidate: District: Mailing Address: Region: (see attached map) Telephone: Fax: E-mail: Nominated by (optional): Return this form and a Board resolution/minute action supporting the candidate by fax or mail to: CS DA Attn: Charlotte Lowe 1112 1 Street, Suite 200 Sacramento, CA 95814 (877) 924-2732 (916) 442-7889 fax DEADLINE FOR RECEIVING NOMINATIONS-.Ma E 25 2012 - Norte - - - - - - - - - Siskiyou r t ModQc , Regions Shasta Humboll 1 -Trinily "`� Tphama; , Plurr�as_ - r - Yuba Glenn. ' Mendocino Butte' Sierta Sutter N6 da. ` 'Cgluea1.•°.' ' Lake PlaW. Amador ' Wo- t.Doradq Sonoma Napa " 'Alpine Sacramento olano Maria Sar. Tuolurmn�'. Calaveras ��' ; Cools Costa •Joaquin' '"•Mono - Alameda San Francisco tani'slau ' Mariposa San Mateo Santa Clara Merced \ Santa Cruz Madera 3 San Fresnc Benito Inyo Monterey TulaEe Kmp% San Luis Obispo Kern Santa San Bernardino Barbara Ventura Los Angeles Orange Imperial 2012 Board of Directors by Region Region 1 Region 3 Region 5 Mark Bryant,Garberville Sanitary District Stanley Caldwell,Mt.View Sanitary District Jim Acosta,Saticoy Sanitary District Phil Schoefer,Western Shasta RCD James Kohnen,Alameda Coun ty Mosquito AD Jack Curtis,Ventura River County Water District Norman Shopay,McKinleyville CSD Sherry Sterrett,Pleasant Hill RPD Kathy Tiegs,Cucamonga Valley WaterDistrict Region 2 Region 4 Region G Pete Kampa,Tuolumne Utilities District Adrienne(Ann)Mathews,Kern County WaterAgency Dewey Ausmus,North County Cemetery District Noelle Mattock,EI Dorado Hills CSD Steve Perez,Rosamond CSD William Nelson,Orange County Cemetery District Ginger Root,Tuxedo Country Club FPD Tim Ruiz,East Niles CSD Jo MacKenzie,Vista Irrigation District ITEM NO. 2.2 AGENDA REPORT Meeting Date: March 14, 2012 Budgeted: No To: Executive-Administrative- Cost Estimate: $4,125 Organizational Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-1010-0710-00 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: Training Opportunities for Board and Executive Staff SUMMARY: As part of the benefits of joining the California Special Districts Association (CSDA), the opportunity for training, recognition and/or certification in leadership, specific to special districts is available for both Board Members and executive staff. As outlined in the FY 2011-13 Strategic Plan, initiative CP 2: Increase Public Awareness of Water and Wastewater Related Issues and initiative WE 1 : Retain a Highly Skilled and Capable Workforce, both encourage continued training for the Board and executive staff. STAFF RECOMMENDATION: That the Committee review and consider a level of commitment and time frame goal and objectives to recommend the Board consider for its members, for the executive staff and for the District overall, to achieve CSDA's Recognition in Special District Governance, Leadership Academy and District of Distrinction. DISCUSSION: The Recognition in Special District Governance is a recognition for special district Board Members who wish to complete training specific to governance of a special district. The Recognition is completed on an individual basis and is comprised of two parts: (1) CSDA's Special District Leadership Academy and (2) 10 hours of elective courses from either CSDA or ACWA. CSDA's Leadership Academy is a continuing education program that focuses on the specific skills required to lead and manage a special district. It is comprised of four six-hour modules. Module 1 : Governance Foundations focuses on special district trustees as policy leaders and the board's responsibilities and roles in special districts. Module 2: Setting Direction/Community Leadership focuses on setting long-term direction for a special district and the board's role in educating the public on the importance of the agency's agenda. Module 3: Board's Role in Finance and Fiscal Accountability focuses on how the board carries out its fiduciary responsibility in the district. Module 4: Board's Role in Human Resources focuses on the board's ongoing relationship with the general manager and the executive staff, including evaluations and organizational structure. The cost, per individual, for all four modules is $820. Both Board Members and the General Manager are encouraged to participate in the Leadership Academy, although only the Board Members can receive "credit" for the Leadership Academy towards Recognition in Special District Governance. Additionally, CSDA grants a District of Distinction award for agencies whose Board Members, General Manager and Executive Staff (at the discretion of the Board) take at least one of the Leadership Academy courses. The application for District of Distinction would be considered to be much stronger, however, if the Board and General Manager completed all of the modules in the Leadership Academy. Upon completion of both the Leadership Academy and the 10 hours of elective courses, the individual Board member will receive a certificate and be recognized at the CSDA and ACWA annual conferences. The fee for the individual recognition is $65 and the recognition is valid for a lifetime. In addition to Recognitions given to individual Board Members, districts that have a majority of their board holding Recognitions will receive a Silver Recognition and districts with their entire Board holding Recognitions will receive a Gold Recognition. District Recognitions will be presented at a CSDA or ACWA annual conference. There is no fee for the District Recognition. The Special District Administrator (SDA) Certification is the CSDA certification for executive staff of special districts. In order to earn the SDA Certification, an individual must have worked three out of the last five years in a position of management in a California special district. In addition, the applicant must have at least 400 points (points are awarded based on number of years in management, level of education and continued education training classes taken through either CSDA or ACWA) to be determined eligible to take the SDA Certification exam. The fee for the exam is $300 and includes a study guide. In the event that the individual applying does not have enough points to be eligible to take the exam, the fee remains valid for three years. The fee for re-taking an exam is $150. The SDA Certification remains valid for four years and can be kept current by completion of 75 continuing education points (approximately 10 full day training courses) and a nominal recertification fee within each additional four-year period. STRATEGIC PLAN: WE 1-E: Continue to Support Additional Training for Staff ITEM NO. 2.3 AGENDA REPORT Meeting Date: March 14, 2012 Budgeted: Yes Total Budget: $6,500 To: Executive-Administrative- Cost Estimate: $6,500 Organizational Committee Funding Source: Operating Funds From: Ken Vecchiarelli, General Account No: 1-1010-0580-00 Manager (0600-00) Presented By: Ken Vecchiarelli, General Dept: Board of Directors Manager Reviewed by Legal: No Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board Tablet PC Reimbursement Policy SUMMARY: At the direction of the Committee, staff has developed a draft policy for the acquisition of Apple iPads or similar tablet devices for Directors to view digital District Board agenda packets and other District documents, eliminating the need to copy and mail paper agenda packets weekly. A copy of the draft policy is attached. STAFF RECOMMENDATION: That the Committee review and consider the draft policy and recommend any changes desired to have the Board consider adoption and implementation of the policy. DISCUSSION: The Committee has reviewed this item over the past several months and has suggested staff review other agencies' programs and consider a communications allowance whereby individual Board members select and purchase a device of their choosing and take responsibility for its maintenance and operations. The Board approved funds in the FY 2011/12 budget to support this program in the amount of $1 ,300 for each Director over the next fiscal year. This includes $1 ,000 toward the purchase of an electronic device of their choice and $300 per year towards the data service of their choice. Under the proposed program, staff anticipates a net savings of approximately $1 ,000 in operational expenses due to reduced staff time, paper, toner and gasoline over the two-year life expectancy of these devices. Of note in the attached Tablet PC Reimbursement Policy is that the purchase and reimbursement of a Tablet PC is voluntary. For those Directors that do choose to participate, the cost reimbursed by the District is fully taxable. STRATEGIC PLAN: OE 1-B: Evaluate How Each Department Might Make Further Use of Existing Technology ATTACHMENTS: Description: Type: Tablet PC Reimbursement Policy- 1.docx Draft Tablet PC Reimbursement Policy Backup Material Paperless Agenda Backup 02.16.12.xlsx Agenda Creation Costs Backup Material ElYorba Linda Water District Policies and Procedures Policy No.: XXXX-XXO-XX Effective Date: April 01, 2012 Prepared By: Cindy Botts, Management Analyst Applicability: Board of Directors q,r XPOLICY: Tablet PC Reimbursement Policy 1.0 PURPOSE �r & X A. The purpose of this policy is to establish procedures for the reimbursement of expenses for a Tablet PC in order to encourage and facilitate the use of "paperless" agendas and other District business for the Board of Directors. 2.0 POLICY AdftL X^ A. The reimbursement of Tablet PC expenses is to assist the Board of Directors with the opportunity to obtain access to District business, including Board and Committee meeting agendas and minutes, without necessitating printed paper copies. B. CD ctors are eligible for the reimbursement of costs associated with a let PC, provided: NOW 1. They are an elected official of the District with more than two (2) months remaining in their current term of office, and 2. They agree to have all District communication, including access to Board and Committee agendas, minutes and related attachments, sent to their email/Tablet PC, in lieu of receiving any paper copies. 3. They have submitted an "Tablet PC Reimbursement" form (Exhibit A) stating their intention to purchase a Tablet PC in lieu of paper copies of District business, and 4. They did not or will not receive duplicate reimbursement from the District. 1 C. The District shall provide reimbursement, up to $1,000 every two (2) years for the cost of a Tablet PC of the Director's choosing, plus a monthly reimbursement of up to $25 for a data plan relating to email/internet access, etc. D. Itemized expenses not reimbursable include, but are not limited to, gift wrapping, engraving, keyboard, printer, cleaning products, downloadable applications ("apps") (other than those used specifically for conducting District business) and additional adaptors. Itemized expenses that are reimbursable include one (1) Tablet PC cover or case, one (1) protective screen wrap and an extended warranty. Downloadable applications ("apps") specific to the conducting of District business, such as word processing, spreadsheet or PDF annotation applications are also reimbursable. E. One Hundred percent (100%) of the Tablet PC and approved itemized expenses reimbursed shall be reported on the Director's Form W-2 as taxable income. In providing this information, the District is not offering tax advice. Directors having questions concerning the tax implications of computer/Tablet PC reimbursement benefits are urged to contact the Internal Revenue Service or other experts in tax law. 3.0 PROCEDURES: tl%hhh, Nk A. Reimbursement Process: Directors should submit a "Tablet PC Reimbursement" form to the District Secretary, stating their intention to purchase a Tablet PC in lieu of receiving paper copies of District business. B. To qualify for reimbursement, Directors must have more than two (2) months remaining in their current term of office C. Reimbursements will be processed when proof of purchase is presented and original receipts are submitted by the Director and upon submission "Request for Reimbursement" portion of the "Tablet PC Reimbursement" Form (Exhibit A). '"m6' D. The Tablet PC, as well as all approved itemized expenses, for which employees receive reimbursement from the District, shall become the property of the Director. All maintenance, applications ("apps") and personal use are the sole responsibility of the Director. E. It is the full responsibility of the Director to submit his/her "Request for Reimbursement" portion of the "Tablet PC Reimbursement" Form (Exhibit A) to the District Secretary within thirty (30) days of purchase. F. Failure to submit the required documents within the established time frame of thirty (30) days shall result in denial of the Director's request for reimbursement for any Tablet PC expenses. 2 G. To avoid non-compliance with the Ralph M. Brown Act, Directors are prohibited from sending, receiving and/or reading electronically produced messages during meetings, other than those that contain attachments pertinent to the meeting, such as PDF versions of meeting agendas. 4.0 RESPONSIBILITIES A. It is the responsibility of the Director: 1. To deliver the "Tablet PC Reimbursement" form to the District Secretary prior to purchase. :j 2. To submit itemized receipts and total costs with the "Request for Reimbursement" portion of the "Tablet PC Reimbursement" Form (Exhibit A) no later than thirty (30) calendar days from the purchase date to the District Secretary. 5.0 EXHIBITS Exhibit A —Tablet PC Reimbursement Form APPROVED: Kenneth R. Vecchiarelli, General Manager Date 3 Agenda Creation Costs Backup Cost of Copies(Paper) Cost per Cost per Cost per Ream Case Page $ 45.67 $ 4.57 $ 0.01 Avg#of Pages Calcs Labor Costs Materials Costs Total/3= Dec-11 Jan-12 Feb-12 Events/ #of Miles $ 3,204.00 Materials $for Color $for B&W Cost per Reim./Mile Month Color $ 80.00 Total Cost per 35 #of #of Avg.#of 30000 $ 0.001 Packet month Cost per 18 43 29 17 14 Copies Copies Copy 15 22 Agenda Packet, 24 Meetings Copies Pages 43 21 27 Copy(Paper) 44 23 75 47 (per page) (per page) (Konica) per month Board Meetings 2 5 53 $ 0.011 $ - $ 0.05900 $ 0.01 $ 41.50 (BOD) Board Meetings 2 11 53 $ - $ 0.001 $ 0.00718 $ 0.01 $ 20.14 (Staff) EAO 1 8 29 $ 0.011 $ - $ 0.00718 $ 0.01 $ 6.33 Committee PACT 1 8 13 $ 0.011 $ $ 0.00718 $ 0.01 $ 2.73 Committee PRM 1 8 36 $ 0.011 $ $ 0.00718 $ 0.01 $ 7.70 Committee FA 1 8 28 $ 0.011 $ $ 0.00718 $ 0.01 $ 5.97 Committee PEO 1 8 30 $ 0.011 $ $ 0.00718 $ 0.01 $ 6.55 Committee CAC 1 15 47 $ 0.011 $ $ 0.00718 $ 0.01 $ 19.16 Committee Totals $ 110.08 Cost of Copies(Paper) Cost per Cost per Cost per Ream Case Page $ 45.67 $ 4.57 $ 0.01 Avg#of Pages Calcs Labor Costs Total/3= Dec-11 Jan-12 Feb-12 Events/ #of Miles $ 3,204.00 Materials Avg Copies per Reim./Mile Month Color $ 80.00 *1st 35 48 75 53 meeting of 30000 $ 0.001 Packet month 27 18 43 29 17 14 7 13 70 15 22 36 24 23 36 28 43 21 27 30 44 23 75 47 Cost of Copies(Paper) Cost per Cost per Cost per Ream Case Page $ 45.67 $ 4.57 $ 0.01 Cost of Copies(Ink) Labor Costs #of #of Milage Total$/ Cost of Ink Events/ #of Miles $ 3,204.00 Materials Needed Copies per Reim./Mile Month Color $ 80.00 Month 30000 $ 0.011 Agenda 1 30000 $ 0.001 Packet 2 20 $ 0.55 $ 22.00 Delivery Overtime 4 0 N/A $ 245.00 Cost of Copies(Paper) Cost per Cost per Cost per Ream Case Page $ 45.67 $ 4.57 $ 0.01 Cost of Copies(Ink) Total Costs #of Cartridges #of Total Cost per Cost of Ink $ 267.00 $ 3,204.00 Materials Needed Copies per Copy Color $ 80.00 4 30000 $ 0.011 Black $ 32.00 1 30000 $ 0.001 Cost of Copies(Paper) Cost per Cost per Cost per Ream Case Page $ 45.67 $ 4.57 $ 0.01 Cost of Copies(Printer) Color $ 0.05900 Black $ 0.00718 Total Costs Monthly Yearly Labor $ 267.00 $ 3,204.00 Materials $ 110.08 $ 1,320.95 Total $ 377.08 $ 4,524.95 Costs Cost of Copies(Printer) Color $ 0.05900 Black $ 0.00718 ITEM NO. 3.2 AGENDA REPORT Meeting Date: March 14, 2012 Subject: General Counsel's Monthly Summary Report ATTACHMENTS: Name: Description: Type: Kidman Law February 2012.pdf Kidman Law Summary Report Backup Material YORBA LINDA WATER DISTRICT CURRENT FISCAL YEAR 2011-2012 MONTHLY SUMMARY BILLING CHART Matter Matter Current Billing Total Billed to Date Number Name February 29,2012 Current Fiscal Year Total Billed 2010-2011 Prior Fiscal Year 001 RETAINER AGREEMENT $ 3,000.00 $ 24,855.13 $ 25,561.72 002 CONSTRUCTION CONTRACTS $ 5,319.00 $ 13,445.50 1, Ohio St $ 2,606.00 2.New Well Site $ 199.00 3.YL Blvd $ 2,206.50 4.Yorba Linda Country Club $ 307.50 040 OCWD ANNEXATION $ - $ 2,642.50 068 FREEWAY COMPLEX FIRE LITIGATION $ 30,177.92 $ 181,564.54 $ 95,686.62 071 S&S PRE-ANNEXATION AGREEMENT $ 492.00 $ 492.00 084 NON-CONSTRUCTION AGREEMENTS $ - $ 14,994.54 $ 13,634.41 100 CITY SEWER SYSTEM $ - $ 17,079.42 $ 43,549.86 101 OCTA LAKEVIEW $ 3,682.50 $ 10,647.50 $ 22,857.53 102 EMPLOYEE DISCIPLINE $ - $ 2,702.50 $ 12,428.84 104 ELK MOUNTAIN $ - $ 7,559.66 105 COVERAGE 2011 $ 2,352.50 $ 38,700.50 TOTAL S 44,023.92 $ 314,683.79 $ 213,718.98 ITEM NO. 3.3 AGENDA REPORT Meeting Date: March 14, 2012 To: Executive-Administrative- Organizational Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Cindy Botts, Management Analyst Subject: Draft Board of Directors Budget DISCUSSION: The Board of Directors Supplies and Services budget has increased by 59% from $117,500 in FY 11/12 to $186,300 in FY 12/13. The majority of this increase is due to election expenses. 45% of the Board's overall budget relates to professional services, which consists of legislative consultants and the retainer for legal services. Additionally, a 33% cut was made this year in the area of travel and conferences. ATTACHMENTS: Name: Description: Type: 1010 Supplies Services.xlsx Draft Board Budget Backup Material 1010 Budget for 2013 (3-8-12).pdf Draft Board Supplies&Services Detail Backup Material Finance Budget Summary Proposed for Fiscal Year 2012/2013 FY 2011/12 Proposed FY LpqDsesiOperating) Amended Budget 2012/13 Budget Supplies & Services Communications $ 5,000 $ - Contractual Services $ 1,500 $ 1,500 Dues & Memberships $ 5,800 $ 5,000 Board Election Expenses $ - $ 63,500 Professional Services $ 90,000 $ 102,000 Professional Development $ - $ 4,100 Travel & Conferences $ 15,200 $ 10,200 Supplies &Services Sub-Total $ 117,500 $ 186,300 Section Detail Expense Budget Dept/Section: BOD (1010) FY 2013 7 ROPY rL Category� Sub Acct No./Sub Category Detail Item Description 1-1010-0600-00 $1,500 1-1010-0600-00 1,500 Tablet PC Data Service($25 x 5) 1,500 CONTRACTUAL SERVICES(E) CONTRACTUAL SERVICES(E) 1-1010-0640-00 $5,000 1-1010-0640-00 5,000 CSDA District of Distinction 1,000 DUES,MEMBERSHIPS,SUBSCRI DUES,MEMBERSHIPS,SUBSCRIPTI PTIONS(E) ONS(E) Colorado River Water Users Assoc 100 ISDOC 100 W ACO 200 CSDA 3,600 1-1010-0650-00 $63,500 1-1010-0650-10 63,500 Elections(2 Board Positions Available) 63,500 BOARD ELECTION EXPENSES Elections (E) 1-1010-0780-00 $102,000 1-1010-0780-00 102,000 LegalServices-Retainer 42,000 PROFESSIONAL SERVICES(E) PROFESSIONAL SERVICES(E) Legislative Consultants 60,000 1-1010-0810-00 $4,100 1-1010-0810-00 4,100 CSDA Special District Leadership Academy Training 4,100 PROFESSIONAL DEVELOPMENT PROFESSIONAL DEVELOPMENT (E) (E) 1-1010-0830-00 $10,200 1-1010-0830-00 10,200 CRWUA(4 attendees at$1,000 each) 4,000 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) ISDOC Quarterly 200 ACWA(Spring-2 @$1,000,Fall-2 @$500) 3,000 CSDA(2 attendees at$1,500 each) 3,000 Section Total $186,300 ITEM NO. 3.4 AGENDA REPORT Meeting Date: March 14, 2012 To: Executive-Administrative- Organizational Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Cindy Botts, Management Analyst Subject: Draft Administration Department Budget DISCUSSION: The Administration Department has decreased its Supplies and Services budget by 9% down to $725,665. The most significant cuts this year were made in the areas of contractual services (including the removal of the AWWA QualServe Peer Review), office expense and communications (including projects that will be completed in FY 11/12 and will not need to be budgeted in FY 12/13). 69% of the Administration Department's budget relates to the Administration Section, with District legal fees, including legal fees relating to the Freeway Complex Fire and the OCWD Annexation process amounting to 81% of that section's budget. In the Public Affairs Section, communicating with the public about on-going District activities, including water conservation, account for over 82% of the budget. ATTACHMENTS: Description: Type: Admin Supplies Services.xlsx Administration Budget Summary Backup Material 2010 Budget for 2013 (3-8-12).pdf Administration Section Detail Backup Material 2020 Budget for 2013 (3-8-12).pdf Public Affairs Section Detail Backup Material Finance Budget Summary Proposed for Fiscal Year 2012/2013 FY 2011/12 Proposed FY 1EKpqDsesj0peratinq) Amended Budget 2012/13 Budget Supplies & Services Communications $ 280,500 $ 207,250 Contractual Services $ 79,030 $ 19,030 Dues & Memberships $ 43,940 $ 44,210 Fees & Permits $ - $ 225 Insurance $ 700 $ 1,200 District Activities & Events $ 1,000 $ 1,600 Materials $ 600 $ - Office Expense $ 2,200 $ 1,600 Professional Services $ 366,200 $ 427,300 Professional Development $ 7,400 $ 8,250 Travel & Conferences $ 13,300 $ 15,000 Supplies &Services Sub-Total $ 794,870 $ 725,665 Section Detail Expense Budget Dept/Section: Admin (Admin) FY 2013 (2010) dam Sub Acct No./Sub Category Detail Item Description 1-2010-0580-00 $23,000 1-2010-0580-10 23,000 Prop.218 letter 23,000 COMMUNICATIONS(E) Postage 1-2010-0600-00 $500 1-2010-0600-00 500 Temp help 500 CONTRACTUAL SERVICES(E) CONTRACTUAL SERVICES(E) 1-2010-0640-00 $39,660 1-2010-0640-00 39,660 ACWA 19,000 DUES,MEMBERSHIPS,SUBSCRI DUES,MEMBERSHIPS,SUBSCRIPTI PTIONS(E) ONS(E) LAFCO 19,000 Notary Assoc 60 Chamber Membership 600 Misc. 1,000 1-2010-0690-00 $1,200 1-2010-0690-00 1,200 Honesty Bond(KV&AA) 1,200 INSURANCE(E) INSURANCE(E) 1-2010-0715-00 $1,000 1-2010-0715-50 1,000 Meeting Supplies 1,000 Distirct Activities and Events Meeting Supplies 1-2010-0760-00 $1,600 1-2010-0760-00 250 Office Supplies 250 OFFICE EXPENSE(E) OFFICE EXPENSE(E) 1-2010-0760-50 1,350 Interagency Meetings 350 Meeting Supplies All Hands Meetings 1,000 1-2010-0780-00 $427,300 1-2010-0780-05 100,000 Routine Legal 100,000 PROFESSIONAL SERVICES(E) Legal Services 1-2010-0780-15 20,300 Records Management 3,500 Records Management Records Destruction 1,800 Records Consolidation Consultant 15,000 1-2010-0780-36 307,000 CEQA for Annexation 100,000 ---Water Only Related Expenses Freeway Complex Fire Legal Services 160,000 OCWD Annexation Legal Services 47,000 1-2010-0810-00 $3,250 1-2010-0810-00 3,250 CSDA District of Distinction GM Training 850 Professional Development PROFESSIONAL DEVELOPMENT Laserfiche Conference 400 Great Plains Training 2,000 1-2010-0830-00 $5,000 1-2010-0830-00 5,000 ACWA(2 attendees) 2,000 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) CSDA(2 attendees) 2,000 CUEMF(1 attendee) 1,000 Section Total $502,510 Section Detail Expense Budget Dept/Section: Admin (Public FY 2013 Information) (2020) Primary GIL Category Fr Sub Acct No./Sub Category Detail Item Description 1-2020-0580-00 $184,250 1-2020-0580-05 14,000 Bill Stuffer(1800 X 6 Months) 10,800 COMMUNICATIONS(E) Advertising Street Signs 3,200 1-2020-0580-10 25,000 Postage 25,000 Postage 1-2020-0580-15 25,000 Community Events(Open House,etc.) 25,000 District Special Events 1-2020-0580-35 53,000 YLWD Bottled Water 23,000 Promotional Items Promotional Items 30,000 1-2020-0580-40 6,000 Sponsorship-OC Water Summit x 2 3,000 Sponsorships Sponsorship-OCWD Water Festival(Breakfast/Booth) 3,000 1-2020-0580-45 20,400 PSA/Video Production 17,400 Video Productions Media Monitoring Software and Tech 3,000 1-2020-0580-50 21,600 Summer Newsletter 5,400 Water Conservation Materials Fall Newsletter 5,400 Winter Newsletter 5,400 Spring Newsletter 5,400 1-2020-0580-55 19,250 Water Conservation Materials 1,000 Water Conservation Programs MWDOC Choice Water Use Efficiency 17,250 Water Conservation Event 1,000 1-2020-0600-00 $18,530 1-2020-0600-00 18,530 MWDOC Choice School Program 7,750 CONTRACTUAL SERVICES(E) CONTRACTUAL SERVICES(E) Muzak Contract 780 Conservation Rebate Prog.(Turf,Sprinklers,Appli 10,000 1-2020-0645-00 $225 1-2020-0645-00 225 GFOA PAFR Reviewer Fee 225 Fees&Permits Fees&Permits 1-2020-0640-00 $4,550 1-2020-0640-00 4,550 OC Register/LA Times 500 DUES,MEMBERSHIPS,SUBSCRI DUES,MEMBERSHIPS,SUBSCRIPTI PTIONS(E) ONS(E) Western Water 50 CAPIO Membership 600 PRSA Membership 800 Shutterstock Annual Renewal Fee 2,600 1-2020-0715-00 $600 1-2020-0715-50 600 Intergovernmental Meetings 350 DISTRICT ACTIVITIES, Meeting Supplies Division Meetings 250 EMPL.RECOGNITION(E) 1-2020-0810-00 $5,000 1-2020-0810-00 5,000 Training 5,000 Professional Development PROFESSIONAL DEVELOPMENT (E) 1-2020-0830-00 $10,000 1-2020-0830-00 10,000 CAC Field Trips 5,000 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) Meeting Dues/Mileage 5,000 Section Total $223,155