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HomeMy WebLinkAbout2012-04-16 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Monday, April 16, 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. Board Communications Reimbursement Policy Recommendation: That the Committee review and consider the draft policy and Resolution 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 Report) 3.2. General Counsel's Monthly Summary Report 3.3. Development of Public Records Act Request Policy (Verbal Report) 3.4. Future Use of Community Service Signage 3.5. Customer Service Feedback Report 3.6. Alternative Work Schedule Comparison Data 3.7. Scheduling of Board of Directors Annual Tour of District Facilities (Verbal) 3.8. Status of Strategic Plan Initiatives 3.9. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Executive-Administrative-Organizational Committee will be held May 9, 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: April 16, 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: Yes Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Board Communications Reimbursement Policy SUMMARY: At the direction of the Committee, staff has developed a draft policy and resolution for the acquisition of communication devices for Directors to view or print digital District Board agenda packets and other District documents, eliminating the need for Staff to copy and mail paper agenda packets weekly. A copy of the draft policy and Resolution is attached. STAFF RECOMMENDATION: That the Committee review and consider the draft policy and Resolution 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 draft a communications reimbursement policy whereby individual Board members select and purchase a device of their choosing and take responsibility for its maintenance and operations, in lieu of Staff printing and delivering District agenda packets. 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 Communications Reimbursement Policy is that the purchase and reimbursement of a Tablet PC, laptop, printers, etc. 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: Resolution Communications Reimbursement 2012.docx Draft Resolution Backup Material Communications Reimbursement Policy, version 2.docx Draft Communications Reimbursement Policy Backup Material Paperless Agenda Backup 02.16.12.xlsx Agenda Creation Costs Backup Material RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF OF THE YORBA LINDA WATER DISTRICT SETTING BOARD COMMUNICATIONS EXPENSE REIMBURSEMENT IN LIEU OF RECEIVING PAPER COPIES OF AGENDAS WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of operational efficiencies; and WHEREAS, the printing of dozens of paper copies for Board and Committee agenda consumes staff resources and negatively impacts District expenditures; and WHEREAS, the electronic preparation and dissemination of Board and Committee agendas can be done in an expedient and cost-effective manner. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. It is the policy of the Board of Directors that electronic expenses be reimbursed in lieu of receiving paper copies of agendas, as set forth in the "Communications Reimbursement Policy", hereto attached. PASSED AND ADOPTED this Xt" day of May 2012, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District ElYorba Linda Water District Policies and Procedures Policy No.: XXXX-XXO-XX Effective Date: June 01, 2012 Prepared By: Cindy Botts, Management Analyst Applicability: Board of Directors mum "Mm POLICY: Communications Reimbursement Policy 1.0 PURPOSE 4W A. X A. The purpose of this policy is to establish procedures for the reimbursement of expenses in order to encourage and facilitate the use of "paperless" agendas and other District business for the Board of Directors. 2.0 POLICY A. The reimbursement of communications 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, in lieu of Staff printing and delivering paper copies to the individual Directors. B. A Director is eligible for the reimbursement of costs associated with electronic communications, provided: 1. The Director is an elected official of the District with more than two (2) months remaining in their current term of office, 2. The Director agrees to have all District communication, including access to Board and Committee agendas, minutes and related attachments, available electronically, in lieu of receiving any paper copies; 3. The Director has submitted a "Communications Reimbursement" form (Exhibit A) stating the Director's intention to purchase an electronic communications device in lieu of paper copies of District business; and C. The District shall provide reimbursement, up to $1,000 every four (4) years for the cost of equipment of the Director's choosing, in lieu of paper copies, plus a monthly reimbursement of up to $25 for a data plan relating to email/internet access, etc., as applicable. Reimbursement shall include, 1 but not be limited to Tablet PCs, laptop computers, printers, paper and ink, Tablet PC/Laptop covers or cases, protective screen wraps, extended warranties, and downloadable applications ("apps") specific to the conducting of District business, such as word processing, spreadsheet or PDF annotation applications. D. Itemized expenses not reimbursable include, but are not limited to, gift wrapping, engraving, downloadable applications ("apps") (other than those used specifically for conducting District business) and additional adaptors. E. One Hundred percent (100%) of the electronic equipment 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 electronic communications reimbursement benefits are urged to contact the Internal Revenue Service or other experts in tax law. 3.0 PROCEDURES: A. Reimbursements will be processed when proof of purchase and original receipts are submitted by the Director and upon submission of a complete "Communications Reimbursement" form (Exhibit A). B. To qualify for reimbursement, Directors must have more than two (2) months remaining in their current term of office. C. The communications equipment, as well as all approved itemized expenses, for which a Director receives 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. D. It is the full responsibility of the Director to submit a complete "Communications Reimbursement" Form (Exhibit A) to the District Secretary within thirty (30) days of purchase. E. 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 communications equipment expenses. F. 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: 2 1. To deliver the "Communications Reimbursement" form to the District Secretary prior to purchase. 2. To submit proof of purchase and original receipts with the "Communications Reimbursement" Form (Exhibit A) no later than thirty (30) calendar days from the purchase date to the District Secretary. 5.0 EXHIBITS Exhibit A —Communications Reimbursement Form APPROVED: Kenneth R. Vecchiarelli, General Manager 3 XXXX-XXO-XX Exhibit A Yorba Linda Water District COMMUNICATIONS REIMBURSEMENT FORM This Form is pursuant to Name Date (Last) (First) Address (Street) (City) (zip) The purpose of this form is to establish procedures for the reimbursement of expenses for communication equipment in order to encourage and facilitate the use of "paperless" agendas and other District business for the Board of Directors. Directors agree to have all District communication, including access to Board and Committee agendas, minutes and related attachments, available electronically, in lieu of receiving any paper copies. One Hundred percent (100%) of the approved itemized expenses reimbursed shall be reported on the Director's Form W-2 as taxable income. Date De ' do Amount Total Expenses: $ - Less Paid by YLWD: Total Reimbursement Amount: $ - I agree that all expenses submitted on this form are for Yorba Linda Water District purposes only. It is the full responsibility of the Director to submit his/her proof of purchase and original receipts along with the with a complete "Communications Reimbursement" Form to the District Secretary within thirty (30) days of purchase. Signature: Date: 4 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 RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF OF THE YORBA LINDA WATER DISTRICT SETTING BOARD COMMUNICATIONS EXPENSE REIMBURSEMENT WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of operational efficiencies; WHEREAS, the printing of dozens of paper copies of Board and Committee agendas and other information for dissemination to the Board of Directors consumes staff resources and negatively impacts District expenditures; WHEREAS, the electronic preparation and dissemination of Board and Committee agendas and other information to the Board of Directors can be done in an expedient and cost-effective manner; and WHEREAS, the Board of Directors requires electronic equipment and related items in order to receive, access and print out Board and Committee agendas and other information disseminated to the Board of Directors. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. It is the policy of the Board that Directors that Director electronic equipment and related items expenses be reimbursed in lieu of a Director receiving paper copies of agendas and other District information and agreeing to receive District materials and information via electronic means, as set forth in the "Communications Reimbursement Policy", hereto attached. PASSED AND ADOPTED this Xt" day of May 2012, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District isYorba Linda Water District Policies and Procedures Policy No.: XXXX-XXO-XX Effective Date: June 01, 2012 Prepared By: Cindy Botts, Management nalyst Applicability: Board of Directors POLICY: Communications Reimbursement Polic 1.0 PURPOSE 4C N A. For operational efficiencies, District staff has determined that, whenever possible, it is in the best interests of the District to disseminate Board and Committee agendas and other District information to the Board of Directors via electronic means instead of providing paper copies. The purpose of this policy is to establish procedures for the reimbursement of Director-incurred expenses to obtain electronic equipment and related items that permit a Director to receive, access and print out Board and Committee agendas and other District information disseminated to the Board of Directors via electronic means. 2.0 REIMBURSEMEN OLIC A. A Director is eligible for the reimbursement of expenses associated with electronic equipment and related items, provided: 1. he Director is an elected official of the District with more than two (2) months remaining in his/her current term of office, 2. The Director agrees to receive all District communication, including access to Board and Committee agendas, minutes and related attachments, electronically, in lieu of receiving any paper copies; and 3. The Director has submitted a complete "Communications Reimbursement" form (Exhibit A) in accordance with Section 3.0 below. B. The District shall provide reimbursement, up to $1,000 every four (4) years for the cost of electronic equipment and related items of the Director's choosing plus a monthly reimbursement of up to $25 for a data plan relating to email/internet access, etc., as applicable. Reimbursement shall 1 include, but not be limited to Tablet PCs, laptop computers, printers, paper and ink, Tablet PC/Laptop covers or cases, protective screen wraps, extended warranties, and downloadable applications ("apps") specific to the conducting of District business, such as word processing, spreadsheet or PDF annotation applications. C. Expenses that are not reimbursable include, but are not limited to, gift wrapping, engraving, downloadable applications ("apps") (other than those used specifically for conducting District business) and additional adaptors. D. One Hundred percent (100%) of the electronic equipment 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 electronic communications reimbursement benefits are urged to contact the Internal Revenue Service or other experts in tax law. 3.0 PROCEDURES: 4or X A. Reimbursements will be processed when proof of purchase and original receipts are submitted by the Director along with a complete "Communications Reimbursement" form (Exhibit A). B. The electronics equipment and related items for which reimbursement is provided shall become the property of the Director and all maintenance is the sole responsibility of the Director. C. It is the full responsibility of the Director to submit a complete "Communications Reimbursement" form (Exhibit A) to the District Secretary within thirty (30) days of purchase of the applicable electronic equipment and related item, along with proof of purchase and original receipts. Nk 'N D. Failure to submit the required complete "Communications Reimbursement" form (Exhibit A), proof of purchase and original receipts within the established time frame of thirty (30) days shall result in denial of the Director's request for reimbursement of the expense. E. To avoid non-compliance with the Ralph M. Brown Act, Directors are prohibited from sending and receiving electronically produced messages during meetings. 2 4.0 PAPER COPIES A. Notwithstanding a Director's agreement to receive all District communication, including access to Board and Committee agendas, minutes and related attachments, electronically, in lieu of receiving any paper copies, District staff may, from time to time and as it deems necessary, provide paper copies of District information to Directors and such provision of paper copies shall not affect the reimbursement of expenses as provided in this policy. 5.0 EXHIBITS Exhibit A—Communications Reimbursement Form APPROVED: Kenneth R. Vecchiarelli, General Manager 3 XXXX-XXO-XX Exhibit A Yorba Linda Water District COMMUNICATIONS REIMBURSEMENT FORM This Form is pursuant to Name Date (Last) (First) Address (Street) (City) (zip) The purpose of this form is to itemize electronic equipment and related items purchased and to provide proof of purchase and original receipts for the reimbursement of Director-incurred expenses to obtain electronic equipment and related items that permit a Director to receive, access and print out Board and Committee agendas and other District information disseminated to the Board of Directors via electronic means. One Hundred percent (100%) of the approved itemized expenses reimbursed shall be reported on the Director's Form W-2 as taxable income. 'N >*4060, Date Desc Amount AL Total Expenses: $ - Less Paid by YLWD: Total Reimbursement Amount: $ - I agree that all expenses submitted on this form are for Yorba Linda Water District purposes only. I agree that it is my responsibility to provide proof of purchase and original receipts along with this complete "Communications Reimbursement" form to the District Secretary within thirty (30) days of purchase. By signing this form, I agree to receive all District communication, including access to Board and Committee agendas, minutes and related attachments, electronically, in lieu of receiving any paper copies. Signature: Date: 4 ITEM NO. 3.2 AGENDA REPORT Meeting Date: April 16, 2012 Subject: General Counsel's Monthly Summary Report ATTACHMENTS: Name: Description: Type: Kidman Law - March 2012.pdf Kidman Law Summary-March 2012 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 March 31,2012 Current Fiscal Year Total Billed 2010-2011 Prior Fiscal Year 001 RETAINER AGREEMENT $ 3,000.00 $ 27,855.13 $ 25,561.72 002 CONSTRUCTION CONTRACTS $ 3,862.50 $ 17,308.00 1. Ohio St $ 957.50 3. YL Blvd $ 2,905.00 040 OCWD ANNEXATION $ - $ 2,642.50 068 FREEWAY COMPLEX FIRE LITIGATION $ 32,783.94 $ 214,348.48 $ 95,686.62 071 S&S PRE-ANNEXATION AGREEMENT $ 2,618.00 $ 3,110.00 084 NON-CONSTRUCTION AGREEMENTS $ 1,558.00 $ 16,552.54 $ 13,634.41 100 CITY SEWER SYSTEM $ 220.00 $ 17,299.42 $ 43,549.86 101 OCTA LAKEVIEW $ 2,717.50 $ 13,365.00 $ 22,857.53 102 EMPLOYEE DISCIPLINE $ - $ 2,702,50 $ 12,428.84 104 ELK MOUNTAIN $ - $ 7,559.66 105 COVERAGE 2011 $ 6,306.00 $ 45,006.50 TOTAL $ 53,065.94 $ 367,749.73 $ 213,718.98 ITEM NO. 3.4 AGENDA REPORT Meeting Date: April 16, 2012 Budgeted: N/A To: Executive-Administrative- Organizational Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration/Public Manager Affairs Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Future Use of Community Service Signage SUMMARY: The community information signs that the District instituted in 2009, in conjunction with the Water Conservation Ordinance, were updated in January 2012 with a message relating to the economical cost of YLWD water. Since then, the City of Yorba Linda has requested that the signs be removed, as they are in violation of the City's sign ordinance. Additionally, both the City of Yorba Linda and the District have received several customer complaints about the appropriateness of the current messaging. DISCUSSION: The City of Yorba Linda is officially requesting that the District remove the community information signs from City property because the original purpose of the signs, which was to communicate to the public the necessity of water conservation during a time of mandatory water allocations, is no longer applicable. Should the District be forced to again communicate mandatory water allocations to the community, the City will work with the District on an encroachment permit for the placement of new signs at that time. Additionally, comments from the public have been received by both the City of Yorba Linda and the District regarding confusion about the current messaging. The confusion centers around the interpretation of the signs as "water is cheap, so don't bother to use it wisely." Several of the people who raised a concern are proud of the emphasis the District has placed on water use efficiency and are afraid the District is altering course on that emphasis. STRATEGIC PLAN: CP 1-E: Effectively Use Broad Spectrum Communication Opportunities PRIOR RELEVANT BOARD ACTION(S): The Public Affairs, Communication & Technology Committee reviewed this item on April 9, 2012 and opted to refer further review to the Executive-Administrative-Organizational Committee. The Board of Directors approved the use of permanent community information signs, in conjunction with the Ordinance 09-01 Instituting Water Conservation Measures, in 2009. ATTACHMENTS: Description: Type: City of Yorba Linda Email Regarding Community City of YL- Future Use of PA Signs.docx Backup Material Information Signage From: Mark Stowell <M Stowell gyorb a-linda.org> Date: April 3, 2012 9:41:25 AM PDT To: Ken Vecchiarelli <kvecchiarelligylwd.com> Cc: Steve Rudometkin <srudometkingyorba-linda.org> Subject: YLWD Signs - Various Locations Around The City Ken, Per our discussion last week, we are requesting that the temporary signs, originally placed to inform the public of the mandatory water restrictions, be removed. It is our understanding that the mandatory restrictions have been lifted and the original signs are no longer necessary. The current signs, although the message is important, must be removed as they are in violation of the City's sign ordinance. This past winter provided minimal precipitation,which may result in water restrictions later this year. If the water restriction signs must be placed again to notify the residents, we will gladly work with you to obtain an encroachment permit for their placement. Please contact me if you have any questions. Mark L. Stowell, P.E. Director of Public Works/City Engineer City of Yorba Linda Public Works Department 4845 Casa Loma Avenue P.O. Box 87014 Yorba Linda, CA 92885-8714 k0 Erb � �yl °•,y�Rrio P (714) 961-7170 F (714) 986-1010 m stowe I I a-yo rba-I i n d a.o ng www.ci.yorba-linda.ca.us ITEM NO. 3.5 AGENDA REPORT Meeting Date: April 16, 2012 Subject: Customer Service Feedback Report ATTACHMENTS: Name: Description: Type: Calendar and Customer Feedback 03 March 2012.pdf Customer Service Feedback Report Backup Material EDYurba rid. water pm.ICT OPERATIONS DEPARTMENT CR TRACKING 2012 Customer Request or Concern Maintenance Outcome W m� v� m tm W o - m� D� � o J J m m m Mnn}h !:R}!e� � !n � <r� � ? n � (7 S` � � � !n !n !n Fxnlanatinns: Low Pressure:<25psi High Pressure:Usually over 100psi Meter Leak/AMS:Includes gasket and connection leaks Install Meter:Includes replacement of damaged meters Fxnlanatinns: Leaking Fire Hydrant:Includes all calls concerning Fire Hydrants E=Excellent Turn Meter ON/OFF:Includes customer requests for shut offs A=Average Other.Calls including customer leaks,spri nklers running,service line breaks,settlements,contractor assistance,etc. P=Poor STANDBY CALLS Jan 49 Feb 45 Mar 58 Apr 11 May 0 Jun 0 Jul 0 Aug 0 Se 0 Oct 0 Nov 0 Dec 0 Customer Feedback Cards (Data based on date of initial service request) Rep Taking Call Response Time Knowledge Attitude Handling of Problem OC9 c3z 1 Overal Satisfaction tae o�tC J�(,je tae yeC ° °�y °�G Gmae" E A P E A P E A P E A P E A P E A P an 25 2 0 26 1 0 26 2 0 26 2 0 27 1 0 27 0 0 28 18 9 61 46% Feb 20 0 0 18 2 0 20 0 0 20 0 0 19 1 0 20 0 0 20 12 7 53 38% Mar 22 1 0 22 0 0 22 0 0 22 1 0 21 1 0 22 0 1 23 11 7 53 43% Apr 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 7 4 4 50 14% May 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Jun 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Jul 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Aug 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Se 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! 2ct 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Nov 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1#DIV 0! Dec 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 �� ®mmmoommoo ©mmmo� � ©0mmom ©mmmo ©v ©00oomm00o0m ®omm3 Fxnlanatinns: Low Pressure:<25psi High Pressure:Usually over 100psi Meter Leak/AMS:Includes gasket and connection leaks Install Meter:Includes replacement of damaged meters Fxnlanatinns: Leaking Fire Hydrant:Includes all calls concerning Fire Hydrants E=Excellent Turn Meter ON/OFF:Includes customer requests for shut offs A=Average Other.Calls including customer leaks,spri nklers running,service line breaks,settlements,contractor assistance,etc. P=Poor STANDBY CALLS Jan 49 Feb 45 Mar 58 Apr 11 May 0 Jun 0 Jul 0 Aug 0 Se 0 Oct 0 Nov 0 Dec 0 Customer Feedback Cards (Data based on date of initial service request) Rep Taking Call Response Time Knowledge Attitude Handling of Problem OC9 c3z 1 Overal Satisfaction tae o�tC J�(,je tae yeC ° °�y °�G Gmae" E A P E A P E A P E A P E A P E A P an 25 2 0 26 1 0 26 2 0 26 2 0 27 1 0 27 0 0 28 18 9 61 46% Feb 20 0 0 18 2 0 20 0 0 20 0 0 19 1 0 20 0 0 20 12 7 53 38% Mar 22 1 0 22 0 0 22 0 0 22 1 0 21 1 0 22 0 1 23 11 7 53 43% Apr 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 7 4 4 50 14% May 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Jun 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Jul 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Aug 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Se 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! 2ct 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV 0! Nov 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1#DIV 0! Dec 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 7 Calendar 2012 Revised 04/11/2012 at 12:48 PM CUSTOMER FEEDBACK 2012 on 180 160 E A P E A P E A P E A P E A P 140 120 100 Jan 25 2 0 26 1 0 26 2 80 60 40 20 W- 2 0 27 1 0 27 0 0 Feb 20 0 Sao Mar . 0M I w\ V I Sep I i Nov Rep Taking Call I Response Time I Knowledge I Attitude I Handling of Prob I Overall Satisfaction ■P A 0 0 e feu �ecwe y�\oc E A P E A P E A P E A P E A P E A P Jan 25 2 0 26 1 0 26 2 0 26 2 0 27 1 0 27 0 0 Feb 20 0 0 18 2 0 20 0 0 20 0 0 19 1 0 20 0 0 Mar 22 1 0 22 0 0 22 0 0 22 1 0 21 1 0 22 0 1 Apr 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 6 1 0 May 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Jun 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Jul 1 0 0 0 0 0 0 0 1 0 0 0 0 1 0 0 0 0 0 0 1 0 Aug 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sept 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Oct 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O 0 Nov 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Dec 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ■P A 0 0 e feu �ecwe y�\oc Explanations: _=Excellent 1=Average =Poor BOD 2011 1 ofl Revised 04/11/2012 at 12:49 PM 28 18 9 20 12 7 23 11 7 7 4 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Explanations: _=Excellent 1=Average =Poor BOD 2011 1 ofl Revised 04/11/2012 at 12:49 PM ITEM NO. 3.6 AGENDA REPORT Meeting Date: April 16, 2012 Budgeted: N/A To: Executive-Ad m in istrative- Organizational Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Dept: Administration Reviewed by Legal: N/A Prepared By: Cindy Botts, Management Analyst CEQA Compliance: N/A Subject: Alternative Work Schedule Comparison Data SUMMARY: The Board of Directors authorized an alternative work schedule for District employees, beginning on January 2, 2012. The move from a 9/80 to a 4/10 work schedule was approved on a trial period (January- June 2012), with the assumption that the level of service to our customers must remain high, while additional operating costs to the District remain level or only slightly increased. DISCUSSION: Staff compared data from previous years to the current year, on a monthly basis, over several operational cost and service level categories. For the month of January, electric, overtime and sick leave costs were down, with large increases in the number of fire hydrants serviced and valves turned. Due to this extra productivity, the cost of fuel was increased. The increase in the amount of diesel fuel was found to be an aberration. For the month of February, overtime and sick leave costs were essentially level, with a slight increase in electric costs. Productivity in hydrant servicing and valve turning remained high, which also contributed to a slight increase in fuel. The aberration in diesel fuel usage did not repeat for the month of February. Overall, staff morale and productivity remains higher with the fixed 4/10 schedule. Managers are continuing to work with their staff on addressing any concerns that may arise or adjustments that need to be made in relation to the new schedule. STRATEGIC PLAN: WE 1-B: Explore Alternative Benefits ATTACHMENTS: Name: Description: Type: Alt. Work Schedule Update.xlsx Comparison Data Backup Material Alternate Work Schedule Comparison Data January 2011-December 2012 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Electricity -5% 5% Fuel(Regular) 23% 10% Fuel(Diesel) 46% 19% Fire Hydrants Serviced 66% 50% Valves Turned 39°% 7°% Miles of Sewer Cleaned 1% 34% Ops CS Feedback(pos/total) 0% 5% Overtime Total(District) -12% 1% Sick Leave Total(District) -48°% -2°% Alternate Work Schedule Comparison Data January 2011-December 2012 Mar Apr May Jun Jul Aug Sep Oct Nov Dec ITEM NO. 3.8 AGENDA REPORT Meeting Date: April 16, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- EAO March 2012.pdf March 2012 Strategic Plan Inititatives Backup Material Strategic Plan Initiatives Status Report Executive-Administrative-Organizational Committee Strategies Start Date Completion Lead Party Mar 2012 Progress Date CP 1: Increase Brand Reco nition within the Communit Have Board of Attendance at MWD Directors and YLWD San Jacinto Tunnel Staff Attend More Immediately BOD/GM/PIO/ Inspection Trip & CP 1-C Local and Regional following Nov- On-going Staff OCWD's Children's Events and Inter- 2010 election Water Education governmental Meetings Festival CP 2: Increase Public Awareness of Water and Wastewater Related Issues (3) Customers received Provide Financial a rebate for Rotating Incentives and Rebates Nozzles. MWDOC Turf CP 2-A for Water Use Jul-11 On-going BOD/GM/PIO Removal Program& Efficiency Synthetic Turf Program tabled. Consider Participation in the California Urban Water Report to Committee CP 2-C Sep-11 Dec-11 GM at February 8th Conservation Council's Best Management meeting Practices Enhance the District's Regional Water and CP 2-D Wastewater Industry On-going On-going BOD/GM/Staff On-going Participation WE 1: Retain a Highly Skilled and Capable Workforce Attended Groundwater Encourage Staff Producers Meeting, Participation in Public Affairs Meeting WE 1-F Professional On-going On-going General Manager &Water Use Efficiency Meeting. Attended Organizations and Local Civic Groups quarterly OC Water Operations Managers Association meeting. WE 3: Enhance Employee Relations Working with Implement a Program Employee Recognition WE 3-A to Recognize Jul-11 Sep-11 EPIC Committee Committee on Employees for Employee of the Excellence Month Program logistics Conduct Quarterly All- Tentative date for 2nd WE 3-13 Jul-11 Quarterly General Manager Hands Meetings quarter 2012: May Continue to Encourage Employee Training in WE 3-C On-going On-going General Manager On-going Leadership and Technology SR 2: Ex lore Service Boundary Opportu nities Evaluate Feasibility of Providing Additional SR 2-A Water Services with Jul-11 Jun-12 General Manager On-going 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 Delay due to further to Annex District hydrological modeling. SR 1-A On-going On-going General Manager Service Area to Orange May extend process by County Water District several months Engage with Regional Attended MWDOC SR 1-C Agencies on Water On-going On-going General Manager Water Use Efficiency Supply Issues Meeting. Strengthen Existing Emergency Update of Emergency SR 1-D Emergency Operations On-going On-going Operations Response Plan in Partnerships Coordinator/GM process FR 3: Identify and Develop Additional Revenue Options 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 Discussed. With meet OE 2-A Inefficiencies Jul-11 Jun-12 EPIC Committee with GM in May for next steps Develop Measurable Will be brought back OE 2-13 Productivity Goals Aug-11 Jun-12 EPIC Committee for discussion at June 2012 meeting Engage Employees in Will be brought back OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee for discussion at June Inefficiencies 2012 meeting OE 3: Consider Utilization of a Peer Review Survey Determine the Cost Management Completed at Feb OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11 Analyst 2012 Meeting Review Survey Establish a Team to OE 3-B Determine the Focus Sep-11 Oct-11 EPIC Committee Waiting on Outcome of OE 3-A of the Survey Institute Guidelines OE 3-C for Areas to Be Sep-11 Dec-11 EPIC Committee Waiting on Outcome of OE 3-A Addressed RECEIVED APR 16 2012 Hourly Reservoir Volumes and%of Capacity for each of the 7 urban Wildland Interface Re10148AIMANATER DISTRICT period of 10-20-2011 thru 1-31-12. Perhaps collect info for all YLWD Reservoirs. Place info on Spreadsheet. Determine: Average Daily Volumes and%of Capacity for Each reservoir over the entire above period. Maximum Volumes " " " " Minimum Volumes" " Identify Red Flag Warning Periods and compare volumes and capacities before, during & after. Identify the related Normal Reservoir Fill Cycles, and any Additional Fill Cycles that are related to each Red Flag Warning Period and each reservoir. In order to determine if Compare above information the above information during Red Flag Periods to determine if reservoir levels: Remain about the same? Are lower? Are higher,and to what extent? What are High and Low volumes and capacities during Red Flag Periods? How does this compare to Average Daily Volumes and Capacities? Are the reservoir fill cycles and current YLWD water management practices accomplishing what the District believes it should be accomplishing THROUGHOUT Red Flag Warning Periods and times of high fire danger? And if the water management practices and reservoir levels throughout Red Flag Warning Periods are acceptable to the YLWD BOD and the public???