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Home My WebLink About2012-06-18 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING Monday, June 18, 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. FY 2012/13 Proposed Budget Resolution Recommendation: That the Committee recommend the Board of Directors approve Resolution No. 12-XX Adopting the Budget for FY 2012113 and Rescinding Resolution Nos. 11-09 and 08-02. 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. Public Records Act Request Policy (Verbal Report) 3.3. Meter Resizing Policy (Verbal Report) 3.4. General Counsel's Monthly Summary Report 3.5. Customer Service Feedback Report (Verbal Report) 3.6. Status of Strategic Plan Initiatives 3.7. Future Agenda Items and Staff Tasks • Alternative Work Schedule Comparison Data 4. CLOSED SESSION The Committee may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 4.1. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: APN 346-101-01 Agency Negotiators: Ken Vecchiarelli and Steve Conklin Negotiating Parties: Designated Representatives of Orange County Water District Under Negotiation: Price and Terms of Payments 4.2. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda CA Agency Negotiators: Ken Vecchiarelli Negotiating Parties: Designated Representatives of City of Yorba Linda and/or Orange County Sheriff's Department Under Negotiation: Price and Terms of Payment 4.3. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court - Case No. 00486884) 5. ADJOURNMENT 5.1. The next meeting of the Executive-Administrative-Organizational Committee will be held July 16, 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: June 18, 2012 Budgeted: Yes Total Budget: $33M To: Board of Directors Funding Source: All Funds From: Ken Vecchiarelli, General Manager Presented By: Stephen Parker, Finance Dept: Finance Manager Reviewed by Legal: Pending Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: FY 2012/13 Proposed Budget Resolution SUMMARY: Attached for the Board's review and consideration is the District's Budget Resolution for FY 2012/13. The Budget allocates employee and financial resources to accomplish the District's mission and vision statements. It presents a framework and financial plan for responsibly carrying out the programs and capital projects that administer, operate, maintain, protect, and replace the assets required to provide a safe and reliable public water and sewer system. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Resolution No. 12-XX Adopting the Budget for FY 2012/13 and Rescinding Resolution Nos. 11-09 and 08-02. DISCUSSION: In general, this budget identifies $33.2 million in total outlay this next fiscal year, including $6.6 million for capital projects and $26.6 million in operating expenses, depreciation, debt obligations and vehicle and equipment outlay. Offsetting the $26.6 million in outlay is $29.3 million in anticipated revenue, resulting in a gain of $2.7 million. This anticipated revenue includes a proposed pass-through increase in variable water costs as well as a proposed three-year rate increase on the monthly meter charge. A rate hearing regarding these proposed increases is scheduled for June 21 , 2012. The Board remains consistent in its decision to not fully fund depreciation expense at this time. The budget reflects this decision, and therefore, the District will operate with a planned net deficit of $3.9 million, despite the gain of $2.7 million in revenue versus operating expenses for FY 2012/13. Attached to this report is the draft Budget Resolution for FY 2012/13, for discussion, review and Board comments prior to consideration for adoption, along with the full FY 2012/13 Budget document by the Board, which is scheduled for an evening meeting on June 28, 2012. STRATEGIC PLAN: FR 1-B: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial Report and Compete for Recognition by the Government Finance Officers Association PRIOR RELEVANT BOARD ACTION(S): Each standing committee reviewed the section of the budget that falls under that Committee's jurisdiction. The Board of Directors reviewed the preliminary budget summary for FY 2012/13 at a special workshop held on April 11 , 2012. ATTACHMENTS: Description: Type: Resolution No. 12-XX.docx Resolution Resolution RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING THE BUDGET FOR FISCAL YEAR 2012/13 AND RESCINDING RESOLUTION NOS. 11-09 AND 08-02 WHEREAS, the Yorba Linda Water District has prepared a one year budget for Fiscal Year 2012/13; and WHEREAS, on June 14, 2012, the proposed "Draft" Budget for Fiscal Year 2012/13 was presented and reviewed at a regular meeting of the Board of Directors of the District; and WHEREAS, the "Final' Budget for Fiscal Year 2012/13 will be presented and considered by the Board of Directors at a regular meeting on June 28, 2012; and WHEREAS, it is the desire of the Board of Directors to adopt the Budget for Fiscal Year 2012/13, and rescind Resolution Nos. 11-09 and 08-02. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. That the Budget for Fiscal Year 2012/13, set forth in Exhibit "A" attached hereto, is hereby approved and adopted. Section 2. The Budget for Fiscal Year 2012/13, including the Budget Authority Guidelines recommended to administer the budget, and set forth in the document, is in full force and effect beginning July 1, 2012, and continuing until this Resolution is rescinded by the Board of Directors. Section 3. That Resolution Nos. 11-09 and 08-02 is hereby rescinded effective July 1, 2012. PASSED AND ADOPTED this 28th day of June 2012 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District Resolution No. 12-XX Adopting the Budget for FY 2012/13 and Recinding Resolution Nos. 11-09 and 08-02 1 ATTEST: Ken Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-XX Adopting the Budget for FY 2012/13 and Recinding Resolution Nos. 11-09 and 08-02 2 ITEM NO. 3.4 AGENDA REPORT Meeting Date: June 18, 2012 Subject: General Counsel's Monthly Summary Report ATTACHMENTS: Name: Description: Type: Kidman Law May 2012 Summary.pdf General Counsel's Summary Report for May 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 May 31, 2012 Current Fiscal Year Total Billed 2010 -2011 Prior Fiscal Year 001 RETAINER AGREEMENT $ 3,000.00 $ 33,855.13 $ 25,561.72 002 CONSTRUCTION CONTRACTS $ 1,820.50 $ 20,434.50 1. YL Blvd Pipeline $ 1,574.50 2. Highland Booster Station $ 246.00 040 OCWD ANNEXATION $ - $ 2,642.50 068 FREEWAY COMPLEX FIRE LITIGATION $ 27,455.67 $ 301,816.65 $ 95,686.62 071 S &S PRE - ANNEXATION AGREEMENT $ 225.50 $ 4,901.50 076 2012 FINANCING $ 1,100.00 $ 1,100.00 084 NON - CONSTRUCTION AGREEMENTS $ 2,009.00 $ 18,889.54 $ 13,634.41 094 UPPER CASINO RIDGE $ 137.50 $ 137.50 101 OCTA LAKEVIEW $ 7,422.00 $ 24,450.50 $ 22,857.53 105 COVERAGE 2011 $ 33,530.00 $ 91,813.50 1. Roger Simpson 1 $ 26,383.50 TOTAL $ 76,700.17 1 $ 510,303.48 $ 170,169.12 ITEM NO. 3.6 AGENDA REPORT Meeting Date: June 18, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- EAO.xlsx Strategic Plan Initiatives-May 2012 Backup Material Strategic Plan Initiatives Status Report Executive-Administrative-Organizational Committee Strategies Start Date Completion Lead Party May 2012 Progress Date CP 1: Increase Brand Reco nition within the Communit Have Board of Directors and YLWD Staff Attend More Immediately BOD/GM/PIO/ Attendance at standing CP 1-C following Nov- On-going intergovernmental Local and Regional Staff 2010 election meetings Events and Inter- governmental Meetings CP 2: Increase Public Awareness of Water and Wastewater Related Issues (6) 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 CP 2-C Urban Water Sep-11 Dec-11 GM Committee Opted Not Conservation Council's to Move Forward Best Management Practices 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 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 Implement a Program Working with to Recognize Employee Recognition WE 3-A Employees for Jul-11 Sep-11 EPIC Committee Committee on Excellence Employee of the Month Program logistics WE 3-13 Conduct Quarterly All- Jul-11 Quarterly General Manager Held May 17, 2012 Hands Meetings 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 Opportu nities 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 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. Will meet OE 2-A Inefficiencies Jul-11 Jun-12 EPIC Committee with GM in July for next steps Develop Measurable Will be brought back OE 2-13 Productivity Goals Aug-11 Jun-12 EPIC Committee for discussion at July 2012 meeting Engage Employees in Will be brought back OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee for discussion at July Inefficiencies 2012 meeting OE 3: Consider Utilization of a Peer Review Survey Determine the Cost OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11 Management Completed Feb 2012 Review Survey Analyst Meeting Establish a Team to Opted Not to Move OE 3-13 Determine the Focus Sep-11 Oct-11 EPIC Committee Forward with Peer of the Survey Review Survey Institute Guidelines Opted Not to Move OE 3-C for Areas to Be Sep-11 Dec-11 EPIC Committee Forward with Peer Addressed Review Survey