HomeMy WebLinkAbout2012-08-22 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGAN IZATIO NAL COMMITTEE MEETING
Wednesday, August 22, 2012, 3:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting 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. Response to OC Grand Jury Report: "Transparency Breaking Up Compensation Fog-
But Why Hide Pension Costs?"
Recommendation. That the Committee consider this matter and provide a
recommendation to the Board of Directors.
2.2. Elective Water Meter Resizing Policy
Recommendation. That the Committee consider this matter and provide a
recommendation to the Board of Directors.
2.3. Reschedule Board and Committee Meetings and Consider Observation of Veteran's Day
Recommendation. That the Committee recommend the Board of Directors
reschedule these Board and Committee meetings as follows.
• Reschedule the Board of Directors meeting on Thursday, November 22, 2012
to Wednesday, November 21, 2012 at 8.30 a.m.
• Reschedule the Citizens Advisory Committee meeting on Monday, December
24, 2012 to Wednesday, December 19, 2012 at 8.30 a.m. (unless the
Committee decides to cancel the December meeting as they have in previous
years.)
. Reschedule the Finance-Accounting Committee meeting on Monday,
December 24, 2012 to Wednesday, December 26, 2012 at 4:00 p.m. (or to
another day and time suitable to the FA Committee participants).
Additionally, that the Committee recommend the Board of Directors close the
District offices on Monday, November 12, 2012 in observance of Veteran's Day.
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. County of Orange Legislative Priorities 2012
3.3. Customer Service Feedback Report
3.4. Alternative Work Schedule Comparison Data
3.5. Status of Strategic Plan Initiatives
3.6. Future Agenda Items and Staff Tasks
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: Steve Conklin
Negotiating Parties: Designated Representatives of Orange County Water District
Under Negotiation: Price and Terms of Payments
4.2. 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)
4.3. Conference with Legal Counsel -Anticipated Litigation
Pursuant to Subdivision (b) of Section 54956.9 of the California Government Code
Number of Potential Cases: One
Existing Facts and Circumstances under Section 54956.9(b)(3)(B): Dispute with Orange
County Transportation Authority over payment of cost to relocate District water pipelines
to make way for construction of Lakeview Avenue overcrossing of ATSF rail tracks and
Orangethorpe Avenue.
4.4. Conference with Legal Counsel -Anticipated Litigation
Pursuant to Subdivision (b) of Section 54956.9 of the California Government Code
Number of Potential Cases: One
Existing Facts and Circumstances under Section 54956.9(b)(3)(B): Received letter dated
August 15, 2012 from Metropolitan Water District of Southern California regarding
potential damage to 60-inch line related to demolition of pressure regulation station vault
on Van Buren Street.
5. ADJOURNMENT
5.1. The next meeting of the Executive-Administrative-Organizational Committee is
scheduled to be held Monday, September 17, 2012 at 4:00 p.m. but may be rescheduled
to accommodate staff attendance.
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: August 22, 2012
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Cindy Botts, Management
Analyst
Subject: Response to OC Grand Jury Report: "Transparency Breaking Up
Compensation Fog- But Why Hide Pension Costs?"
SUMMARY:
The County of Orange Grand Jury has prepared and released a report entitled "Transparency
Breaking Up Compensation Fog- But Why Hide Pension Costs?" The Yorba Linda Water District is
one of the agencies included in the report and is mandated by Penal Code Section 933.05 to
respond in writing to address the findings and recommendations at the end of this report. The Grand
Jury's report was released to the public on June 12, 2012. The District must submit a response to
this report prior to September 12, 2012.
STAFF RECOMMENDATION:
That the Committee consider this matter and provide a recommendation to the Board of Directors.
DISCUSSION:
Staff has prepared a draft response to the OC Grand Jury report for consideration by the
Committee, with the intention to bring a recommendation onto the full Board of Directors at its
meeting on August 23, 2012. The recommendations that may be considered by the Committee
include minor modifications to the District's website enhancing ease of use and transparency with
the information items identified in the report.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors has responded to several OC Grand Jury reports over the years, with the
most recent being July 26, 2012.
ATTACHMENTS:
.a Description: Type:
OC Grand Jury Response-Transparency on Pension
Grand Jury Transparency Response DRAFT 1.docx Backup Material
Costs
September 14, 2012
The Honorable Thomas J. Borris, Presiding Judge
Superior Court
700 Civic Center Drive West
Santa Ana, CA 92701
Dear Judge Borris:
Thank you the opportunity to review and comment on the "Transparency Breaking Up
Compensation Fog — But Why Hide Pension Costs?" report. The comments provided
address the findings and recommendations requiring a response from the Yorba Linda
Water District.
Regards,
Phil Hawkins
YLWD Board of Directors
CC: Orange County Grand Jury
Yorba Linda Water District Findings
F.1: Accessibility Ratings for Cities, Special Districts and JPA's.
Response: Agrees with Finding
The Yorba Linda Water District (YLWD) agrees that the accessibility of its employee
compensation could be improved. Presently the information is available by individual
position under the Job Descriptions page.
F.2: Content & Clarity Ratings for EXECUTIVE Compensation Cost.
Response: Agrees with Finding
YLWD acknowledges that the content and clarity of its executive compensation costs as
detailed on its website are not in meeting with the Grand Jury's grading criteria. Those
considered "executive" staff by the Grand Jury, based strictly upon their salary, are
currently included in the list of all YLWD employees, rather than on their own page. The
monthly salaries of all employees, including the "executive" employees are listed.
F.3: Content & Clarity for EMPLOYEE Compensation Cost Ratings.
Response: Agrees with Finding
As with the first two findings of the Grand Jury, YLWD recognizes that there is much
room to improve its compensation cost transparency and intends to make further
improvements with its new website.
F.4: Transparency of Employer Pension Contribution Rates.
Response: Agrees with Finding
F.5: Inclusion of Overtime and On-Call Pay in Employee Compensation Costs.
Response: Agrees with Finding
R.1: Access for Compensation Costs Transparency.
Response: The recommendation has not yet been implemented, but will be
implemented in the future
YLWD has been working for the past several months on redesigning its website, and
will ensure that when it launches it will meet the Grand Jury's standards of Accessibility.
R.2: Content & Clarity of EXECUTIVE Compensation Costs.
Response: The recommendation will not be implemented because it is not reasonable
YLWD agrees that the information should be listed but disagrees with displaying
"executive" information in a separate table, being that it is already displayed in the
general employee table. This duplication could prove to be highly confusing, as it would
give the impression of a greater number of "executives" than truly exist, and would not
serve to further transparency goals. If it is the Grand Jury's intent to highlight the higher
salaries of certain employees, simply listing employees in ascending order of salary
would serve this purpose.
R.3: Content & Clarity of EMPLOYEE Compensation Costs.
Response: The recommendation will not be implemented because it is not warranted,
nor is it reasonable.
YLWD believes that the parameters of the recommendation are such that to include
fees, bonuses, auto allowances, overtime, and on-call pay for individual employees on
an actual costs basis is unreasonable. The amount of work required to produce this
information on a regular basis would potentially require additional personnel. YLWD can
and will provide on its website salaries and benefits information, as required by law to
the State Controller's Office, but does not believe it is reasonable to create additional
staff positions to provide more information than what is required by law.
R.4: Transparency of Employer Pension Contribution Rates.
Response: The recommendation has not yet been implemented, but will be
implemented in the future.
R.5: Transparency of Overtime Pay and On-Call Pay in Employee Compensation
Cost Reporting.
Response: The recommendation will not be implemented because it is not warranted,
nor is it reasonable.
Please see response to R.3.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: August 22, 2012 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Reviewed by Legal: Yes
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: Elective Water Meter Resizing Policy
SUMMARY:
At the request of the Committee, Staff has drafted a policy to address customer requests to alter
their water meter size.
STAFF RECOMMENDATION:
That the Committee consider this matter and provide a recommendation to the Board of Directors.
DISCUSSION:
The Elective Water Meter Resize Policy addresses customer requests both for increasing and
decreasing the size of their water meter. Policy guidelines include the requirement of an outside
Professional Engineer's Opinion on the validity of the requested meter resize, as well as a signed
waiver that releases the District from consequences resulting from or in connection with the elective
alteration of the water meter size.
Additionally, the policy states that after the meter has been resized, if the property owner elects to
alter the meter back that of its original size, the same process must be adhered to, including a
Professional Engineer's Opinion on the appropriateness of the requested meter size, based on
American Water Works Association (AWWA) gallons per minute flow rates.
All costs, including that of an outside Professional Engineer's Opinion, will be paid by the property
owner to the District prior to the commencement of any work associated with the meter resize. Fees
are based upon the size of the requested meter and the average number of hours of labor required
for that particular size. The cost of the meter is also included in the fee and is determined based on
meter size and the remaining life expectancy of the current meter.
STRATEGIC PLAN:
CP 2-E: Maintain a Commitment to Updating the Districts Rules and Regulations Pertaining to
Water, Sewer & Special District Best Practices
ATTACHMENTS:
Description: Type:
Meter Resizing Policy FINAL.docx Draft Elective Meter Resizing Policy Backup Material
Yorba Linda
Water District
Policies and Procedures
Policy No.: 3040-12-01
Effective Date: September 1, 2012
Prepared By: Cindy Botts, Management Analyst
Applicability: District Wide
POLICY: ELECTIVE WATER METER RESIZING POLICY
1.0 PURPOSE
The purpose of this policy is to define guidelines and procedures for elective water
meter resizing.
2.0 SCOPE
Yorba Linda Water District (District) is implementing an Elective Water Meter
Resizing Policy to address customer requests to alter their meter size.
3.0 PROCEDURES
A. A request to alter a meter size must be made by submitting a completed
Elective Water Meter Resize Request Form (Form) to the District. The Form
is available on the District's website at http://www.ylwd.com. A copy may also
be picked up at Yorba Linda Water District, 1717 E. Miraloma Avenue,
Placentia, CA 92870, between the hours of 7:00 a.m. and 6:00 p.m., Monday
thru Thursday.
B. The Form must be completed by the Property Owner making the request. All
requests will be forwarded to the District's Customer Service Department
Upon approval, the Property Owner will be notified of the approval and the
anticipated date of commencement of work by the District.
C. All costs related to an alteration of meter size pursuant to this policy are the
sole responsibility of the Property Owner and must be paid as set forth in this
policy.
D. For requests to be considered, the following criteria must be met:
1. Only the Property Owner on file may submit the Form.
2. The submitted Form must include a Professional Engineer's Opinion
(Opinion) on the validity of the requested meter resize. This Opinion
must take the form of a letter stating that the requested meter size is
able to meet the gallons per minute (gpm) flow rate demand of the
property in question. Calculations utilizing the American Water Works
Association (AWWA) Standard C-700 form for Meter Capacities,
Page 1
Elective Water Meter Resizing Policy 2012
incorporating irrigation for the property, must also be included in the
Opinion. Any and all fees associated with obtaining the Opinion are the
sole responsibility of the Property Owner.
3. The submitted Form must also include a signed "Terms & Conditions:
Elective Water Meter Resizing" (Terms and Conditions). The Terms and
Conditions indicate that altering the size of a water meter may have
consequences, including, but not limited to, changes in water pressure
and flow, which may require pressurization devices at additional costs;
reduction in the performance of appliances and landscape equipment;
and changes in the accuracy of the measurement of flow. The Property
Owner must acknowledge and agree that the District is in no way liable
for any consequences resulting from the change in meter size. The
Terms & Conditions must be signed by the Property Owner.
4. Upon approval of the request, the District will contact the Property
Owner to schedule the commencement of the meter replacement.
Scheduled dates are approximate and may be altered based on the
needs of the District. Should the replacement need to be rescheduled,
the District will contact the Property Owner as soon as possible to
reschedule.
5. Fees for the replacement of the meter are calculated pursuant to the
Customer Service and Developer Fees schedule and must be paid in full
by the Property Owner. The Fees must be submitted along with the
Form.
6. If, after a meter has been resized, the Property Owner elects to alter the
meter back to that of the original size or any other size, the same
process must be adhered to, including submission of a new Form, along
with a new Opinion on the appropriateness of the requested size based
on AWWA gpm flow rates, a new signed Terms & Conditions and the
payment of any and all fees associated with the completion of the new
meter installation.
4.0 EXCEPTIONS
A. Properties with fire sprinklers that do not have a dedicated fire meter will not
be allowed to downsize, regardless of the normal operating AWWA gpm flow
rates.
B. Properties will not be allowed to alter the size of the meter more than one size
(i.e. 1 '/2" meter can downsize to 1", but not to
5.0 EXHIBITS
Exhibit A — Request for Elective Water Meter Resize
Exhibit B —Terms & Conditions: Elective Water Meter Resizing
Approved:
Kenneth R. Vecchiarelli Date
General Manager
Page 2
Elective Water Meter Resizing Policy 2012
Exhibit A
ElYorba Linda
Water District
Request for Elective Water Meter Resize
Property Owner's Name:
Phone#: Fax#:
Account#: Email:
Property Address:
Billing Address:
Current Meter Size: ❑ 5/8" ❑ 3/4" Proposed Meter Size: 5/8" ❑ 3/4"
❑ 1" ❑ 1%" ❑ 1" ❑ 1%"
❑ 2" ❑ 3" ❑ 2" ❑ 3"
❑ 4" ❑ 6" ❑ 4" ❑ 6"
Engineer's Name:
Engineering License#: Recommendation: Yes ❑ No ❑
Expected Flow Rate: (Please attach calculations &written statement)
❑ - I have read and understand, and agree to the Terms and Conditions for
Elective Water Meter Resizing in accordance with the Yorba Linda Water
District's Elective Water Meter Resizing Policy.
Property Owner Signature: Date:
Do Not Write Below This Line— For District Use Only
Date Received: _/_/ Location#: P.E. Opinion Review: ❑
Terms and Conditions: ❑ Approved: ❑ Payment Received:
Meter Install Date: / / Authorization:
1717 E.Miraloma Ave / Placentia,CA 92870 / 714.701.8333 / fax 714.701.3028 /pio @ylwd.com / www.ylwd.com
Page 3
Elective Water Meter Resizing Policy 2012
Exhibit B
Yorba Linda
Water District
Policy No.: 3040-12-01
Effective Date: August 1, 2012
Prepared By: Cindy Botts, Management Analyst
Applicability: District Wide
TERMS AND CONDITIONS: ELECTIVE WATER METER RESIZING
Provision 1: General
A. These Terms and Conditions shall apply to the Elective Water Meter Resizing
Policy of the Yorba Linda Water District (District).
B. Property Owner has read and understands these Terms and Conditions and
agrees that its execution of this document District shall constitute the Property
Owner's acceptance of these Terms and Conditions.
Provision 2: Procedures
A. A request to alter a meter size must be made by submitting a completed
Elective Water Meter Resize Request Form (Form) to the District. The Form
is available on the District's website at http://www.ylwd.com. A copy may also
be picked up at Yorba Linda Water District, 1717 E. Miraloma Avenue,
Placentia, CA 92870, between the hours of 7:00 a.m. and 6:00 p.m., Monday
thru Thursday.
B. The Form must be completed by the Property Owner making the request. All
requests will be forwarded to the District's Customer Service Department
Upon approval, the Property Owner will be notified of the approval and the
anticipated date of commencement of work by the District.
C. All costs related to an alteration of meter size pursuant to this policy are the
sole responsibility of the Property Owner and must be paid as set forth in this
policy.
D. For requests to be considered, the following criteria must be met:
1. Only the Property Owner on file may submit the Form.
2. The submitted Form must include a Professional Engineer's Opinion
(Opinion) on the validity of the requested meter resize. This Opinion
must take the form of a letter stating that the requested meter size is
able to meet the gallons per minute (gpm) flow rate demand of the
property in question. Calculations utilizing the American Water Works
Association (AWWA) Standard C-700 form for Meter Capacities,
incorporating irrigation for the property, must also be included in the
Opinion. Calculations for the property are to be made utilizing Table 1
Page 4
Elective Water Meter Resizing Policy 2012
attached hereto and must also be included in the Opinion. Any and all
fees associated with obtaining the Opinion are the sole responsibility of
the Property Owner.
3. Upon approval of the request, the District will contact the Property
Owner to schedule the commencement of the meter replacement.
Scheduled dates are approximate and may be altered based on the
needs of the District. Should the replacement need to be rescheduled,
the District will contact the Property Owner as soon as possible to
reschedule.
4. Fees for the replacement of the meter are calculated pursuant to the
Customer Service and Developer Fees schedule and must be paid in full
by the Property Owner. The Fees must be submitted along with the
Form.
5. If, after a meter has been resized, the Property Owner elects to alter the
meter back to that of the original size or any other size, the same
process must be adhered to, including submission of a new Form, along
with a new Opinion on the appropriateness of the requested size based
on AWWA gpm flow rates, a new signed Terms & Conditions and the
payment of any and all fees associated with the completion of the new
meter installation.
4.0 EXCEPTIONS
A. Properties with fire sprinklers that do not have a dedicated fire meter will not
be allowed to downsize, regardless of the normal operating AWWA gpm flow
rates.
B. Properties will not be allowed to alter the size of the meter more than one size
(i.e. 1 '/2" meter can downsize to 1", but not to %").
I, as the Property Owner or, (if a corporation, LLC, partnership, etc.), on behalf of the
Property Owner, accept these Terms and Conditions and acknowledge and agree
that the District makes no assurance regarding the quantity or pressure of water
available to the property or the fitness or suitability of the quantity or pressure of
water available for any particular purpose, including, but not limited to, fire
suppression on the property. Water will be provided only as available and in the
same manner as provided to other District customers in the vicinity of the property.
I, as the Property Owner or, (if a corporation, LLC, partnership, etc.), on behalf of the
Property Owner, hereby waive, discharge and covenant not to sue the District for
any loss, cost or liability associated with or relating to the change requested in the
Form, including, but not limited to, changes in water pressure and flow, which may
require pressurization devices at additional costs; reduction in the performance of
appliances and landscape equipment; and changes in the accuracy of the
measurement of flow.
Property Owner Signature: Date:
Page 5
Elective Water Meter Resizing Policy 2012
Table 1
AWVVA Standard C-700
Meter Capacities
Services at pressures not exceeding 150 psi and water tem eratures not in excess of 80°F
Size Safe Maximum Normal Test Flaw Required Accuracy Minimum Test Flaw Required Accuracy
(in.) Operating Capacity(GPM) (GPM) (%) (GPM) 11%)
518 20 1-20 98.5-101.5 114 95
314 30 2-30 98.5-101.5 112 95
1 50 3-50 98.5-101.5 314 95
1112 100 5-100 98.5-101.5 1112 95
2 160 1 8-160 1 98.5-101.5 1 2 95
4846-7055-3872,v. 1
Page 6
Elective Water Meter Resizing Policy 2012
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: August 22, 2012 Budgeted: N/A
Total Budget: N/A
To: Executive-Administrative- Cost Estimate: N/A
Organizational Committee
Funding Source: N/A
From: Steve Conklin, Acting General Account No: N/A
Manager
Job No: N/A
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Annie Alexander, Executive CEQA Compliance: N/A
Secretary
Subject: Reschedule Board and Committee Meetings and Consider Observation of Veteran's
Day
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reschedule these Board and Committee meetings as
follows:
. Reschedule the Board of Directors meeting on Thursday, November 22, 2012 to Wednesday, November
21, 2012 at 8:30 a.m.
. Reschedule the Citizens Advisory Committee meeting on Monday, December 24, 2012 to Wednesday,
December 19, 2012 at 8:30 a.m. (unless the Committee decides to cancel the December meeting as
they have in previous years.)
. Reschedule the Finance-Accounting Committee meeting on Monday, December 24, 2012 to
Wednesday, December 26, 2012 at 4:00 p.m. (or to another day and time suitable to the FA Committee
participants).
Additionally, that the Committee recommend the Board of Directors close the District offices on Monday,
November 12, 2012 in observance of Veteran's Day.
DISCUSSION:
On November 22, 2012, the regularly scheduled Board of Directors meeting will conflict with the Thanksgiving
holiday. On December 24, 2012, the regularly scheduled Citizens Advisory Committee and Finance-
Accounting Committee meetings will conflict with the Christmas Eve holiday.
In addition, even though the legal public holiday for Veteran's Day falls on Sunday, November 11, 2012, most
government offices will be closing their offices in observance of this holiday on Monday, November 12, 2012.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors routinely reschedules Board and Committee meetings that conflict with holidays,
conferences or special events.
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: August 22, 2012 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General Dept: Administration
Manager
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
Subject: County of Orange Legislative Priorities 2012
SUMMARY:
The County of Orange develops its legislative priorities and policy statements for both State and
Federal advocacy on an annual basis. The County is now soliciting suggestions on these priorities
and policies from local agencies.
DISCUSSION:
The Legislative Priorities set forth the County's goals for the current Legislative Session and the
Policy Statements provide general direction to the Legislative advocates as they advance County
interests during the year. Legislative Priorities for 2012 include local government funding, fiscal
equity and cost recovery. The Legislative Policy Statements support these priorities.
STRATEGIC PLAN:
CP 1-E: Effectively Use Broad Spectrum Communication Opportunities
ATTACHMENTS:
Description: Type:
OC Legislative Priorities 2012.pdf County of Orange Legislative Priorities 2012 Backup Material
•
JOHN M. W. MOORLACH, C.P.A. JAN RuDCE
ORANGE COUNTY BOARD OF SUPERVISORS CRMFOF STAFF
• SUPERVISOR,SECOND DISTRICT LINDSAY BRENNAN
ORANGE COUNTY HALL OF ADMINISTRATION
POLICY ADVISOR
333 W.SANTA ANA BLVD.
r 10 CIVIC CENTER,SANTA ANA,CALIFORNIA 92701 DAVID MANSDOERFER
Phone(714)834-3220 Fax(714)834-6109 POLICY ADVISOR
John.moorlach @ocgov com
KATHLEEN MORAN
POLICY ADVISOR
August 13, 2012 PAMELANEwcoME
POLICY ADVISOR
CAMMY DANCIU
Mr. Michael J. Beverage ExHcUnvF-AssISTANT
President
Yorba Linda Water District
1717 E. Miraloma Ave.
Placentia, CA 92870
Dear Mr. Beverage:
The County of Orange recognizes the collective strength of its community partners and would
like to extend an invitation for you to provide input into the development of our 2013 Legislative
Platform.
Every August, the County of Orange begins to develop our legislative platform. This document
articulates the key legislative priorities and policies for the County in both Sacramento and
Washington D.C. It also provides policy direction and guidance to County departments and
staff.
Specifically, as the County begins to solicit its own departments and staff for legislative ideas,
we invite you to provide suggestions to us on our attached 2012 legislative priorities and policy
statements. We hope this process opens the lines of communication between the County and our
community partners. If you have a specific legislative proposal in mind, please feel free to share
that too. We share much in common—a vision of a safe, strong, and vibrant Orange County—
and working collaboratively is the best way to ensure a bright future.
Please take some time to look over the attached legislative priorities and let us know of any
suggestions by September 28, 2012. Please address your comments or questions to Donna
Grubaugh, Director, CEO/Legislative Affairs, at 714-834-7218, or donna.grubaugh @oegov.com.
On behalf of the County of Orange, I want to extend our thanks for your time and consideration
of this important matter.
Very truly yours,
Jahn M. W. Mo lach
Chairman, Board of Supervisors
Enclosure RECEIVED
cc: Ken V ecchiarelli, General Manager AUG 14 2012
YORBA UNDAWATER DISTRICT
COUNTY OF ORANGE
2092 LEGISLATIVE PRIORITIES AND POLICY STATEMENTS
The County of Orange recognizes the need to protect its interests in Sacramento and
Washington, DC. To be effective in this mission, the County of Orange reviews and
establishes priorities and policy statements at the beginning of each legislative year.
The Legislative Priorities set forth the County's goals for the current Legislative Session
and the Policy Statements provide general direction to the Legislative advocates as they
advance County interests during the year.
LEGISLATIVE PRIORITIES
1. LOCAL GOVERNMENT FUNDING
In the event local revenue is jeopardized or reallocated, the State must
provide alternative funding sources to local governments. For example,
Orange County would be opposed to the State borrowing from local
governments using Proposition 1A, or any other source of funding from
the State.
2. FISCAL EQUITY
Establish an equitable, dependable and predictable revenue stream with
distribution formulas for local revenues that address equity with other
counties, and that any formula be based on one or more of the following
factors:
• Per capita
• Caseload
• Situs (dedicated taxes)
• Realignment Equity
• Cost of Living in High Cost Counties
• Other Objective Measures of Need
3, COST RECOVERY
Local governments shall receive full cost reimbursement for all federal
and/or state mandated programs. Unfunded or under-funded mandates
are a burden which local government cannot afford. The County of
Orange will pursue full cost recovery for all expenditures related to natural
disasters.
Page 1
POLICY STATEMENTS
?. Increasing taxes is an inappropriate means of balancing the State's
budget.
2. The establishment of equitable, consistent, dependable, and predictable
revenue streams with distribution formulas for local revenues that address
equity are necessary for the stability of services provided by local
government. Proposed funding allocations to counties must be based
upon common factors (population, poverty statistics, caseload, or other
objective measures of need) applied evenly among counties.
3. The shifting of tax revenues from the County to the State or other local
entities harms Orange County's ability to serve its residents.
4. Counties must be given the authority, flexibility, and adequate funding to
administer programs and service client needs within their local
jurisdictions (no unfunded mandates). As examples, In-Home Supportive
Services should be fully funded by the State and Federal governments to
lessen the financial burden on local governments; and funding for property
tax administration should be reinstated.
5. Realignment proposals must only include programs where counties have
control over costs and program operations.
6. Federal maintenance of effort requirements as well as federal penalties
and sanctions must remain the responsibility of the State and not passed
on to local governments.
7. Homeland security and emergency response efforts shall be coordinated
among the federal, state, and local governments with clearly defined roles
and responsibilities for each.
8. The State and/or federal government shall provide full cost recovery for
counties and cities for all mandates. State/or federally funded programs
(such as Santa Ana River Project, State Child Health Insurance program
(S-CHIP), medical research, housing, law enforcement, older adults and
workforce investment, etc.) require adequate and continuous funding.
9. Support collaborative solutions in addressing regional issues and
completion of vital flood control, beach erosion control, and watershed
projects such as the Santa Ana River Mainstem Project (including Prado
Dam), Santa Ana River Interceptor Line (SARI) relocation, Afiso Creek
Mainstem Project, Orange County Beach Erosion Control Project, and
other projects as may be appropriate.
Page 2
10. Orange County will support measures that protect the public against
disease and disability and promote health.
11. Funding for alternatives to incarceration, including probation monitoring,
that are cost effective and do not endanger the general public shall be
pursued.
12. Housing:
a. Adequate housing is necessary for economic stability. Parity should
be sought between the number of jobs and the availability of housing.
The Regional Housing Needs Assessment (RHNA) should identify
realistically the housing elements needed to achieve fair distribution of
housing requirements and should provide for the transfer of housing
allocations when annexation or incorporation occur. RHNA should
never be used to punitively impact the funding of local government.
b. Support removal or minimization of barriers to housing production,
including fiscal reform for local government to address disincentives
for residential development.
c. Support the efforts of County water agencies to insure that an
adequate water supply exists for potential development in
unincorporated areas and the incorporated cities of Orange County.
d. Support the removal of barriers to local flexibility in the administration
and allocation of federal homeless assistance funding, so as to allow
the County to direct these funds toward innovative programs that will
meet the specific needs of its homeless population.
13. Water Resources:
a. State — promote coordinated effort between state, County and regional
agencies to allow for increased local control for project implementation.
b. Federal — increase programs and funding opportunities for purchasing
of coastal habitat and resource conservation, preservation and
maintenance. Support federal funding for beach nourishment and
erosion control for all Orange County shoreline from the mouth of the
San Gabriel River to San Mateo Creek. Support sharing of Federal
Outer Continental Shelf (OCS) revenues with coastal states to support
conservation and wildlife protection programs.
c. Local, State and Federal — support state and federal grants for Clean
Water Act and Porter-Cologne Act and collaborate on watershed
management strategies.
d. Support consistent regulatory efforts and oversight within Orange
County boundaries.
14. Promote business retention (through insurance, healthcare, and workers'
compensation reform) and consider incentives to attract new business.
Page 3
15. Protect local decision-making and accountability for County Proposition 10
Commissions when statewide financial reporting and fiscal practices are
established.
16. El Toro — The local land use decision made regarding MCAS, El Toro and
its reuse should be upheld. The County of Orange is opposed to any
attempt to change the land use and to the creation of a regional airport
authority to place an airport at MCAS, El Toro.
17. Support policies that maximize local control over solid waste management
and operational efficiencies at solid waste facilities, and minimize
burdensome and duplicative regulation by the state. The County supports
measures that maintain and expand existing diversion credits.
18. Implementation of the reauthorized Voting Rights Act should reexamine
multilingual ballot requirements to ease unfunded mandates on counties.
The regulations should have specific and reasonable fluency thresholds.
19. Support a public safety system that includes local law enforcement
services, crime prevention, prosecution of crime, confinement of high-risk
and juvenile offenders, and supervision of adults and juveniles placed on
court ordered formal probation.
20. Support measures that enhance the quality, affordability, capacity,
accessibility, and safety of child care and development programs.
21. Support Completion of the 241 Tollroad, as it affects all transportation
decisions as well as Air Quality Management Districts (AQMD)
measurements for the County.
22. Support legislative or administrative changes to clarify the requirements
for regulatory permits for the maintenance of flood control and drainage
facilities, including mitigation requirements; and for streamlining the
process when maintenance permits are required,
23. Support legislation that educates, promotes incentives, and provides
information to the residents, builders, and businesses of Orange County
regarding the adoption, use, and economic benefits of green technology,
recycled products and eco-friendly products.
24. Support legislation that ensures Health Care Reform is revenue-neutral to
the Health Care Agency and allows HCA to continue to carry out its
mandated services and County responsibilities with no increase in Net
County Cost.
Page 4
25. Pursue the possibility of maximizing the capacity and efficiency of the
County's Cogeneration (Cogen) and Central Plant facility by providing its
excess load to other governmental agencies within the Santa Ana Civic
Center,
26. State water quality regulatory framework:
a. Support a change in the California Water Code to bring ex parte
communication for the members of the State Water Resources Control
Board and Regional Water Quality Control Boards in line with other
state boards and commissions.
b. Support revisions to the limitation on a board member's income
restrictions so that individuals who receive income from an entity
subject to waste discharge requirements may serve on the State Water
Resources Control Board and Regional Water Quality Control Boards
but must recuse themselves from matters pertaining to any entity in
which they have a direct or indirect financial interest.
27. Workforce Investment Act (WIA):
a. Support the reauthorization of the WIA.
b. Support WIA reauthorization provisions that allow Orange County to
retain local control in the areas of service delivery design and
expenditures.
c. Support WIA reauthorization provisions that promote and incentivize
regional planning and service delivery.
d. Support a WIA reauthorization provision that continues to require
oversight Boards to be led by a majority of locally appointed business
representatives.
e. Oppose any efforts to remove local control provisions allowed under
existing legislation at the Federal or State level.
28. Support legislation that promotes renewable energy and alternative
technology projects by minimizing burdensome requirements.
Page 5
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: August 22, 2012
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
CR Tracking and Customer Feedback thru July 2012.pdf Monthly Feedback Report-July Backup Material
Leaks by Month
70
50
50
38
59
•
j
45
58
62
V 30 �
Jul
�MainLeak
4
3
5
c 20
yt 10
3
7
10
�Service Leak
10
V
Jan
Feb
Mar
Apr
May
Jun
Jul
�MainLeak
4
3
5
6
3
7
10
�Service Leak
10
11
21
14
15
0
23
CAMS
4
1
6
0
5
5
1
�Meter Leak
30
18
26
20
30
22
27
�Fire Hydrant Leak
4
2
1
3
4
0
1
�Main Line Valve Leak
4
3
0
2
1
1
0
Leaks-Total
56
38
59
45
58
35
62
Sewer Issue Calls by Month
7 6
u 5
4
s 3 2�
t 2
1
LOA
0 17
Jan
Pressure Calls by Month
Mar
Apr
30
Jun
I Jul
Niia Sewer Stoppage
25
25
1
2
1
1
20
�Sewer Odor
10
18
0
0
1
14
1
�Sewer Overflow
15
1
10
0
0
a 10
8
8
6
4
5
2
2
3
3
0
3
1
8
�Taste
0
Jan Feb Mar Apr May
Jun
Jul
0
�High Pressure
0
�Odor
3
3
1
1
2
8
�Low Pressure
8
7
11
7
7
15
16
17
Pressure-Total
8
25
14
10
8
16
18
25
Sewer Issue Calls by Month
7 6
u 5
4
s 3 2�
t 2
1
LOA
0 17
Water Quality Calls by Month
Jan
Feb
Mar
Apr
May
Jun
I Jul
Niia Sewer Stoppage
1
1
1
2
1
1
1
�Sewer Odor
4
2
0
0
1
1
1
�Sewer Overflow
1
1
1
0
0
1
1
Sewer Issues-Total
6
4
2
2
2
3
3
Water Quality Calls by Month
3
8 7
7
7
—�
4
6
5 5
0
V 5
O
0
1
4
0
1
�Customer Problem
3
6
7
1
2
6
13
�Contractor
1
0
0
0
Jan
Feb
Mar
Apr
May
Jun
16
�Dirty or Cloudy Water
1
6
3
1
3
1
8
�Taste
0
0
0
1
0
0
38
�Odor
0
1
2
0
2
0
—+--Water Quality-Total
1
7
5
2
5
1
Turn On/Off Calls by Month
25
20
17
18
15
♦
x 10
8 8
5
0
Jan Feb Mar Apr May
Jun
�Turn On
6
6
1
3
8
3
Turn Off
7
11
7
5
7
15
—4—Turn On/Off-Total
13
17
8
8
15
18
Jul
2
0
0
2
Jul
8
14
22
Misc. Calls by Month
60 49
m 50 30 34 38 43 36
40
30
'x 20
a 10
0
Ian Feb Mar I Anr I Mav I fun I In]
�DamagedBoxorLid
3
6
7
4
6
4
5
Noise in Pipes
0
0
0
1
0
0
1
�Customer Problem
6
6
7
1
6
6
13
�Contractor
0
0
0
0
0
0
0
Other
15
12
16
19
23
16
23
�No Water
6
10
8
3
8
10
7
--$--Misc-Total
30
34
38
28
43
36
49
Service Calls by Type
200
180
163
160
140
122
♦ i
114
114
111
120
♦
114
122
93
139
V 100
163
93
w
80
,.
60
40
20
0
Jan
Feb
Mar
Apr
May
Jun
Jul
ir'lgiii Leaks-Total
56
38
59
45
58
35
62
�Water Quality-Total
1
7
5
2
5
1
2
�Pressure-Total
8
14
10
8
16
18
25
�Turn On/Off-Total
13
17
8
8
15
18
22
�Sewer Issues-Total
6
4
2
2
2
3
3
D Misc-Total
30
34
38
28
43
36
49
,--4o--Total
114
114
122
93
139
111
163
Customer Card Feedback
�r_n
Most recent 2 Weeks
Customer Service Call Log (7/30/12—8/8/12) Daily Average
Calls transferred to other Departments:
Administration 6 0.75
Engineering 43 5.38
Finance 5 0.63
HR 11 1.38
IT 16 2.00
Maintenance/Operations 18 2.25
Production 1 0.13
Public Information Officer 5 0.63
Water Quality/Conservation Inquiry 5 0.63
Subtotal Transferred Calls 110 13.8
Calls taken for Customer Service:
Service Orders 108 13.50
Credit Card Payment 90 11.25
Online Inquiry 31 3.88
Billing Inquiry 117 14.63
Auto-Pay Inquiry 11 1.38
Late Fee Inquiry 26 3.25
High Usage Inquiry 12 1.50
Payment Arrangement 19 2.38
Consumption History 4 0.50
Directions to Office 3 0.38
Other 44 5.50
Subtotal Calls Taken 465 58.13
Total Incoming Calls to CSR Desks 575 71.88
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: August 22, 2012 Budgeted: N/A
To: Executive-Administrative-
Organizational Committee
Funding Source: N/A
From: Steve Conklin, Acting General
Manager
Dept: Administration
Reviewed by Legal: N/A
Prepared By: Cindy Botts, Management CEQA Compliance: N/A
Analyst
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 the previous year's first six months of the year to that of the current year,
on a monthly basis, over several operational cost and service level categories.
Overall electricity and sick leave costs were down, with increases in the number of miles of sewer
cleaned and valves turned. Due to this extra productivity, the cost of fuel was increased for both
regular fuel and diesel. Overtime costs have increased slightly due to the extra non-working day,
however, this increase was expected. Customer service feedback reports indicate an increase of
positive (Excellent Service Received category) responses to customers from employees, both within
Operations and Meter Reading.
The only aberrant result from the six month tracking period was that of a decrease of fire hydrants
serviced. This is due to two of the five person crew being out on extended medical leave. The
Operations department is confident, however, that all hydrants will be inspected and serviced prior
to their yearly due date.
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:
Description: Type:
Alt Wk Schedule 6 Mo Review.xlsx Backup Material Backup Material
Alternate Work Schedule Comparison Data
January 2011-December 2012
Jan Feb Mar Apr May Jun 6 Month
Total
Electricity -5% 5% -14% -14% 4% -11% -6%
Fuel(Regular) 23% 10°% -7°% -7°% 7°% -11°% 3°%
Fuel(Diesel) 46% 19% 11% 11°% 29°% 15°% 22°%
Fire Hydrants Serviced 66% 50% -196% -54% -9% -54% -33%
Valves Turned 39% 7% 10% 11% 10°% -27°% 8°%
Miles of Sewer Cleaned 1% 34% 13% 15% 46% 6% 19%
Ops CS Feedback(pos/total) 0% 5% 10% 10% 13% -3% 6%
Overtime Total(District) -12% 1% 14% -52% -18% 114°% 8°%
Sick Leave Total(District) -46% 2% 41% -4% 18% -50% -6%
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: August 22, 2012
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Description: Type:
Strategic Plan Tracking- EAO.xlsx Strategic Plan Initiatives-July 2012 Backup Material
Strategic Plan Initiatives Status Report
Executive-Administrative-Organizational Committee
Strategies Start Date Completion Lead Party July 2012 Progress
Date
CP 1: Increase Brand Reco nition within the Community
Have Board of
Directors and YLWD
Staff Attend More Immediately BOD/GM/PIO/ Attendance at standing
CP 1-C Local and Regional following Nov- On-going Staff intergovernmental
Events and Inter- 2010 election meetings
governmental
Meetings
CP 2: Increase Public Awareness of Water and Wastewater Related Issues
(2) Customers received a
Provide Financial rebate for Rotating
Incentives and Nozzles. MWDOC Turf
CP 2-A Rebates 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 to
Conservation Move Forward
Council's Best
Management Practices
Enhance the District's
CP 2-D Regional Water and 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
Organizations and Meeting. Attended
Local Civic Groups quarterly OC Water
Operations Managers
Association meeting.
WE 3: Enhance Employee Relations
Implement a Program Working with Employee
WE 3-A to Recognize Jul-11 Sep-11 EPIC Committee Recognition Committee
Employees for on Employee of the
Excellence Month Program logistics
WE 3-13 Conduct Quarterly All- Jul-11 Quarterly General Manager Held May 17, 2012
Hands Meetings
Continue to
Encourage Employee
WE 3-C Training in Leadership On-going On-going General Manager On-going
and Technology
SR 2: Explore Service Boun ary Opportunities
Evaluate Feasibility of
SR 2-A Providing Additional Jul-11 Jun-12 General Manager On-going
Water Services with
the Region
Evaluate Feasibility of
SR 2-13 Providing Additional 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 Reliabilitv and Efficiency
Continue with Efforts Delay due to further
to Annex District hydrological modeling.
SR 1-A Service Area to Orange On-going On-going General Manager May extend process by
County Water District several months
Engage with Regional Hosted MWDOC Water
SR 1-C Agencies on Water On-going On-going General Manager Use Efficiency Meeting.
Supply Issues
Strengthen Existing Emergency Update of Emergency
SR 1-D Emergency Operations On-going On-going Operations
Partnerships Coordinator/GM Response Plan in 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 Public
Whenever Feasible Affairs
OE 2: Address Inefficiencies Identified in the Self-Assessment Survey
Identify Core On-Hold due to higher
OE 2-A Inefficiencies Jul-11 Jun-12 EPIC Committee priority Staff projects in
process
Develop Measurable On-Hold due to higher
OE 2-13 Productivity Goals Aug-11 Jun-12 EPIC Committee priority Staff projects in
process
Engage Employees in On-Hold due to higher
OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee priority Staff projects in
Inefficiencies process
OE 3: Consider Utilization of a Peer Review Survey
Determine the Cost Management Completed at Feb 2012
OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11
Analyst Meeting
Review Survey
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