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HomeMy WebLinkAbout2012-08-22 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-AD MIN-ORGANIZATIONAL COMMITTEE MEETING August 22, 2012 A meeting of the Yorba Linda Water District's Executive-Administrative-Organizational Committee was called to order by Director Hawkins at 3:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia, CA 92870. COMMITTEE STAFF Director Phil Hawkins, Chair Steve Conklin, Acting General Manager Director Gary T. Melton OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Christopher Townsend, President, Townsend Public Affairs Matthew Hicks, Associate, Townsend Public Affairs (Participated Via Teleconference) 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Response to OC Grand Jury Report: "Transparency Breaking Up Compensation Fog — But Why Hide Pension Costs?" Mr. Conklin reported that staff has prepared a draft response to the above- titled OC Grand Jury report for consideration by the Committee. The Committee reviewed the draft response and recommended it be brought to the Board of Directors on August 23 for review and consideration. 2.2. Elective Water Meter Resizing Policy Mr. Conklin reported that the draft policy to address customer requests to alter their water meter size was brought to the EAO Committee last month and has since been reviewed by legal counsel, with minor changes. The Committee discussed the latest draft of the proposed policy and recommended it be brought to the Board of Directors on September 13 for review and consideration. 2.3. Reschedule Board and Committee Meetings and Consider Observation of Veteran's Day Mr. Conklin reported that staff is requesting the Committee consider rescheduling upcoming meetings. Following discussion, the Committee recommended that the Board of Directors: 1 • Reschedule the Board of Directors meeting on Thursday, November 22, 2012 to Wednesday November 21, 2012 at 8:30 am. • Close the District offices on Monday, November 12, 2012 in observance of Veteran's Day Further, the Committee agreed to leave to the Citizens Advisory Committee the potential rescheduling of its December 24 meeting, and to leave to the Finance-Accounting Committee the potential rescheduling of its December 26 meeting. 3. DISCUSSION ITEMS 3.1. Legislative Affairs Update (Verbal Report) Mr. Townsend joined the meeting for this item and Mr. Hicks joined-in by phone. Mr. Townsend reported on a meeting he had with Supervisor Campbell regarding the Lakeview Grade Separation Project and the Orange County Transportation Authority. Director Hawkins advised that following the Board of Directors meeting on August 23, the Board will provide further direction to Mr. Townsend. Mr. Townsend and Mr. Hicks reported on issues relating to water matters in Sacramento and locally. There was discussion that the Board consider attending future conference meetings of the California Association of Sanitation Agencies (CASA). At the completion of this item, Mr. Townsend and Mr. Hicks left the meeting. 3.2. County of Orange Legislative Priorities 2012 Mr. Conklin reported on the August 13, 2012 letter received from Supervisor John Moorlach, inviting the District to provide input on the development of the County's 2013 Legislative Platform. Following discussion, the Committee recommended that the letter be noted as received and filed. 3.3. Customer Service Feedback Report Mr. Conklin reported on the graphs showing customer feedback summary for January through July 2012. In response to the Committee's request in July, he provided the customer service call log for July 30 through August 8, 2012, a typical two-week period. He noted that there were 575 incoming calls to the Customer Service Response staff. Of those calls, 110 were transferred to other District departments and the remaining 465 were handled by the Customer Service staff. It was noted that in addition to handling customer calls, the staff is responding to walk-in customers and bill payments, preparing the monthly billing for all customers, preparing for and responding to notices for shut-offs and service restarts, among other tasks. 2 3.4. Alternative Work Schedule Comparison Data Mr. Conklin reported on the comparison metrics for the first six months of the 4/10 work schedule versus those for the first six months of the prior year. He noted that, overall, electricity and sick leave costs were down, with increases in the number of miles of sewer cleaned and number of valves turned. Due to this extra productivity, the cost of fuel 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 from customers concerning service from District staff, both within Operations and Meter Reading. The only aberrant finding 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 4/10 schedule. The Committee acknowledged the report and made no recommendation to change from the 4/10 work schedule in effect. 3.5. Status of Strategic Plan Initiatives The Committee reviewed and discussed the status of the Strategic Plan Initiatives. 3.6. Future Agenda Items and Staff Tasks Mr. Conklin reaffirmed that he will be on vacation September 10 through 17, returning to work on Sep 18. He recommended that in his absence, Mrs. Knight be the manager in charge and lead the Sep 13 Board meeting. The Committee agreed with this recommendation, which will be acknowledged at the August 23 Board meeting. The Committee adjourned to Closed Session at 4:30 p.m. Directors Hawkins and Melton were present. Also present were Messrs. Conklin and Kidman. 4. CLOSED SESSION 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 Payment 3 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. The Committee reconvened in Open Session at 4:47 pm. Director Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 5. ADJOURNMENT 5.1. The meeting was adjourned at 4:48 pm. The next meeting of the Executive-Administrative-Organizational Committee will be held Friday, September 21 , 2012 at 12:00 p.m. 4