HomeMy WebLinkAbout2012-09-21 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGAN IZATIO NAL COMMITTEE MEETING
Friday, September 21, 2012, 12:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton Damon Micalizzi, Public Information Officer
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. Affirmation of Compliance with the Brown Act
Recommendation. That the Committee consider this matter and provide direction to
Staff.
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. Organizational Efficiency Study (Verbal Report)
3.3. Use of Expedited Delivery Services (Verbal Report)
3.4. Customer Service Feedback Report
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 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)
Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court - Case
No. 00595177)
5. ADJOURNMENT
5.1. The next meeting of the Executive-Administrative-Organizational Committee will be held
October 15, 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: September 21, 2012 Budgeted: N/A
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: Affirmation of Compliance with the Brown Act
SUMMARY:
The State of California is required to reimburse local agencies for the actual costs of implementing
mandates, including provisions within the Ralph M. Brown Act. On June 27, 2012, AB 1464 and SB
1006 became effective, as a method by the State to reduce its budget. Combined, they contain a
schedule of state mandates that are suspended for fiscal years 2012/13, 2013/14 and 2014/15,
including portions of the Brown Act.
STAFF RECOMMENDATION:
That the Committee consider this matter and provide direction to Staff.
DISCUSSION:
The portions of the Brown Act that have been suspended include:
• The preparation and posting at least 72 hours before a regular meeting of an agenda that
contains a brief general description of each item of business to be transacted or discussed at
the meeting.
• The inclusion on the agenda of a brief general description of all items to be discussed in
closed session.
• The disclosure in open session of any item to be discussed in closed session at that meeting.
• In specific circumstances, the making of a report in open session of the actions and votes
taken in that meeting's closed session.
• In specific circumstances, the providing of copies to the public of closed session documents.
In an effort to remain transparent, open and responsive, the California Special Districts Association
(CSDA), as well as the League of California Cities, the Association of California Cities and
Liebert,Cassidy, Whitmore all encourage local agencies to continue to comply with all aspects of the
Brown Act, including those that have been suspended. As an attached example, the Yorba Linda
City Council recently affirmed continued compliance.
STRATEGIC PLAN:
CP 1-E: Effectively Use Broad Spectrum Communication Opportunities
ATTACHMENTS:
Description: Type:
City of YL- Compliance with the Brown Act.pdf City of Yorba Linda Resolution on Brown Act Backup Material
Compliance
`(ORB,q !2
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T EIrt1N HEZC
PRESIDENT OF TM STATE$
STAFF REPORT
'~CORPORATEO�9b1
CITY OF YORBA LINDA
City Clerk
DATE: AUGUST 21, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: MARCIA BROWN, CIVIC, CITY CLERK
PREPARED BY: LYNNAE SISEMORE, DEPUTY CITY CLERK`
SUBJECT: AFFIRMATION OF THE CITY OF YORBA LINDA'S
COMPLIANCE WITH THE BROWN ACT
RECOMMENDATION
That the City Council adopt Resolution No. 2012-5150, affirming the City of Yorba
Linda's commitment to continued compliance with the Brown Act.
BACKGROUND
The State of California imposes numerous mandates on cities. Among these mandates
are provisions within the Brown Act. By law, the State is required to reimburse cities for
the cost of implementing such state mandates.
On June 27, 2012, AB 1464 and SB 1006 became effective. Combined they contain a
schedule of state mandates that are suspended for the Fiscal Years 2012/2013,
2013/2014 and 2014/2015, including several provisions of the Brown Act. The
suspension of specified state mandates, including provisions of the Brown Act, was a
budget reduction move by the State to avoid having to reimburse local agencies,
including the City, for the actual costs of implementing these mandates.
ANALYSIS
The portions of the Brown Act that were suspended include:
• The preparation and posting at least 72 hours before a regular meeting of an
agenda that contains a brief general description of each item of business to be
transacted or discussed at the meeting.
The inclusion on the agenda of a brief general description of all items to be
discussed in closed session.
The disclosure is open session of any item to be discussed in closed session at
that meeting.
Affirmation of the City of Yorba Linda's Compliance with the Brown Act
Page 2
• In specified circumstances, the making of a report in open session of the actions
and votes taken in that meeting's closed session.
• In specified circumstances, the providing of copies to the public of closed session
documents.
The resolution would affirm that notwithstanding the suspension of these Brown Act
state mandates that the City will continue to abide by and implement all applicable
requirements of the Brown Act, including those which have been suspended, to ensure
that City government remains transparent, open and responsive.
Cities have been encouraged both by the Association of California Cities - Orange
County (ACC-OC) and the League of California Cities to continue to abide by all
applicable Brown Act provisions.
FISCAL IMPACT
None
ATTACHMENTS
1. Resolution No. 2012-5150, Affirmation of the City of Yorba Linda's Compliance with
the Brown Act
Approved by:
Steven A. Rudometkin
City Manager
RESOLUTION NO. 2012-5150
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF YORBA LINDA, AFFIRMING THE CITY OF YORBA
LINDA'S COMPLIANCE WITH THE BROWN ACT
WHEREAS, the City of Yorba Linda is a steward of public trust and resources
and it is the responsibility of the City of Yorba Linda to represent its citizens in a
transparent and open manner consistent with the laws of the State; and
WHEREAS, a key tool in providing transparency has been the Ralph M. Brown
Act ("Brown Act"), a law that requires, among other things, that meetings of local
governments be held in public, that local governments inform the public of all meetings
and report the results of such meetings in a proactive and timely manner; and
WHEREAS, in interests of good government and commitment to its citizens, the
City of Yorba Linda has adhered to the spirit and letter of the Brown Act since its
passage in 1953; and
WHEREAS, Assembly Bill 1464 and Senate Bill 1006, suspended certain
requirements of the Ralph M. Brown Act for the next three fiscal years for July 1, 2012
through June 30, 2015, as part of the State's attempt to balance its budget; and
WHEREAS, suspended portions of the Brown Act include requirements to
prepare and post agendas of regular meetings 72 hours prior to the regular meeting and
to report on the results of a closed session meeting following its conclusion under
specified circumstances; and
WHEREAS, Assembly Bill 1464 and Senate Bill 1006 also suspended the
requirement that the State reimburse the City of Yorba Linda for the actual costs it
incurs in implementing the suspended provisions of the Brown Act, including, but not
limited to, costs associated with the publishing and posting of the agenda and closed
session meeting reporting; and
WHEREAS, notwithstanding the suspension of these Brown Act provisions and
the funding for the City of Yorba Linda's costs to implement these provisions, the City
Council of the City of Yorba Linda affirms that the City shall continue to implement all
applicable requirements of the Brown Act.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Yorba
Linda that the City of Yorba Linda, its City Council, appointed committees, boards and
commissions and other City government entities, shall continue to implement all
applicable requirements of the Brown Act to ensure transparent, open and responsive
City government.
RESOLUTION NO. 2012-5150
PAGE NO. 2
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council
of the City of Yorba Linda on this 21St day of August, 2012.
MARK SCHWING, MAYOR
CITY OF YORBA LINDA
ATTEST:
MARCIA BROWN, CITY CLERK
CITY OF YORBA LINDA
APPROVED AS TO FORM:
RUTAN & TUCKER, LLP
CITY ATTORNEY
STATE OF CALIFORNIA )
SS.
COUNTY OF ORANGE )
I, MARCIA BROWN, City Clerk of the City of Yorba Linda, California, DO HEREBY
CERTIFY that the foregoing Resolution was adopted at a regular meeting of the City
Council of the City of Yorba Linda held on the 21St day of August, 2012, and was carried
by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
MARCIA BROWN, CITY CLERK
CITY OF YORBA LINDA
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: September 21, 2012
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
CR Tracking and Customer Feedback thru 08 August 2012.pdf CR Tracking-August 2012 Backup Material
Leaks by Month
�Main Leak-CC
4
3
5
6
3
7
10
73
80
56
11
59
14
58
0
6q
20
CAMS-CC
4
1
6
0
5
5
1
2
60
r
sis
26
20
30
f�
27
38
0
_ 0
4
2
1
3
4
0
1
2
�Main Line Valve Leak-CC
1 4
3
0
2
1
1
0
1
Leaks-Total-CC
1 56
38
59
45
58
35
63
73
�Main Leak-CC
4
3
5
6
3
7
10
10
�Service Leak-CC
10
11
21
14
15
0
24
20
CAMS-CC
4
1
6
0
5
5
1
2
�Meter Leak-CC
30
18
26
20
30
22
27
38
�Fire Hydrant Leak-CC
4
2
1
3
4
0
1
2
�Main Line Valve Leak-CC
1 4
3
0
2
1
1
0
1
Leaks-Total-CC
1 56
38
59
45
58
35
63
73
Pressure Calls by Month
30
Jan
Feb
Mar
Apr
May
Jun
25
Aug
�Sewer Stoppage
1
1
1
2
1
1
1
1
�Sewer Odor
4
2
0
18
20
1
1
0
6—;a Sewer Overflow
1
1
r
0
14
1
1
0
--$--Sewer Issues-Total
v 15
4
2
2
2
3
3
1
�No Water
6
10
8
5
8
10
8
10
--$--Misc-Total
8
34
38
10
43
36
49
Jan Feb Mar Apr May
Jun
Jul
5
�Turn On
2
6
6
1
3
0
3
8
1
Turn Off
7
Jan
Feb
Mar
Apr
May
Jun
High Pressure
0
3
3
1
1
2
Low Pressure
8
11
7
7
15
16
--$--Pressure-Total
8
14
10
8
16
18
Sewer Issue Calls by Month
7
6
5
4 ♦-gk
c 3 2 — 2 2
25
A
19
Jul Aug
8 6
17 13
25 19
V
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
�Sewer Stoppage
1
1
1
2
1
1
1
1
�Sewer Odor
4
2
0
0
1
1
1
0
6—;a Sewer Overflow
1
1
1
0
0
1
1
0
--$--Sewer Issues-Total
6
4
2
2
2
3
3
1
Water Quality Calls by Month
8
0
7
0
1
0
0
30
2
N 7
3
1
7
4
6
4
5
24
�Customer Problem
25
6
ro 6
1
6
5
20
5
18
0
0
v 5
0
0
15
0
0
0
�Other
15
13
16
19
23
°
4
8 8
�No Water
6
10
8
5
8
10
7
10
--$--Misc-Total
0
34
38
3
43
36
49
Jan Feb Mar Apr May
Jun
Jul
Aug
�Turn On
2
6
6
1
3
8
3
8
1
Turn Off
7
11
7
5
7
0
14
14
Turn On/Off-Total
13
17
8
8
15
Jan
Fe4MarApr
24
May
Aug
�Dirty or Cloudy Water-CC
1
6
3
1
3
1
2
1
Taste-CC
0
0
0
1
0
0
0
0
Odor-CC
0
1
2
0
2
0
0
1
--$--Water Quality-Total-CC
1
7
5 1
2
5
1
2
2
Misc. Calls by Month
60 38 43 49
40 39
N 30 34 ♦ 28
� 30 ! j
0 20 s 1 j
10 =
0
lan Feb I Mar I Am- Mav Tun lul Aug
Noise in Pipes
0
Turn On/Off Calls by Month
0
1
0
0
30
2
�Damage d B ox or Lid
3
6
7
4
6
4
5
24
�Customer Problem
25
6
7
1
6
N
20
3
18
0
0
0
0
15
0
0
0
�Other
15
13
16
19
23
°
10
8 8
�No Water
6
10
8
5
8
10
7
10
--$--Misc-Total
0
34
38
28
43
36
49
Jan Feb Mar Apr May
Jun
Jul
Aug
�Turn On
6
6
1
3
8
3
8
10
Turn Off
7
11
7
5
7
15
14
14
Turn On/Off-Total
13
17
8
8
15
18
22
24
Misc. Calls by Month
60 38 43 49
40 39
N 30 34 ♦ 28
� 30 ! j
0 20 s 1 j
10 =
0
lan Feb I Mar I Am- Mav Tun lul Aug
Noise in Pipes
0
0
0
1
0
0
1
2
�Damage d B ox or Lid
3
6
7
4
6
4
5
0
�Customer Problem
6
6
7
1
6
6
13
3
�Contractor
0
0
0
0
0
0
0
0
�Other
15
12
16
19
23
16
23
24
�No Water
6
10
8
3
8
10
7
10
--$--Misc-Total
30
34
38
28
43
36
49
39
250
200
150
c�
w
O
x� 100
50
Customer Card Feedback
165 162 171
117
201
217
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
M—�Excellent
157
123
113
143
165
179
182
129
Average
8
3
3
15
6
18
21
9
Poor
0
0
1
4
0
4
14
0
--4o--Total
165
126
117
162
171
201
217
138
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: September 21, 2012
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Description: Type:
EAO - Strategic Plan Trackinq.xlsx Strategic Plan Tracking-August 2012 Backup Material
Strategic Plan Initiatives Status Report
Executive-Administrative-Organizational Committee
Strategies Start Date Completion Lead Party August 2012 Progress
Date
CP 1: Increase Brand Reco nition within the Communi
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
(1) Customers received
Provide Financial a rebate for Rotating
Incentives and Rebates Nozzles and/or WBIC.
CP 2-A for Water Use Jul-11 On-going BOD/GM/PIO MWDOC Turf Removal
Efficiency Program 8v 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 8v 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 Opportunities
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 Service Area to Orange On-going On-going General Manager 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 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
Inefficiencies in 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