HomeMy WebLinkAbout2012-11-19 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING
November 19, 2012
A meeting of the Yorba Linda Water District's Executive-Administrative-Organizational
Committee was called to order by Director Hawkins at 4:00 p.m. The meeting was held
at the District's Administration Office at 1717 E Miraloma Ave, Placentia, CA 92870.
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton Stephen Parker, Finance Manager
Damon Micalizzi, Public Information Officer
OTHER ATTENDEES
Arthur G. Kidman, Partner, Kidman Law LLP
Heather Stratman, Sr. Director, Townsend Public Affairs (By telephone)
Matthew Hicks, Associate, Townsend Public Affairs (By telephone)
(The following item was taken out of order to accommodate Ms. Stratman and Mr. Hicks
joining the meeting by telephone.)
3. DISCUSSION ITEMS
3.1 Legislative Affairs Update (Verbal Report)
Mr. Hicks and Ms. Stratman reported on issues relating to the recent
elections and local government. They ended the telephone connection to
the meeting following discussion of this matter.
1. PUBLIC COMMENTS
None.
2. ACTION CALENDAR
2.1. Reorganization of the Board of Directors for Calendar Year 2013
Following discussion, the Committee supported the staff recommendation
that on November 21 the Board nominate and elect a President and Vice
President and appoint staff to serve as Secretary, Asst Secretary and
Treasurer for CY 2013.
2.2. Board of Directors Compensation
Following discussion, though not in support of any change in the Board
compensation rate for calendar year 2013, the Committee asked that this
item be brought to the Board on November 21 for a final decision.
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3. DISCUSSION ITEMS CONTINUED
3.2. Past-Due Reminder Notice (Verbal Report)
Mr. Parker reported on the status of the above, with the setting last month
of a minimum $75 late bill for issuance of the Past-Due Reminder Notice.
He was pleased to note that we are seeing a significant increase in sign-
ups for auto-pay of monthly bills. He also described, however, the
continuing challenge of dealing with late-pays, which averages in the
range of one-sixth (approximately 16%) of all our monthly bills. Following
a discussion on the issues and challenges, the Committee asked that staff
continue with the current billing and reminder-notice program over the next
several months to see if the reminder-notice program reduces the
percentage of late-pays and increases the number of auto-pay sign-ups.
Staff will provide an update to the Committee in April or May 2013. Mr.
Parker left the meeting at the completion of this item.
3.3. City of Placentia Ad Hoc Meeting (Verbal Report)
Mr. Conklin reported that at a November 1 meeting that he and President
Hawkins had with City of Placentia Mayor Yamaguchi and City
Administrator Troy Butzlaff, Mr. Butzlaff asked that the District consider
reestablishing ad hoc meetings of City Council and District Board
members and staff to discuss items of mutual interest and concern.
Included could be such items as water and sewer service, as well as
looking at opportunities for joint-use of staff, equipment and facilities for
such as fleet maintenance, use of heavy equipment, payroll processing
and procurement. Mr. Conklin noted, that as a follow-up to the request by
the City, that Mr. Butzlaff had contacted him again and that a meeting was
tentatively scheduled for November 27 to discuss the potential for
combining fleet-maintenance services. Following discussion, the
Committee asked staff to proceed with meetings with City staff on joint-
use opportunities. Further, they asked staff to pursue with city
management staff at both Placentia and Yorba Linda the establishment of
regular ad hoc committee meetings on a bi-monthly basis.
3.4. Coordination Between Developers (Verbal Report)
Mr. Conklin reported that both the Cielo Vista and the Esperanza Hills
residential development projects have initiated preparation of CEQA
documents, and are otherwise processing through the County Planning
Department. He also noted that the District's Northeast Area Planning
Study is in progress, with final completion anticipated by the end of
January 2013. The final study will include findings and recommendations
for water supply improvements for the two noted residential developments.
It is planned that the final study will be brought to the February 7, 2013
PEO meeting for review and discussion, and then to the Board on
February 14, 2013 for same.
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3.5. Customer Service Feedback Report
The above was reviewed with the Committee, looking at both the month of
October and the year to date from January through October. The
Committee was pleased with the positive findings in the report.
3.6. Director's and General Manager Fees and Expenses
The Committee reviewed the information and provided one correction.
3.7. Status of Organizational and Efficiency Study (Verbal Report)
Mr. Conklin reported that this will be a recurring report at each EAO
Committee meeting, presenting progress and developments on the above,
as directed by the Board at the November 15 Workshop. He noted that
staff has initiated inquiries regarding potential firms or individuals who
have experience preparing these type studies.
3.8. Strategic Planning for FY 2013/15
Mr. Conklin reported that the District's Strategic Plan is due to be updated
for the FY 2013-15 period and is typically done prior to or in conjunction
with the budgeting process, which begins in January. After discussion, the
Committee decided to delay the update to the Strategic Plan until after the
GM position is filled and the Operational and Efficiency Study is
completed.
3.9. Status of Strategic Plan Initiatives
The Committee reviewed the status of the above and had no comments.
3.10. Future Agenda Items and Staff Tasks
Mr. Conklin reported on a complaint received on November 15 from a
resident on Gardenia Ave concerning trespassers and trash on the
District's Valley View Reservoir and Valley View Pump Station sites. He
noted that this was not a new situation, and that new measures are now
being recommended as means of mitigation. Following discussion, the
Committee asked staff to pursue mitigation measures, provide a response
to the customer on Gardenia, and to report back on progress.
The Committee adjourned to Closed Session at 5:07 p.m. Directors Hawkins and
Melton were present. Also present were Messrs. Conklin, Micalizzi and Kidman.
4. CLOSED SESSION
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)
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Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC
Superior Court — Case No. 00595177)
Name of Case: OCTA vs. YLWD (OC Superior Court — Case No.
00606042)
Name of Case: OCTA vs. Amelia De Agundez et al. (OC Superior
Court — Case No. 00598169)
Name of Case: OCTA vs. Tom Smith et al. (OC Superior Court —
Case No. 00598177)
Name of Case: OCTA vs. Issa Minassian et al. (OC Superior Court —
Case No. 00598191)
Name of Case: OCTA vs. Jack Goodman and Fraces S. Goodman,
as Trustees Under the Goodman Family Trust
Established June 25, 1985 et al. (OC Superior Court —
Case No. 00598208)
Name of Case: OCTA vs. Lakeview Industrial Park LLC et al. (OC
Superior Court — Case No. 00599071)
Name of Case: OCTA vs. Lakeview Orchard Association et al. (OC
Superior Court — Case No. 00604657)
Name of Case: OCTA vs. Cobblestone 1993 Ltd. et al. (OC Superior
Court — Case No. 00604669)
Name of Case: OCTA vs. James V. Carone et al. (OC Superior Court
— Case No. 00604675)
Mr. Micalizzi left before the completion of the Closed Session.
The Committee reconvened in Open Session at 5:37 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 5:37 pm. The next meeting of the
Executive-Administrative-Organizational Committee will be held Monday,
December 17, 2012 at 4:00 p.m.
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