HomeMy WebLinkAbout2012-12-17 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGAN IZATIO NAL COMMITTEE MEETING
Monday, December 17, 2012, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Phil Hawkins, Chair Steve Conklin, Acting General Manager
Director Gary T. Melton
1. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
1.1. Board of Directors Committee Assignments
Recommendation. That the President consider and make recommendations to the
Board of Directors for committee and intergovernmental meeting assignments for
the upcoming calendar year, subject to consent by the Board.
2. 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.
2.1. Legislative Affairs Update (Verbal Report)
2.2. Potential for Joint Agency Meetings with Cities of Placentia and Yorba Linda (Verbal
Report)
2.3. Suggested Upcoming Staff Activities (Verbal Report)
2.4. Park Activity at Valley View Reservoir (Verbal Report)
2.5. Status of Plumosa Property (Verbal Report)
2.6. Customer Service Feedback Report
2.7. Status of Preparations for the Organizational and Efficiency Study
2.8. Status of Strategic Plan Initiatives
2.9. Future Agenda Items and Staff Tasks
3. 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.
3.1. 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. YLWD (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) and related cases.
4. ADJOURNMENT
4.1. The next meeting of the Executive-Administrative-Organizational Committee will be held
Tuesday, January 15, 2013 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. 1.1
AGENDA REPORT
Meeting Date: December 17, 2012 Budgeted: Yes
Total Budget: $90,000
To: Executive-Administrative- Cost Estimate: $90,000
Organizational Committee
Funding Source: Water Operating
Fund
From: Steve Conklin, Acting General Account No: 1-1010-0440-00
Manager
Presented By: Steve Conklin, Acting General Dept: Board of Directors
Manager
Prepared By: Annie Alexander, Executive
Secretary
Subject: Board of Directors Committee Assignments
SUMMARY:
Following the annual reorganization of the Board of Directors, the newly elected President assigns
the members of the Board to various standing committees and intergovernmental meetings. These
assignments are usually decided prior to the first meeting in January each year.
STAFF RECOMMENDATION:
That the President consider and make recommendations to the Board of Directors for committee
and intergovernmental meeting assignments for the upcoming calendar year, subject to consent by
the Board.
DISCUSSION:
Pursuant to the Board of Directors' Rules for Organization and Procedure (Resolution No. 11-15),
the Board has five standing committees, three joint agency standing committees, and various
intergovernmental meetings to which the Board has authorized regular Director attendance.
Historically, two Directors have been assigned to each standing committee and each Director has
been assigned to a minimum of two different standing committees. Participation in
intergovernmental meetings has been on a voluntary basis with a primary and secondary Director
alternating their attendance.
The attached spreadsheet identifies the Directors who have served on each standing committee
and attended the intergovernmental meetings for the previous two years. It also includes President
Melton's proposed assignments for the upcoming calendar year. The Board is not required to
choose committee assignments using any particular method. In years past, the non-Chair
committee member in the current year has served as the Chair for the same committee in the
following year. This allows each committee to continue with one member who is familiar with the
responsibilities of the committee, while allowing another member who has not previously served on
the committee, the opportunity for a new experience, if desired.
The Total Budgeted and Estimated Cost amounts listed above include Board, Committee and
intergovernmental meeting attendance at a maximum of ten meetings per month as allowed by
statute.
STRATEGIC PLAN:
CP 1-C: Have Board of Directors and YLWD Staff Attend More Events and Inter - governmental
Meetings within the Local Community
ATTACHMENTS:
Description: Type:
BOD - Committee Assignments.pdf Backup Material Backup Material
Committee 2011 2012 2013
EAO Beverage Hawkins Melton(Chair)
Hawkins Melton Kiley
FA Collett Kiley Hawkins(Chair)
Kiley Hawkins Melton
PRIM Kiley Beverage Collett(Chair)
Beverage Collett Beverage
PIED Melton Collett Kiley(Chair)
Collett Kiley Hawkins
PACT Hawkins Melton Beverage(Chair)
Melton Beverage Collett
MWDOC/OCWD Beverage Hawkins Beverage
Hawkins Beverage Melton
CAC I Beverage I Beverage I Beverage
I I j
Interagency Assignments 2011 2012 2013
YL City Council Mtg 1 Hawkins Hawkins Melton
First Tuesday of the Month
YL City Council Mtg 2 Melton Melton Kiley
Third Tuesday of the Month
YL Planning Comm Mtg 1 Kiley Kiley Collett
Second Wednesday of the Month
YL Planning Comm Mtg 2 Collett Collett Hawkins
Fourth Wednesday of the Month
OCWD Board of Directors Kiley Kiley Kiley
First Wednesday of the Month
OCWD Board of Directors Kiley Kiley Kiley
Third Wednesday of the Month
MWDOC Board of Directors Melton Melton Melton
First Wednesday of the Month
MWDOC Board of Directors Melton Melton Melton
Third Wednesday of the Month
ACWA/JPIA Meeting Hawkins Hawkins Hawkins
Semi-Annually in May&November
WACO Meeting Hawkins Hawkins Hawkins
First Friday of the Month Kiley
ISDOC Meeting Collett Collett Collett
Quarterly on the Fourth Tuesday
LAFCO Meeting Beverage Beverage Beverage
Second Wednesday of the Month
ITEM NO. 2.6
AGENDA REPORT
Meeting Date: December 17, 2012
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
CR Tracking and Customer Feedback thru 11 November 2012.pdf November 2012 Customer Service Report Backup Material
Leaks by Month 80
0 �Y
'
60 i r�s
1 7 7
1
1
1
�Main Leak-CC
4
3
5
6
3
7
10
10
6
6
4
�Service Leak-CC
10
11
21
15
15
0
24
23
24
17
20
CAMS-CC
4
1
6
0
5
5
1
3
1
2
6
�Meter Leak-CC
30
18
26
20
30
22
27
40
37
31
31
�Fire Hydrant Leak-CC
4
2
1
3
4
0
1
3
2
5
2
�Main Line Valve Leak-CC
4
3
0
2
1
1
0
1
2
2
1
-4--Leaks-Total-CC
56
38
59
46
58
35
63
80
72
63
64
U
O
Water Quality Calls by Month
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Dirty or Cloudy Water-CC 1 6 3 1 3 1 2 1 3 1 1
Taste-CC 0 0 0 1 0 0 0 0 0 1 1
�Odor-CC 0 1 2 0 2 0 0 1 2 0 0
--*--Water
Quality-Total-CC 1 7 5 2 5 1 2 2 5 2 2
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Pressure Calls by Month
30
25
6
25
�SewerOdor
4
2
0
20
1
18
1
0
5
�1 Sewer Overflow
1b
14
1
15
0
0
c� 15
1
0
2
4
tSewer Issues-Total
0
8
10
8
3
2
3
8
10
2
w
3
5
0
0
Jan
Feb Mar Apr May Jun Jul
Aug
Sep
Oct
Nov
�High Pressure
0
3
3
1
1
2
8
6
3
2
1
�Low Pressure
8
11
7
7
15
16
17
15
12
14
7
tPressure-Total
8
14
10
8
16
18
25
21
15
16
8
U
O
Water Quality Calls by Month
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Dirty or Cloudy Water-CC 1 6 3 1 3 1 2 1 3 1 1
Taste-CC 0 0 0 1 0 0 0 0 0 1 1
�Odor-CC 0 1 2 0 2 0 0 1 2 0 0
--*--Water
Quality-Total-CC 1 7 5 2 5 1 2 2 5 2 2
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Sewer Issue Calls by Month
7
6
�SewerOdor
4
2
0
0
1
1
1
0
5
�1 Sewer Overflow
1
1
1
0
0
1
1
0
2
4
tSewer Issues-Total
6
4
2
3
2
3
3
1
2
w
3
0
#
2
1
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
�SewerStoppage
1
1
1
2
1
1
1
1
0
M3O
U
O
Water Quality Calls by Month
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Dirty or Cloudy Water-CC 1 6 3 1 3 1 2 1 3 1 1
Taste-CC 0 0 0 1 0 0 0 0 0 1 1
�Odor-CC 0 1 2 0 2 0 0 1 2 0 0
--*--Water
Quality-Total-CC 1 7 5 2 5 1 2 2 5 2 2
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
�SewerOdor
4
2
0
0
1
1
1
0
0
�1 Sewer Overflow
1
1
1
0
0
1
1
0
2
tSewer Issues-Total
6
4
2
2
2
3
3
1
2
U
O
Water Quality Calls by Month
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Dirty or Cloudy Water-CC 1 6 3 1 3 1 2 1 3 1 1
Taste-CC 0 0 0 1 0 0 0 0 0 1 1
�Odor-CC 0 1 2 0 2 0 0 1 2 0 0
--*--Water
Quality-Total-CC 1 7 5 2 5 1 2 2 5 2 2
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Quality-Total-CC 1 7 5 2 5 1 2 2 5 2 2
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Turn On/Off Calls by Month
30
25
20
15 13
o s
� 10
5
0
Jan Feb Mar
�Turn On 6 6 1
�Turn Off 7 11 7
pwd-
WA 0-000401
—+--Turn On/
.y.
Off-Total 13 17 8
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
.pr May Jun Jul Aug Sep Oct Nov
3 8 3 8 10 9 5 8
5 7 15 15 15 16 9 8
8 15 18 23 25 25 14 16 so
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Misc. Calls by Month
60 44 as as
y 40 30 38 ♦ 32
30 ♦
U
`0 20
� 10
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
�Noise in Pipes 0 0 0 1 0 0 1 2 0 1 0
�Damaged Box or Lid 3 6 7 4 6 4 5 0 3 4 6
�Customer Problem 6 6 7 1 6 6 13 3 9 7 4
�Contractor 0 0 0 0 0 0 0 0 1 1 0
�Other 15 12 16 19 24 16 23 24 14 32 25
�No Water 6 10 8 3 8 10 7 10 5 4 5
+Misc-Total 30 34 38 28 44 36 49 39 32 49 40
Customer Card Feedback
250
223
201
192
200
IYU
165
168
171
150
126
141
125
115
U
w
O
100
50
0
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
I -mA Excellent
157
123
137
149
165
179
188
183
170
108
94
�Average
8
3
3
15
6
18
21
9
7
14
21
Poor
0
0
1
4
0
4
14
0
1
3
0
Total
165
126
141
168
171
201
223
192
178
125
115
ITEM NO. 2.7
AGENDA REPORT
Meeting Date: December 17, 2012
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Prepared By: Steve Conklin, Acting General
Manager
Subject: Status of Preparations for the Organizational and Efficiency Study
EW
SUMMARY:
A draft list of potential firms to invite to submit a Statement of Qualifications (SOQ) and a draft
Request for SOQ have been prepared and are attached for review and discussion.
ATTACHMENTS:
Name: Description: Type:
Contact List of Potential Firms.xlsx List of Firms Backup Material
O E Study SOQ.docx Draft Request for SOQ Backup Material
O & E Study
Potential Firms
Name
Address
Contact Info
Experience
Emphasis in Organization Assessments, Strategic Planning,
2459 Neptune
Culture Measurement/ Change Management, Recruitment,
BHI Management Consultants
Ct., Suite 110,
brent@bhiconsulting.com
Staffing Analysis. Has worked with Laguna Beach County
Brent Ives
Tracy, CA
1-888-404-3518
WD, Castiac Lake WD, Jurupa Community Services District,
95304
Orange County WD and many other Special Districts and
Cities. * Recommended via CSDA.
Emphasis in Organization Assessments, Strategic Planning,
878019th St., #
Culture Measurement/ Change Management, Recruitment,
DeLoach &Associates
Robert DeLoach
402, Alta Loma,
951-206-5886
Staffing Analysis. Has worked with Cucamonga Valley WD,
CA 91701
Fontana Union Water Company, City of Azusa, City of
Pomona.
555 Front St.
Dana Smith: Customized Management Audits, Measuring
Hensen Consulting Group
#702, San
info C@hensonconsultinggroup
Organziational Effectiveness; Assist. City Manager of City of
Dana Smith
Diego, CA
com 858-248-7701
Chula Vista, City of Napa, City of Newport Beach; Executive
92101
Officer of OC LAFCO
5737 Kanan
Emphasis in Organization Assessments, Leadership
Human Performance
Rd., Suite 360,
info @human-
Assessments, Performance Management. Has worked with
Consultant, Inc.
net
Vince Caimaso
Agoura Hills, CA
818-4 0-341
818-430-3414
Central Basin MWD, Apple Valley Ranchos Water Company,
91301
Park Water Company (Downey, CA
Emphasis in Organizational Planning/Development,
Performance Management, Job Analysis/Classification,
6400 Hollis St.,
Compensation Analysis. Works from a Human Resources
Koff&Associates
Suite 5,
gko ff @koffassociates.com
Gail Koff
Emeryville, CA
510-658-5633
perspective. Has worked with Alameda County WD, San
94608
Diego County WD, Orange County SD, Solano County Water
Agency, many Cities, many other special districts and non-
prof its.
675 Hartz
Emphasis in Organization and Efficiency Studies, Strategic
Municipal Resource Group
Avenue, Suite
moliver @municipalresourcee
Policy Development, Assessments of Board/Management
Mike Oliver
300, Danville,
roup.com 925-314-3889
CA 94526
Relations. Has worked with City of Richmond, CA.
Name
Address
Contact Info
Experience
East Orange WD General Manager, AGM: South East
Regional Reclamation Authority, Aliso Water Mgmt Agency
30111 Branding
& South Orange County Reclamation Authority. Emphasis in
Ohlund Mgmt &Tech Svc.
Iron Rd., San
omts @cox.net
Organization & Staffing Studies, Compensation Studies,
Lisa Ohlund
Juan
949-842-3351
Performance Assessments. Has worked with City of Newport
Capistrano, CA
Capist
Capist
Beach, West Basin MWD, Central Basin MWD, Inland Empire
Utilities Agency, Joshua Basin MWD, Trabuco Canyon WD,
City of Fountain Valley.
232 West
Emphasis in Law Enforcement Management and
PMW Associates
Avenida
ic.del @cox.net
Supervision. Has worked with Murrieta MWD, Rainbow
Joe DeLadurantey
Gaviota, San
949-300-9104
MWD and many Cities. * Recommended via Norm Traub &
Clemente, CA
92672
Associates.
437
Organizational Development for Saks Fifth Ave, Barnes &
PRISM Retail Consulting
Roncesvalles
jayaredman @gmail.com
Noble, Chicos. Emphasis in Strategic Planning, Employee
Jay Redman
Ave., Suite 110,
647-401-2898
Engagement, Succession Planning. * Recommended via
Toronto, ON
M6R 3139
D.Burke
5800 Stanford
Emphasis in Organization Assessments, Workforce Planing,
Ralph Anderson &Associates
Ranch Rd.,
john @ralphandersen.com
Strategic Planning, Compensation Analysis. Has worked with
John Goss
Suite 410,
916-690-4900
San Juan Capistrano Utilites Department, San Diego County
Rocklin, CA
95765
LAFCO and many Cities.
455 Capitol
Emphasis in Organization Assessments, Performance
Sjoberg Evashenk Consulting
Mall, Suite 700,
georee @secteam.com
Measurements, Strategic Planning. Works only with public
George Skiles
Sacramento,
916-443-1300
CA 95814
agencies.
Name
Address
Contact Info
I Experience
3436 American
Emphasis in Organization Assessments, Workforce Planing,
Bryce Consulting
River Dr., Suite
sanderson @bryiceconsultine.
Strategic Planning, Team Building, Compensation Analysis.
Shellie Anderson
7A,
com 916-974-0199
Works from a Human Resources perspective. Has worked
Sacramento,
CA 95864
with City of Fillmore.
2250 East
Emphasis in Organizational Development, Strategic Planning,
CityGate Associates
Bidwell, Suite
rcarson @cityeateassociates.c
Change Management, Leadership Development. Has worked
Richard Carson
100, Folsom,
om 916-458510
with Mountain House CSD (San Joaquin County, CA) and
CA 95630
many Cities.
28494
Westinghouse
Emphasis in Training, Recruitment, Compensation Analysis.
Jorgensen HR Consulting
g g
PI., Suite 212,
info nsenhr.com
Works from a Human Resources Perspective. Has worked
g00-957-5977
957-5
Valencia, CA
primarily with private companies.
91355
2729 Brookside
Emphasis in Leadership Assessments and Classes & Strategic
Lillestrand Leadership
Dr., Chino Hills,
leadership @lillestrad.com
planning. Provided West Valley WD with current Strategic
Consulting
951-805-9192
CA 91709
Plan.
Emphasis in Recruiting, Coach ing/Mentoring, Team Building.
3435 Valle
Works from a Public Sector Management Psychology
Mathis Group
Verde Dr.,
dr.bill @mathis�roup.net
Bill Mathis
Napa, CA
707-252-2151
Perspective. Has worked with Central Basin WD, AWWA-Cal
94558
Nevada Section, Inland Empire Utilities Agency and many
Cities.
21 San Antonio
Emphasis in Organization Assessments, Customer Service
Matrix Consulting
Cir., Suite 148,
ggoelizC@matrixcg.net
Assessments, Management and Operations Assessments.
Gary Goeliz
Mountain
650-858-0507
Works only with public agencies. Has worked with South
View, CA 94040
Coast WD, City of San Bernadino & City of San Luis Obispo.
Joint Powers Authority serving public agencies. Emphasis in
Restructing/Reorganization Efforts, Strategic Planning,
Regional Government
P.O. Box 1350,
raverettC@rgs.ca.gov
Organizational Strategy, Staff Development, Performance
Services
Carmel Valley,
Richard Averett
CA 93924
831-308-1508
Management. Works from a Human Resources Perspective.
Has worked with many Cities and Special Districts, but no
water agencies.
Name
Address
Contact Info
Experience
6 Hutton
Emphasis in Engineering Consulting, Design, Operations, and
CH2M HILL
Centre Dr.,
Program Management. Able to provide Operations &
Judi Miller
Suite 700,
iudi.miller @CH2M.com
Efficiency Studies for utilities as part of Program
Santa Ana, CA
Santa
Management. Would like to receive RFP.
1036 W. Taft,
EnvironStrategy
Suite 200,
imcnamara @environstrategy.
Emphasis in Environmental Consulting,
John McNamara
Orange, CA
com 714-919-6510
Compliance/Permitting, Water/Wastewater Treatment.
92865
601 South
Public Financial Mgmt
Figueroa, Suite
hoshiiimacC@pfm.com
No experience visible on website. Via direct email, has done
(The PFM Group)
4500, Los
Craig Hoshijima
Angeles, CA
213-489-4075
studies in the past and would like to receive RFP.
90017
201 S. Lake
Tom Arn: Principal on Organizational Assessments for Santa
Raftelis Financial Consultants
Ave., Suite 301,
tarn @raftelis.com
Clara Valley WD, Inland Empire Utilities Authority, etc. O&M
Tom Arn
Pasadena, CA
602-363-1539
91101
Manager for Malcolm Pirnie
Emphasis in Organization Assessments, Leadership
602 Hemlock
Assessments, Performance Management. Works from a
Schafer Consulting
Rd, Coraopolis,
ask @schaferconsulting.com
Behavioral Health Perspective. Has worked with Central
Steve Schafer
724-213-0200
PA 15108
Basin MWD, but primarily with hospitals and in-patient
centers.
27368 Via
Willdan Financial Services
Industria, Suite
cfisher @willdan.com
Experience with IT Assessments. Interested in receiving RFP.
Chris Fisher
110, Temecula,
800-755-6864
CA 92590
Request for Statement of Qualifications (SOQ)
For an
Organizational and Efficiency Study
Of the Yorba Linda Water District
Date released, 2013
Introduction
Abil
The Yorba Linda Water District (the District) invites qualified firms or individuals to submit a
Statement of Qualifications (SOQ) leading to the possible award of a contract to provide
professional services related to the completion of an Organizational and Efficiency Study, as
further described below.
Background 4?L N
The Yorba Linda Water District is an independent special district in north Orange County,
California, providing water and wastewater services to the residents of the City of Yorba Linda,
portions of Placentia, Brea, and Anaheim and nearby unincorporated areas since 1959. The
District is governed by a five-member Board of Directors, elected at large from within the
District's service area. The District provides water, sewer or a combination of both services to
residents and businesses within 22.6 square miles, to a population of approximately 70,000,qqq%
through approximately 23,950 service connections.
MR
The administration of the District is organized within six departments — Administration,
Engineering, Finance, Human Resources, Information Technology and Operations, with a total
of seventy-six full-time equivalent and three part-time equivalent employees.
1W INS& link '90
More information about the Yorba Linda Water District can be found on the District's website:
www.vlwd.com.
Scope of Services
The goal of the Study is to provide the District with an independent assessment of the
effectiveness and efficiency of the District as a whole, as well as that of each department. The
study will be completed in consultation with the Executive Committee of the Board of Directors
and the General Manager. The consultant will be expected to identify implementation
recommendations that are effective and achievable. Anticipated project tasks include the
following:
• Interview current staff, from senior management to mid-level management (18 staff)
• Review existing organizational chart and chain of command
• Analyze staffing, duties and workload
Yorba Linda Water District 1
Request for Statement of Qualifications-O&E Study
• Make recommendations for improved efficiencies, for improved internal and external
communications and for improved workflow between departments.
• Provide recommended milestones and timeline for implementation of
recommendations
The Study summary, background, description, findings, recommendations, and implementation
schedule shall be summarized in a written report. A draft of the report shall be submitted to
the Executive Committee of the Board for review and discussion with the study consultant.
After receipt of review comments from the Executive Committee and from Management Staff
of the District, the consultant shall finalize the report and submit to the District. The consultant
shall meet with the Board to review the findings and recommendations of the Study.
Selection Process
The District plans to identify a firm for the preparation of the Study based on a review of the
SOQs, short-listing, and interviews of the short-listed firms. After the District Review Team
identifies a recommended firm, the Executive Committee will be notified for concurrence.
Following concurrence by the Committee, staff will negotiate the project scope and fee with
the selected firm, subject to final approval by the Board.
SOQs will be reviewed based on the criteria below The top three firms may be invited to an
interview before a final recommendation is made.
• Experience of the Study Manager - oints
• Experience of the Firm ALlob, 0-20
• Project-related Experience and References 0-20
• Proposed Approach/Methodology 0-20
• Project Schedule 0-10
TOTAL POINTS 0-100
Elements of the SOQ
The SOQ(with 12-point or larger font size) shall include the following:
• Cover letter signed by a principal of the firm
• Company profile
• Company experience
Yorba Linda Water District 2
Request for Statement of Qualifications-O&E Study
• Experience and references for similar studies completed for water districts, city water
departments, public agencies, and other water and wastewater utilities
• Resumes for the proposed Study Manager and other staff who will be working on the
Study
• Based on your experience with similar studies, provide proposed approach and
methodology for this project. Based on your experience, provide proposed revisions or
additions to the project tasks listed above.
• Based on your experience, provide a proposed schedule for completion of the study
• Based on your experience, provide any additional recommendations or suggestions on
how to approach or modify the study to provide greater benefit or value of the final
product.
• As an optional item, your SOQ package may include a copy of a study recently
completed by your firm for another agency, as an example of your work. Ideally, the
study would be an operational and efficiency study, or similar, redacted if necessary.
Project Schedule & Budget
The following schedule is planned for the selection process, subject to change.
fib,
Pre-submittal informational meeting, 9:00 am on Date
SOQ Submittal, due by 4:00 pm on Date
SOQ Evaluation Date
Interviews Date
Contract Negotiations with selected firm Date
Contract Award by Board Date
AMON§ftb.- 1006
The Study work scope and budget will be determined through the contract negotiations
process. At this time, the District's budget for the Study is approximately$45,000.
Submittal Information N� %
In order to be considered, firms or individuals must comply with the submittal requirements;
failure to do so may result in disqualification from consideration. Interested parties must
submit eight (8) copies of their Statement of Qualifications no later than 4:00 pm on the date
listed above.
A Pre-Submittal informational meeting will be offered on the date and time noted above at the
District's Administrative Headquarters, 1717 E. Miraloma Avenue, Placentia, CA 92870.The Pre-
Submittal meeting is optional, and will also be available via teleconference for those firms or
individuals that are not able to attend in person.
Questions regarding the SOQ must be submitted, via email, to the contact listed below. All
questions, without identifying the submitting firm, will be compiled with the appropriate
Yorba Linda Water District 3
Request for Statement of Qualifications-O&E Study
answers and issued as an addendum. The addendum will be emailed to each person or firm
who received a copy of the Request for SOQ. All questions must be received no later than
seven days before the due date for submittal of the SOQ, with addendum issued within three
days thereafter.
The primary contact for Submittals and questions is:
Steve Conklin, Acting General Manager
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92870
sconklin @ylwd.com
Yorba Linda Water District 4
Request for Statement of Qualifications-O&E Study
ITEM NO. 2.8
AGENDA REPORT
Meeting Date: December 17, 2012
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Description: Type:
EAO - Strategic Plan Trackinq.xlsx November 2012 Initiatives Backup Material
Strategic Plan Initiatives Status Report
Executive-Administrative-Organizational Committee
Strategies Start Date Completion Lead Party November 2012
Date Progress
CP 1: Increase Brand Reco nition within the Communit
Have Board of
Directors and YLW D
Attendance at
Staff Attend More Immediately
BOD/
CP 1-C Local and Regional following Nov- On-going
Events and Inter- 2010 election Sttaaff ff intergovernmental
/ standing
governmental meetings
Meetings
CP 2: Increase Public Awareness of Water and Wastewater Related Issues
(3) Customers
received a rebate for
Provide Financial Rotating Nozzles
CP 2-A Incentives and Jul-11 On-going BOD/GM/PIO and/or WBIC.
Rebates for Water Use MWDOC Turf
Efficiency Removal Program 8v
Synthetic Turf
Program tabled.
Consider Participation
in the California
Urban Water Committee Opted
CP 2-C Conservation Council's Sep-11 Dec-11 GM Not to Move
Forward
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 Ca able Workforce
Attended
Groundwater
Producers Meeting,
Encourage Staff Public Affairs
Participation in Meeting 8v Water
WE 1-F Professional On-going On-going General Manager Use Efficiency
Organizations and Meeting. Attended
Local Civic Groups quarterly OC Water
Operations
Managers
Association meeting.
WE 3: Enhance Em to ee Relations
Implement a Program
On-Hold due to
WE 3-A to Recognize Jul-11 Sep-11 EPIC Committee higher priority Staff
Employees for
projects in process
Excellence
WE 3-B Conduct Quarterly All-
WE Meetings Jul-11 Quarterly General Manager Held May 17, 2013
Continue to
WE 3-C Encourage Employee On-going On-going General Manager On-going
Training in Leadership
and Technology
SR 2: Ex lore Service Bounda O ortunities
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
of EIR
First draft
to Annex District
SR 1-A On-going On-going General Manager expected in
Service Area to Orange
December 2012
County Water District
Attended MWDOC
Water Use Efficiency
Engage with Regional Meeting, DWR
SR 1 Drought Response-C Agencies on Water On-going On-going General Manager Workshop, MWDOC
Supply Issues
WUE Master Plan
Stakeholder
Workshop
Strengthen Existing Emergency Update of
SR 1-D Emergency Operations On-going On-going Operations
Emergency
Partnerships Coordinator/GM Response Plan in
process
FR 3: Identify and Develop Additional Revenue Options
Research and Obtain On-going
FR 3-A Grant Funding On-going On-going General Manager assessment through Townsend Public
Whenever Feasible
Affairs
OE 2: Address Inefficiencies Identified in the Self-Assessment Survey
Identify Core On-Hold due to
OE 2-A Inefficiencies Jul-11 Jun-12 EPIC Committee higher priority Staff
projects in process
Develop Measurable On-Hold due to
OE 2-13 productivity Goals Aug-11 Jun-12 EPIC Committee higher priority Staff
projects in process
Engage Employees in On-Hold due to
OE 2-C Methods of Addressing Sep-11 Jun-12 EPIC Committee higher priority Staff
Inefficiencies projects in process
OE 3: Consider Utilization of a Peer Review Survey
Determine the Cost Management Completed at Feb
OE 3-A Benefit Ratio of a Peer Jul-11 Sep-11
Analyst 2012 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